06-06 Lecture: Disability Services and Student Support Programs
Date Time: 2026-06-06 10:13:32
Location: [Insert Location]
Instructor: [Insert Name]
## Summary
The lecture highlights the importance of disability services and support programs to ensure equal access to education for students with disabilities and former foster youth. It clarifies that accommodations mandated by the Americans with Disabilities Act (ADA) are designed to neutralize functional limitations—not to provide an unfair advantage—so students can compete on a level playing field. The speakers outline support programs within California’s public college system, including EOPS, CARE, Next Up, and Guardian Scholars, noting California’s leadership in these initiatives. The presentation also offers a practical walkthrough of the Office of Special Services (OSS) website, showing how to get started, request accommodations, and find staff contacts.
## Knowledge Points
### 1. Disability Accommodations and Equal Access
- **Purpose of the Americans with Disabilities Act (ADA)**
- The ADA was enacted because individuals with disabilities faced barriers to accessing work, school, and public spaces.
- Accommodations are not for “sneaking ahead” but to provide necessary support that ensures equal access and opportunity.
- **Concept of Accommodations**
- The goal is equity—helping students “be like everybody else,” not surpass others.
- Accommodations address functional limitations caused by a disability.
- Their purpose is to neutralize, ameliorate, or significantly reduce functional limitations, thereby removing barriers.
- Example: If a person cannot reach a high shelf, a grabber tool is an accommodation that promotes independence.
- **Student Mindset on Accommodations**
- Some students consider discontinuing accommodations like an IEP after graduation to feel “like everybody else.”
- The speakers encourage continued use of these tools, as they enable equality with peers.
- **Types of Disabilities**
- Any disability that creates a documented functional limitation is eligible for consideration. Handouts will detail different conditions.
### 2. Student Support Programs
- **Programs for Former Foster Youth**
- A dedicated program provides additional support, including housing, for former foster youth.
- Many of these students also have learning disabilities.
- **Specific Campus Programs**
- EOPS (Extended Opportunity Programs and Services), CARE (Cooperative Agencies Resources for Education), Next Up (state-funded foster youth program), and Guardian Scholars are available on campus.
- These programs are located in the Student Services Building.
- **California’s Leadership in Student Support**
- California is a pioneer in providing extra support for foster youth, including tutoring, peer mentoring, and other resources.
- These efforts have led to foster youth graduation rates far exceeding those in the rest of the country.
- **Availability Across College Systems**
- Disability services and foster youth programs exist at all 116 California Community Colleges, 23–24 Cal State universities, and 10 UC campuses.
- Private colleges also offer disability services, though they may not receive state funding. Santa Monica College has a department called CSD.
- **Guardian Scholars Program Functionality**
- Guardian Scholars serves as a central coordinator, collaborating with campus offices such as housing and disability services.
- For example, they can advocate for a student with Asperger’s to secure a single or quieter dorm room by working with the housing office.
- They help transfer an IEP and ensure the student receives necessary support.
### 3. Navigating the Office of Special Services (OSS)
- **OSS Website Overview**
- The OSS website is the primary resource for students; the speakers provide a live demonstration.
- Contact information (phone number, email) is at the bottom of every page.
- The office is located across the street from a Dunkin’ Donuts.
- **Getting Started with OSS**
- The homepage features a “Getting Started with OSS” button, which is the first step for new students.
- Students concerned about a potential learning disability can take a self-assessment quiz under “Learning Disability Services.” Results indicate whether to contact an LD specialist.
- **Requesting Accommodations**
- Step 2 is “Get your accommodation letter” via the accommodation letter request form.
- The website lists faculty who approve accommodations, with direct email links.
- Counselors are assigned by last name:
- **Donna Worley**: Works with students who have learning disabilities.
- **[Inferred Name from 'A through L']**: Works with students whose last names start with A through L.
- **Hua Lee (or Wah Lee)**: Works with students whose last names start with M through Z.
- **Accessing Information**
- Handouts, flyers, and cards with QR codes linking to the website will be available at the speaker’s table.
- Students with a disability—or those who suspect they have one without documentation—are encouraged to come in for guidance.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Visit the OSS website and start with the “Getting Started with OSS” button.
- [ ] 2. If you suspect a learning disability, take the self-assessment quiz under “Learning Disability Services.”
- [ ] 3. Request accommodations by submitting the accommodation letter form; then email your assigned approver (e.g., Donna Worley, Hua Lee) directly via the website links.
- [ ] 4. If you are a former foster youth with Asperger’s attending Cal State San Bernardino (CESA), connect with Guardian Scholars to coordinate housing (e.g., quieter or single room) and academic accommodations, and to transfer your IEP.
- [ ] 5. During the tabling session, visit the speaker’s table for handouts, flyers with QR codes, and additional information.
Jun 6, 2026
Speaker 1 00:00:01
That the Americans with Disabilities Act was put into place was that people with disabilities were not able to access work and school and come into buildings. And all that. Life has changed since that act came in. And, these people are not here to help someone like sneak ahead of someone else in the line. That's not what this is about. It's about getting the help that they need. And again, if they're they were in foster care, there's a program that you'll hear about that is to help former foster youth.
Speaker 1 00:00:32
That they need extra help in certain ways, including housing. And if they have disabilities, There is a lot of our kids who do have learning disabilities, probably didn't get changed schools twenty five times in eighteen years. But there is no this not cheating. This not and some of our students say to us, "I don't want to be that anymore." Right? I graduated now; I just want to be like everybody else. This helps you be like everybody else. It helps you yes equal with everybody else.
Speaker 1 00:01:02
Try to get above everyone is to try to get equal, and that's so please encourage your students to not say," I don't want that IEP anymore.
Speaker 2 00:01:10
I don't want that help anymore." Yeah, absolutely. Thank you so much for and and I mean, you said it better probably than what I was trying to say. But with with accommodation and ADA and all of that, which is in place to help provide equal access. When we were taking a look at a student's uh disability, we're taking a look at what, The functional limitation that the disability creates, right? And then the accommodation is how do we neutralize that functional limitation, right? So I'm going to kind of piggyback on your example. So how do we. so I can't reach that shelf either, right in the grocery store. So how do we. What accommodation could be made in order for me and also to help me be as independent as possible?
Speaker 2 00:02:03
Combination can be made for me to reach that shelf. Well, okay, no, okay. I am going to take here you give me yeah. On the shelf? Hi, you want to give me an example? Yeah. Oh, on the shelf. That won't be safe. That won't be safe. However, right, You can ask for help that's one way. But if I wanted to be as independent as I could be, if we want that's independence. And that's what we want with for folks with disabilities. Um then I could get a grab. That's the accommodation, right? That's like a really simple, accommodating. And so the accommodation is meant to neutralize, to ameliorate or significantly reduce the functional limitation of the disability. When we reduce that uh functional limitation, when we reduce the barrier or eliminate, we really are trying to eliminate it. When, we reduce the barrier, then then that student is on the same level playing field as everybody else.
Speaker 2 00:03:03
Special, you know, you are not giving special consideration or you are giving people benefit, you know, students with disabilities or individuals with disabilities a benefit over someone else. No, it's just to get everybody else get us all at the same starting line. Right? So, thank you for emphasizing that. And that helped me come up with a better way to say it. So thank you for my short thing here. Thank you for your time. I am here. I am going to be here during the tabling.
Speaker 2 00:03:33
I don't know if you guys are getting some feedback information about our foster youth care programs on campus. We have EOPS, CARE, Next Up. Next Up is our foster youth program that's funded by the state, along with Guardian Scholars. We have those programs all in the Student Services Building. Hopefully you're getting to hear more about that stuff today as well. Okay so for us it's not in.
Speaker 2 00:04:04
What college are you thinking of? Cal State San Bernardino. Oh, yeah, all the colleges, the universities. Absolutely every university, every Cal State, every UC, every California community college. There is one hundred and sixteen California community colleges public schools that report to the California Community College Chancellor's Office. There is twenty three twenty four Cal States. There are ten UCS they all.
Speaker 1 00:04:35
We are so lucky in California. We are really the pioneers for the rest of the country. We are leading the charge to say, "Foster youth maybe need a little extra help, a little extra tutoring, a little more you know peer mentoring, a little more whatever," and we're going to make sure that that happens. Our numbers of graduation are far higher than the rest of the country. So be very glad that we live in this beautiful sunny state because we have that in every county.
Speaker 1 00:05:06
Some of our private colleges are not getting.
Speaker 2 00:05:08
State funding after doing it, and they're still doing it. And definitely, the private colleges also have disability services; it's not a prosecutor's program.
Speaker 3 00:05:18
Oh, I just looked up Santa Monica Community College for my students going on. There is a shift called CSD.
Speaker 2 00:05:29
In this all on the website. Absolutely, and they're all on the website as well.
Speaker 2 00:05:36
I wanted to let me try. Let me really quickly. I want to show you guys the website I said I was going to, and I did it. And I'll do this really quickly and then I'll wrap up.
Speaker 2 00:06:13
I don't know, you know, we're tend to be so, you know, quiet on the on the weekends. But I there's a Dunkin' Donuts directly across the street from us. If you it doesn't really take ten minutes. No Starbucks. Starbucks is further down like near Third. Okay yeah, on Vermont closer to Third All, right? So this is um our website Office of Special Services, and it's really simple.
Speaker 2 00:06:43
And how to get onboarded to OSS. So, each of these buttons are live; they're linked; they're hyperlinked. "Getting Started with OSS," you want to start with that button. Um, if we're talking about learning disability services, that's our LD assessment. That information is here; it gives you a self-assessment quiz. Okay? So your student maybe has some concerns about. They can take this quiz. At the end of it, uh, it will say.
Speaker 2 00:07:12
Number of questions, yes, to them. These number of questions you might want to get. And so our LD specialist information, we can go back um number two, get your accommodation letter, okay accommodation letter request form. Um our faculty who do accommodation approval are listed right here. You can email them directly. Okay um Donna Worley is for students who have learning disabilities Robert.
Speaker 2 00:07:44
Have last names that start between uh with an A through L. Um and then Hua or Wah is another way to pronounce her name. Um Lee, she works with students that begin with M, N, O, Z. All right so you can click that link and email them directly okay? Step three um this gives you more information about OSS services. I talked about all of these services in my um presentation, but there are hyperlinks.
Speaker 2 00:08:14
A little welcome message there and our contact information is at the bottom of each of our web pages. Okay, um oh, there's food, yay, i'm nearly done. Um i will also have these handouts at my table. Some information about thank you. Information about uh, the different types of conditions. It's any.
Speaker 2 00:08:44
With any uh any type of disability or something that creates a functional limitation. It's fine if it can be documented, okay? Uh so that'll be on my table. I'll also have um flyers on my table as well. My computer's a little bit slow, it won't scroll. Um but that's there. I have QR codes on those flyers so that you can go, it'll take you directly to the website um pretty easily. Again my our numbers our email address is.
Speaker 2 00:09:16
You know, uh, You know, we really are ready and willing and able to help your students if they have a disability or even if you suspect that they have a disability, but haven't had it documented. Have them come to our office, and you know, we'll let you know what's what. Can,
Speaker 4 00:09:34
We uh if they have an IEP and they've been having it for years. Can do you have to show go to college?
Speaker 4 00:09:48
So, my baby is at first, and he will be a student in the fourth year. But he wants to live on campus. So, Is there any way that being a foster care student? They give him free housing? I.
Speaker 1 00:10:05
You would have to talk to the university. Okay, so I can try to help you with that. What school is he going to? CESA CESA okay, tell me this: Have you been in touch with the Guardian Scholars Program now? I can't hear you. The Guardian Scholars Program, there which is the foster care support program. Guardian Scholars Program. Yeah, I'm Jill. Find me after. I can get you in touch with them because they what's really neat about the Guardian Scholars. Program is that they work with all the other offices. So they will reach out to housing and say, okay, Because he has Asperger's, maybe he needs a single room, maybe not, you know, maybe he needs whatever a quieter place, like some dorms are specific things. They'll work with the.
Speaker 1 00:10:49
They'll work with this with the office of student disabilities. Okay, that his IEP is transferred, whatever is needed, they'll work. They have people in each office, so he he can get his own room because that's what I was. That's what I don't know because I don't work there, But if that's in the thing that he needs to have that, then they'll try to work with the housing office and see if that's available. And if that's possible. Thank you. Okay,
Speaker 3 00:11:11
Thank you all for your question. Um, I am a parent of uh and I went through guardianship.
Speaker 3 00:11:27
Okay, but going through the guardian's time, there was more resources and everything. It's just all about communication. How many of you are students.
Speaker 1 00:11:37
Trying to support your college? How many of them are going to be living in dorms? How many of you have signed up already for that night dorm? You don't know about that night dorm. Someone is asking you about it. Yes, yes, we're set up for the next presenter. So thank you everyone. We'll talk about that after the next presenter. But, why don't we take a little break so you guys can grab some breakfast, whatever you want to do, and grab some water.
07-10 Meeting: Timesheet Submission and Approval Process
## 1. Timesheet Submission and Approval Process
The team continues to face challenges with timely timesheet submission and approval in ConnectWise and TriNet. The current process has two payroll cutoffs: the 1st–15th and the 16th–end of the month. A major issue is that employees are not entering time daily, leading to inaccuracies when they try to reconstruct work two weeks later. While ConnectWise is configured for bi-monthly submissions and approvals—preventing managers from approving timesheets weekly—employees can and should still enter time daily. The goal is to establish a routine where time is entered daily (or by the next day for on-site technicians) and submitted by the cutoff dates, ensuring smooth payroll processing, especially in preparation for Alisa’s absence in October when Maricar will take over.
### Action Items
- [ ] Ensure all team members enter their time by the 15th and the last day of each month. -- _All Supervisors_
- [ ] Approve all timesheets by the 16th and the 1st of each month. -- _All Supervisors_
- [ ] If on vacation during a payroll period, inform Pete to arrange a delegate for approvals (at least for TriNet). -- _All Supervisors_
- [ ] Proactively follow up with employees who are chronically late with timesheet entries. -- _All Supervisors_
- [ ] [Speaker 4] will set up a daily ConnectWise report that alerts managers if team members have not updated their time. -- _[Speaker 4]_
- [ ] [Speaker 4] will send the weekly utilization report to Pete for review, then add relevant managers to the distribution list. -- _[Speaker 4]_ _Pete_
- [ ] [Speaker 4] will create a video showing managers how to add the staff hours report to their own reports and schedule weekly delivery. -- _[Speaker 4]_
- [ ] Olivia will update [Speaker 4]’s permissions so they can build reports in ConnectWise. -- _Olivia_
> **AI Suggestions**
> AI has identified unresolved items that need clarity and ownership:
> 1. Reporting source of truth: Alisa manually creates detailed weekly exception reports, while [Speaker 4] cited existing automated ConnectWise reports. Decide on a single official report for tracking missing time to avoid confusion and duplication, and define a plan to consolidate or select the primary method.
> 2. Timesheet alert configuration: Olivia noted that minimum-hour alerts should be enabled for all supervisors and employees, but it’s unclear if this is active and effective across the board. Define and standardize the minimum-hour threshold (e.g., four or six hours), confirm universal activation, and verify functionality for all users.
> 3. Exception management: Although approval deadlines (16th and 1st) were set, there is no defined process for handling employees who consistently miss deadlines. Establish clear consequences and an escalation path beyond “staying on top of them.”
Jul 10, 2026
Speaker 1 00:00:20
Hey, Thermometer? Okay, stop. Stop acting so frustrated.
Speaker 1 00:00:29
In my bathroom. On the counter.
Speaker 2 00:00:42
I didn't know.
Speaker 3 00:00:47
I love you, But kind of be careful about that when we have guests in the apartment like Stephanie and Shana because you did that with her too. Well, you did it to me in front of her, the social worker. Yes, I get that this is your home. But remember when there's guests, just be careful, okay? Yes. It's just Monti. Monti loves you. Monti, she says hi.
Speaker 2 00:01:31
Can you guys see if you can hear me? Hello? I.
Speaker 4 00:01:45
Can hear you. I can hear you. I was so worried that my my computer messed up again. It was having some sound issues the other day at SCHARP.
Speaker 2 00:02:01
Dom says hi. She's she got an excuse from work today.
Speaker 2 00:02:45
Oh, she's got lots.
Speaker 2 00:05:48
Oh Vlad,
Speaker 5 00:05:49
Sorry. I didn't I didn't realize you were going to be in this meeting too. I should have included you in my we were running late.
Speaker 6 00:05:55
Hello, hello. Sorry, we were on another call. So I thought we could just talk to Alisa quickly and we did, Olivia and I primarily talked to Alisa earlier this year about when do timesheets really need to be in by everybody, And then when do they need to be approved so that payroll can get done on time, and she doesn't have to chase people down, And we don't need to chase people down because we all know that people need to enter time in ConnectWise.
Speaker 6 00:06:35
And then in the US, need to enter time in TriNet. And then time needs to be correlated between ConnectWise and TriNet. And then supervisors need to approve time. And then payroll needs to get cut, and everything needs to be balanced. And it's a lot of work, right? And, we don't want to push everything into the admin team and payroll and other people, to try to get everything done at the last minute. So.
Speaker 6 00:07:05
Alisa produces a report each week and sends it to Tony and I, and says, "Here's what's late and hasn't been entered." And there's a lot of information. There's a lot of people on that list every week. And what I want everybody here to understand is what is missing, and why are there so many people on the list every week? So maybe Alisa, I've got more people on the call this time. So maybe more people hearing this from you. We'll help. We'll help us enforce to our teams what they need to be doing, And then what our supervisors or approvers need to be doing by what deadlines so that you get what you need. So, maybe you can kind of maybe we can use the example in the email that I or in the invite that I sent, um, or or you can share whatever you want to share to show everybody what.
Speaker 6 00:08:04
What's late and why it's late. I mean, That's what I put in the invite was the the last update that you sent to us last week. Um, And all the people and the hours that were missing in the uh in the lastum report that you sent. So I don't know if you want to use that as an example or something else.
Speaker 7 00:08:31
Hi, good morning everyone. Can you hear me? So, thank you so much for this opportunity because, um, This problem with time entries, the timing of submission has really been an ongoing challenge for everyone since since then. And uh, As for the deadline like deadline of submission, so we have two cut- offs like one to fifteen and sixteen to thirty or sixteen to thirty one, depends.
Speaker 7 00:09:03
Uh, depending on the month, so for one to fifteen cut off. Um, the most ideal uh date of submission is to submit it on uh fifteen. Uh, so that um. The managers or supervisors have enough time to review everyone's time sheets and uh. But, we can also allow like allow once time allow ones to submit on the next day, like sixteen or. On the first day of the month, after thirty or thirty one, I I guess, uh it will give. Uh, there's still enough enough time for us. The managers to review all all time. Um, the other problem that I also noticed is that um, it's not enough to update uh time logs. Uh, They need to push the button submit in order for the managers to see their time.
Speaker 7 00:10:01
Because in the ConnectWise in the ConnectWise, it will uh prompt in the in the dashboard of the managers that they have, uh, The number of timesheets to approve something like that, like one, two, oh. So if uh the team members will not submit their time, it will not um appear. In the dashboard of their manager, so, uh, that's one thing to consider. Um every end of the cut off I check. The status of the time entries, if the status is open, it means it's not yet submitted. So it should be pending or written off or approved. If it's pending, then it's been submitted but not yet reviewed or approved by the managers. So I'll be showing you like a sample of.
Speaker 7 00:11:00
Uh, the status of our time sheets. Um, But.
Speaker 6 00:11:05
At least so we're not we're not saying that it's only the fifteenth and the thirtieth. We're also saying it needs to be approved every Friday, right? The end of each week and on the fifteenth and thirtieth. Because if people wait till the fifteenth and thirtieth, they're not going to remember what they did the last two weeks. So it's it's important that everybody and everybody timesheets need to be approved, and this is my rule, right? And this has always been Anzor's rule. And everything every week, timesheets need to be completed and approved at the end of each week. And that is a standing rule. So if people do not fill out their time sheets by the end of the week, and they they need to be approved the following Monday, and if that's not happening, we are failing because there is no way.
Speaker 6 00:11:52
That if I haven't filled out my timesheet, that when I come in on Monday or Tuesday, or or worse yet, if I wait till the fifteenth of the month, There is no way I remember what I did on the first or the fifth or the eighth. There is no possible way that I remember that. And then I am just arbitrarily filling in eight hours, eight hours, eight hours. So if people aren't doing it at least every day or every other day, then they are lying about their time sheets. So Or they're or they're just filling in blanket time and not really doing what they're supposed to be doing, so my opinion is they need to be doing a timesheet every day, so that at the end of the week at least by Friday, they can they can fill in Friday's time or at least Monday morning. They figure out they fill in the the Friday time for the prior week and their their last week is done and you, as a supervisor on Monday.
Speaker 6 00:12:43
You are reviewing time for the prior week, and by end of business Monday, you should have you should have the prior week's timesheets approved. So if that can't happen, then tell me tell me why it can't happen. I am open to hearing it, but tell me why it can't happen.
Speaker 5 00:12:59
So the approval process it only gets approved every fifteen days right? So like our timesheets are those fifteen days so it doesn't like, We, as supervisors can't approve each week because they still need to be open for them to keep adding time.
Speaker 7 00:13:23
Uh yeah, that's the limitation in the ConnectWise because ConnectWise is designed that way. So, if um uh, we're we're trying to review timesheets on a weekly basis for all managers. Um managers need to manually select. Uh, My timesheet report for their team members because it won't show yet for approval as they can submit it yet. Cause the the entire cutoff is still is still open. Unless we we change the design of clockwise, like um putting a cutoff per week, so they can submit it weekly.
Speaker 4 00:14:05
If you do that, if you put a cutoff in there, and and the only reason why I know this is because. I've been on many discussions about this, but if you put a cutoff, it's not going to be configured for our payroll end date, which is the fifteenth and the end of the month.
Speaker 6 00:14:21
So yeah, because you can't you can't put both cutoffs then right?
Speaker 8 00:14:25
Correct. Unless you want to start paying once a week.
Speaker 6 00:14:32
So then, why so then, Why do we produce a report each week saying the the timesheets aren't complete if people can't complete them each week?
Speaker 5 00:14:43
Well, they could still put their time in. You know what I mean? Yes. But they just can't they can't submit it. Yeah, but we shouldn't,
Speaker 6 00:14:50
But we shouldn't produce a report that says timesheets aren't done each week if they can't be approved each week.
Speaker 4 00:14:56
So um I so yesterday I had a conversation with Olivia's team to show, Time and why it has to be done daily within ConnectWise. I think that's still, and Olivia, correct me if I am wrong, But I think we can design a report in ConnectWise that sends out to all managers to say, "Hey, your team is not updating their time today." And we have that ability to do that. And I can actually set that up for daily as well.
Speaker 4 00:15:27
And I had a long talk with Robert and Gaston because they they struggle with Zenefits, because they know that all their time should go into ConnectWise. So, I gave them the same tip, I gave Monty was it you when I first started to say, "Hey, because we do ConnectWise, Fill out your timesheet here in Zenefits. So you don't forget and then update as you go." And I think that made a big help. Monty, I may be wrong ;. It might not have been you ; it might have been somebody else. But um. That seemed to have helped Robert and Gaston. And now, I when I pulled the report this morning, their time sheets were done in Connect Wise up to yesterday. So it seems to have helped. But I can give that conversation again about Nyleer and timesheets and how we have to proceed forward with integrity and how it's one of our core values, to the entire company if that would help.
Speaker 4 00:16:21
Hopefully that makes sense. My my my head is all.
Speaker 6 00:16:24
So so does that. So does that will that trigger to make sure that everybody does their time sheets on a daily basis? Because what's important to me is that people record time daily, so that they don't forget what they did.
Speaker 4 00:16:39
Yeah, um, Yes, but Pete, there's another thing we can do. Um do we have time for me to show you guys real quickly, Olivia and Monty know what I'm.
Speaker 8 00:16:53
But I wanna make some room for us to update time the next day, especially for on site tech who is driving around, come back home at six and. I mean it's yeah it's the next day is acceptable.
Speaker 6 00:17:09
Yeah that's that's okay. I just I just don't want it can't wait till like the next week, right. I don't want what I'm afraid of is if we say, If we say the fifteenth and the thirtieth, people are gonna wait till the fifteenth and the thirtieth, and then they're gonna think they're gonna remember what they did on the first, and they're never gonna remember what they did on the first. So it's got to be when we say daily. I don't mean it has to be rigidly like every single end of business. I know there's exceptions to that, But I don't want it to be like twice a month because that, that's never going to work. So we've got to have we've got to have like a routine where people.
Speaker 6 00:17:47
Where people, you know, enter time. So at a point where they have enough detail to recall, what needs to go into tickets and what needs to be, you know, in the in the level of detail that we need.
Speaker 4 00:17:59
Yeah. Um real quickly, so Monty I'm so sorry, I know you don't like this, but I'm going to explain it anyways. Um Nyleer has it where they can use Nyleer on their phone? Gabby does it a few other techs do it? But. Pete, I don't know if you've seen this, but this is something that all managers everybody has access to. This how we found out somebody was sleeping on the job, literally found out somebody was sleeping on the job. But if I go in here to Help Desk because I have teams set up, I can see who's working on tickets and who's missed their schedules based on them correctly putting things into either ConnectWise or Nyleer.
Speaker 4 00:18:39
And I can see that Jose has been on the same ticket for two hours, which is a setup for a new computer. So none of us will worry about that. There's a cloud license for IronGate that Kobe's been working on for 114 minutes, and he's missed a couple of schedules. So, we can see minute by minute, and we can see where they're at because like Gabby, she's using Nyleer. She's on site in Carlsbad working on a Barker Pacific ticket. And Gabby is amazing at keeping her time up to date. So is Boglin. So if I go in here and I look at, there's Gabby. I look at their their actual time entries and their working time. I can see we can go in and actually see what they're doing and how well they're putting in time daily. Um, let me show you with Boglin because he's like the absolute best. But if I look at his delta time versus time was actually in progress, he's only at fifteen minutes. And delta time is the time put into the ticket.
Speaker 4 00:19:39
Versus the time that the ticket was in progress. And he he does, he's amazing. Like, he knocks out tickets. He's putting in his time entries correctly. Um, he's currently in this ticket right here. We can see what it is. So this might be something that you might like to see, But managers can actually take a look at this and know where their people are. And if they're putting in their time correctly. Hopefully that makes sense. Um, I know that I've been keeping track of Robert because he's a he's a frequent flyer. And Robert is getting better with his. He's actually doing things correctly today, and putting in his time as he's working. And he wasn't doing that if I go back a few days. Let's go back to Monday. He wasn't doing that. He had like five hours delta here, different things like that, and now he's actually putting his time against tickets correctly.
Speaker 4 00:20:38
So, this is a really good tool just to keep for us as managers to keep track of our team. And, we used to keep this up on the TVs in the office. Just so techs would know where like, if, hey, where's Gabby? I need her help. Well, they can go in and see that she's in Carl's lab. Does that help you guys? Because I know not all of you have seen this. Monty and Olivia are boring because they see it all the time.
Speaker 4 00:21:08
And for those of you guys who haven't seen it, let me give you the link so that you have it. Elise, I don't think you were with us when we found out the guy that was sleeping on the job. But, it works really well to take those screenshots and show that he was actually sleeping on the job. And using the building this way.
Speaker 2 00:21:30
Sorry guys, I didn't mean to monopolize the conversation. Um.
Speaker 7 00:21:38
I also want to add about uh the, the way of uh checking time daily, um. For for our end like for example with finance we're, uh I'm really trying to, Um have a routine like enter as as real time as possible with my time sheets. And. Like complete nine hours before clocking out, and I'm encouraging Mary Grace to do the same. Whenever Mary Grace uh will not uh forgot to complete her timesheets daily, I got a notification via email like the timesheet alert. So that that's uh my that that's the trigger point, That will uh prompt me to to check Mary Grace's time on the next day. Uh but I think.
Speaker 6 00:22:29
Is that coming from ConnectWise?
Speaker 7 00:22:31
Yes, if a part time in ConnectWise is not complete like. For example, she entered only less than four hours. So, it will alert me in the email, and that's like my trigger point that I will ping her like," Mary Grace, time sheet yesterday is not complete. Could you please update it today?" So I think that helps.
Speaker 5 00:22:57
That alert should be sent out to every almost every supervisor. They should get alerts for their people's time sheets. I got for you.
Speaker 7 00:23:10
Oh, I'll go by again that but. Is it set up?
Speaker 5 00:23:15
Yeah, it should be set up in ConnectWise whenever I set up a member. Does,
Speaker 6 00:23:18
It is it set up for the user? That is it set up for the person also?
Speaker 4 00:23:23
Yeah. Yeah The only thing is, Is if they have a rule taking ConnectWise emails and putting them into a different folder That's, the only gotcha which I do.
Speaker 6 00:23:34
So if I if if I didn't enter all my time, I'll get an email also. Uh, that's what that's what I'm asking. Like so, if If i work for Olivia and I didn't enter my time, I should get an email and Olivia should get an email. That's what I'm asking. Does it go to both of us?
Speaker 5 00:23:53
So it's uh minimum hours. So some people have four and some people have six. So like if you don't have a minimum of six hours, you'll get an email at night saying, hey, your timesheet was not updated. It'll CC both me and or it'll add both me and whoever the uh person is.
Speaker 2 00:24:14
Okay. I.
Speaker 6 00:24:22
Was gonna screen shot that one. This gives me even this gives me even less.
Speaker 6 00:24:27
This gives me even less of an excuse for people to not enter time. It just, I don't know.
Speaker 5 00:24:34
For example, that's what it looks like.
Speaker 8 00:24:38
Especially when they're sitting in the office, I totally agree. But when you run out to client side, You can start the ticket running as the ticket and you work on multiple tickets. You have to focus on a fix and then again, I just want to express that at least the next day for an onsite tech. I really want you guys to consider.
Speaker 6 00:24:59
And Monti, Monti, I am totally in agreement with you. I am not saying everybody has to have it done every day, But when people go like when when at the end of the week, somebody has sixteen hours entered for the prior week, there is no excuse for that. That's ridiculous or or has like zero, you know has fifteen hours entered for two weeks. It's just crazy. So I mean that's the kind of stuff that frustrates me so.
Speaker 6 00:25:27
And it's the same people.
Speaker 4 00:25:30
I will admit, I am one of those frequent offenders just because I move so fast. I now have Claude put in my time as I go, but I still am a frequent offender, so I am trying to do better myself. So.
Speaker 6 00:25:47
When should we. So rather than having this weekly thing come from Alisa. Anymore because if we can't have people approve and enter time each week anyway. And at least I'm not.
Speaker 5 00:25:59
They get enter time. They get enter time. You just as supervisors can't approve it. You can see it like let me, I.
Speaker 8 00:26:10
Was gonna say yeah Monti are You allowed to see your people's timesheets? They don't know about that either but I do see like, I can go in and check like this is Savannah right? She she put, maybe there's one two hour I can check with her, but I'm just saying daily you can check like that. It's just that she did not submit for you to approve yet, but you can go in and check.
Speaker 6 00:26:37
Let's look at this week. Can somebody pull up this week? I'm curious. Let's just pull up this week. Is this for Fovana? Is this weekly? Fovana is it weekly? Yeah, but can we pull up everybody for this week? Is there an easy way to do that? No,
Speaker 8 00:26:48
I don't know. Yeah, how do you check? Yeah, it's one by one. That's I only have one person that I have to care about, right? So it's easy for me. But imagining Olivia like.
Speaker 6 00:26:58
Yeah, I didn't know if there. No, i didn't know if there was an easy way to pull a quick report that says how many like like I don't know what if your reports available Alisa to pull up quickly. And say here's what we see right now becauseum my if I were to guess, I bet. I'll bet there's a bunch of time that hasn't hasn't been entered this week. So.
Speaker 4 00:27:16
I do get a report. I've been ignoring it because I don't need it anymore, but I did set up a report a while back. Let me pull it up real quick. Um, I can set this to go to all the correct managers, but um this might help you guys. Let me try to share the screen. It doesn't like me today. Uh hang on You get to see my pretty background for a moment, The downfall of having a forty nine inch monitor. But I get this report every Monday, And it gives me last week's utilization because for a long time, we were going by utilization numbers. Um, And we need to make sure that for the most part, the correct people had. That's I can get that report. I can change that report ConnectWise to go to all of you guys. I ignore it because I don't have a reason to see it anymore, but you can see everyone's uh utilization and you can tell.
Speaker 4 00:28:12
Who's not putting in time, like pneumonia because who he works for. Would that help you guys? Because that's a help desk. I also have uh security and PS coming to me, and I can make the rest settle. And.
Speaker 2 00:28:31
It just comes by email. This is the email I get.
Speaker 2 00:28:38
But it goes into a folder. Yeah,
Speaker 6 00:28:39
Maybe maybe send it to me, send it to me and let me take a look at it.
Speaker 4 00:28:43
Okay. And if so, I can just I can just add people to those records.
Speaker 6 00:28:49
So I guess when when could Alisa send that email? If we give people the next day, if she sends it by Monday afternoon, theoretically people should have the prior week's time entered. Right?
Speaker 6 00:29:09
Is that reasonable? Is that reasonable? Doesn't mean it's going to be approved. But it should be entered. And will it show up as entered, Alisa, in your report if it hasn't been approved? Yes. It'll still show up as entered, right?
Speaker 7 00:29:25
But it'll yeah, it'll show up. The way I did in preparing reports for Pete and Tony before I checked manually by, you know, searching member by member. Uh, in my timesheet report that uh it really takes time. So I discovered that I can uh generate a report. I can customize a date and then get all the time entries of all employees in the time entry search. And then I'll just uh filter it out what branch I want. And then I'll just export this one. Then uh, I check it through Excel work worksheet but.
Speaker 7 00:30:04
When I already got an account with Claude, So I explore and was able to come up with a tool that I used recently. So this is my tool. After exporting this report, I just need to upload it to uh to this RFP back. Like, for example, um let's clear this one. So I'll just upload the downloaded ConnectWise like for example, July 1 to 9, let's check July 1 to 9 report. This is ConnectWise. So just um process or parse the data, and then it will show I simplify it as a sense for everybody like for Adrian. Um if it's checked, then he has entered uh seven point thirteen hours. Uh this seven point thirteen hours is already ex.
Speaker 7 00:31:00
Excluded uh lunch and break, so W E is weekend. And uh if they miss to enter their time or zero, time logs for that day, uh it will prompt as absent. And if it's lesser than seven point five because um the supposed or expected time logs for per day is nine hours, so seven point five work hours. 0.5 break and one hour break so if it's less than 7. 5, this tool will prompt me that uh probably um uh there is an under time, and it will also prompt me if they work on weekend. So weekend, overtime. And this will also prompt me if they're on PTO.
Speaker 7 00:31:54
Like for Chinky, Chinky is on PTO on July one or July two. But, um, if Chinky missed to log his PTO, this will appear as absent. And during holiday, uh if they missed to enter a time logs with the work type holiday, it will also show up as absent.
Speaker 4 00:32:19
Okay. Um so, Sorry, I just found a report in ConnectWise that I can send to everybody weekly with everyone's hours.
Speaker 7 00:32:33
Uh yeah, That really sounds great because I haven't figured out how to uh request report in ConnectWise. So that's why I. I built my own reviewer for timesheets and then. Um, the way of knowing for the uh overtime summary report. So I designed this this tracker to um like auto reject, if overtime is less than one hour. So that's why there's a a flag in here of the status. Okay, for example, for Adrian, this is the uh um simplified summary per day like uh on July one.
Speaker 7 00:33:20
The total hours is 9.05 and this the breakdown uh it's a break 0.92 uh there is lunch one uh since it is 9.05 this there is 0. 05 overtime, but uh it is less than one hour, so it will not prompt as an overtime. Let's uh, let's try another employees that will prompt an overtime example April. Um total hours entered by April on July 6 is 10. 5. But uh there is no approved OT by the manager. So I'll just reject it. So when I prepare an a summary of overtime weekly, so I will not consider this 1. 5 hours, so payable, this cycle for overtime is zero. So another feature also of this report.
Speaker 7 00:34:18
Uh, my basis on uh reporting who uh in the exception report in ConnectWise. So, this will prompt me. Uh who's whoever is um entering time logs that are less than forty five hours for the week. So the forty five hours is computed by the nine hours expected per day. Including lunch and break, and for the whole week we have, um, five days working days and nine times five that's forty five. And I compare it to the total log hours. Like for example. Um. Let's say. Um, Blood two point sixty six hours in clockwise. If the total expected is forty five, then.
Speaker 7 00:35:16
Is short by 42.34. So there's also the exception status and for TriNet, So I also upload the TriNet report in here. So I can cross check or cross match or reconcile ConnectWise Wise versus TriNet. And it will also give me a summary of the report. So in ConnectWise, in TriNet, The expected hours is forty since TriNet will not include in the count, the one hour lunch break, so eight times, five, forty hours. So for Kalib only enter eight hours one day in TriNet, so short by thirty two hours Kevin also only one day time logs and Vana too.
Speaker 7 00:36:15
And the timing of generating my report, Um I download timesheet from ConnectWise and TriNet it every Tuesday afternoon. So I can send an a uh a report by Wednesday morning for Pete and Tony. So, the employees really have time to to check their uh time logs for the past uh for that past week. And Monday or Tuesday.
Speaker 6 00:36:48
So so basically if if this report is run and somebody shows up on it as not having time entered, which we have a lot of people from the prior week, That means they really haven't entered a lot of time, and most of the time is ConnectWise, right. Mhm. So if I look at the meeting invite. From today.
Speaker 2 00:37:21
So we had.
Speaker 6 00:37:24
Osland with.
Speaker 5 00:37:26
But is this minus? This so, Essentially, my bet here is that we didn't put in our time for the for for the third that we have off.
Speaker 7 00:37:40
Yeah mostly. Mostly did not work third time on July third. Okay,
Speaker 5 00:37:46
Cause yeah, I a lot of these people like usually aren't on this list.
Speaker 7 00:37:57
Okay. Let's check the attendance uh July three yes, there are a lot of employees who.
Speaker 6 00:38:09
So Maybe Last week was more of an exception because of the holiday week, right?
Speaker 4 00:38:13
Yes. Okay. Um, I sent screenshots in chat on how you can run the report for your own staff. And you can add it to I can I'll make a video on show you guys how to add it to your reports. And have it sent out weekly. But for managers that's actually it's decent report. I don't like it but it works. And gives us what it needs. I lost the ability to make reports, Olivia, so I can't make my own reports anymore. What?
Speaker 5 00:38:47
Really? You can't do that as a. No.
Speaker 2 00:38:57
Okay, I have another meeting after this too. So we'll look next week on at at what the timesheets look like for.
Speaker 6 00:39:05
The current week, and then on the fifteenth and the thirtieth of each month, Alisa, what what day do you need to run, or what day do you want to run, the reports, and what day should the supervisors by when should the supervisors be. Approving is the expectation that that the. Time is entered by the fifteenth, and the approvals are also done by the fifteenth, or is it by the sixteenth? Or like what is that? What should the target date be for everything to be done for payroll.
Speaker 7 00:39:45
Um if I can uh I think I can give three days allowance. Like uh. Well,
Speaker 6 00:39:53
I I know I know we but but to get it to you in time, I mean, I i think a reasonable expectation would be everybody should have time entered by the fifteenth, and then supervisors should get everything approved by the sixteenth. Is that reasonable?
Speaker 7 00:40:11
Yes, sixteen or seventeen.
Speaker 6 00:40:14
I think the sixteenth. The sixteenth If you give everybody till the seventeenth, it'll go to the eighteenth. So the sixteenth should be the deadline, and if you are going to be gone. Can you can you either get try to get somebody to somebody else, to, As your delegate. So for instance, if any of you are going to be out. If, you let me know I think I can approve at least I can approve the trinet stuff for you, or Alisa can approve the trinet stuff for you. I am not sure.
Speaker 6 00:40:47
Who can approve the Connectwise stuff depending on if you're going to be out, but um.
Speaker 5 00:40:54
It gets a little complicated there because the approvals will go directly to whoever that supervisor is.
Speaker 6 00:41:02
Right. But, at least at least the TriNet, at least the TriNet stuff from a payroll perspective, um. One of us can get done so payroll doesn't get impacted. So, and that's the that's the one piece I I don't want to get held up. But, but if you're gonna be out like if you're gonna be out on vacation for a week or two, and it's gonna be during a payroll period, let me know, and I'm happy to do the approvals. I'm trying not or something um, or some you know if there's somebody else that has that that ah, you know ability that's fine too but um. I'm I'm happy to take care of that if you're going to be out.
Speaker 6 00:41:40
But, let's try, let's try to have the approvals done by the sixteenth. And then by the first of the month. Um. And then, Just have your have your have all of your team members, make sure that they get everything entered by the fifteenth. And then the last day of the month. And then that'll give, Alisa and Maricar, at least a couple of days to get their. To get their pieces done, And the reason it's important, the reason I am trying to get in front of this folks is Alisa is going to be out at some point in October, and Maricar has got to take this stuff over. And it's going to be new to her, And I don't want her to be in a position where she's all stressed out having to try to figure this stuff out. And I don't want the pressure to be on her, just because everybody else is kind of not doing their part. I am not saying they're not, but I don't want it to be higher pressure on Maricar because.
Speaker 6 00:42:39
People are not doing their part, so the sooner we're in front of this, the better. And that's not until October, but October will be here sooner than we know. So um okay, So let's yeah. So let's and now I know more about it than I than I did. I didn't know that we couldn't approve uh I didn't know that we couldn't approve the um the ConnectWise stuff until until the fifteenth. So now I know that.
Speaker 4 00:43:13
I Put a report in chat. I could not get it to condense any more than that, but um just a heads up, That might be a better report that I can have shipped out to managers monthly. But I'm using pre- built ConnectWise reports. I can't build my own reports this year. I know Olivia's going to fix that for me because she would like me to do my own reports.- I sure would.
Speaker 4 00:43:42
It's either that or build an app, And he doesn't want me building apps right now because he knows I have a lot more fun things to concentrate on.
Speaker 6 00:43:48
Yes, yes. Okay, any questions? Vlad, I know a lot of this is new to you also, and Mario's probably new to you.
Speaker 3 00:43:58
I am digesting this stuff, guys. Yeah, This is it's okay. If it's still up,
Speaker 6 00:44:03
There is a lot of info here that probably doesn't necessarily apply to you Vlad. Butum. Just make sure the team enters their stuff by the deadlines, and then you can go in and approve it. And hopefully that's the end of that. But yep, I think the bottom line is just have the teams get their time entered. Yep, and the folks that we the folks that we all know are chronically late, just stay on top of them. Absolutely. Okay. Any questions. Thank you guys.
06-16 Weekly Meeting: SCHARP Google-to-Microsoft Migration Scope and Billing
## [Meeting Information]
> Date: 2026-06-16 12:44:54
> Location: [Insert Location]
> Participants: [Erin] [Pete] [Speaker 3] [Speaker 4]
## [Meeting Notes]
- Topic Title: Scope and billing approach for SCHARP’s Google-to-Microsoft migration
- Erin reports SCHARP is greenlit to proceed and requests guidance on whether to bill or absorb costs for a migration quote.
- No prior agreement on billing; Anzor does not recall any decision.
- Erin met with Ashok on budget; 2027 budget is $350,000 less than 2026.
- Pete proposes scoping real effort (e.g., $25,000–$50,000) and offering a significant discount to recover some costs.
- Licensing revenue expected; they already sell Microsoft licensing to SCHARP.
- Conclusion: Bill for the effort with a large discount, contingent on detailed scope and effort estimate.
- Topic Title: Migration scope and current environment
- Objective: Migrate from Google Workspace to Microsoft 365; also handle Box migration.
- Approximately 300 licenses/mailboxes; 16–26 users already on Microsoft/Teams.
- Users currently use Outlook for Google Mail on computers and Gmail on phones; Outlook familiarity reduces learning curve.
- Compliance, SharePoint set up; reports stored in SharePoint and Box.
- Few on-prem AD dependencies; new computers are not joined to AD; minimal file shares.
- Conclusion: Environment has partial Microsoft adoption; migration complexity remains due to mailbox cutover and Box move.
- Topic Title: Timeline and resourcing cautions
- Erin suggests starting next week; solo plus limited support could finish by end of September, including Box migration.
- Pete warns not to underestimate: 300 mailboxes, archiving, legal holds, Teams rollout, client configuration.
- Need clear plan for remote touch of each device; estimate ~1 hour per computer, possible parallel work depending on bandwidth.
- Consider weekend task force or site-by-site weekly approach aligned with case manager availability.
- Conclusion: Initial end-of-September target is likely unrealistic without a detailed plan and adequate resourcing.
- Topic Title: Cutover planning and technical dependencies
- Questions on MX record changes and whether full or partial cutover is feasible.
- Erin will review prior notes; explores dual-delivery options before final cutover.
- Risk: Partial migrations can cause send/receive issues, especially with distribution lists.
- Erin notes only one distribution list exists; domain addresses are consistent.
- Need to define client-side steps: switch Outlook profile to Microsoft 365, maintain Google account for OST, require user login.
- Conclusion: Cutover requires confirmed MX strategy, client configuration process, and risk controls; Erin to verify prior method and consult SMEs.
- Topic Title: Licensing and margin
- SCHARP purchases Microsoft licensing through them; margin is already in place.
- Current usage includes Power BI and SharePoint; some users have E3 licenses.
- Conclusion: Licensing revenue continues; migration services billing to be discounted but not fully absorbed.
- Topic Title: Security concern regarding an individual’s phone and access
- Concern raised about someone installing an app (ConnectWise) on an Apple phone; directive to uninstall immediately.
- Pete worries about personal security: potential exposure of emails, passwords, sensitive data saved on phone.
- Erin to have someone check with the individual (with Apollo nearby) and ask directly about stored sensitive information.
- Priority to protect the individual both professionally and personally; immediate attention requested.
- Conclusion: Meeting paused to address urgent security matter; migration discussion to resume later.
## [Next Arrangements]
- [ ] Erin to confirm MX record/cutover strategy and document the approach.
- [ ] Inventory current distribution lists and mail routing specifics; validate presence of any mail archiving requirements and legal holds.
- [ ] Scope migration effort in hours across prep, cutover, and cleanup (Erin, Gaston, Robert, and needed resources).
- [ ] Prepare a migration quote with a large discount and clear effort breakdown.
- [ ] Define device configuration process and remote execution plan (weekend task force vs. site-by-site).
- [ ] Update plan for Box migration target (to Microsoft instead of Google) and timeline; confirm with stakeholders.
- [ ] Confirm current license counts and Teams/Outlook deployment plan across mobile/desktop.
- [ ] Address urgent phone security issue: confirm app uninstall, assess stored sensitive data, and guide on necessary credential changes.
- [ ] Schedule follow-up meeting to finalize plan and timelines.
## [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. Cutover mechanics (MX record changes, dual delivery feasibility) are unresolved; define a tested plan before scheduling migrations.
> 2. Timeline and resource plan are unclear; create a realistic schedule factoring 300 mailboxes and device touch requirements.
> 3. Legal/compliance aspects (archiving, legal holds) were mentioned but not verified; perform a compliance assessment prior to cutover.
> 4. Box migration destination change (to Microsoft) needs stakeholder confirmation to avoid rework.
> 5. Security incident on the individual’s phone requires a documented response: scope of exposure, remediation steps, and monitoring.
Jun 16, 2026
Speaker 1 00:00:00
Hey, sorry. This is not bad news. It's actually, I just wanted to give you a quick update. Had a conversation with SCHARP yesterday. We are greenlit to start working on a few other things, but I need from you, I need to start working together to do a quote for their Microsoft migration. And I just need to know from you : Are, we billing them and charging them for this, or we're just going to. Absorb the cost.
Speaker 2 00:00:30
Microsoft migration to forum for everything or what?
Speaker 1 00:00:37
Everything, so we're migrating them off of Google onto Microsoft.
Speaker 2 00:00:46
Do you remember what we said we were going to do? Were we going to bill them for it? Were we not going to bill them for it?
Speaker 1 00:00:52
We never said, and I checked with Anzor and he doesn't remember if we ever said anything. Um, I had a sit down with Ashok yesterday on budget. My budget for twenty twenty seven came in at three hundred and fifty thousand less than twenty twenty six. How.
Speaker 2 00:01:11
Many how many licenses are we talking about here?
Speaker 1 00:01:16
Uh, three hundred because there's already sixteen licenses already being utilized in Microsoft. So.
Speaker 3 00:01:25
How big a project is this going to be? Cause it's going to be a lot of work.
Speaker 4 00:01:29
It's, I mean, It's going to take me if.
Speaker 1 00:01:34
I start on it next week. And it's just me and then a little bit of Gabby, It'd be done by the end of September because we're also migrating Box at the same time. So I was going to start the Box migration into G into Google. But if I could start the Box migration into Microsoft, don't don't.
Speaker 2 00:01:52
Do not underestimate this, Christi. It's going to be you, but you got a million other things going on. Do not underestimate the effort and the timeline here. Don't set expectations we can't deliver on. It's not going to be done at the end of September. That's three hundred three hundred mailboxes, you got to figure out what are you going to do to archive the mail? Is there anything that's on legal hold? What are we doing about that? Are we moving them to Teams? Are we implementing all of this, At the same time, are they on They're not on Teams now, are they?
Speaker 1 00:02:25
No. Uh, sixteen of their users are on Teams. So because they already.
Speaker 2 00:02:31
So we're putting in so we're putting in Outlook. We're putting them on Are. We putting them onto an Outlook client on all their mobile devices. Or are we going to put them onto a native mail client for I? Mean, what are they using now on their phones?
Speaker 1 00:02:46
So they're using uh Outlook and Gmail already. So they're using Gmail on their phones and Outlook on their computers.
Speaker 2 00:02:56
Okay, so so moving them to Outlook on their computers should be relatively straightforward, hopefully. Yeah. We'll see, I guess depending on I mean at least they're used to using Outlook. Are, they all using Outlook for Google Mail or are some of them just using the browser?
Speaker 1 00:03:13
All of them are using Outlook.
Speaker 2 00:03:15
Okay okay so that's, At least that's a plus. So there there's not a big learning curve there at least. Um,
Speaker 1 00:03:22
And by the way, compliance C is already set up on the Microsoft side, and SharePoint is already set up because they use SharePoint for reports. Okay. And everybody that has Box access also has Microsoft access.
Speaker 4 00:03:36
So okay, I can talk to them about instead of moving to Box to Google, I can move Box to Microsoft. Okay.
Speaker 3 00:03:46
Because what I'm what I'm thinking we can do.
Speaker 2 00:03:48
Is we can say the effort behind this is X right? And if it's twenty five thousand or thirty thousand or fifty thousand dollars, and then we'll give them a huge discount. So we get some money out of it. And then but we, But we give them a giant discount, so they know they're getting a big discount. Yeah, that's how I'm thinking when we do it. But let's scope the real effort because it's going to take some legwork. For I mean, we're going to have to, aren't we going to have to touch each client to configure it? Are we going to do a script? Are, we going to do it remote or how how are we going to do this like.
Speaker 1 00:04:24
So We're already I had already prepared for this part. We're already pulling them off of on-prem AD on their computers because that's all they use on-prem AD for anymore. Uh, there is very few file shares, and we were gonna go ahead and migrate those over to Google. But hardly anybody's using the file share. So.
Speaker 1 00:04:45
So, um, that was going to be an easy. So any of those new computers that Robert's been working on to set up, they're not being attached to Active Directory. So once we get people But,
Speaker 2 00:04:57
If you move my mailbox from Google to Microsoft three, sixty five.
Speaker 1 00:05:04
We have to use the migration tool. Is there,
Speaker 2 00:05:06
Anything you have to do at the client side on the client side, besides change the.
Speaker 2 00:05:13
Change Outlook to now use uh on Microsoft instead of com or Google, whatever the Google thing is.
Speaker 1 00:05:23
Yeah. So what we'll do is they'll still have the account attached for Google, which also saves in an OST file because of how it works. But what we would do is have them log into Microsoft on their computers, and we'll have to touch each individual one. And do it all at the same time.
Speaker 2 00:05:43
Right, so how will we do that? Like on a weekend or and when we say we have to touch them, are we going to do it remote? We don't have to sneakernet this right. We can do it remote.
Speaker 1 00:05:54
We can do it remote. Okay. And we'll just do that.
Speaker 2 00:05:58
We need a task force to do it over a weekend or something, right?
Speaker 1 00:06:01
We can, or we can do it site by site per week, like Do two sites per week and Do it when the case managers don't have clients.
Speaker 4 00:06:11
So that's another option. But we have to switch. It's an hour per computer. And we can do multiple computers at once. Depending on the internet speed, it is actually a lot faster. But I I always schedule an hour.
Speaker 3 00:06:44
Okay, but don't we have to switch something on the providers?
Speaker 2 00:06:48
Trying to think now. I'm getting myself confused because on the if we're, if Google's hosting it now, and we go go to three sixty five, don't we have to switch everybody at the same time?
Speaker 1 00:07:02
Let me dig into it because I got to remember how we did it last time.
Speaker 2 00:07:06
I'm trying to because I thought we have to switch the MX record to point it. Maybe maybe not.
Speaker 1 00:07:13
I think there's a way to switch it to both at the same time or have it on both at the same time, and then we can do a full cutover once everybody's logged in. But let me go back and double check my notes.
Speaker 2 00:07:24
Because, the other thing you have to look for is like, are there distribution lists? And and you know, because as soon as you start to do partial migrations. Yeah, It gets really messy, because then you've got some people that are sending to a Google address. And some people that are sending to a Microsoft address.
Speaker 1 00:07:45
So the great news is, is there's no distribution list. There's only one distribution list in the entire company and it's one actually. Okay,
Speaker 2 00:07:54
Cause they're all they're all sending to Sharp dot com right? Sharpca dot com, Whatever it is, yeah. Theoretically, it shouldn't matter, but eye think you have to. eye think it has to all go to one or the other, because eye think it all has to either go to Google or 365, because otherwise, eyet's not going to find it. Let me,
Speaker 1 00:08:14
Let me figure. Let me let me go back into my notes and see how he did it. Last Because.
Speaker 2 00:08:19
We talked to, you know, talk to Charl or Neil or whatever. But but we got to put a plan together on how we do this and and then scope the actual effort in ours. Yes. Between you and Gaston and Robert and any other resources you need, And let's figure out how much work is it for the whole prep work leading up to it, how how much time is it going to take to do the cutover? How much cleanup. eyes there going to be because we know there's going to be cleanup. And then whatever that number of ours is, if it's twenty grand or whatever, Then maybe we give them a fifty percent discount because we're also going to make money eye. Think on the licensing eye hope.
Speaker 2 00:08:58
The licensing comes through us, right?
Speaker 1 00:08:59
eyet already does. We already made that solution. Okay. And we're already getting uh our margin on that.
Speaker 3 00:09:06
So are we selling them the licensing already? For Microsoft licensing?
Speaker 1 00:09:10
Yep, all of that. eye already put a lot of things in place to make it less of a headache for them.
Speaker 2 00:09:16
So so so they're buying Microsoft licensing from us even though they're not using three sixty five.
Speaker 1 00:09:23
They are because they are using Microsoft three sixty five. eyet's convoluted. Trust me on this. They use Power Beye and they use certain other systems, and so they all have E3 licenses on the 16 or so, 26 now, probably people because they also use SharePoint to upload a lot of their reports. Their reports are either housed in SharePoint or in Box.
Speaker 2 00:09:53
Uh oh, Gaston's sending us a message that sounds like there is more to this.
Speaker 3 00:09:58
eyet's making me nervous.
Speaker 4 00:10:02
Uh, he did not tell him everything. Okay, lovely. Now eye am nervous.
Speaker 4 00:11:00
Did anybody ask him to download ConnectWise onto his phone?
Speaker 4 00:12:05
He's got an Apple.
Speaker 4 00:13:11
Control is not a good name for it.
Speaker 4 00:14:16
Uninstall it right away.
Speaker 4 00:14:46
eye think. eye guess the good thing is he probably doesn't really have any.
Speaker 2 00:15:15
Major access, does he? eye mean, the problem is he's got his email.
Speaker 1 00:15:19
That's just his email. Honestly, eye don't. He doesn't know how to access anything else. All his passwords.
Speaker 4 00:15:26
Are written in a handwritten in a notebook.
Speaker 3 00:15:31
What else is on his phone though? Does he have passwords.
Speaker 2 00:15:34
Saved on his phone and plain text somewhere or anything?
Speaker 1 00:15:37
I don't think so unless it's in an image,
Speaker 2 00:15:39
We need to have somebody check and see what else he saves on his phone. Christi, like I don't. If he's done all this stuff, he probably has some email or some you need to ask him. Yeah, straight up, Do you have anything on your phone that has all your passwords or your social security number, your credit card information? It's like saved straight up on your phone because they probably went on his phone and are looking or downloaded all his crap. And if he's got it on there, he needs to change all the stuff that he might have. Hopefully he doesn't.
Speaker 2 00:16:11
But if he's got like a plain text message or I mean a plain, you know, like a yeah, you know what I am saying,
Speaker 1 00:16:19
Yeah, I am actually textingum.
Speaker 4 00:16:23
Apollo right now because Apollo sits next to him.
Speaker 4 00:16:51
They're both in the conference room right now next to each other. Is today going to be a bourbon day?
Speaker 3 00:17:05
I think today should have started that way with breakfast. It feels like.
Speaker 4 00:17:11
I did manage to go to Starbucks and get coffee. That's my bourbon for the day.
Speaker 2 00:17:20
I think we should. I mean, you you tell me, You answer Anzor's question, because this going to be up to your team to fix Dr. Barber with whatever we need to help him with. But I think you need to do everything possible to protect him. Yes, what that means is not just from work but personally. Yeah, Like I don't know what else this going to do to him and I worry about him because he's obviously. A little too trusting. And I don't even know who he was talking to at this point.
Speaker 1 00:17:55
Hang on one second, Pete.
Speaker 2 00:17:57
Okay. Why don't you go help take care of this? Whatever we're talking about now isn't that important. Let's pick this up tomorrow or whatever.
Speaker 1 00:18:05
Hang on one second, Pete, I'm sorry. Let me, I gotta put my the phone away from me.
Speaker 2 00:18:09
Go take care of this, let's talk about the other stuff tomorrow.
Speaker 1 00:18:11
Okay thanks Bye- Bye.
Inventory distribution lists, mail routing, archiving requirements, and legal holdsSchedule follow-up meeting to finalize migration plan and timelinesPrepare migration quote with large discount and clear effort breakdown+6
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07-09 Consultation: Barker - AI Tool Implementation (Claude)
Date & Time: 2026-07-09 08:58:36
Location: [Insert Location]
Customer: Barker
## Overview
This consultation focused on implementing the AI tool, Claude, for the client, Barker. The client, represented by Will and Julius, are early adopters of Claude but have been apprehensive about a full-scale rollout due to concerns over handling sensitive financial information. They currently have a Claude Teams plan. The primary pain point is the desire to integrate Claude with their core business software, Yardi, and other Microsoft 365 applications to automate reporting and improve efficiency, while simultaneously establishing strong security controls and usage policies to protect sensitive data. The desired outcome is a fully integrated, secure, and efficient Claude environment, supported by comprehensive user training for all staff, tailored to their specific use cases in asset management, accounting, and property management.
## Background
The client, Barker, is already using **Claude Teams on a yearly plan** and has a few users set up. They are eager to start the project, which involves integrating Claude with their Microsoft 365 environment, but have been waiting for the consultant's access and permissions. The consultant, Christi, has a long-standing relationship with the client and is offering additional, free training resources beyond the original statement of work to ensure the client's success. The discussion centered on defining the project scope, including SSO configuration, desired connectors (Microsoft 365, Asana, potentially Yardi), and the structure for upcoming user training sessions.
## Pain Points
The client is apprehensive about a broader, company-wide adoption of Claude due to concerns about the security of **sensitive financial information**. They handle **tens of millions of dollars in transactions every month** and are hesitant to grant Claude extensive power, especially in accounting, where it could potentially code large transactions without proper human oversight. This apprehension is a significant blocker to scaling the use of Claude across their teams, particularly the accounting department, who have requested access. They need a clear game plan and robust security controls to mitigate these risks before proceeding with a full rollout. Currently, they are avoiding giving Claude access to accountants, which limits the potential efficiency gains for that team. The primary stakeholders affected are the accounting team, who are currently excluded, and the management team (Will and Julius), who are responsible for data security and operational efficiency.
The client wants to automate repeatable tasks and improve efficiency but faces challenges with integrating Claude with their most critical, web-based software, **Yardi**, which is the backbone of their business. They have a vision for automating workflows, such as having Claude process automated reports sent from Yardi to their email, move files, extract data, and analyze property information for coding. However, they lack the expertise to implement this complex integration, especially concerning data security and setting up appropriate user controls and file structures within their network (e.g., sandbox folders for individual users). This technical gap prevents them from realizing the full potential of Claude for their core business operations in asset management and property management. The stakeholders include the asset management, property management, and accounting teams, whose daily workflows could be significantly improved.
## Expectations
The client expects the consultant to set up and configure their Claude Teams environment, including **Single Sign-On (SSO) with their Microsoft account**. They also need guidance on and setup for key **connectors, specifically for Microsoft 365**, to enable file manipulation and data analysis within OneDrive, Word, and Excel. A major, though more nuanced, expectation is to explore and implement an **integration between Claude and their core business system, Yardi**. This integration should be designed to automate workflows like processing emailed reports and analyzing property data. The success of this will be measured by the ability to automate currently manual, repeatable tasks and improve overall operational efficiency.
The client expects comprehensive and flexible training for their staff on how to use Claude effectively and securely. The consultant has already proposed extending the single training session into **multiple, longer sessions (1.5-2 hours each)** to accommodate schedules and allow for deeper learning. The client expects this training to cover not just basic use but also best practices for **security, data handling**, and how to use Claude within Office 365 applications (Word, Excel, PowerPoint) and features like Co-Work. They also anticipate receiving reference documents, cheat sheets, and recorded training videos. A key part of this expectation is the development of a formal **AI policy** to govern what staff can and cannot do with the tool, which will be critical for a company-wide rollout.
## Other Information Summary
- The client currently uses Claude on a **yearly Team plan**. The consultant will need a temporary, paid license (costing **$240 for the year**) to perform the setup, which can be reassigned to another user afterward.
- The consultant, Christi, offered to provide **three extra hours of training for free**, along with additional recorded trainings and reference documents, because she wants to see the client succeed.
- The client is considering a company-wide rollout of Claude. In their industry, about **70% of companies** are giving AI tools to all staff. The consultant can provide a survey to gauge employee interest to help inform this decision.
- The voice chat functionality in Claude is not fully developed yet. The consultant recommended "Whisper Flow" for users who prefer dictation.
## To-Do List
- [ ] Send the client an email with the meeting summary, training itinerary, and sample cheat sheets. (Deadline: July 10 or 11, 2026; Owner: Christi).
- [ ] Provide the email address for the consultant's administrative account (`CIT admin`) so the client can create a licensed user. (Owner: Christi).
- [ ] Client to create a paid user account for the consultant to configure SSO and connectors. (Owner: Julius/Will).
- [ ] Consultant to prepare materials for the multi-session user training. (Owner: Christi).
- [ ] Consultant to build an AI policy for the client's staff to sign off on. (Owner: Christi).
- [ ] Client to discuss internally and decide on the company-wide rollout strategy for Claude, informed by the employee survey. (Owner: Will/Julius).
> **AI Suggestions**
> The AI has identified the client's biggest pain point as the apprehension to adopt Claude company-wide due to security risks with sensitive financial information, especially concerning integration with Yardi and use by the accounting team. Here are some possible solutions for your consideration:
> 1. **Implement a Phased Rollout with a Pilot Group:** Start with a pilot program for the accounting team. Create a secure, sandboxed environment where they can test Claude on non-critical, anonymized, or historical data. This allows them to build trust and develop safe procedures before handling live, sensitive transactions. Define clear "human-in-the-loop" checkpoints where Claude suggests actions (e.g., coding a transaction) but a user must provide final approval.
> 2. **Develop a Role-Based Access Control (RBAC) and Policy Framework:** Before a full rollout, work with the client to define strict user roles within Claude. Limit access to sensitive connectors (like a future Yardi integration) and advanced features to specific, trained individuals. Co-author a clear and concise AI usage policy that explicitly states what data can and cannot be processed by Claude and outlines the protocol for handling financial information.
> 3. **Focus on "Read-Only" and Analytical Integration First:** For the Yardi integration, prioritize workflows that don't involve writing data back into Yardi. For example, configure an automated workflow where Yardi emails reports to a specific OneDrive folder. Have Claude read these reports, extract key data, perform analysis, and generate summaries or flag anomalies for human review. This provides immediate value and efficiency gains without the risk of Claude making unauthorized financial entries.
> 4. **Customized Security-Focused Training:** Tailor a specific training module for the accounting and finance teams that focuses entirely on security, data privacy, and risk mitigation. Use concrete examples relevant to their daily tasks to demonstrate how to use Claude responsibly. Show them how to phrase prompts to avoid exposing sensitive data and how to verify the AI's output for accuracy. This will build confidence and competence simultaneously.
Jul 9, 2026
Speaker 1 00:00:06
No, I'm gonna have to completely restart Teams for this to work. Go ahead. Do it. It's gonna take you a couple of minutes. I'll be here. Yeah, Let me let me see if I can get it to trigger Stop Okay.
Speaker 2 00:00:27
Oh yeah No, I'm gonna have to reboot my entire computer because it's not being recognized on the other system either. That sucks. Jeez.
Speaker 1 00:00:37
Let me see if I can push it with the this Nope, that's not working either. Well, I try. Um, it's not an issue. I will reboot my computer after this meeting, so be ready for the next meeting.
Speaker 1 00:01:06
Um, alright. I'm going to finish my breakfast real quick. And I'm gonna inviteum,
Speaker 2 00:01:31
I am going to invite George to this meeting. Because he's trying to set it up for Westwood.
Speaker 1 00:01:43
But he did it without a project. I literally just said in a meeting three weeks ago, didn't I? That these had to be a project.
Speaker 1 00:02:07
Hi Will. Happy Thursday. Good.
Speaker 2 00:02:19
Morning. Um, just a quick heads up Will, I have no camera. My computer decided it was going to be a pain in the neck today and not give me camera.
Speaker 3 00:02:30
Absolutely no sweat. So.
Speaker 2 00:02:33
But Julius has seen my face before. I am at a client site. Okay,
Speaker 3 00:02:39
You're not a chat, you're not a chat bot. You're you're a real live breathing human.
Speaker 2 00:02:44
Yes, I have I have been with Crimson for almost five years now. This will be my my fifth year anniversary in a couple months. Nice Yeah flies It does especially when it's fun I love Crimson, I can say that, Will, are you a Dodgers fan?
Speaker 3 00:03:07
Yeah. When we're good.
Speaker 2 00:03:09
We're always good. I mean, I have the World Series ring to prove it. So Oh wow. Okay Hang on, I'll tell my story in one second. Hey Greg, are you here? I'm going to send my daughter down to grab you and with some keys so that you can go into the IDF closet. Look for Greg. Oh, he looks like he's down that stairs at the door. He's in the lobby already, and this is the key he needs. Thank you. Sorry, guys it's it's a busy morning, but anyway, well what I was saying was I do have a World Series ring. It is real; it is a staff World Series ring because.
Speaker 2 00:03:59
Anzor, the owner of Crimson IT, stole me from the Dodgers almost five years ago. Wow. That's crazy. I was there. I was their IT manager, So you know, it had to be good if I was going to leave that.
Speaker 3 00:04:13
For sure, that's that's awesome. Wow Well uh glad glad we got you on our team Yeah,
Speaker 2 00:04:21
I love it here. Every Every. One of my clients have been amazing to work for, including Julius, Julius and I haven't worked as long. But you know, we've worked some. There's been other people in the past, so. Um, we are getting started. I do apologize for being a little bit late. I am at a client site today, But my daughter's with me so she can run all my errands for me. Uh, she she starts her internship here at this client herself. So um let's go ahead and get started. Um I am pulling up all your information. Um.
Speaker 2 00:04:57
We do want to talk about how you want to set everything up. Now we are going to do Claude, but I've I'm going to clarify something. Uh the project says Claude Enterprise, However, Barker is not big enough for enterprise, and it'd be a little bit more expensive. So, we're going to drop you guys down to Claude Teams and I'm going to show you what that looks like. It's going to be less expensive than Claude Enterprise. There's some good things that come from it. You can do a lot of the same things that you can do under Claude Enterprise, the SSO configuration, connector setups, all of that. And then we're going to talk through the user trainings, how we want to do it. We have slated in the statement of work that we're going to do one all - staff session. However guys I'm going to be real with you. Um I'm giving away three hours on the training just because Claude keeps making changes.
Speaker 2 00:05:52
And there's so much I want to give you guys, And I know it's not going to be easy to just fit it into an hour. So I'd like to do it, if you guys are okay with it, I'd like to do it for an hour and a half to two hours. And then do multiple sessions, so people can join more than once if they want, or if they can't all join on the same session, they can choose. Additionally, we are going to record these and I'm going to provide some additional training over recorded trainings. That I am working on right now to send out to all my clients so that they can get a better handle on how to do more advanced stuff within Claude. And this is all free to you guys. It's not included in the statement of work. I am giving this free just because we like you. I'll be honest, um, I want to see you guys succeed. Most appreciated it. Yes, I want to see you guys succeed, so I do want to just be upfront and honest about that. I know what the statement of work says, but i'll be clear i.
Speaker 2 00:06:49
I don't care what statement works, says you guys are going to get extra stuff just because I like you. So.
Speaker 3 00:06:55
Most appreciated your I guess in just just to level set here? Just so I understand what we're getting into here? Um are we going to go through the comprehensive training today? Or is it just an overview? And we'll get our greater team who all use Claude on that larger, you know, hour and a half to two hour call that you had referenced.
Speaker 2 00:07:15
So we're going to do the we're just doing kickoff today. We're not going to do training. Um, and I'll be honest, there's there's not much this meeting will end a little early. I want to get I want to make sure I get an understanding of you as what you're looking at Claude to help you do, so that I can build it out best way possible for you. And then even thoughum and I'm looking at statement of work, let me share my screen so you can see the statement of work.
Speaker 4 00:07:42
Yeah, I think we have teams uh, Team right now.
Speaker 2 00:07:46
You have Claude team? Yeah, I think so. Okay. Then what?
Speaker 4 00:07:50
I think we have enterprise anyways. So we have it with the Barker, we added the Barker Pacific and we have a couple of users right now, but We haven't linked anything obviously because ofum I think for Microsoft 365, we need your access permissions. So that's why we're kind of waiting to get started.
Speaker 2 00:08:06
Okay, perfect. So what I'm going to ask you to do is under your Claude teams, create me account. Now this account for me is going to beum it is going to have to be paid. It's only the twenty five or the twenty dollar plan. I just need uh ownership so that I can go in and create the connectors for you guys. And then once I'm done with that, uh, you can remove me and we'll go from there. Does that sound good?
Speaker 4 00:08:34
Yeah, I guess the cost changes what two hundred dollars? So it says.
Speaker 2 00:08:40
Um, to add a user is$ 240.
Speaker 4 00:08:43
Yeah, for a seat change. Just it says.
Speaker 2 00:08:47
Can youum would.
Speaker 1 00:08:49
You mind sharing your screen with me? So I can take a look? Sure. Okay Oh okay so you're okay Go ahead and hit cancel for me.
Speaker 1 00:09:09
Planned available. Okay, and cancel one more time. I want to check a few things. All right, um, let's see. Go to billing for me. You are on a team plan, but you're at a higher rate. Want me.
Speaker 4 00:09:40
I don't know if it's a yearly cost. I'm not hundred percent sure. I'd have to look again.
Speaker 1 00:09:46
Gotcha, click on view, yep. Uh download invoice.
Speaker 2 00:09:59
Yeah, It looks like a year or yeah. Okay, got it that that's whyum okay. So you guys are doing the yearly cost and thenum.
Speaker 2 00:10:10
What you can do, uh, is give me a license. But, what we'll do is we'll use it for the month to set it up. And then we'll assign that license to someone else. Will that work?
Speaker 4 00:10:24
Will, are you okay with that? Yeah,
Speaker 1 00:10:30
That's fine.
Speaker 2 00:10:31
Okay. That works because it's easy to transfer. It's just I don't want to cost you guys too much. But I do need one to finish setting up connections and stuff. So, all right, so real quickly go over the scope of work. I'll configure the SSO, which will be pretty quick. So that means that single sign on integration will happen. And honestly, I love single sign on because you just log in with your Microsoft account. So we'll set that up and then I'll validate that authentication flow, make sure it works.
Speaker 2 00:11:05
Julius, when you set it up, Set it up uh set up the account under CIT admin or whatever that I'll get you that email address whatever it is. Uh that's within your organization. Uh so it's our administrative account. Does that make sense?
Speaker 4 00:11:23
Yeah, I just need the email of what the new user will be,
Speaker 2 00:11:26
And then I'll set it up. Good, I'll send that over to you. Um and then Will, what are the connectors you're interested in seeing?
Speaker 3 00:11:37
So I think um and can you define connectors?
Speaker 2 00:11:43
So Microsoft 365 um Asana actually let me just show you my connectors. Uh Anzor and I have an agreement that I use my personal plan for most things, because I do pay 200 a month personallyum so you'll see that this is under my personal planum. Connectors. Okay, so I have it set up Box, Asana, Airtable, Canva. Uh I have a GitHub GoDaddy uh, Miro, which is what I use to do my thought processes. I have Spotify just because I am bougie. I like to listen to music while I work. Uh Zapier n8n because I do things with n8n. Um i also have my personal company on here so WordPress Stripe, which always disconnects.
Speaker 2 00:12:33
Next after month in PayPal. So these are the things that I can can I ask,
Speaker 3 00:12:37
I think this would be a really good understanding of the context. So like for something like Spotify, what is the utility of Claude for Spotify?
Speaker 2 00:12:46
So honestly, I just throw in music suggestions, and it connects back to my Spotify and and curates a list for me. So if I'm bored one day and I'm working and I have my headphones on, I'll just tell it, hey, I need some focus music. Yeah. Yeah, it's super amazing.
Speaker 3 00:13:02
So really the idea here for you, correct me if I'm wrong, Is you basically have Claude? is your your brain where you can just put your queries in there? And they'll take care of everything out of Claude. Is that kind of accurate? Okay.
Speaker 2 00:13:17
Yes. Uh look, I don't know if as.
Speaker 4 00:13:20
Long as it has connectors for it.
Speaker 2 00:13:21
Yes. Uh I'm going to give you a website. This is my personal website. This is where and Julia and George, and guys, meet George. George actually works on a different client, but he's listening in just to understand how we do Claude setups. But this is my personal website. I write a lot about different things and how to do it within Claude and AI solutions. And I talk about my minions that I've created within Claude. They're my agents. So within my Claude, I'm going to show you this is my Claude Code. This my brain.
Speaker 2 00:13:58
I use Claude in a terminal services because I am old. I have been around since, you know, DOS and that's how I grew up. So like I worked on, I asked it to get me my agenda for today's meeting based off of our SOW, and it did for me. And, that was probably about thirty minutes ago because I was in the middle of other stuff. But here is like, I told it, "I needed it to adjust my calendar because um I am in Pasadena today." "I live in South Bay."
Speaker 2 00:14:28
And I have a new foster kiddo coming today, so I needed it to move some things around for me. It does. My Thursday afternoon, it pulled it up just because of the change. And then it ran my briefing. And my briefing arrives in my inbox every morning. I'm just showing you high level. My briefing arrives into my inbox every morning, here it is. And it's set up to automatically roll at 6:00 AM, It goes through, here is my schedule for the day. It has it in a weird order. I got to fix that. It just started doing that. But, then all my open tickets by clients and what is on my list for the day, anything I need to worry about. So, you guys are on there somewhere. And then any of my tasks that are in my Airtable that I need to worry about. And it runs through that and then also Radar, which is one of my minions.
Speaker 2 00:15:22
It gives me the latest news in AI every morning, so that I know what I need to concentrate on and send out. So with clients that are using uh Copilot, I sent this out yesterday uh about some information in Opus. And, this is these are all the things that my thing does automatically on its own. And then after this meeting is up, Uh, I will the transcript will automatically download to my OneDrive and I will tell it, hey take this meeting transcript, Grab everything you need and run with it. And what it'll do is, it'll pull for things. So if Julius, if you tell me something personal about you, it gets added to my file that I have on you. So if you say something like," What's your favorite alcoholic drink?" It will add that in there. And if I ever whenever I send out gifts and stuff to my clients, it'll remember that and they'll say," Hey heads up." Never say anything.
Speaker 4 00:16:14
So I have a client he loves high end whiskey loves it.
Speaker 2 00:16:19
And so, anytime I am getting ready to quarterly, I send him a gift as a thank you. It'll suggest high end classic or high end whiskeys that I should get for him. So things like that, it disseminates all my information, it uploads into various places and I do all that within Claude. Just because everything going on. And you guys can see here is my scheduled routines and I do I have my Crimson because I write blogs for Crimson. And in my blog draft for Adapto. So, I go through all of that. It does make my life easier using Claude. That's what I'm going to teach you guys, but we want to make sure the connectors are set up for you properly. I do have a connector for Asana because one of my clients loves Asana. And so they send me their tasks through Asana and then Claude pulls that information and adds it to my morning briefing. If there's any changes to Asana. That's part of its.
Speaker 3 00:17:16
What is Asana exactly? Asana is a I used to use Asana. It's oh really? Yeah, it's like a task. It's like a task oriented software to help you plan. Like a planner. Yeah, okay.
Speaker 2 00:17:28
And then Monday dot com as well. I have another client that loves Monday dot com and then I have another client that loves Box. And these are clients that I work, I i work anywhere between 10 to 20 hours a week on three clients. And so i have all my stuff connected in there and that way got it. If I need to, if they're asking me for, hey, can you create me a training document for this? It will save it to Box for them and it knows the location. So those are the kind of connectors I'm talking about. I have clients that will connect it to Salesforce, so that as they're working through things and updating things, all items are updated in Salesforce. So these are the things I want you guys to think about.
Speaker 3 00:18:12
First of all, super impressed with, The way you've organized that, I am definitely gonna. I've already bookmarked your website. We little background, you know Julius, I were pretty early adopters of Claude. We got it. It's been so a pretty long time we've had it relatively speaking. And um, we I think the ultimate goal is to be as dialed in as you are. Um we've been a little apprehensive. I think, in adopting it across our teams just for some of the sensitive.
Speaker 3 00:18:44
Information, sensitive financial information. But I guess to just in a roundabout way of getting to your question, We are looking. There's really two prongs I think of use that we've talked about focusing it on. One being kind of what you how your setup was just maximum efficiency and having connectors to. To, all the different programs we use on a daily basis for kind of our asset management acquisition team, property management team. Um And then which would be you know within Outlook uh within Excel, which we've already been using. Um you know, updating just certain repeatable tasks as much as we can organizing our day. Um I even have a foot pedal I'll press and just do talk to text for for Claude.
Speaker 3 00:19:38
We haven't really utilized the connectors as much just just because I think we we were limited for what we could. So that that I think is the first prong. The second prong, which I think is a little more nuanced, That i've i've asked Julius to try to to push forward is integration with Yardi. Yardi is the backbone of our business. Yardi's uh it's a web based Yes Are you familiar with Yardi?
Speaker 2 00:20:03
I am familiar with Yardi. I have quite a few clients using Yardi.
Speaker 3 00:20:07
So we would love to try to integrate that as much as we can. The one balancing act, we actually have had accountants ask us to get Claude, And we've avoided letting them have it yet because we're trying to figure out the best game plan for this. Deciding what they can have Claude do because you know, we're dealing with millions of dollars every month, tens of millions of dollars in transactions every month. And we don't want to give Claude so much power where it's, It's coding these large transactions. We want to have some oversight, so we we would love to have Claude involved in the accounting. And I'll Julius, I'll let you chime in if you had any other insights to it, But I would love to figure out a way to, you know, protect ourselves, but also integrate Claude and be able to scale and be more efficient for all of our team members on the accounting side. Yeah,
Speaker 4 00:21:03
I don't really have, Much to say, other than just the fact that like I, think majority of it is kind of that um three sixty five, you know, is like one of our main drivers because we use OneDrive, obviously being able to move files and records and stuff around and manipulating the data within those files is probably the most beneficial that I see. But again, I think with your guys expertise and putting controls limitations on what they can do within there. Yeah.
Speaker 4 00:21:34
It's probably the best. So okay.
Speaker 2 00:21:37
And we can definitely do that. One of the big things that I will train on is security, um like best practices, how to keep the data secure. And the other thing we need to do and it's not on the scope of work, but I'm adding to it is we need to get you an AI policy built for all your staff to sign off on to say what they can and can't do now.
Speaker 4 00:21:58
No additional connectors because obviously if they put in a bad one.
Speaker 2 00:22:02
Yes, absolutely. Exactly. Yeah, now I will tell you the voice on Claude is not there yet. It's not there even on Open AI. Um, the only place voice is actually there on is is Copilot. Um. And so if they're if they're looking for now and and I can say this one hundred percent because I do this in the mornings when my daughter's not with me. Um, my long drives to Pasadena, I'll actually open up Copilot for Microsoft because I have that license as well. And I'll do the voice chat, and it has the connections to my Microsoft, and it can tell me what's on my calendar and stuff like that. Uh, but voice chat on Claude is not there yet. Um, they haven't got it built out and it's been you know, It's one of those things where none of them other than Copilot, is there yet on that. So just a heads up for you. Connectors do not work on the voice section.
Speaker 2 00:22:56
But what I do use is Whisper Flow. So, just a heads up on that because I like to dictate. So this little bar down here, I dictate using that. And so, I'll send you over a link to Whisper Flow Will. I'll put it in the chat in a moment. It's something that you might be interested in and you might like it. So I'll send that over to you. And then that way uh, you can take a look. It does allow for vibe coding if you're interested in vibe coding,
Speaker 4 00:23:33
But I do think uh, there is some uses I think I I need to probably figure outum I don't know about policies, but really like procedures for us that would also integrate. Claude, because what I'm thinking is that you know again we use Yardi. There's automated reports that we can be sent to our email or to yeah to the email using 365. We might be able to um have Claude take that file that's being sent on a specific date to be moved into a specific folder.
Speaker 4 00:24:17
From there, Probably gather the data and then probably analyze each one of those properties that they're probably doing and then figure out what needs to be coded or what needs to be set up. Yep. And we could probably automate all that. You can. I am thinking that's probably the best use of that with um and then possibly like having their own like little sandbox folders within our network. Mhm. Um, To have like their own personal like cloud, you know, file tree thing for what they're working on for each individual like person. I think I think that's probably what my vision kind of is for it because. Um, You know, I code a little bit in VBA. And so like I use a lot of that kind of. In the same way sort of yeah so.
Speaker 2 00:25:13
One hundred percent sorry. No, you are good. What you are talking about is probably Cowork, and I did pull it up. Which yeah, I use Cowork a lot. You can see I did filter because you guys don't need to see when I was out on sick leave. How many times I searched for Denton Ranch stuff just because I am bored. I was on sick leave but here is for recipes.
Speaker 4 00:25:37
Yes, I did. I did i was looking for a recipe because i couldn't find my grandmother's cookbook um.
Speaker 2 00:25:43
But yeah, and it was helpful for that. So, But you can see here. I was working on new hire documentation for a client, and it searched everything. In fact, it searched outside of what I wanted to search for. But it did. Now I also had it go through and review my folder structures the other day, and because I was cleaning up some stuff on training. So, this is the training that I was working on. Cleaning up is actually some training that you guys are going to see in use. So I had it, Uh, build those out based on things I already wrote. And so it did. These are the kind of tasks that you can do in Cowork. A lot of people do it in code. And so Claude realized that and created Cowork based on that and Coworkers been out for a while, but you guys can see here's all the files I built and looked at. So I've been working on stuff. Wonder,
Speaker 4 00:26:35
What happened to my Cowork for a little bit because, like I guess, they integrated it with the home menu and all Yes.
Speaker 2 00:26:41
A lot. I got so many calls yesterday after that update, and not everybody got that update yet. Julia, I think you still haven't your still hasn't updated to it yet. Is that correct? She still sees Cowork up here, but yes, I i I had gotten so many calls before nine a m yesterday about that. So but yes, it is here. Um It is still as great as it was. Um I am testing out Fable on a couple of things just to try it and see um But yeah. It's actually, now that I'm used to it and it's been 24 hours, it does work. So now with all of this, we're going to show you everything. I'm also going to be building out, I got to redo some of my training videos with that newest update. But we'll be working through that as well. I am going to provide reference documents. So I already have reference documents built for things, and you guys will get a copy of these that you can send out to your staff.
Speaker 2 00:27:41
Or I will be sending them out when we do uh the training. So I'm gonna pull it up so that you guys can see it. And my my my documents folders are very organized because of Claude. So, uh.
Speaker 4 00:27:58
Yeah, We we I think we need still have an open ticket for like trying to change our file structure too, because yes, we don't want something to happen.
Speaker 2 00:28:10
So here's my cheat sheets that I built. So I have one for accounting, executives, finance. And these are for Claude. So we can pull up the quick reference guide. I'll be sending this out to you guys. I can also send them out to your team when we do the finance or when we do the training, not finance. But this is what this looks like. We created these for you guys just to make sure that, you know, here's some prompts that you can use, We'll go through what that looks like. And then also in the training, uh, here's some sample data that I built uh for my training. Um, we'll be going over how to use Claude if my computer wants to cooperate. Um, using uh Claude in oh sure uh using Claude in um.
Speaker 2 00:29:03
In Word, Excel, and PowerPoint. It's not showing up in my add-ons here, but it was in Word. So let me pull up Word. I did some updates yesterday. This file right here is for one of my foster kids coming in. I have a new foster kid coming this evening, so I have a Who's Who document I print out for every kid. But in here, I have Claude as well. And, so if I need to check something or have it take a look at something. I'll be going over that in training with what that looks like. Um, and then PowerPoint as well because it is in PowerPoint. So um, here's Well, my add- ons is missing from everywhere. It was there yesterday, I promise. Uh so Claude will be here as well. Uh and we can I'll show you guys what it looks like. I just need to finish fix and update my my office documents from yesterday, but we'll be showing that.
Speaker 4 00:29:59
Before I have it. Online Excel right now, actually.
Speaker 2 00:30:02
So perfect. So we'll be going over how to utilize that within your Office 365 applications. We'll be going over how to use Co-Work. And theum for those very last thing, we'll go through is called code for anyone that's wanting to learn that everyone else can drop at that point. So and then that's it. Um we'll. You already know you already know, how to check for usage and things like that. So I don't need to train you on that part. Most clients I do have to train. You seem to have a good feel for it right now and a good understanding, so I'll leave that part back to you. And then is there anything here that I haven't covered that you would like for me cover during training?
Speaker 3 00:30:48
Just one kind of general question. I mean, you deal with a lot of different organizations that are starting to utilize this. I know, like you said, it's changing every month. It's kind of uncharted territory. Yeah. We're considering allowing this tool for possibly everybody in the organization. What are you seeing companies do? Are you are this is a powerful tool? Are, you seeing companies give it to just a select few, or everybody has it from your experience?
Speaker 2 00:31:15
So, let me answer this with how Crimson does it, and then I'll answer it from how I see my clients using it. So, Crimson gives everyone a choice on tools. So, Anzor said you can either have Co-Work or I am sorry. You can either have Claude Copilot or Open AI unless you are in a manager role, or you are working with AI like I do. I am in a manager role but Uh, If anybody on my team that works with AI exclusively, that helps me with projects, they're allowed to have all three. And then everybody can choose. Now for my clients, I have multiple nonprofits and I and I want to stress that these are nonprofits that have chosen to give Claude or Copilot to everybody. And then I have nonprofits who've chose to give it to a select few because they know not everybody's going to use it. And they will watch usage.
Speaker 2 00:32:09
And they will remove licenses from anybody that isn't using it. I say nonprofits because they are more of the cash stretched and cash poor organizations rather than my for profits. So I am seeing overall, about fifty fifty where organizations are giving it to their users, or organizations are only giving it to certain users, And it just depends on the organization itself in your field. What you guys do. It's more like seventy percent is giving it to all staff. I'll just be straight up honest with you, and that's the people who, especially the ones that are using Yardi and what's the other app? George, I can't think of the other app that people are using within this space. Yes, MRI. I knew it started with an M. I just couldn't remember which one. But they're they're the ones that are actually.
Speaker 2 00:33:06
Adding everybody to it, and then if someone says," I really don't want to use AI," then they just don't get that license. And we do send out a survey if you ask me to, To get your entire staff's thoughts and ideas on how AI works and how they want to utilize it. So that we have a better understanding how the training.
Speaker 1 00:33:26
Okay. So that's helpful. Thanks, Heather. Um.
Speaker 1 00:33:38
Um, so my mom is in a meeting. She asked me if she would be able to go. I forgot where I was going.
Speaker 4 00:33:45
You were talking about like seventy percent of our industry uses it.
Speaker 2 00:33:48
Yes, I am sorry. Yeah, my phone started ringing so I was handing it off. Um, So on thatum it's really up to you. We can send out that survey to get an idea of who wants it and who doesn't want it uh and who's actually going to use it. And that might help you make a better informed decision.
Speaker 3 00:34:11
Yeah, I think it's okay. I think we just need to sit down and collectively make a decision here soon, though, because I'd like, if everybody's going to have it, they probably should get on that training video, right? Yes. That's kind of the idea.
Speaker 2 00:34:24
Yes, And I do do the multiple teams training, but I also will send you guys once I redo some of the training videos, I'll send you guys links to be able to watch that.
Speaker 2 00:34:35
Okay. Contingent,
Speaker 3 00:34:38
It's so fluid. It's so fluid and changing, it's hard to have a standardized, you know, approach for every employee because it's just changing so frequently. But it'll be helpful to get on and give guidance. Yes.
Speaker 2 00:34:51
Yeah, absolutely. And it's changing weekly. Um, what I will do is I'm adding you guys to my list of Crimson clients that utilize Claude. And so when I see things that are changed or going out. Um, I will send updates out to my key people at each organization that's using Claude, and then let them disseminate what they need to to their staff. So I try to keep you guys informed. Great. So and then George is learning all things AI, poor guy. He's trying to catch up. Um, so that's why he's sitting in, But he actually works for a company. One of our clients is very closely aligned with you guys.
Speaker 2 00:35:31
So he works for Crimson. He just he's on site at that client. So nice, yeah. That's why I was asking, what was that other app? Because I knew he would know. So, um, other than that, that's all I have for you guys.
Speaker 4 00:35:49
Okay uh, we'll discuss it internally. And then we'll you know we'll probably move forward with all this. But yeah I think we need to have a discussion about like. Structure and whatever else too. So,
Speaker 2 00:36:03
What I'll do, I'm going to go ahead and send you guys an update later this afternoon or tomorrow of this entire meeting and the summary. But then I'm going to send you some additional items on how my current itinerary goes for the training. So that you guys can see the itinerary. And I'll send you out some of the information that I've showed you, some of the cheat sheets and stuff so you can see. And then, I do have some clients that will come back and say, hey Crimson, I want you to focus more on this. Or focus more on that. And then I can tweak the training just for you guys. Okay. Great. Awesome. All right, well, that's all I have for you guys. I'll give you guys back 25 minutes to your day, because I know both of you are very busy. And reach out if you have any questions, You can text to me or you can send me emails.
Speaker 3 00:36:49
Okay Thank you very much. Thanks guys Thank you so much Very impressive.
Speaker 2 00:36:54
Thanks, thank you.
Speaker 1 00:36:55
You everyone Bye Have a great weekend.
05-05 Meeting: Foothill IT Assessment Strategy and Tooling
> Date: May 05, 2026 at 01:00 PM
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5]
### Meeting Notes
#### Review and Strategy for Foothill IT Assessment
- A document created by Speaker 1 for Jason, based on the previous SHARP project, was shared as the blueprint for the Foothill assessment.
- Speaker 4 has already extracted 12 infrastructure-related documents from Speaker 1's SharePoint for the pre-assessment.
- The team agreed to customize the plan for Foothill, noting that certain sensitive procedures from SHARP (e.g., employee termination workflows) are likely unnecessary.
#### Tooling and Discovery Scans
- **Microsoft Audit Scripts**: Speaker 1 offered Microsoft audit PowerShell scripts to Anton's team, as Speaker 1 is at capacity due to the Anderson Group project.
- **Discovery Tools**: The team discussed tools for network discovery and vulnerability scanning.
- Anton's team uses Greenbone for vulnerability scans, citing easier management and better results than Network Detective, which has issues with Google Workspace.
- Greenbone identifies endpoints, printers, and servers, but not network switches.
- Speaker 4's team will run Network Detective.
- Speaker 1 mentioned using GAM (Google Account Management), similar to PowerShell, for scanning Google environments.
- For physical site discovery, Speaker 1 previously used an iPad network analyzer app to list devices and IPs, then cross-referenced the results.
#### Credential Requirements for Scans
- The team discussed required access levels for running scans.
- Speaker 1 needs initial Global Admin access to create an app registration that enables running PowerShell scripts with read-only API permissions without repeated sign-ins.
- Speaker 5 initially suggested Global Reader access would suffice but agreed to use Global Admin to set up the app registration, then revert the account to Global Reader.
- The app registration token will have a defined expiration, set to the end of the audit period.
#### Updating the Assessment Questionnaire and Plan
- Anton proposed adding questions to the client questionnaire:
- Results from previous vulnerability scans or pen tests.
- Patch management procedures and logs.
- Environment details (e.g., hybrid Active Directory).
- Firewall subscription types (IDS, web filtering).
- Current EDR, SIEM, and DLP tools in use.
- Data classification and labeling rules.
- Speaker 4 shared the questionnaire in chat for Anton to add these questions.
- The shared project plan, based on SHARP, will be updated for Foothill, removing irrelevant phases and tasks. The document is a blueprint for Jason to modify.
### Next Arrangements
- [ ] Anton to add the additional questions to the assessment questionnaire form and share the updated version with the team.
- [ ] Jason to review and update the assessment plan document for the Foothill project, removing SHARP-specific items and tailoring phases/tasks.
- [ ] Request initial Global Admin access from the client to create the app registration for scanning; after setup, revert the account to Global Reader with the token expiring at the end of the audit period.
- [ ] Speaker 1 to train Gabby and Kevin on running the PowerShell audit scripts and using GAM for Google Workspace scanning.
- [ ] Kick off the assessment next week, starting with discovery tasks and obtaining required credentials.
- [ ] Conduct physical inventory and on-site audits across all nine sites; define logistics, assignments, and schedule.
### 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. Responsibility for running Network Detective was noted for Speaker 4's team (Kevin or Gabby), but final confirmation of the assignee and timeline was not established.
> 2. Physical on-site audits of nine sites were confirmed, but specific logistics, team assignments, and the schedule for these visits were not detailed.
> 3. The roles and responsibilities document was reviewed, but a finalized version with clear assignments for all team members (including Seg and April) was not formally agreed upon.
May 5, 2026
Speaker 1 00:00:06
I Sent you.
Speaker 1 00:00:10
I Sent you a present. There you go.
Speaker 3 00:00:14
Yeah, I saw it. Let me open it for the group.
Speaker 1 00:00:19
I made that for Jason based off of our SHARP, And then I took out the SHARP stuff that wasn't needed based off of meetings.
Speaker 2 00:00:28
So this is.
Speaker 4 00:00:30
I love this. This is great. So, Christy, What I did was I went through your SharePoint folders and I grabbed multiple documents, 12 in particular from the pre-assessment. So basically all infrastructure that we would need in all of these schools.
Speaker 1 00:00:56
Uh, just a heads up for you. Some of the aspects of sharp, I can actually talk freely because where I'm at right now. Some of the aspects of SHARP was kept under wraps that only Anton and I knew what was going on intentionally. I don't think we have that issue with Foothill, that we need to get that involved. Um, because they're.
Speaker 4 00:01:21
I saw some of your results and I spread the results in sections where it was. I think the IT runbook,
Speaker 1 00:01:33
There was things in there about disabling access and terminating employees. Yeah, we I doubt we need that. Yeah. Um, just a heads up for you guys or more for Anton. Um, oh wait, I can't take that back. I'm sorry. Sorry, I've had this migraine all day. Enough forgetting that I already took time off work. Um, for Anton, would you like? My Microsoft audit PowerShell scripts. The film was released on 24 July 2015. Or do you want to use your own tools? All of them. When I run an audit.
Speaker 5 00:02:15
We can run both of them that we have on our end and just like we did for Charlotte. We can just combine the results. They are just kind of like Confirming each other. Yeah, I.
Speaker 1 00:02:31
Just don't want to run them this time. So I was going to let you have someone on your team, take them and run them. Because I am heavily. U h at capacity and beyond at this point because of Anderson Group.
Speaker 2 00:02:48
Okay. Sure. Um, oh, sorry.
Speaker 4 00:02:54
You mentionedum Network detective, and I asked Anton about his his team running that. He says he just runs Greenbone, so then my team would run Network Detective. I mean, I can give it to you know Kevin or or Gabby. To run that utility.
Speaker 1 00:03:13
Yeah, I mean, Anton's team is the one who manages it. I don't even know if my login still works for it. I haven't run it in a while.
Speaker 5 00:03:23
If you want to run additionally Network Detective, we can run it as well.
Speaker 4 00:03:29
So, Anton, help me understand what your discovery does. The Greenbom.
Speaker 5 00:03:40
V Ulnerability now it just vulnerability scan.
Speaker 4 00:03:50
Does it find the same stuff that Network Detective does?
Speaker 5 00:03:53
The name of the town is derived from the river. It's a little bit like different because Network Detective not only for vulnerability scans. It's checking additionally. Active Directory or Microsoft three six five. We start utilizing uh green bond. Because, in our opinion, It's like we most of the time we have an quarterly vulnerability scans, and it's easy for us to manage green one instead of the. Network detective because network detective is not working fine with the Google.
Speaker 5 00:04:36
Work space.
Speaker 1 00:04:38
Got it. Okay, that's awesome.
Speaker 5 00:04:39
So we're covering at least yeah, So that's why we did switch to the green bond, and we manually updating Database for CVEs. And yeah. Okay, okay. That's why green bond and not the network objective.
Speaker 1 00:04:54
Gotcha. That works because I, I gave Gabby, a short overview of GAM because that's how I access. Um, Google. It's a Google account management tool. It's very similar to PowerShell for Microsoft. Um, And so it's basically running the same scans that I would run on Microsoft with Google.
Speaker 4 00:05:22
Now, the infrastructure scan. If if I put a tool, uh, which what tool would we have run in the past? Show me, workstations servers. S QL, just give me basically all of it.
Speaker 4 00:05:47
I'm Not going to be able to do that. Are you asking me what we are running for? This is my first scan. I've never I haven't You know, I I I used a tool at my former company, where I knew every device.
Speaker 1 00:05:57
I'll be right back, you guys. Hi.
Speaker 4 00:06:01
Or I knew every device on the network. It's.
Speaker 1 00:06:04
Canceled for today, but because I have to do a briefing,
Speaker 4 00:06:11
It's okay.
Speaker 1 00:06:11
No worries. There is one on Thursday. I'm listening on an email later today, but I got scheduled.
Speaker 5 00:06:18
Greenbon is going to show you the S points, but it's not going to show you like exactly with the Switches or. Any network devices. It's gonna show you the printers. servers endpoints, but it's not going to be able to show you the Switches.
Speaker 4 00:06:43
Oh, okay. Okay, so it gets us most of the way there. Greenbone does. I mean, I mean the switches. Um.
Speaker 4 00:06:58
Now, what kind of detail does it do? You have a sample of a scan that you had done just so I can see. The film was shot in black and white.
Speaker 2 00:07:05
The name of the town is derived from the river. Just give me a second. The name of the town is derived from the river. The name of the town is derived from the river. The city is located on the banks of the river. The name of the town is derived from the river.
Speaker 3 00:07:38
The name of the town is derived from the river. Jason, so mostlyum Gabby and Kevin will be working on this one. So I need to create a ticket for them, right? Yes. The film was released on 24.
Speaker 2 00:07:50
June 2016. Okay.
Speaker 2 00:08:01
Yeah. I'm not sure.
Speaker 4 00:08:06
The film was shot in black and white. Christy, when you came in. Too sharp. Did you do a physical discovery? Obviously, right? You walked into their data centers. Now we will have nine sites here. Did you go to all the sites?
Speaker 1 00:08:17
I did go to all the sites. However Oops. Hopefully you guys didn't hear that crash. Um.
Speaker 1 00:08:29
I went to each site, but I also ran a network analyzer. I was trying to pull it up to see if I had that.
Speaker 2 00:08:38
Still saved. The film was released on 24 June 2016. I think it's my cell phone. I mean, not on my cell phone. I think I had it on my iPad. The name of the town is derived from the river.
Speaker 2 00:08:57
It's called Net Analyzer.
Speaker 1 00:08:60
And I did have it on my iPad, that's where it is saved. I'm waiting for it to pop up.
Speaker 2 00:09:08
The name of the town is derived from the river. Yeah, it's not on here,
Speaker 1 00:09:13
But it has tools on it. I don't know if you can see it. Um So I run it against that and I run it on the land. I'm sorry. So I'll get a listing of everything that's there and all their IP addresses. And so like right now, I'm showing I'm on the ability first. And then I can share that and see everything that's on there. All the different systems, And it allows me to send it as a CSV and put it into my OneDrive. And that's where I put all the information. So I did go to all the sites and do that, but I also.
Speaker 1 00:09:55
U m, Had the network tool that they sent over to me to show me everything that's there.
Speaker 4 00:10:03
Okay, so you already had something in advance.
Speaker 1 00:10:06
Yeah, and I just double checked it against everything.
Speaker 5 00:10:09
I'm not sure. This is how the report from the Greenbone looks like.
Speaker 2 00:10:19
The name of the town is derived from the river. The first is the most important. This for internal and just give me a second. This an example from Hanae's.
Speaker 2 00:11:02
The film was shot in black and white. From last year. So it does it.
Speaker 4 00:11:15
Break it down since you have, forty servers and. Does it give you kind of a sorry? Yes. Okay.
Speaker 2 00:11:30
If we're.
Speaker 5 00:11:30
Talking about external scans, We definitely need to know like IP addresses or domain names just to run those scans externally. For internal scan, we're gonna need to know the networks to run the. To configure Nook to be able to run those scans.
Speaker 2 00:11:54
I'm not sure. So.
Speaker 2 00:12:03
U h,
Speaker 4 00:12:04
What? So I'm guessing Christie ahead of time. You I mean, we're going to ask them to give us whatever they have, right, whatever information they have, that'll tell us. A lot ahead of time. Yeah. And so we are going to uh ask them to provide us whatever diagrams. Inventory lists, anything that they have. And then we're going to run our own tools. Plug in the Greenbone Analyzer, the NUC on site, and it's going to run. And then We are going to get that data and write it to them. We're going to also run. Separately, we are going to provide them kind of a HIPAA.
Speaker 4 00:12:59
Like, it's part of the scan that's going to show them. They have compliance issues, right? It's its own system.
Speaker 2 00:13:07
I'm not sure what you mean. They are in a hybrid environment.
Speaker 5 00:13:18
They have on- premise AD. I.
Speaker 4 00:13:25
Don't know this. I don't know this answer.
Speaker 4 00:13:30
U m, I'm gonna share my screen real quick. This part of the IT assessment.
Speaker 1 00:13:41
I am going to come off video because I am, you guys are very robotic on me. So half the time I Didn't realize you said something because I didn't hear it. And the other half the time it's, It's like your mouth is moving at normal speed, and your words are going at slow speed.
Speaker 2 00:14:00
So. Let me.
Speaker 4 00:14:04
See if I asked that question earlier. Network infrastructure. Basic network. Firewall security, internal network, VLANs, and speed wireless server and systems. The main controllers identify virtual.
Speaker 2 00:14:24
The city is located on the banks of the river.
Speaker 2 00:14:31
Re covery, business continuity,
Speaker 4 00:14:34
Security posture assessment. Identity and access, physical security.
Speaker 2 00:14:41
I don't see that in here. Documentation. Licensing and compliance. The town is located on the banks of the river. The name of the town is derived from the river.
Speaker 5 00:14:58
Did, we ask them about here on your questionnaire form for previous vulnerability scans or pen tests?
Speaker 5 00:15:15
Yeah, If they have like previously uh just to add vulnerabilities previous vulnerability scans. And if they run any pen tests, and additionally, do they have like.
Speaker 5 00:15:29
Pro cedure for patch management and the last patch management log. I think it's good to know this as an additional. Questions for them.
Speaker 4 00:15:47
Results from previous vulnerability scans, running Nmap at DoU. Can you run any tests?
Speaker 4 00:15:56
Pro cedure for patch management. Are you in hybrid AD mode, right? I'm not going to be able to do that.
Speaker 2 00:16:03
I'm not sure. No, just ask them if they.
Speaker 5 00:16:11
Are hybrid on the hybrid environment. They have like like cloud M, three, six, five. And additionally, the on prem Active Directory server.
Speaker 5 00:16:31
Can you please share once more that questionnaire form?
Speaker 4 00:16:35
Oh sure, you want me to drop it in the chat?
Speaker 5 00:16:37
Yeah, yeah. I just got a new probably. And there, what kind of subscriptions they have for firewalls. Like, ideas, suggestion or like I don't know like web filtering. What kind of EDR they are using and if they have, Any CM tools? DLP, I think DLP did ask them for. But if you don't mind, can you please share that questionnaire form with me? And I'm going to add some. Any additional questions? The name of the town is derived from the river. The name of the town is derived from.
Speaker 2 00:17:22
The river.
Speaker 2 00:17:32
There's the I shared them in the chat for you. All we have. In charge. The first is the most important.
Speaker 2 00:18:15
I'm not going to be able to do that. Okay, so there's that. In.
Speaker 4 00:18:25
The document I shared with you, there was a checklist for on- site discovery. And that included some of the immediate lockdown and some of that stuff.
Speaker 2 00:18:36
So. We don't need that.
Speaker 2 00:19:00
So Christine,
Speaker 4 00:19:02
When we get on site, We're going to ask them for. We're going to ask them to provide us with credentials. Is that right? Correct. I. So that would include domain admin, inter ID. Yes.
Speaker 5 00:19:21
In my opinion, I I I know this like we have some.
Speaker 5 00:19:27
Different point of view with the Ansor, but I'm always insisting that we supposed to get only read- only access. We don't want okay, just in future is gonna prevent any like, issues. Whenever previous IT starting to complain that we did change something.
Speaker 4 00:19:49
So you need something for running your scan, right?
Speaker 1 00:19:52
I do. Yes, correct. I need an app registration. Which is why I asked for the global admins so that I can write my app registration.
Speaker 5 00:20:00
Christy, but uh I think global reader gonna be enough for us.
Speaker 1 00:20:05
Yeah, but I can't, I can't connect my app with global reader. Because I need to create an app registration. So, for example, if you go look at. I know.
Speaker 2 00:20:19
Yeah, yeah. I gotcha.
Speaker 1 00:20:20
Yeah. Mhm. I mean, I can walk them through creating that, but I'd rather I'd rather just do it myself because it. It doesn't take me long.
Speaker 2 00:20:31
It takes me like twenty minutes. The name of the town.
Speaker 4 00:20:36
Is derived from the river. So how do I present that when I ask them, are you going to, so Christie, you're still going to interact with us at some level on this?
Speaker 1 00:20:46
If you want me to, I will absolutely do that for you.
Speaker 4 00:20:50
Well, and I think. Maybe at least for the for the um when just maybe for a short period when we ask them for credentials. For this, I need to make sure I understand, and you can tell me up front. Uh, so I can explain it. I just need to explain it. Uh, for the app registration, yes, we need. Um, that's why you ask for domain administrator. And try to get global admin credentials. Is that right for the app? Yeah,
Speaker 1 00:21:25
Because most IT people Aren't great at doing things.
Speaker 2 00:21:29
Like that and knowing what I'm talking about.
Speaker 4 00:21:34
So walk me through what your app does. What the app does.
Speaker 1 00:21:39
So it enables me to run PowerShell scripts in the background with credentials. And basically, so what I'll do, let me let me just show it to you like this. What what account am I in? Okay. Let me go into Cotson.
Speaker 2 00:21:59
Because that's a good one to show. The name of the town is derived from the river. I'm going to share my screen.
Speaker 1 00:22:07
And just a heads up, this is when I I don't know if you ever see, hey, I'm running scans against so and so. I send that out in the infrastructure and security team. So basically, um.
Speaker 2 00:22:22
Let me get signed in. The name of the town is derived from the river. Yeah, makes me enter the code. Hang on. Let me go. The name of the town is derived from the river. The film was released on 24 June 2016. Here we go. C ousin I don't like how this does it.
Speaker 1 00:22:58
I miss it in IT glue where my last thing that I did for on a client was on the. Main page, and that's because this isn't in IT glue. Never mind, I got to go in. I mean,
Speaker 2 00:23:10
This is an IT glue, not Hootu.
Speaker 2 00:23:20
What the hell? Okay, I'm going to click IT Glue again, but I'm going to go up here and click it. You guys tell me if I'm doing something wrong here. Okay, that link worked. Never mind. Katsun.
Speaker 5 00:23:40
Tristan, I put in chat, four more items we need to add to the questionnaire form. Like, See any SIEM and agents firewall type of subscription with additional features anti spam, anti phishing protection. And the last one, do they have like data classification labeling or and DLP rules for the labels?
Speaker 4 00:24:04
Right, and that'll be uh, that's for the let's see here.
Speaker 2 00:24:09
I'm not going to be able to do that. I know it.
Speaker 2 00:24:25
Okay, so this.
Speaker 1 00:24:26
Is an app I created. It's called Crimson Read Only. Anytime you see that, it's only a six- month token that I get as a secret. This is all the API permissions that I add, and they're all read- only. They're not read- write. So none of these will have any read- write capabilities at all. And. So this allows me to run any of the scans I need to run against a client.
Speaker 1 00:24:52
So on this one, I'm looking for DLP stuff. I'm looking for files that should not be where they're at, and I'm going to make recommendations off of that. I'm also looking on as far as MFA and compliancy for them because I'm going to be enabling Copilot. So basically, for this, this is all I give it. Now once I've gone into the app registration and built this. Then they can take and give us a global reader after that. But I just need to be able to do that, and I need to be able to take the secret right here. I do put an expiration date on it, and the value is what I add to my system. The value, and then this data right here, the display name all the way down to directory ID. And that's all I need. And then I can run everything after that because I'll only have read access.
Speaker 1 00:25:45
And that allows my PowerShell scripts to run without me having to sign in every time. The name of the town is derived from the river. Because I will have to sign in 20 times for just three PowerShell scripts, and it gets quite annoying.
Speaker 2 00:26:09
I'm not going to be able to do that. So initially we're gonna need the Global.
Speaker 5 00:26:14
Ad min account, we are creating the app. Registering into the tenancy, and then we can ask them to change their permissions from. Global admin to the global reader. Yes. Correct? Yeah, sounds good for me as well.
Speaker 1 00:26:35
Makes life a little easier.
Speaker 5 00:26:37
Yeah, yeah, yeah. And we can put the Yeah.
Speaker 5 00:26:45
Time life for the token until the end of the audit period. Yeah, just in case. Yeah, yes, sounds good. Sigrid, can you note this part so when we're gonna meet with the client, we're gonna provide them with.
Speaker 2 00:27:03
This is a action plan. The town is located on the banks of the river.
Speaker 1 00:27:20
The Name of the town is derived from the river. And Jason, I can teach Gabby and Kevin how to run the same audits I'm running. There's nothing special to it. I can make the PowerShell scripts for you guys at work. And be generic. All you have to do is plug in the values. Right now, I store all values for clients in Key Vault. And I can grant them access to that keyvault. And they run their scripts based on that.
Speaker 2 00:28:01
So this is the I'm looking at the checklist.
Speaker 4 00:28:04
So under security posture. Are.
Speaker 1 00:28:11
You looking at the checklist I sent you or the other one?
Speaker 4 00:28:15
U m, it was just the one that I got in sharp. Yeah, but I just.
Speaker 1 00:28:21
Yeah, I made it. I made it better on this new spreadsheet.
Speaker 2 00:28:26
The name of the town is derived from the river. Where does that one end?
Speaker 1 00:28:31
I put it in. I put the link in the uh, in the other chat that I created. Or that Seg created, sorry, not that I created.
Speaker 2 00:28:41
Seg's better than me at this kind of stuff.
Speaker 2 00:28:55
Inter nal sync up or the. Here, let me stick it in here. Oh, she said that one. That one. Yeah. I can't paste it. The name of the town is derived from the river. I have. You combined so this is all the and this is everything. Yeah.
Speaker 4 00:29:24
So you have just all these sheets that have all the discoveries. So the three that I posted, that was just I just sharpened the example. You did a much better job.
Speaker 1 00:29:38
Thanks. I just wanted to make it a little bit easier on you. Cause, you know, I think at a million miles a second and not everybody can keep up.
Speaker 4 00:29:48
The name of the town is derived from the river. No, but this is so I'm going through this now. This is really good.
Speaker 1 00:29:55
Thanks. I made everything for you just to make it easier on that part. I was going to get you the templates for everything else a little bit later.
Speaker 2 00:30:08
Okay. Yeah, but I'm trying to do the last one and it won't let me. I love you. The name of the town is derived from the river.
Speaker 2 00:30:20
It's all good. The name of the town is derived from the river. I'm sorry. I'm going to share my screen if you don't mind.
Speaker 2 00:30:46
Cause I want to talk to, I want Anton to look at this with me real quick. The name of the town is derived from the river. So, Antares is the. Play Pete. The name of the town is derived from the river. And I am here.
Speaker 4 00:31:18
Yeah. So are we covering So you want firewall subscription, web filtering, IDS. Is that.
Speaker 4 00:31:35
Okay, So they asked the question: inventory current EDR and eStat. Point protection, identify unprotected endpoints.
Speaker 5 00:31:53
No, I'm not seeing DLP here. We can add it.
Speaker 4 00:31:57
And. So if I update this one, Christy, does it get updated across everything?
Speaker 1 00:32:05
So yes, so I put this in its own folder. So that it's just for Foothill. So let me do this. Let me give you access to the Foothill family folder.
Speaker 5 00:32:18
Quick question, did we address to them? About most recent incident with the relics. As I see there in the notes. Oh, it's. Sha rp found Ground Strike Plus.
Speaker 1 00:32:41
That's sharp. Yeah.
Speaker 5 00:32:43
Oh, it's for Sharp.
Speaker 1 00:32:44
Yeah, I built it off of Sharp. So.
Speaker 5 00:32:47
It was so far sharp with yeah,
Speaker 1 00:32:51
Yeah. I in fact weum we are getting rid of Trellix. We just ended that one because they have Trellix and CrowdStrike all on the same PCs.
Speaker 5 00:33:00
Sorry, my bad. I was confused. Like we were talking about foothills and then. Okay.
Speaker 1 00:33:06
Yeah, no, it's all good.
Speaker 5 00:33:07
I'm not sure what you mean.
Speaker 2 00:33:09
I think. The name of the town is derived from the river. Your new remediation. Okay, so this is. The city is located in the central part of the island.
Speaker 2 00:33:48
The name of the town is derived from the river. All right, this is so then we'll just add the.
Speaker 4 00:33:52
Seam agents, firewall subscription, anti- spam and anti- phishing, and then data classification. We'll have those four categories.
Speaker 4 00:34:03
Mhm. We have some of this right here, right? Yeah. Mhm.
Speaker 5 00:34:09
But as I see, it's security standardization. It's already like a Plan what we should do with the first phase, second, third one. Correct?
Speaker 2 00:34:23
Yes. Yes. Sharp was.
Speaker 1 00:34:32
Sure was an interesting beast. So I copied and pasted everything over and just hadn't had a chance to fully.
Speaker 1 00:34:40
Ver ify that I cleaned everything out, so my apologies on that.
Speaker 2 00:34:45
The name of the town is derived from the river. The name of the town is derived from the river. The name of the town is derived from the river. You're going to. The name of the town is derived from the river.
Speaker 4 00:35:10
So, Christie, so from my perspective as I am leading this, I am going to be asking them. I am just going to be front and center getting these details from them. So that is So discovery tasks, right? So access. So let's see. Individual meeting with internal IT. So you and I will do that. It says you and I. Obtain admin credentials, so I get this. I'll get this here. So I'll forward the email Q and A. Network detective rapid-fire domain scan, social AD scan. Okay, so then again contact. Sender contract collection. Okay.
Speaker 4 00:36:07
Visual on-site audit of all nine sites since week two. So answer does this, compile findings, fix security gaps. Document infrastructure inventory servers network endpoint apps Back at the R change management policy review. I'm not sure. So where do I ask, For policies.
Speaker 1 00:36:40
I usually ask for that up front when we start everything and say," Hey, I am going to need this so that I can check against compliancy." So I'll usually ask that in the get- go.
Speaker 4 00:36:56
That should be up here on week two, right? Or week one?
Speaker 1 00:36:59
Yes, week one. Basically, I say, hey, I'm going to need everything you've got. What can you give me?
Speaker 2 00:37:07
Okay, So then I'm just going to change. If you don't mind, I'm gonnaum I'll.
Speaker 4 00:37:17
I'll spend some time after this call. Actually, I could probably even just do it now.
Speaker 1 00:37:23
Justum, this is your document. Change whatever you want. Okay. Cause this is I just made it as a blueprint off of my stuff. And at the end of the day, like do what you need to do to make it work for you.
Speaker 4 00:37:43
And so, you and I are going to live in this. Well, I think we're all going to kind of live in this document, right?
Speaker 2 00:37:49
Yes. Yeah. The first two were built in 1937 and 1940. Make it as colorful as you want it, Sek. Okay.
Speaker 2 00:38:14
I'm not sure what you mean. And then from there, we can put it into. We can put it into uh.
Speaker 1 00:38:24
Connectwise into that project. My brain is functioning, I promise. It's just been a lot going on today.
Speaker 3 00:38:33
Especially today for you.
Speaker 1 00:38:36
Good Lord, if I get another AI project, I'm I'm. Not gonna have any free time until July.
Speaker 4 00:38:46
Do you think that we get access to their data centers? Because they want to be done by week two. With all of this.
Speaker 1 00:38:54
I think you're going to get everything.
Speaker 4 00:38:57
Everything's going to be done exactly. I mean, that's the goal, right? Yeah. Um. Okay. So, um, Dave's on. We're plugging in the Nook.
Speaker 4 00:39:10
And then we're running our we're going to get get access, start scanning, get one and two. But Maybe day two, I get keys to them and the team drives around and starts doing. Physical inventory, yeah, taking pictures of the sites,
Speaker 2 00:39:30
That sort of thing. The name of the town is derived from the river. The games are played in a round robin format.
Speaker 2 00:40:10
The film was released on 24 June 2016.
Speaker 4 00:40:25
The city is located in the central part of the island. I think I'm going to do is same probably can wait one. Yeah. The film was released on 24 June 2016.
Speaker 2 00:40:29
I'll be back.
Speaker 2 00:40:43
The name of the town is derived from the river. The name of the town is derived from the river. The film was shot in black and white. So what's the IT manager's name, Mustis?
Speaker 1 00:41:03
I couldn't understand. I'm just hoping I I spelled it correctly. Yes.
Speaker 3 00:41:10
Let me check that with Ibra, because I think they had a meeting with him a while ago. With Pete.
Speaker 2 00:41:16
The name of the town is derived from the river. She was a member of the Republican Party. Are you signing her out? I'm so not. Uh, yeah, at this point. Okay, well. I told her to check in with you first. Please. I Sorry. I think it's It might be time for a little bit more coffee. The name of the town is derived from the river. Coffee and chocolate. The name of the town is derived from the river. I'm sorry.
Speaker 2 00:42:14
Prescriptions. The name of the town is derived from the river. I'm not sure. Thank you, Leo. So, such a thing. I am not a good swimmer.
Speaker 2 00:42:49
The name of the town is derived from the river. Yes. The town is located in the central part of the county. The name of the town is derived from the river. I'm not sure what you mean. I'm not sure what you mean. I'm not sure. I'm not sure.
Speaker 2 00:44:02
I'm not sure.
Speaker 4 00:44:03
The name of the town is derived from the river. I added those. Three things that you oh, let's send agents. We already kind of have that up at the top under security and innovation. The name of the town is derived from the river.
Speaker 2 00:44:11
The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 2 00:44:24
The name of the town is derived from the river. The name of the town is derived from the river. So this is just an assessment. So I'm going to share the screen again. Okay.
Speaker 4 00:44:40
So we are doing. It says here, um, phase one, phase two, phase three and phase four. So we're just doing a phase one, right? Mhm. Just discovery assessment.
Speaker 2 00:44:57
Cor rect. Now.
Speaker 4 00:45:10
You can add to it if you want. That is just a that's just a free area to plan out, but that's basically how I Went through my phases with sharp, but at the end of the day it's going you can.
Speaker 1 00:45:24
Make changes because we don't know. We don't know what the assessment is going to show.
Speaker 2 00:45:31
If that makes sense. The film was released on 24 July 2015. Go through, and I'll update you to. Vendor and contract review. So this is basically I'm not sure. I will. The film was released on 24 July 2015. The film was released on 24 June 2016. The name of the town is derived from the river.
Speaker 2 00:46:24
So this one we're not doing because why not. Can I delete this?
Speaker 4 00:46:35
Yeah, delete whatever you want because like I said, I just I'm did use filler data. But all that came from the Sharps tools.
Speaker 4 00:46:47
We'll probably want that in the future for, you know, deployment.
Speaker 1 00:46:52
I can make a whole nother one for you anytime.
Speaker 2 00:46:59
All right, it's creating a mediation. That's good. Cloud modernization. It is one of the oldest. Physical transition.
Speaker 2 00:47:25
Oh, okay. So this is important to me. The first is the most important. The name of the town is derived from the river. Okay.
Speaker 2 00:48:16
The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 4 00:48:22
Anton, here's your section: security assessment leads, security stack owner if conversion, look at Rainbow network protective scans. Sponsor, executive interviews, count oversight. April Uh, note taker. Se g, where are you at in here? Is this you? PM.
Speaker 2 00:48:49
I'm not sure what you mean. So.
Speaker 3 00:48:59
I'll be like your project coordinator, so tell me things you need to ask me or do things for you.
Speaker 2 00:49:05
The name is derived from the Latin word for" to be silent". The town is located on the banks of the river Sava.
Speaker 2 00:49:30
The film was shot in black and white. The name of the town is derived from the river. The film was released on 24 June 2016. The film was shot in the city of Krasnodar. Okay. Don't you agree with us? We don't need transitions. The film was shot in black and White.
Speaker 4 00:49:45
I s April also going to be doing support, or is that going to be you, Sig?
Speaker 3 00:49:48
I think that's me.
Speaker 2 00:49:54
And well,
Speaker 1 00:49:54
Anzor, I mentioned her as note taker, which is why I put her in there.
Speaker 2 00:49:58
Yeah. Yes. I'm not sure.
Speaker 2 00:50:17
These are all the conversations that Anza will have. This is what the update is about. Here's the important moment. I'm sorry. So.
Speaker 4 00:50:43
Chris, you met with them uh today.
Speaker 1 00:50:47
No, I have not. Oh, okay. They have a CFO or COO named Chris or CIO named Chris. It's not me, I promise. It's not me. It's another Chris.
Speaker 2 00:50:60
The name of the town.
Speaker 4 00:51:06
Is derived from the river. So so you were on that call uh April. April, were you on that call?
Speaker 3 00:51:11
No, it's I think it's just. And Zuri and April was on the call a while ago with them.
Speaker 1 00:51:18
Let me see, April sometimes records it and when she does, it goes into my recording system. Let me see if there's any notes from it.
Speaker 2 00:51:28
The first season of the show was filmed in Vancouver, British Columbia.
Speaker 1 00:51:35
She's a great note- taker. She uses my my note- taking app. So it all goes in my database.
Speaker 2 00:51:48
H mm. There is quite a bit of meetings in here.
Speaker 3 00:51:53
She does have a lot of meetings.
Speaker 1 00:51:56
Yeah. Let me see which ones are mine and which ones were her. Consult. Yeah, here it is. Foothill introductory meeting between she's already nabbed it all. I'm not sure. The city is located on the banks.
Speaker 4 00:52:16
Of the river. So do we have a project folder where we store all these documents?
Speaker 1 00:52:21
Yes, I gave you guys that. It is in my I put it in the chat already. I will uh I'm gonna, yes,
Speaker 4 00:52:33
Oh, I see it. Thank you,
Speaker 1 00:52:35
Yeah, and I put in there. There's a meeting uh notes section, it's where meeting notes automatically go from my note taking system to So that Ray can have it.
Speaker 2 00:52:48
U h, this is some really good notes. They talked a lot. Let me copy this summary. Uh, hang on one second. Copy.
Speaker 1 00:53:06
Summary. Here you go. Okay, cool. I signed out on everything. It's in an MD format, so. I do apologize,'cause that's how the system pulls it over.
Speaker 2 00:53:19
The film was shot in black and white. The name of the town is derived from the river. Let me include the transcript from this.
Speaker 1 00:53:41
And adjust. The name of the town is derived from the river. Ad just this document to highlight some of the things that came from this transcript, because this has got some good information in it.
Speaker 2 00:53:57
The name of the town is derived from the river. The city is located in the central part of the island. The city is located on the banks of the river. The town is located on the banks of the river. The town is located in the south of the county. The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 1 00:54:37
I think it's nap time. I got a conversation with Tim from Signal Hill in six minutes, so no nap time for me.
Speaker 3 00:54:45
Oh, us too. We have like a mini break. Mini break.
Speaker 1 00:54:49
Twenty five minutes. No rest for the wicked. You.
Speaker 2 00:54:57
Know, thank you. The name of the town is derived from the river. The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 3 00:55:12
So there will be like interviews in within the I T stuff. Uhhuh. The town is located on the banks of the river Sava.
Speaker 2 00:55:16
I saw that. The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 4 00:55:33
Okay. And so, Anton, This is a great opportunity for your team to come in and just take over Sublime. It sounds like they're on the struggle bus. They don't. They're just overwhelmed.
Speaker 5 00:55:49
Mhm. Like everyone here in United States, everyone overwhelmed. Everyone.
Speaker 1 00:56:04
I Don't know what you're talking about. I'm not overwhelmed.
Speaker 5 00:56:09
It Was the first time that a woman had won the prize. Eight minutes left.
Speaker 1 00:56:19
Four minutes. Four minutes.
Speaker 3 00:56:23
Oh my gosh Good luck with your meeting with Tenzou.
Speaker 4 00:56:30
Well guys, I think this is a great start. The name of the town is derived from the river. Chris, I really appreciate your mentorship on this because. I am not afraid to get in front of people and talk, but I just want to say the right things. And so this gives me a great starting point. I want to be organized, focused on the right things. And then Anton, Whatever my team can do to assist you guys in making your your job a lot easier. Is also my goal.
Speaker 1 00:57:06
Be like Anton.
Speaker 2 00:57:12
I will, I'll just keep reviewing this. I'm going to study the heck out of it, make sure I'm on top of it. And we start next week, I guess maybe Monday.
Speaker 1 00:57:23
And things, I think so.
Speaker 4 00:57:26
Okay, I'll get those details. The name of the town is derived from the river. So I am guessing we'll have. So there is at one point I am going to have to, I don't know. There is some options here for. Assessment tools training. Do I need to go through that? Or do I just rely on you guys to handle all that?
Speaker 1 00:57:48
The best thing I have learned is with Anton's team, you can trust them to handle all of that. You don't need to learn. I haven't need to pick up anything since Anton came on because he's handled it all for me. So. Now he might disagree.
Speaker 4 00:58:11
Um, it's Anton and his team. So I'll just be the pretty face. And then hands on keyboard for a little bit of it. Good. Well, I don't want to keep your time. Thanks everybody. No worries.
Speaker 1 00:58:27
Thanks Jason. All right, thank you. Bye. Okay.
Speaker 1 00:58:33
The name of the town is derived from the river.
06-17 Foster Placement and Professional Collaboration
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Jun 17, 2026
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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).
2 - Internal Operations\Meeting Recordings & Transcripts\Meeting Transcript - 06-17 Foster Placement and Professional Collaboration.txt
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07-08 Meeting: Copilot Model Selection Issue, Claude Interface Changes, and Sonnet 5 Update
> Date: 2026-07-08
> Location: [Insert Location]
> Participants: [Christi]
## Meeting Notes
### Known Issues with AI Copilot Models
- **Description**
- Some users cannot select certain models, such as GPT or Claude, within Copilot.
- The dropdown menu that should list options like GPT and Claude is missing one or both.
- This is a known Microsoft issue. An email has been sent to key client contacts who use Copilot.
- **Conclusion**
- If clients call about this, inform them it is a known Microsoft problem.
- Create tickets as child tickets under the master ticket.
### Changes to the Claude Interface
- **Description**
- The "CoWork" tab is no longer in its previous position at the top left of the Claude interface.
- The feature has been relocated: click the "Chat" button and then select either "Chat" or "CoWork".
- Existing active CoWork sessions remain directly accessible.
- In the "Recent" chat list, items with a task list icon indicate Copilot tasks, while a chat bubble icon indicates standard chats.
- **Conclusion**
- Inform clients that this change is part of a recent Claude update.
- Direct them to access it via the "Chat" button.
### Claude Updates and Sonnet 5
- **Description**
- Recent changes have provided users with additional Claude usage.
- Sonnet 5 is now available.
- Users receive a certain amount of free Sonnet 5 usage through July 12, 2026.
## Next Arrangements
- [ ] Inform clients about the known Copilot model issue and the Claude interface changes when they call.
- [ ] Log support requests for the Copilot model issue as child tickets under the existing master ticket.
- [ ] For any issues or escalations, ping Christi (currently at the SCHARP office).
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issue that was not concluded in the meeting or lacks clear action items; please pay attention:
> 1. The meeting did not specify the master ticket number to use for the Copilot issue, which could cause confusion when creating child tickets.
Jul 8, 2026
Speaker 1 00:01:00
Hi everybody, I just started calling people that I saw that was green. So be aware if they were green. We have a we have some things going on that. I was stuck in this Fairfield meeting for over an hour and I wanted to make sure that you guys are all aware of this. Uh, just because of how important it is. So because we're we're going to have clients calling us.
Speaker 1 00:01:30
So, but let's see who all joins. Desperately would like security in here, account managers and technicians. Everybody else, you're just here because I like you. Especially if your name is Julia or Sue. Well Sue's kind of important. We do need her in here. All right, let me give it a few more moments.
Speaker 1 00:01:59
And then, I really want to go over this with you guys. There is a couple of things that are going to be affecting clients soon in the okay. Let's see. All right, so real quickly, let me go over some fun stuff real quick. And I wanted to be in the all hands meeting to go over this with you guys, but I couldn't just because of a Fairfield issue so Um, that I had to be involved in their cybersecurity assessment. So just a heads up for you guys. Uh, very first thing you guys may receive some calls or questions, especially if you're working on AI stuff. Um, that you cannot select certain models right now within Copilot. And this what I put out there for everybody. This just the first issue. I'm going to go over with you guys just to make sure everybody's on the same page. But real quickly um.
Speaker 1 00:02:56
So on here within Copilot, if you click down on the auto, you should get GPT or you should get Claude. And these are actually missing. It is a known issue right now with Microsoft, and it's either going to be Claude's missing or GPT's missing, one or the other or both. So if clients are complaining about that, just a heads up on that. Uh it is a known issue with Microsoft. I did send out an email to all clients that I know that it's on Copilot. But I did my key contacts with it, so I didn't do everybody. So, if you're an account admin or you're a technician and somebody's calling about it, let them know it is a known issue. Put that ticket as a child ticket against the master ticket I sent in the other thing. And then another thing, I've actually gotten three calls on this this morning. Claude made a change to how they're doing things. Yes, I know I'm on my personal Claude, Anzor and I have an agreement about that because I pay $ 200 a month.
Speaker 1 00:03:54
Because he does not want to pay for my Claude because it is expensive, so I have a two hundred dollars bestie that I pay for. But they did make some changes to Claude today. Cowork is now missing, so just a heads up: CoWork is missing right here. If you guys look up here in my top left corner of my screen, it is missing; it's no longer as a tab there. If clients call you, which they will, I trust me; they have been calling me. Morning, I've gotten emails all of that. It is now here. You got chat or CoWork. So just a heads up on that. It has been moved. Claude is making some changes, Um if they update to the newest version, it will be here. They've got some if they've got an active CoWork session in here, they can click on it here. If it's already been taken care of, it's already been taken care of. Another thing guys don't judge me in my chats. I was in the hospital for a week, and then I was out.
Speaker 1 00:04:51
So do not judge my chats here. Just going to say that. But if you look in your chat recent, if it's a task list like icon, that is your Copilot stuff. If it is just a chat bubble, that is your chats. Yes, I made strawberry compote. I could not find my grandmother's recipe. I needed to remember some of the ingredients. Yes, I did chat with it. I did chat about Dutton Ranch Do, you know what happens when you've been in the hospital for a week? And out, you you've got to watch TV because you know, you are bored. So just a heads up, don't judge my chats. Um, but anyway, all of that's still in here. Your artifacts are still going to be here. Your projects are still going to be here. The only thing that's changed, which will throw off clients is that chat and CoWork have been moved to the chat button, and you just got to select one, whichever one you need. So just a heads up on that guys, I am getting calls about it.
Speaker 1 00:05:47
Um, They may see that they've got some more usage because my uh because Claude has gone in and said, hey, we're going to give you more usage because they made changes. Also Sonnet 5 is now out, and you can use Sonnet 5 uh and you get a bunch of usage on that until the twelfth, which is in a couple of days. I am not using Sonnet 5 right now in here. I am using it in code uh if they want to try it out And they have the announcement that Sonnet 5, they get like they can get so much usage for free. Let them try it out. Um, I haven't done it yet. I've been going home every night and sleeping straight to bed. So just a heads up for you guys. If you have any questions on these, please let me know, especially about the Microsoft Claude one because that is what people are seeing. I am fortunate; I got my Claude, I just don't have Chat GPT. I don't really use Chat GPT except for make pictures.
Speaker 1 00:06:45
So just a heads up for you guys, let your clients know if they're calling in those two major changes. They did happen today and yesterday. It is something that is affecting people and they're not happy about it. I get it, one hundred percent. I am not happy about it either. They made changes I don't like change, I am old, I am stuck in my ways, right? John You are old. You are stuck in your ways, too. Aren't you? Yes So. If you guys run into any issues, ping me. I am in offices today. I'm actually at SCHARP, so if you guys run into any issues, just ping me and let me know. Thanks, guys. You're amazing. Short, painless. Someone started recording. I don't know who, but thank you for that. Bye.
> Date: 2026-05-12 13:00:08
> Location: [Insert Location]
> Participants: [Speaker 1] [Christi]
## Meeting Notes
### Meeting Introduction and Ground Rules
- The meeting is expected to last about 45 minutes instead of the full hour.
- Christi explains using the Raise Hand and React options for participation, acknowledging that not everyone prefers to speak.
- The facilitator tool is enabled to generate live notes in the chat for later review. This is a Microsoft product installed by Crimson.
### Tour of the Microsoft Word Interface
- Christi begins a tour of Microsoft Word, noting that some features, such as Copilot, are not yet enabled for the team.
- Adjusting View:
- Use the zoom slider in the bottom-right corner to change the view size.
- Alternatively, hold Control and press + or - to zoom in or out.
- The Ribbon:
- The top menu bar is called the ribbon and contains various menu options.
- The ribbon can be hidden or customized with the Show Ribbon options (e.g., full screen, show tabs only, always show ribbon).
- Other Key Features:
- An AutoSave button appears when a new document is created; its importance will be explained later.
- A central search bar helps find features like Find and Replace.
- The Share and Comments options will also be covered during the session.
## Next Arrangements
- [ ] Confirm follow-up training to cover AutoSave, Share, and Comments in detail.
- [ ] Clarify the purpose and planned use of Copilot, even though it is currently disabled.
- [ ] [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 training session on Microsoft Word features (AutoSave, Share, Comments) was introduced but not completed. A follow-up session or materials may be needed to cover these topics in detail.
> 2. The purpose of explaining the Copilot feature, while mentioning it's disabled, was not fully clarified.
May 12, 2026
Speaker 1 00:00:00
The film was shot in the city of Krasnodar.
Speaker 1 00:00:33
Hi guys. Give me one moment. I'm not sure what you're talking about.
Speaker 1 00:01:48
Guys, give me one more moment. Let's see who all joined. But additionally, um, I am choking on a piece of mint. So bear with me.
Speaker 1 00:02:19
Okay, bear with me. Um. I would not suggest.
Speaker 2 00:02:50
Choking on a piece of mint right before a meeting starts. So, hi everybody. I know we have cameras off and I'm doing that intentionally right now just because honestly, the internet has been a little slow. And so I want you guys to be able to see everything else that's going on. Rather than looking at my face. So, just a quick heads up on that. And then I'm also going to turn on facilitator, which is going to give some live notes in the chat. So just bear with me while I get that started. And then we are going to get started. We probably won't take a full hour, we'll probably take about 45 minutes, but I'm going to share my screen. Before we get started, I want to bring your attention. I'm going to share my screen, But I want to bring your attention to how I like to do training meetings. And so I want to give a brief introduction if you've not been with me often on this, i'm gonna.
Speaker 2 00:03:44
Describe what's going on, but you should be able to see my screen. In meetings, What I like to do is I like to use the raise hand option and the react option. So I'll ask you guys to react to something, or 'cause not everybody likes to talk in a meeting. But I'll ask you guys to respond back with some reactions or raise your hand so that I can see it. In the notes section, You'll be able to see in real time as the facilitator gets started typing out the notes and everything that's going on here. In chat, you can respond to various things from here. And so I see Rosa also said hello. But, you'll be able to see some things in here that will happen, or you can actually do some responses to anything that we have going through on here.
Speaker 2 00:04:37
Just a quick heads up on that. So, I what we'll do is we'll get started. Um, There was a few other people who were accepted in the meeting that haven't joined yet, So I am going to give it just another sixty seconds while I.
Speaker 1 00:04:50
Grab a glass of water.
Speaker 2 00:05:32
Okay, Let's go ahead and get started. Um, if you guys are awake and active on this meeting, go ahead and give me a thumbs up emoji.
Speaker 1 00:05:43
Alright, Andrew's got it. And Rosa's got it. And I'm.
Speaker 2 00:05:52
Hoping Ronald did not fall asleep on me. In the chat you'll see that the facilitator has been turned on. Hi Ronald, no worries. Nice to meet you as well. If you guys click on notes, you'll see the meeting notes have been started by facilitator. Facilitator is actually a Microsoft product. It comes with that Crimson has installed. So if you guys are wanting to check out the notes from the session, you guys will see that in a later time. All right, I am going to pull this screen out of the way, because you guys don't need to see it. I am sharing my screen here. So you guys should see Microsoft Word now when I'm in here.
Speaker 2 00:06:33
I do like to have, um, I do like to see the full page, But that's because my monitor is big and I can see the full page very easily without needing my reading glasses. However, I do want to start off and let you guys know that you can adjust your um can adjust the view size down here on the bottom, right. And I can zoom in or out. I can also use my keyboard, And hit and hold down the control key and hit the plus or minus sign uh to zoom in and out on a page. So just a quick heads up I'm just hitting the control and the plus button to zoom in. Uh just so that I can see it better. Um you guys I I do know that sometimes my screen is hard to see,
Speaker 1 00:07:20
But can everybody see it? Okay, okay, everybody can see it. Okay, that's great. Um.
Speaker 2 00:07:31
All right, So what we're going to do is we're going to take a quick tour of Word today. And, then we're going to get into some of the features that are conducive to how you guys operate within the organization. Now, I want you to ignore the describe what you'd like to draft with Copilot. That is not a feature that you guys have turned on just yet. But at this moment, we'll go through I want to show you guys a quick tour first. And then we'll get into other things. So, this very top piece right here, this is your ribbon. And a couple things to note in the ribbon, you can cycle through different menu options just by clicking on it. You can also hide it and click on the show ribbon down here in the right. And you can say full screen mode, show tabs only or always show ribbon. For me.
Speaker 2 00:08:26
I just leave it like this just because it makes things a little bit easier. I also want to show you that when you create a document, which I'm going to create in a moment, there's going to be an autosave button up here. And I'm going to explain that because it is one of the most important buttons in Word today. But we're going to come back to that in a minute. Also, we have a search bar right here in the center. Let me mute.
Speaker 1 00:08:50
Out the Teams feature. The search.
Speaker 1 00:08:55
My mouse is going everywhere today.
Speaker 2 00:08:57
You can go in here and actually search for different things. So if I wanted to say, uh, If I'm looking for a feature like find or replace and I can't find it easily, I can just type it in there. I can also uh choose some of the suggested items from here. And then in a moment, I'm also going to show you uh the share option. So you've got some share options right here and you've got comments. So I want to make sure that you guys are aware of these, but we're going to get into that in a few moments. All right, real quickly.
08-03 Consultation: Dawn - High School Graduation Planning and Job Updates
Date & Time: 2026-08-03 15:59:51
Location: [Insert Location]
Customer: Dawn
## Overview
The consultation centers on Dawn’s recent experiences—starting a new job at McDonald’s and planning for her final year of high school. Dawn, a young adult likely in foster care, has begun training at a new McDonald’s location. She describes both challenges and positive interactions at work, including handling difficult customers and a hundred-dollar bill mix-up. The primary concern is her education. Because she did not complete summer school, she is behind on credits and may need more than one year to graduate via the traditional route. The team explored solutions such as online schooling or a hybrid approach to help her graduate within one year, which is her top priority.
## Background
Dawn has started training at McDonald’s. Although there was initial confusion about location and tasks, she is now working the drive-thru on 7 PM–11 PM shifts. The conversation shifts to education: she is entering what should be her senior year but lacks sufficient credits. Previous discussions with the school indicated that, without summer school credits, graduating in one year through the traditional path is unlikely. The current discussion considers online school, extra classes, or a hybrid option to avoid another year in high school.
## Pain Points
Dawn faces uncertainty and possible delays in graduating high school. Without the summer school credits, the school previously indicated it is unlikely she can graduate on time in one year if she follows the traditional path. She is adamant about not taking an additional year, causing significant stress and potential delays to her plans. Options include traditional school (possibly requiring two years), non-traditional online school (one year but missing senior events), or a hybrid approach—but viability is unclear. This uncertainty affects Dawn and her support team (Christi, Vanessa, etc.) as they navigate the system.
Dawn also struggles to hear customers clearly through the drive-thru headset. She shared, “I don’t know if my hearing is messed up. It’s so hard for me to hear. I always get it messed up and just end up asking, what was that again?” This leads to order errors and stress, especially with impatient or rude customers. One example involved an order mistake the customer kindly tolerated. Her current workaround is repeatedly asking customers to repeat themselves and telling them she’s new.
## Expectations
Dawn expects to identify a viable educational path to graduate within one year. She is firmly opposed to taking an extra year and wants to explore all options—extra classes, non-traditional/online formats—to meet credit requirements by year’s end. Success means a clear, confirmed school plan guaranteeing on-time graduation. Stakeholders include Dawn, her school counselor (Mr. Richardson, Miss Maria), and her support team (Christi, Vanessa, and the consultant).
Dawn wants to move away from the drive-thru and into food prep. She stated, “I don’t really like the drive through... I want to make the orders. I want to be putting in the fries in the cardboard. Packing up... That’s what I want to do.” She hopes her upcoming “window” shifts will focus on presenting food rather than taking orders, aiming for a less stressful, more enjoyable role. This expectation is directed to her McDonald’s manager.
## Other Information Summary
- Dawn works Wednesdays and Thursdays, 7 PM–11 PM, at McDonald’s.
- She shows resilience with difficult customers and remains positive despite job challenges.
- HopSkipDrive may not be an option for school transportation now that she is 18, complicating in-person attendance logistics.
- She reports being in a good headspace and able to handle challenges, contrasting with a previously “worst headspace.”
- She prefers morning shifts, finding the breakfast menu easier.
## To-Do List
- [x] Dawn to email her school counselor, Miss Maria, to schedule a meeting about graduation options. (Completed during the call on 2026-08-03)
- [ ] Team to follow up on the school’s response and schedule an in-person meeting with Dawn and school staff.
- [ ] Consultant to check whether Friday, August 7, 2026, can be moved from 4:30 PM to 3:30 PM and inform Dawn.
- [ ] Dawn and the consultant plan to go to the gym during their individual session on Friday, August 7, 2026.
> **AI Suggestions**
> The AI identified the biggest pain point as uncertainty and potential delay in high school graduation due to a credit deficit. Consider:
> 1. Draft a “Possibilities Memo” before the school meeting outlining 3–4 scenarios (e.g., Hybrid Model: core classes at school, electives online; Credit Recovery Blitz: intensive after-school/weekend classes; Senior Year Plus: framing an extra semester as an advanced placement term rather than “repeating a year”) to guide collaborative solutions.
> 2. Leverage foster youth supports. Districts often have foster youth liaisons and policies (e.g., under ESSA) that promote educational stability and on-time graduation. Identify and contact the district’s foster youth liaison to advocate and explore accommodations.
> 3. Pursue a dual-path strategy. While negotiating with the traditional high school, simultaneously complete enrollment for a reputable online/charter school known for credit recovery. This provides a backup, reduces anxiety, and offers leverage.
> 4. Reframe the senior experience. If a non-traditional path is most viable, co-create a “Custom Senior Year” (e.g., special “prom” dinner, graduation celebration) so Dawn doesn’t feel she’s missing out—addressing a key emotional factor.
Aug 3, 2026
Speaker 1 00:00:08
Hi Christy. Hi, how are you?
Speaker 2 00:00:11
Doing great. How are you today?
Speaker 1 00:00:13
I am good. Okay, will Dawn be joining us? Hey, Do you know she did? She did acknowledge the don't forget text that I sent her. So I.
Speaker 2 00:00:32
Am hoping okay, we'll give her some time to join in. Um, it is just going to be Vanessa and myself today. Kimberly and Adley are out of office. Um, but yeah, I don't know if you have any updates or anything you wanted to share before Dawn joins.
Speaker 1 00:00:50
I I don't um basically everything is going really well. I'm she's doing really amazingly so, I don't have anything outside of what I shared last week.
Speaker 2 00:01:02
Okay perfect. I mean it's always good to hear no news is good news, Right. It looks like Dawn just entered. I'm going to admit her. Okay.
Speaker 2 00:01:21
We'll see when she pops up here.
Speaker 1 00:01:28
Okay, Hi Dawn!
Speaker 4 00:01:30
Hey, how are you?
Speaker 2 00:01:32
I'm doing really good. How are you today?
Speaker 4 00:01:36
I'm doing all right. Um, I just took like a shower or whatever, but yeah, felt pretty good. But I was just about to do my my makeup and stuff like that.
Speaker 2 00:01:46
Yeah, I mean sounds great. Sounds like some nice self care, making sure you know you took your shower, you're going to do your makeup. Yeah How has McDonald's been? Um.
Speaker 4 00:02:01
It's been it's been good what's it called like.
Speaker 4 00:02:05
Literally, when uh, it was like a whole like misunderstanding. Like when I first thought like I was like gonna start working, but like it was more training. And like there was like a whole like um confusion because of like where the um the new McDonald's was. Cause I thought it was at this one place and then turns out no. So, it was a whole big thing. And then so we had to go to their new one. And they were packing up and they weren't packing up, they were unloading and preparing setting up the new McDonald's or whatever. So apparently that day, Like my manager, or like whatever he is like he didn't like communicate to me, like oh, like you have to go back to like the main place like you were training at. And so like he's like he was in there. And so I'll, he told me like oh, like you're supposed to go to the other training, the other uh location for the training and stuff. Like that, everything, but then New Balance is not looking it. So it was, ugh. But um. Alright Oh my god.
Speaker 4 00:03:02
When I got there, Like what's called, they had me in like the drive through. And what's called like I was meeting like new people. They were mad cool, like um they were like helping me a lot. Like I was like so mad at myself cause I kept like messing it, like messing up on some things. But I am glad, like I wasn't messing up the whole time because it'd be light girl. Like that'd be embarrassing but like, I just remember I messed up about this one time. Like what's it called? Like this one girl, she came through the drive through or whatever and she got a um. Oreo McFlurry, And like so like I'm, like processing the purchase, and then like she puts like her, like I felt like she, Like she comes to the window or whatever. And then she I thought she handed out a ten. So, I'm calculating it into the thing or whatever and then giving her a change. Bro, literally I'm on the next person and then she pulls back. She gets out of her car and comes to the window. And she was so sweet or whatever but was saying oh, "I gave a hundred dollar bill." I was like Oh! Bro.
Speaker 4 00:04:01
So like, what's it called like They said like, when somebody pays like with a hundred dollar bill, like you have to call the manager. So I was like I called them anyway because like you feel me. So like one of them came and then they were sorting out. But I was just like bro Like girl, why are you paid for a hundred dollars Like with a hundred dollar bill? Like it's just uh Like I just felt it's not even her fault because I really should have looked at it. But I was just bro But.
Speaker 2 00:04:27
He really did pay with the hundred dollar bill.
Speaker 4 00:04:29
Yes, and so like what's called like, doing the manager came his shoes. Uh, He was just like helping her likeum get the change. And like what's called, we didn't even have enough change to give her. Oh no. So, they had to like go from like other cash registers and like get the change for her. It was just not his whole big thing, but like I was like, uh yeah.
Speaker 2 00:04:49
I remember back in the days when I used to work at Starbucks. Do you Like a drive through so far?
Speaker 4 00:05:00
It's okay. Uh, It's not like I.
Speaker 2 00:05:06
Just say it was my least favorite part about working at Starbucks is the drive- thru. It's a little challenging,
Speaker 5 00:05:13
Right? Like having to deal with the person at the window and then also taking an order and.
Speaker 2 00:05:19
Everything. And I will say there is something to be said. My theory is because they can't see you and it's just a screen, they're meaner. They're not as nice. As like the people who come into the the store, no, that was my experience on drive throughs. They were always like really like upset.
Speaker 4 00:05:39
My like and I was fortunate enough that like, like some of the people likeum, Like I'll just be saying on thatmic because I'll be hold on one second. Like I am new here. Like and then they were so understanding. They're just oh no girl, you get or whatever. And then when they pull up, they're I remember this one lady. She just did not understand what was going on. I was doing her order or whatever, and then she just started talking. She's just like, "Oh girl, you look tired." Cause it was like it was like eleven maybe twelve. She's like, "Oh girl, you look so tired." Like when you got to clock out is all this and that. Like I was just like. Like so me here we're like chatting it up and everything. But like I was like thank you for being so understanding because I kind of messed up her order or whatever. And so I was like wish people need to be more understanding.
Speaker 2 00:06:22
I will say most people. I think if you explain like oh I'm new, like in conversation like they're pretty good at being understanding, you might get, you know a handful of people who are just having a bad day, you know, a little stressed,
Speaker 4 00:06:37
But uh- huh.
Speaker 2 00:06:38
Most people understand if you're like, hey I'm new like I'm sorry, give me a little grace,
Speaker 4 00:06:44
Right? My first first day of training, like. Literally, like I was dealing like with this like little rude lady. Well, I didn't have to deal with her because like um the person I was like training me, Like he was like doing like the cash register. And like I was just sitting on the headset. And like putting their order in. And so, Like what's it called? Like I am speaking to her, Putting trying to putting her order in. And she's just like she just had an attitude off the bat. Like she just. Like so I was putting her order in and then on the headset. Like the only thing that I have is. Like I don't know if my hearing is messed up. Like it's like so hard for me like to hear. Like I always like get it like messed up and just like, what was that again? I always just like ended up doing that.
Speaker 2 00:07:21
Sometimes those headsets are really hard to hear in, you know, I don't know if they're the same as the Starbucks ones or not or similar, but I remember having a hard time sometimes understanding what was being said.
Speaker 4 00:07:34
Like you.
Speaker 2 00:07:35
Pick up on it over time and like you get better, but when you're first starting it's kind of like, what are you saying?
Speaker 4 00:07:43
Russell, like I was really like that, like what's the call? She was like, um, I saw like I was like telling her like oh, like um you look on the screen. Like is your order correct? And she was like no. Alright. I was like. I literally just remember her going like, no. And I just had had to take and I just paused and did that. And I was like anything else. So I just thought continue to do her ordering this. So she came up to the window, and she was giving me the dude such an attitude too. Oh, I would drag you through the drive. I would drag you in that car next to your husband or whoever. Stop playing like but yeah, it was overall good. I am supposed to uh, I am scheduled to go back. Um, I think I go to like the new restaurant this week, hopefully and I am at the window again. And I don't know if like.
Speaker 4 00:08:34
It didn't say drive through like before. They just said like window on my thing, so like I am thinking like I am like a presenter, like I um, like give, like actually hand out, like the food this time. So I've actually been really wanting to do this. Like I don't really like the drive through. Like when out, if you are working at McDonald's, is McDonald's? Like I want to make the orders. Like I want to be putting in the fries in the cardboard. Like packing up. You feel me? Packing it up, giving it handing it. That's what what i want to do, but let's go. I don't know, we'll see, but i uh. It's at I go from seven to elevenum Wednesday and Thursday. So we'll see how that goes.
Speaker 2 00:09:14
Hey, what time do you get back home after?
Speaker 4 00:09:18
Um, I'm gonna get back at like like twelve.
Speaker 2 00:09:23
Okay, how are you feeling about getting back late?
Speaker 4 00:09:28
It's cool. Like I'm naturally like aum. I stay up late anyway, so like I don't really feel tired. It's, just like when I did a go for um the first do it like for the seven like to twelve, like my legs were like hurting, but I was just like I was not tired. Like my leg, I was just irritated towards the end and just my legs hurt. But I was still up. Like I normally stay up that late. So.
Speaker 4 00:10:05
I don't know, like literally the first train. I was like, I don't know if this customer service is for me. Like I was really about to snatch it. Like I was really about to curse her out on that headset, bro. Like I was just like, bro, you got that to the dude but. I don't know, this is really testing my character. So like I'm just gonna run with it and be calm and do what I gotta do. So mm, Hmm.
Speaker 5 00:10:30
What do you prefer working the morning like breakfast time or like lunchtime.
Speaker 4 00:10:39
I would say like, breakfast time cause the uh, Like theum well I did like had to come like in early for like the first training, Like them, the breakfast menu was like so much easier. Like to do, Like and memorize aside from like the lunch menu I was like. You think so. Uhhuh.
Speaker 5 00:11:01
Yeah, McDonald's was my first job, and everything was abbreviated. Everything was like cheese egg biscuit. I am like, oh, this is so confusing for me. I don't like breakfast.
Speaker 4 00:11:13
Right? You would think she, but I think for sure that I am gonna uh contact our manager to like see if like I could like change like some morning shift, because actually like the um it's more easier for me.
Speaker 5 00:11:25
But yeah, how has um. Um, getting up early and getting ready for work then.
Speaker 4 00:11:36
It went by like, well, went pretty good. Um, I felt like I wake up on my alarm. And I wake up like have breakfast and yeah, like shower be smooth. I'll be like out just like the main thing. Like I'll just be like playing music while in the shower or just like. Uh, one day like I was just playing like a motivational speech, Like a few like letting them play or whatever, while I am in the shower and just like getting ready and just like. I don't know. Like I was just like ready. Like to do what I had to do. Like I picked out. Like well, I set up. Like my um uniform the day like after before, And like have my hat out and everything out. So that I was just all right about it's excited for me.
Speaker 3 00:12:20
Mhm yeah good mhm.
Speaker 2 00:12:34
Well, Yeah, We just kind of wanted to check in too and see if you have any updates for us on on how things have been other than you know work like, have you been feeling give us your strengths. You're on mute. You've disappeared. I know there's been a lot of strengths recently.
Speaker 4 00:12:60
Okay, I think we're just like. Anyway, um, what's called.
Speaker 4 00:13:15
I'll Guess like I don't know like. Communicating like, especially like since like with the training stuff like that, Like having my to talk with the trainers and likeum let's call it. Like I was like. Uh, the first person he was like, dude, and like the second person was Andrew or whatever. And they're like super nice and cool. So I mean them like we're chatting it up and like they were like very friendly. And it's like I'll just like asking questions and just like making sure, Like what else? Like I can know and just like stuff. Like that's all I guess. Like um communicating and.
Speaker 4 00:14:02
I don't know. I just, I guess, just being like open, like to like learning and just like friendly. I don't know. Like it was just, I don't know. Like I was focused and it was just like overall good time. Like I would just like, I was even like, I don't know proud of myself for like even like cause there's many times where i'd just was going to shut down and stuff that my kept messing up. But then i didn't let that happen. Like i was asking, Um, The training, like oh, like how can I do this? Or like how can I do this better? Or how can I improve and like all that type of stuff. But yeah, I don't know what you would call it. But yeah.
Speaker 2 00:14:46
Yeah. Well, It seems like things have been going pretty well. And it seems like even when things have been a little difficult or harder, like you're you're doing the best you can to kind of react and respond.
Speaker 2 00:14:60
You know, how have things been? Um, I guess have there been any challenges? You know, You did mention like there was a few things that were a little more difficult. I think when you were talking.
Speaker 4 00:15:16
Like work or like personal wise?
Speaker 2 00:15:19
I mean anything, anything you want to bring up or this is your time. So you can use it however you would like. If there's something you wanted to chat to the team about and, you know,
Speaker 4 00:15:32
To be honest, everything like been pretty good. Like I was called like I had like, uh yesterday, we went to uh like um event for like a Christi's church or whatever. And it was like it was like really fun, and just like it was like really good time or whatever. Like I made a pasta salad, Like for my first time I made my pasta salad. Yeah, It was like pretty good already, but yeah, like we're just like yes. But yeah, like we're just cracking up. Like we just have food shopping and just like being like with the family. We're just like a cool like vibe, just like enjoying each otmy's company, but always and yeah, I'd like the picnic and everything. Like that seemed like the people get baptized and just hearing otmys' stories and stuff. Like that it's being around positivity and.
Speaker 4 00:16:22
Yeah, it was just like that. Was just like so yesterday was like really fun or whatever, but like it's just been that vibe. Like mostly recently you've just been in good vibes. Well, yeah. Yeah, yeah. Like there is nothing like everything's going good. Yeah,
Speaker 2 00:16:44
Everything's going good. Like I told Christi, I was like, no news is good news. It means we're on like a good path, right? You're feeling kind of confident and and ready to take on, you know, your week and your life and moving forward ahead. I guess. Um How are we feeling about school? I know school is going to be coming back up soon. We're in August.
Speaker 4 00:17:10
Right Um What's it called.
Speaker 4 00:17:17
So, What's called me and Chris decided that like we're thinking about like me doing like homeschooling or like just like online school or something like that. But I was like thinking, like since it's my last year, and well, firstly I wanted to go to Brown before we the homeschool thing. Like we went with that. But what's called Vanessa? She said that in order for me to go there, I'll obviously need a ride. And stuff like that. And be We're discussing like HopSkip, Um drive and so like she was like saying like oh, because I'm, like eighteen, like I can't do it anymore, I guess or she said she's gonna. She was gonna like find out more information or something like that. But I was just like since then, Like, I just, Like, I might as well do Like online school. But Like, I was just Like thinking about Like.
Speaker 4 00:18:15
Just like, I don't know, like put like the three years, like just complete one. You have one more year. Just like bug it out or whatever for me. And like um and I do like what I was doing before, When I was um when I was with Miss Nelson and when I was in LA, going taking the bus on the train there. And it'll be the same as if I was doing it now. So yeah. And while I was doing that, like I was in the worst headspace. So like I am like me in the good headspace right now. Like, I can do that. Yeah, everything like that.
Speaker 2 00:18:54
I guess the only thing for me you know, and this isn't to like tell you not to do that. This is to give you all your options right? Right Only worry I would have for that because I remember the conversation we had with the school last year is that like if you didn't get. The credits from summer school this year, They said that you probably wouldn't be able to make up the credits with just one more year of school. So because we weren't able to get the full summer school credits this summer, I think if you were wanting to do the traditional route, it might take more than one year. Like, you might have to take an extra year of high school, or you could see if you could schedule a conversation.
Speaker 2 00:19:40
With the school staff and see if maybe there would be a possibility. I know in talking to my clinical supervisor in the past, She said that sometimes schools might be open of allowing you to do the non traditional like school to do the credits there, get the extra credits and maybe see if, you know, Your your old school would be willing to still allow you to walk or attend like senior events. Um.
Speaker 2 00:20:09
So I don't know. I think it would it would require like scheduling a meeting with your counselor and the school staff. Okay. To see if that's something that's a possibility, would that be something you'd be open to? Yeah. Yeah, To having like just a conversation and and you know putting all the cards on the table and seeing what they're able to to do for us and like work with us on?
Speaker 4 00:20:31
Uh- huh. I could definitely reach out. Okay.
Speaker 2 00:20:35
'Cause use that'll give us a better picture of like what is possible and and what choice you want to make, right.
Speaker 4 00:20:41
Right. Cause I definitely don't want to take another year, but like I'm up to like taking like more classes like if I need to. Mhm. But yeah, we could definitely yeah, I recommend just cause yeah.
Speaker 2 00:20:53
Yeah, just see just see what they say you know? Cause the only thing for the extra classes that would be like I I don't know if this is possible or not, but my thought would be like if they would allow you to take the classes at school. And then maybe if you could take some of the like online non traditional classes at the other school, you guys were discussing I, don't know if that's possible or not. And if they could work together in that way, but maybe if we're thinking creatively like creatively right um to see what what might work and be helpful. Um.
Speaker 2 00:21:25
It would really take like, I know the school social worker or Mr. Johnson, Mr. Jones, I forgot his name. What was it?
Speaker 4 00:21:35
Mr. Richardson.
Speaker 2 00:21:36
Mr. Richardson, that's what it was. I was like, I couldn't remember his name um, but I know he had kind of put together a packet for you last year of of some of the possibilities. Maybe he could help support you on brainstorming, some new possibilities,
Speaker 4 00:21:53
Right? Okay.
Speaker 2 00:21:55
Mhm. How do you feel about that? The faces you're making are are worrying me.
Speaker 4 00:22:05
Like I just like hope like, well if they say like, well I hope like the other options are like available, like to where I could take like extra classes and stuff like that, During this year, so I won't have to take another year because I'm not taking another year of high school. That's one thing. Mhm. That's one thing so.
Speaker 2 00:22:23
I mean, if it was down to that, Where it's like your options are either do the nontraditional school and miss out on like graduation and prom or do regular school and take maybe two, two more years, not just one more year, which one would you choose. That's a long thought.
Speaker 3 00:22:48
But what was the second one.
Speaker 2 00:22:50
So so. Second one was taking two years of high school, but still getting prom and graduation, And first one was maybe missing out on prom and graduation and doing nontraditional school and getting it done in a year.
Speaker 4 00:23:06
Yeah, I guess she's getting it done in a year. Yeah, I can't I can miss that.
Speaker 2 00:23:11
Okay, but again, I am not an expert on this. I don't work for the school. You know, I don't know what options are. Available to you, So it could be a situation where you talk to them. And maybe they have a third option. You know, Maybe they have something else where they are willing to be more creative and flexible in order to reach your goals. And, you know, help support you. Right. Even, You know, see, if if they would be willing to have you still attend some of the senior events through the school, even if you are doing it through the non- traditional school. Right.
Speaker 2 00:23:49
Okay. 'Cause Sometimes they are more, more flexible when it comes to foster youth, right? Of of providing them those experiences, even if maybe they need to, you know, do non traditional school in order to catch up.
Speaker 4 00:24:02
Mhm. Okay. Okay.
Speaker 2 00:24:05
Mhm But we won't know until you know you have a conversation right? So I don't know if you'd want to send them an email and you could CC like myself, see. See Christi, you know your team. Um, we'd be more than happy to be part of those conversations again. Um, if they are wanting us present, if you want us present.
Speaker 4 00:24:28
Yeah. Definitely. Yes.
Speaker 4 00:24:34
Yeah I can send my email by today and then see you Christi Vanessa and everybody else. Okay, yeah,
Speaker 2 00:24:42
Because the only thing I can say is I don't know if they'll get back to you until the start of school. Two. Right. So, that's my only other worry is because we're we're on summer technically like they don't come back until like right before you know.
Speaker 4 00:24:54
A week before the start of the year.
Speaker 2 00:24:56
Yeah. And so I don't even know at this point, like how fast you know, they would be able to get you back in right? I don't know if you were enrolled in classes already for next year through that school or not about to check mm. Hmm,
Speaker 4 00:25:14
Look at my iPad. I saw I have to be yeah. Because.
Speaker 2 00:25:20
I remember when I was in high school, you know, Like we enrolled at the end of the school year for the next year. And like we you know signed up for all our classes, so you knew what you were taking. I don't know if that's the same case here or not.
Speaker 4 00:25:37
Can check real quick right now.
Speaker 1 00:25:39
I know losing your head.
Speaker 1 00:25:43
Had people there just for the enrollment during the summer. Mhm. For the enrollment team, but I don't, I don't know about Dom's or Dawn's school.
Speaker 2 00:25:53
Yeah. Cause I know, we did try to email them at the end of last school year to schedule another meeting, and they did not get back to us uh and and told us basically that they were off for summer, um so.
Speaker 2 00:26:13
You know, I I don't know if they actually have someone there yet or not reviewing anything.
Speaker 4 00:26:35
That Seems right now like there's like. Oh, never mind. They're old.
Speaker 4 00:26:43
But no, they didn't have any uh gave me my uh classes for this year yet. These are some of my old ones.
Speaker 4 00:27:06
So Can you um. What's it called Put your email on the chat. So I was uh I'm gonna write the email right now. Of course. Thank you.
Speaker 2 00:27:22
I'm like all our emails are really easy. It's our first initial and our last name. So I can also put Adelise in here, so you can always add her, because as the facilitator she does a lot of our like. Communication with third parties, you know, scheduling, um things like that. Um.
Speaker 3 00:27:45
Mhm. Mhm.
Speaker 2 00:27:49
So if I ever miss an email she's always quick to catch it.
Speaker 4 00:31:23
Christi, What was yourum email?
Speaker 1 00:31:27
Do my uh Christi Brown two five two at Outlook dot com. Okay.
Speaker 4 00:32:00
Okay, I just sent it. Well, I sent it. Uh, I couldn't find the school email so, um, I sent an email to um just school counselor Miss Maria.
Speaker 2 00:32:33
Okay. Well, I guess, we will see once they get back to you and and see what they say. And if we are able to schedule a meeting, um you know um, I think last time they gave you the options of meeting in person or over like Zoom. Uh Do you have a preference? Would you want to meet in person again or would you?
Speaker 4 00:32:55
Definitely in person again.
Speaker 2 00:32:56
Mhm okay yeah then we can, You know. Ask them once they get back to us when we can schedule a meeting, um in person. To talk through kind of your options at this point. Okay. Mhm. I know it's a little bit of a short or a small team today, since two of us are out, so you know, and I know.
Speaker 2 00:33:28
You're saying you don't have a lot of kind of updates for us. I want to give you the opportunity to, you know, keep on meeting for the rest of our hour or if you feel like, you know, You've kind of said all you wanted to say we can end early as well. It's up to you on how you would like to use your time today.
Speaker 4 00:33:48
Oh, we could just end it. It's good.
Speaker 2 00:33:51
Okay then I have You on the calendar for our individual for Friday, Um, at three thirty, does that or not three thirty at four thirty Does that um. Yeah,
Speaker 4 00:34:06
Still works good. We could um. That still works. We can push it like up to three thirty.
Speaker 2 00:34:12
I actually don't know if I can't make that work, uh just for a drive time. Um I think fourth. Thirty is probably better for me schedule wise, But I can get back to you if any of my appointments cancel that day and change. Um, If you are up for kind of being up in the air a little bit. For sure. Yeah, okay. Yeah, cause I just have another client I am meeting with in the Long Beach area before you. So it is a bit of a drive, but I'll I'll keep you posted on if they cancel or the meeting ends early. And then we can see if i can.
Speaker 2 00:34:49
See you a little earlier, but did you want to plan on going to the gym this week?
Speaker 4 00:34:54
Yes. Yes, that's a must. Yes. Okay,
Speaker 2 00:34:57
Perfect. Okay, anything you wanted to add Vanessa or we can close out?
Speaker 5 00:35:03
There's nothing that I can think of.
Speaker 2 00:35:05
Okay, Perfect, thank you. All I. Hope you enjoy the rest of your Monday and I will see you on Friday. Okay? I'll call you Friday Christi okay.
Speaker 5 00:35:14
Okay bye bye bye bye.
Identify and contact district foster youth liaison to explore educational stability accommodations and on-time graduation supports under ESSAClarify whether HopSkipDrive remains available for school transportation now that Dawn is 18Confirm gym visit with Dawn during individual session on Friday August 7 2026+3
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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.
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08-25 AI Tool Training and Configuration for a Law Firm
This transcript captures a detailed training and configuration session for the AI tools Claude and Microsoft Copilot, led by Christi for a representative of a law firm. The discussion covers the initial setup of the tools, a comparison of their distinct functionalities, the establishment of a workflow for efficient document creation, and planning for future API integrations with the firm's existing software, Clio and LawPay. The conversation concludes with a personal discussion about the foster care system.
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## AI Tool Setup and Initial Troubleshooting
This section details the initial setup of the Claude AI tool, including addressing access issues and configuring both personal and organizational settings. Christi guides the user through the process, explaining that Claude is an AI tool from Anthropic used for creating assets and performing tasks. She notes that the platform has over 2,000 integration connectors. A key troubleshooting step involved manually enabling the "memory" feature by navigating to personal settings, selecting "Capabilities," and activating the top two options. Christi also clarifies that "artifacts"—documents or dashboards built by Claude—are managed through the organizational settings.
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## Claude and Copilot: Comparative Functionality and Workflow
This section provides a detailed comparison of the functionalities of Claude and Microsoft Copilot, outlining a practical workflow for using them in tandem for maximum efficiency. Christi recommends using a separate chat for each topic and creating "Projects" within Claude to keep documents and associated branding assets, like logos and letterheads, organized and stored locally. She explains that Claude's "Chat" mode is for conversational queries, while "Co-work" mode is for assigning specific tasks.
The recommended workflow involves using Claude for initial document drafting and then leveraging Copilot for in-app refinement within Microsoft Office applications like Word, Excel, and PowerPoint. Christi notes that Copilot excels at working directly within these applications, such as analyzing Excel data to create charts. By "pitting both applications against each other," she can effectively check and improve the work. The discussion also touches on the need for an AI policy for the firm, which Christi offers to draft.
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## API Integration and Automation for Law Firm Systems
This section focuses on the strategic plan to integrate the law firm's primary software, Clio and LawPay, with the newly adopted AI tools to automate critical reporting functions. The conversation establishes that Clio has a full API, which will allow for the creation of a custom connector. It is noted that Clio is discontinuing its native LawPay integration at the end of the month, necessitating a custom solution. Since Power Automate does not have a pre-existing connector for LawPay, the plan is to build custom API connectors in both Power Automate and Claude to bridge the systems. This integration will automate the generation of reports on billable hours from the firm's performance pricing and invoicing system. The development of these connectors is estimated to take three to five hours. Additionally, the plan to implement single sign-on (SSO) using Microsoft credentials was confirmed to simplify the login process.
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## Personal Discussion on Foster Parenting
The conversation shifts to a personal topic, exploring the participants' shared interest in the foster care system. Christi shares her extensive experience as a foster parent, detailing her specialization in caring for teens, non-minor dependents (youth aged 18-21 still in care), and children who have been sex-trafficked. She identifies four "hard-to-place" categories: medically fragile, sex-trafficked, LGBTQ, and older teens. Having been in foster care herself and adopted at 15, Christi offers a unique perspective on the challenges and rewards, noting that she has cared for 16 children. She explains that she does not take medically fragile placements due to the time commitment required for appointments. Christi also mentions she is currently caring for a 20-year-old pregnant non-minor dependent and another youth in a Supervised Independent Living Program (SILP). She provides the participant's location as SPA (Special Projects Area) 2 within the DCFS system and offers to share resources, including her website, "Counted Doors," which is designed to support foster parents.
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## Action Items
**@Christi**
- [ ] Send re-recorded Power Automate training videos - [by tomorrow afternoon]
- [ ] Add the user to upcoming AI training classes and the tips-and-tricks mailing list - [TBD]
- [ ] Send AI basics, Copilot basics, and Claude basics documentation, including one-sheets on how to write prompts - [TBD]
- [ ] Write and deliver a firm-wide AI policy - [TBD]
- [ ] Build custom API connectors for Clio and LawPay to create automated reports for billable hours in Excel - [TBD]
- [ ] Email the completed Excel report file upon completion - [TBD]
- [ ] Send DCFS information regarding foster care categories - [TBD]
- [ ] Send the "Counted Doors" website link via text message - [TBD]
- [ ] Have John (new staff member) work on configuring Single Sign-On (SSO) for the firm's AI tools - [TBD]
- [ ] Have John call the user to assist with the installation of the Claude desktop application - [TBD]
**@Speaker 3 (Tally)**
- [ ] Download and install the Claude desktop application - [TBD]
- [ ] Navigate to personal settings in Claude, select "Capabilities," and enable the top two options to activate the memory feature - [TBD]
- [ ] Obtain the API key from the firm's Clio account - [TBD]
**@John**
- [ ] Configure Single Sign-On (SSO) for the firm using the Microsoft login system - [TBD]
- [ ] Contact the user to install the Claude desktop application - [TBD]
Aug 25, 2026
Speaker 1 00:00:02
Hey Tally, give me one second. Um, My today is my daughter's first day of her senior year, and her ride was almost an hour late picking her up. Yeah. U m, they just arrived like literally seconds ago. So I'm I'm trying to send over the information.
Speaker 1 00:00:45
Okay, Perfect. She is good, um bear with me one more second, and then we'll get started.
Speaker 2 00:01:52
So Just send them to us because I think one of the things that does reminders.
Speaker 3 00:02:00
Uh, there's something that's going to I'll I'll.
Speaker 1 00:02:13
Yeah, send them because it's powerful.
Speaker 2 00:02:16
Yeah, it was something that I'll think about it. Okay,
Speaker 3 00:02:20
No worries.
Speaker 1 00:02:27
All right. Tally, I apologize. It has been nonstop meetings today. Um, I just got out of teaching, a Power Automate for an hour and a half. So uh, so that one might be, yeah, we um I sent you one or two. Um, we are re- recording them all to put on the website. So they're that's going to be done by I think tomorrow afternoon. Um, So they're updating all those videos and then I'm going to send them over to you.
Speaker 3 00:03:07
Yeah. No.
Speaker 1 00:03:17
Worries. Um, I'm going to share my screen. I'm going to make it a little bit easier, um, Let me get off of my page where I was teaching the Power Automate class. And then show you. So Claude, Claude is a company that was made by a company that is called Anthropic. And so I'm going to save those. Um, and it's an AI tool that allows you to use it, build things do work in it. You can do like you can Google things use through it. Um yeah.
Speaker 1 00:04:17
Oh, You know what? Let me do something real quick for you. I'm going to log in and I'm going to correct something so that you can get access. How was the move-in while I'm correcting this?
Speaker 1 00:04:47
She left one of her bigger suitcases behind, uh, which had her by accident. I'm going to send someone by train to take it to her because Amtrak all the way to Merced and back is cheaper than sending the package via UPS. So a good bit of her clothing was left behind. And her underwear and socks, and so I had to make a Target run. She also left her pillows at home. Um, so yes, she was like, "It's your fault," and I am like, "No, honey." I know you are stressed out. I know everything's not going your way, but it's no one's fault. It happens. Um. Yes. Yeah.
Speaker 1 00:05:42
No, so luckily a good portion of her clothes was with her, so she was good. But, we did. We had to make the target run, and then we had to do a second target run. But she is definitely moved in. Classes start tomorrow. She did all the orientation. She's so excited, yeah So I feel you on the multiple Target runs.
Speaker 1 00:06:18
Yes, And it was hot. It was one hundred and two. Oh.
Speaker 1 00:06:37
Yeah, Um okay so I've added Google and, And I've added Gmail, and I'm going to add Google Calendar. Um, I'm going to add Microsoft 365. Calendar. Okay.
Speaker 1 00:07:20
Yes. Yeah. Um, there is over 2, 000 connectors, so just be aware of that. Um, I gave you which one?
Speaker 1 00:07:41
Not yet, but there's new ones coming almost daily with them. API.
Speaker 3 00:07:59
Yes. So what you do, uh, you go into add and then you say custom web and that's where.
Speaker 1 00:08:14
I'm logged in as us, but you have the access. I just gave you the access to be able to do it yourself.
Speaker 3 00:08:20
Okay. So let me just. I want to do it so that I know how to do it. And I want to show you right before our next step is done. Okay.
Speaker 1 00:08:53
I I'm waiting for it to load. I got a blank screen so far.
Speaker 1 00:09:13
And Then by the way, I've I may have asked you this before, but what what does your law firm What is your firm specialize in?
Speaker 1 00:09:25
Okay. Gotcha. Alright. Uh, you know I'm a foster parent, right?
Speaker 3 00:09:36
Oh, awesome. Absolutely.
Speaker 1 00:09:51
Um, I work with a lot of kids. I have one kid not in my care right now, But one kid connected to me that she's interested in uh in pursuing a law degree.
Speaker 3 00:10:02
So yes.
Speaker 1 00:10:54
Yeah. Absolutely. So do a different chat for every subject. So and I don't have pro you have projects in there, um, you don't have to use projects. I do have one project built in Claude, but I do a separate chat for every topic so yeah Okay.
Speaker 3 00:11:20
That's so interesting. No, it's not too much to scan. I think we can some point on that. Instructions morning either or Monday another Tuesday morning, Which is the fact that I'm only not have to have a merger every day for my staff. Yeah, so it's like even if staff.
Speaker 3 00:12:19
And then, as a slide, if we were just getting something that's down, no one's going to train the process. I would say yes.
Speaker 3 00:12:57
Yeah. That's.
Speaker 1 00:13:04
Odd. It's the first time I've seen it, But let me take a look at capabilities and make sure it's on for everybody. Okay, so it is enabled for everybody. Let me show you my screen. Let me move this out of the way. So I'm in the organizational settings, And I'm under capabilities, and then so I have memory enabled. So it is enabled for the organization. So it's already turned on. So I'm going to go into personal settings. They may have moved that. Okay, so if you go to capabilities in your personal settings, you need to turn this on right here.
Speaker 1 00:13:55
You'll have to do it because I'm only logged into mine.
Speaker 3 00:14:14
Yeah, Absolutely. I would not say three years old. It's.
Speaker 1 00:14:23
It's not showing up. Oh, there you are. Okay. Yeah. Okay, So go down to your name at the bottom left, and then um go into settings, not organizational settings but settings and then go to capabilities and then uh, It's on the left, right? Yeah, there you go. And then turn on those top two options. And I was not made aware that they turned them off automatically. Um and so that should remember everything for you.
Speaker 1 00:15:27
We Can. There's a tool that we would have to, I'll have to find out that information, but there is a tool we would need to do.
Speaker 3 00:15:58
Yes. Yeah.
Speaker 1 00:16:11
Yes, we will definitely do that. There's a tool that we need to install.
Speaker 3 00:16:17
And so, Let me talk to the team about it, and we'll get that taken care of. And then also, You do need an AI policy and I can write that for you and get that over so that everybody has it.
Speaker 1 00:16:48
You, can you can turn that on um but you may not use that as much. So basically, what Claude does is it builds out artifacts is basically documents um and I have it turned on for me. And so what it'll do is maybe build out a dashboard for me that I can reuse over and over again. That's connected to something else.
Speaker 1 00:17:31
All Right, so what I normally do is I'll go into settings. So if you click back down on your name and go to, yep, settings.
Speaker 1 00:17:44
And then you have instructions there for Claude. And then you can also put in a few other preferences. Yes.
Speaker 3 00:18:22
Mhm. I can. Okay,
Speaker 1 00:18:41
So first off, what I'm going to say is we need to download for you the Claude desktop app and then I'm going to show you how I do it. So I'm going to share my screen. Now, just heads up, I'm in my personal Claude because Anthropic and I have an agreement because I use Claude so much for training and things that I would use up all of our credits. So just be aware that you're going to see things on here, that's me personally and see things on here. That's yeah. So very first thing I do is if it's going to be a document that I'm doing over and over again, I'm going to create a project.
Speaker 1 00:19:19
Because this is where Projects is going to work for you. So I've got Projects in here that I've already created. I'm going to say New Project and I'm going to say Client Documentation, okay? Create project create and then I'm going to say Use a Folder. And. The reason for this is that there might be times where I always want the documents I create to stay in this location. And so I'm just going to go to my folder. I actually have my folder already. And so what I'm going to do, I'm going to look for my Crimson Branding and I'm just going to use that folder because I have all my Crimson branding in there.
Speaker 1 00:20:11
And then I could add the files as well. So if I have a letterhead that I want to utilize, I'm going to add that into Add Files. And so, I can do that. And so here's my Crimson letterhead background and my Crimson logo. And so, I can put both of these in. So I'm going to say Crimson logo. And then it's going to stay local on this computer. I don't want it to share the data to the web, okay? Very important that I do that because most of what I do is either on this laptop or on my Crimson desktop. And so I'm going to say create. And from in here, this is where I'm going to add my instructions and the memory. So memory is when you ask it to remember something, like what you did with how you want it formatted, You're going to ask it in there and Claude is going to remember it here in the memory. And then it's going to have its context.
Speaker 1 00:21:10
So it's going to apply only in this project. However, Just be aware that I'm going to create a new chat in this project all the time. Anytime that I want to build out a document, I'm going to create it in this project as a chat. And so this a chat. So if you see Whole Family Certification here, this a class I'm currently taking and when I'm taking that class, I'll open up this project And I'll just add document to it. So this one yesterday that I was building out, this is screenshots from my online class. So as she was teaching, I was taking screenshots of the slides. And so there's a lot of them in here. And then if I like we had some pop quizzes. And so a few things where I was like, okay, I'm going to copy and paste this in. And here's my training notes. So it kept and it kept updating my training notes for me.
Speaker 1 00:22:07
Um while I was taking that class. So and that's so within this one crimson branding. This is where I'm going to build out um different training modules and things like that and I'm going to start a new chat for every time I want it to to do a new document. And so you'll see a list of all your chats here. Okay. Then how do we? So. U m right now, there's no chat. So we don't need to open a chat because it's right here. There's the chat window, and then I have chat and co- work. So chat is where I just want to talk about it. Co- work is where I want to give it a task. And so and since I'm always giving it a task I'm going to do it here Exactly.
Speaker 3 00:23:07
Yes. So.
Speaker 1 00:23:20
I just click on the yeah I got I knew what you were saying, no I just click on the folder name up here, and it puts me directly into a new chat.
Speaker 3 00:23:44
Yeah. Right. Yes. Mhm.
Speaker 1 00:24:05
Yes, so what I did here, um, I went in uh yesterday, and here's the full chat and where I talked to it. And then as I'm talking to it, okay, we're now on a different module. So I'm going to click while I'm in this chat talking to it, I'm ready for a new chat. I'm, just going to click up here, uh, onto the fuller itself. And it automatically starts me a new chat.
Speaker 3 00:24:38
Yeah.
Speaker 1 00:25:08
So settings and then yes and then save changes.
Speaker 1 00:25:51
So, It does not annoy me the response completions because I have Claude installed on my cell phone. Um I get notified on my cell phone. So if I'm going back and forth through things, I, it'll actually buzz my watch when it's done.
Speaker 1 00:26:16
So, you just install Claude on your cell phone from the App Store and then log in with your Claude account.
Speaker 3 00:26:34
Yes. Yes.
Speaker 1 00:28:04
Yeah, We're going to be adjusting that soon. Yeah, I just haven't been home to set up the single sign- on and I'd rather do it where I'm attached to the Crimson network than do it when I'm offsite. And I'm not even in my Crimson office today, so I'm at a client site. So like, um the single sign- on once we get that fully configured. Uh you'll like the sign- on process much better.
Speaker 1 00:28:34
In fact, I have a new staff member working on AI stuff for me, so I'm going to have him work on that one for us.
Speaker 3 00:28:49
No, it's Claude. It'sum.
Speaker 1 00:28:58
The amount of people requesting because Claude is one of the most popular AI products out there right now.
Speaker 1 00:29:48
Under chats and tasks, was it in there? Um.
Speaker 3 00:29:59
Um. Yeah. Yeah.
Speaker 3 00:30:17
Yes.
Speaker 1 00:30:45
You, um, so you would copy and paste it into the new project. Or you, if in the project, you can ask it to refer back to that conversation. Um, I've not tried that, so I don't know if it works, but you're always welcome to try things like that.
Speaker 1 00:31:31
So, I have some classes coming up. I'm going to add you to. But if you can't attend them, I'm going to send you over the videos because Stephanie's going to be putting them on the website on crimsonit. com. And so I'll send that information over. Also, I am adding, I am going to add you to my mailing list where I email people different tips and tricks. Um, I am getting it started where I am going to do it, weekly of how you do certain things within Claude CoWork, uh, Copilot and so on, um which might help.
Speaker 1 00:32:25
Yes. They they they're similar. They don't work together all that well, but, um let me let me show you. I'm gonna put them side So I do use mine together. Not everybody will, I'll be honest, So on the left here is Claude, on the right is Copilot. And Copilot's Microsoft's version. Now you'll see here. I've got a lot of work I've done within Copilot and I've got a lot of work I've done in Claude. And I will maximize the ability of both of them and have them working together. Now for instance if I'm in a Word document.
Speaker 1 00:33:08
Let me open up a Word document so that you see because I do a lot of policies for Crimson clients. And so that's a huge one. Yes, And so I am going to pull up a document I made for our client because they, what we did was, we had a meeting, uh, I recorded the meeting got the transcript of how they want things named. Um, and so I built and this is this is Basic. I built out what they want this to be based on the meeting notes, and I have both Claude and Copilot down here. The only reason I have Claude in here is because I've got the desktop app installed on my computer, but I built most of this in Copilot, so it'll open up in a little side window here, which I think you worked on already. And we did turn that on for you. Um, I will pit both applications against each other.
Speaker 1 00:34:06
Um, when I'm working on a yeah, Microsoft has been really slow today. So just a heads up. Um, Let me let me give you let me do it in PowerPoint instead, because I do have an active document open in PowerPoint. Um, just so that you are aware. I don't know why Microsoft is being so slow today.
Speaker 1 00:34:36
All right. All right, so here's my document I was working on today, and it's a PowerPoint presentation I made for a class I was teaching. And so I have Copilot here and I have Claude. And so I can open both and pit them against themselves. Not logged in to Claude, but it's easy to log in. But with Copilot, um I tell it what I want to change or create or edit, and I'll tell it to go in and do that. And it will actually go in and edit information. It'll work on a document, in Excel, It will analyze the Excel document and create an analytical page with charts and graphs and things like that. So Copilot works directly in the application itself. And Claude is trying to get into that area.
Speaker 1 00:35:31
They're not there yet, but Copilot has got is doing much better.
Speaker 1 00:35:50
Yeah. So Copilot is automatically installed on your computer when you get the license turned on. And so basically open up, The start menu and type in Copilot, And you're going to look for Office three hundred and sixty five Copilot or I think it's Microsoft three hundred and sixty five Copilot now is what it's called. Click on your start button. Yep, and then type in Copilot, and you should see two options pop up.
Speaker 1 00:36:29
And then you should see Microsoft 365 Copilot. That's what this is right here. So I'm going to maximize and it looks very similar to Claude. It's an app on your desktop, but it's also incorporated into your Microsoft apps like Word, Excel. So here's my Excel and I've got it's already on there.
Speaker 1 00:37:48
It's Should uh, um copilot's not an add- in on the toolbar. It's down on the bottom, right? It's a little button. Um Microsoft removed it from the toolbar from the toolbar. Okay, this is what I'm mm-, hmm.
Speaker 1 00:38:18
Yes. No, Go all the way down to the right bottom corner of your screen, and you'll see a multicolored little button there. Circle, white circle with a multicolored little icon.
Speaker 1 00:38:41
I wish annotate was working. Uh, okay. Um, do you see where it says 70% down in the bottom right far corner?
Speaker 1 00:39:03
Very Bottom of the screen. Okay. So that little white button right above that, that right there, that's Copilot. So yeah. Yes. So click on that and that'll open the Copilot window. And it is a pretty slow today. I don't know what's up with Microsoft, but it's been very slow.
Speaker 1 00:39:39
So in a document, I use Copilot. Um, I have Claude installed, but I use Copilot. And then So I use um, I use Claude uh co-work.
Speaker 1 00:40:10
So let me show you. Cause this one's gonna be hard to explain without showing you. So share. All right. Install. Um, I don't so when I stepped back from overall work uh on the help desk, I lost some access. So I'm gonna have John call you, and he's got the access to install it. So.
Speaker 1 00:40:40
Yeah. So I'm going to open up a new chat and I'm going to click on the co- work button right here. And then I'm going to change my folder and I'm going to go to, I have this one right here. It's one of my favorites. It's my training. So if I'm building out a document, I'm going to say, I'm going to just do an example. AI policy or average. Please, uh, build this. Oh wait, you know what? I'm going to change my folder. Um, I'm going to I'm going to add a folder real quickly. Uh because I have all my clients, they all have their own folder. So you guys are in here somewhere. So.
Speaker 1 00:41:38
I need to create an AI policy for Kloppe. Build it similar to Kotzen. So Kotzen is a client that I also work with, and I just built out an AI policy for them. And so I am going to. So I've got Kloppe here, and then I'm going to do add another folder. So you can add multiple. Folders to this by the way, and I'm going to put in my Kotzen foundation I'm going to select that one. And so when it builds this file, it's um I'm going to say allow uh when it starts to build this file, it's going to save that file in the folder itself. Yeah. And so um.
Speaker 1 00:42:36
As I'm doing my co-work, you can see the progress. It's going to build out a task list as it's working and it's going to have the outputs here. But, all the files are going to be saved in the folder. It was working on. So for instance, this is one training for clients. Most of the documents in here were built in Claude and Claude just automatically saved them here for me.
Speaker 1 00:43:08
No, I have Claude start my documents and then I'll open the document and I'll have Copilot double check the work. That's the best way to put it. Yes.
Speaker 1 00:43:38
And so, uh, state bar rules should apply the policy aligned to. Um, I am going to say California and ABA. Um, I'm gonna have your name and then um I'm gonna say both are fully approved. And then I'm gonna ask it to only give me a Word document. And, so these are my my items and then um here's uh Claude and Copilot. Um, I want to I want to use both of those because just in case you you say, hey, I like how both of them work. Let's give my staff both. Um and Copilot, they can't really get Copilot on their own. They have to go through Microsoft, and they have to go through the email address. So it has to be approved. So it would. And so.
Speaker 1 00:44:34
It's looking. It looked at the Kotzen policy already, And the reason why I'm using theirs is because theirs is very similar to what I know you want, And we do have that option in there that they can only use for them only use Claude and Copilot because they're doing the same exact thing, and no others are allowed. So yeah. Someone.
Speaker 1 00:45:21
Yeah. So I'm going to ask John to set up the SSO just because I'm not in office to set it up. Yes. It's gonna. So what it's going to do is it's going to use your Microsoft login to log in rather than send you a code and then real quickly while you're lookingum right? Here's the progress bar. And that's the task list. Mhm.
Speaker 3 00:46:12
So, So John is going to talk me about the uh desktop about the blog online. Yes. And then I'm going to show me your emails. And can you just maybe tell me your email and send it to me just what you think I should start with a paper or I should just be prepared for that? Yeah.
Speaker 1 00:46:43
Yes. Um, I'm going to send you over AI basics, which covers all AI. I'm going to send you over Copilot basics. I'm going to send you over Claude basics. And then I'm also going to send you over some uh some one-sheets of one sheets that kind of show how to do a prompt. Um, but looking at your yeah.
Speaker 3 00:47:14
Yeah. Yes. Yes,
Speaker 1 00:47:31
Um, if you can get the API key from Clio, um I will walk you through start to finish. Um but I also am going to look up the instructions as well.
Speaker 3 00:48:16
I'm sharing my video screen. Okay. The reason that we now have a report is that it is the tool we use to input our time, so it does all of our invoicing. Yes. And it does like in addition to our billing, we um this is for performance pricing and stuff like that. Ah, I want us to.
Speaker 1 00:49:28
So Claude is really good at that. I'll be honest, we our system for billing back to clients is Connectwise, and sometimes I can't get the greatest reports out of Connectwise. So I actually have mine connected to Claude, And I pull so many reports from that because it's able to do all of that.
Speaker 3 00:49:58
Yeah.
Speaker 3 00:50:32
And I have checks. Right. And so I can just have those, you know, Enter Claude. And then he can update the Excel spreadsheet for me when we finally get it. Mhm. I mean, I cannot tell you how helpful that would be just with my own processes.
Speaker 1 00:50:49
Yeah. We can definitely do that in addition to Claude, We can also build it into Power Automate. I don't know if you've ever used that. Okay, I will send you over the class. I did on that today because I did i? I just had a class, so i got to wait on the recap to finish and the video to get created. Um but i did a class on how to utilize power automate.
Speaker 1 00:51:41
U M. So that is an add- in for just Outlook. Do me a favorum go to my integrations.
Speaker 1 00:51:56
Right under the heading App Integrations, you'll see Home and My Integrations. Click on that for me. I want to see. Okay, no, it doesn't have it on there. Let me look up at Clio real quick.
Speaker 3 00:52:37
Mhm. Mhm. Okay,
Speaker 1 00:52:57
Let me let me check two things. Let me see if it's a connector in Power Automate for Law Pay. Because that would record things into a spreadsheet. So let me see if that's there.
Speaker 1 00:53:32
Okay, Law View and uh is the only one that has law in the name. So it doesn't have a connector on Power Automate. Let me look at Claude.
Speaker 3 00:53:53
And then for connectors there.
Speaker 1 00:54:06
Uh, LawView. Uh, Bloomberg Law? No. All right, so there is no law pay in Clio. Um, Clio has a full API and we can build out the custom connector. Um, there is a rate limit but that rate limit's not a big deal.
Speaker 3 00:54:34
It's big, so you can handle it.
Speaker 1 00:55:12
Yeah, this one's going to take. So Clio has an API. I'm looking at LawPay right now. Clio's API is going to take me a bit to build it out. Um, I'm going to have to ask, I'm going to have to ask you for your user ID and password or an account that I can build it that has admin rights. But this one's going to take me a few hours build. Um, I don't know, but I have a couple of things I can do with Clio, and that is to build you a Power Automate connection. Power Automate is Microsoft's automation tool. And, it will allow me to go in and take a look at everything and build that out for you, which can also create reports.
Speaker 1 00:56:09
So let me dig into it and do some reading on it before I try to play around with it because I don't want to play around in your production. And then Law Pay, it's still building. It's still looking. So let me look at that. Uh heads up, Clio is discontinuing Law Pay integration at the end of this month. In six days. Okay. Okay. Gotcha. Um, I'll have to build it in Power Automate and Claude and Law Pay. There is an API, um, so they allow for that connection, um, so we can do that. Uh we can build that out.
Speaker 1 00:57:09
I was reading some some notices that they just put out, but those notices isn't issue.
Speaker 1 00:57:29
All Right, so yeah, So it looks like because we're just doing reporting, and we're not you're not using it to you're not using the connectors to move money around. Uh, we should be good.
Speaker 3 00:57:41
Yes. Yes.
Speaker 1 00:57:52
Um, all right, Some they do allow it, and then I can I can build that out, but I will need connection. And it'll probably take me about three to let me let me just give you a better estimate three to five hours. Um.
Speaker 1 00:58:13
Let me add that into my task list. And then, And I will have it build it out in Excel and then email you when the file is ready. And then you want billable hours, those type of reporting. Gotcha. Okay, perfect.
Speaker 2 00:58:43
Yes. And so. Yeah.
Speaker 1 00:58:49
Okay. Okay, so we'll talk about yeah, I'll send you a list. I'll send you some people who's kind of in the market. Yeah.
Speaker 3 00:59:12
And I.
Speaker 2 00:59:12
Just cleaned it up so it should be good. Okay, I'm gonna be on pause for a second. Okay, I'll send it to you.
Speaker 1 00:59:29
Yeah. So let me ask you a question. This is a little personal. Where do you live? Okay. Do you by any chance know what Spa area code or Spa code or Spa area you areum for instance, I'm Spa 8 because I'm living in in South Bay Yeah.
Speaker 1 01:00:07
Yeah, it's special projects area. It's a Los Angeles County designation, but DCFS uses it to kind of note. I'm going to pull it up for you. You're in Ventura County.
Speaker 1 01:00:44
Gotcha. Okay, so you are Spa two perfect. Um, yeah, so DCFS. I'll send you some DCFS information. I will tell you, um there are three categories of hard to place uh in in foster care and here looking for medically fragileum and that's what it's called. I. I handle teens, well, teens and non-minor dependents lumped together. But the other one that I handle, which is hard to place is sexually trafficked kids or sex-trafficked kids. So that's what I handle is higher age teens and sex-trafficked kids. So medically fragile is the other one. And then the fourth one is LGBTQ.
Speaker 1 01:01:38
So I do three out of the four. Medically,
Speaker 1 01:01:55
Yeah. And the only reason, yeah, the only reason I don't do medically fragile is because, I work full time for Anzor, and it's really hard for me to handle all the doctor's appointments. So that's why I don't do medically fragile. I do do W-rate, which is kids teens that are pregnant. So, but they they don't have as much issue placing those. Uh but I am I am rated for that um and there and I will tell you um.
Speaker 1 01:02:29
Open if you want to do it. That's actually a perfect one to do. Do it for all ages because that is a problem. Even if they're medically fragile, they have a lot of foster parents that's willing to do terminally ill babies, But not as many that's willing to do the older kids like kids, eight and up. Yeah, everybody wants babies. Not everybody wants to handle teens and medically fragile for older kids. And it's because they come with trauma. And working through trauma responses is not easy. And I say this as a kid who was in care and adopted when I was 15. So, I know what I went through, and I know I've had 16 kids in my care since I started.
Speaker 1 01:03:24
One of them I adopted after she turned seventeen, like the month after she turned seventeen, I adopted her. And it's not always easy because they come with their own set of issues. Each kid's different. I have a pregnant teenager in my house right now who's twenty. She's called a non-minor dependent. She's still in foster care until she turns twenty-one. She came to me July fourth, and she's an amazing kid. But I have had to make concessions to get her to her doctor's appointments. Thankfully, we have an OB/GYN that's down the street from us that takes medical, and so she's seeing him. And so she I get her an Uber ride there, and she goes to see him once a week. And so you know, she's going to give birth in about four weeks. And we are you know working through what that looks like.
Speaker 1 01:04:21
I have a non-minor dependent in my home right now. She's a SILP kid, which means she is a independent living participant, but it's under supervised independent living. So she gets the money, The reimbursement money that a foster parent normally gets, and she learns how to budget from that. So she's got to learn how to budget and all those skills. And she's a kid that's been in and out of my home since she was 14, but the foster mom she was with, There's been issues, but not issues where we could pull her from that home. And we finally July 13th, we had to pull her under emergency protection order and bring her to me. And she's an amazing kiddo. She started her senior year today. In fact, I was making sure she got home. Okay, just now because there was some issues with her ride. But every kid that comes through is going to be vastly different, but.
Speaker 1 01:05:16
It is absolutely amazing. I work with only girls. Boys are fantastic, but and I've had boys in the past, but I am a single mom and I am a professional and you know, I am an executive professional. So, I kind of stay within my wheelhouse and teen girls are in my wheelhouse, whereas teen boys are a little bit different. So.
Speaker 3 01:05:48
Thank you so much, by the way. No worries.
Speaker 1 01:05:58
No worries. I'm going to give you a website. I'm going to text it to you. I built a website, I'm still building it. It's called Counted Doors, And I'm getting information out there for parents to know or like foster parents that want to become foster parents, to know what to do. I'll send that over to text. I do have to go home, uh, because I have people coming today. Yeah. Yeah, no worries. I look forward to helping. All right, bye You're welcome.
Build custom API connectors for Clio and LawPay to automate billable hours reporting in ExcelSend DCFS information regarding foster care categories to TallyEmail completed Excel billable hours report file to Tally upon connector build completion+8
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902466 (1.13h, project tkt 964400 under project 2746 'Klapach & Klapach, P.C.: Claude Team Setup', Klapach & Klapach 19903, Senior Engineer(5)/workType 42, Billable) - logged 2026-08-31 EOD sweep. 8/25 22:30-23:38Z.
Klapach & Klapach, P.C. (CW 19903), project 2746, project ticket 964400. Client working session on Claude vs Copilot selection and configuration. Non-confidential. CLIENT VERIFIED FROM CONTENT + CW CONTACTS: transcript opens 'Hey Tally'; CW contact lookup returns Tali Klapach at Klapach & Klapach, P.C.; calendar block 'Meeting: Tali: Claude and CoPilot Overview' 8/25 22:30-23:30Z; transcript runs 1:05:58. NOTE: no Klapach record exists in the Airtable Clients table, so the Client link is left empty.
3 - Clients and Projects\Klapach & Klapach\Meeting Transcripts\Meeting Transcript - 08-25 AI Tool Training and Configuration for a Law Firm.txt
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04-15 SOAP Note: Christi - Insomnia, PTSD
Date & Time: 2026-04-15 15:21:32
Patient: [Christi]
Diagnosis:
\## Diagnosis History:
1\. Medical History: History of PTSD.
2\. Medication History: Currently takes trazodone, Effexor 150 mg, and Effexor 37.5 mg. Previously took trazodone 10–15 years ago following an ER visit.
\## Subjective:
The patient reports continued sleep issues, averaging four to five and a half hours per night despite taking a full dose of her current sleep medication. She experiences both frequent awakenings and early morning awakenings (e.g., 3 AM) with inability to return to sleep. When awake, she feels wide alert and engages in activities such as cleaning, coding, or reading. She has attempted troubleshooting (e.g., cats, late-night fluid intake), but these do not appear to be contributing factors. Trazodone helps her fall asleep faster (asleep by 10 PM after taking medications at 8 PM) and has significantly reduced PTSD-related dreams. She reports one day of high anxiety in the past month, attributed to premenstrual symptoms and stress related to her child going to college. She confirms Effexor is working well otherwise.
\## Objective:
\- Patient’s self-reported sleep log:
\- Saturday: 4.5 hours
\- Monday: 6.5 hours
\- Tuesday: 4 hours
\- Last night (Wednesday): 4 hours and 39 minutes
\## Primary Diagnosis:
\- Assessment: Insomnia, secondary to anxiety/PTSD.
\- Suspected Diagnosis: None at this time.
\## Plan:
\- Prescription:
\- Trazodone 50 mg tablets: 60 tablets with instructions to take 1–2 tablets at bedtime as needed, allowing titration up to 100 mg (or potentially 125 mg by splitting a tablet) to optimize sleep maintenance.
\- Refills for Effexor 150 mg and Effexor 37.5 mg.
\- All prescriptions to be sent to Amazon PillPack pharmacy.
\- Next Steps/Examination:
\- Consider Transcranial Magnetic Stimulation (TMS) in the future as schedule allows.
\- Follow-up Treatment Plan:
\- Follow-up appointment scheduled for Friday, May 15th at 3:40 PM to assess the effectiveness of the adjusted trazodone dosage on sleep.
Apr 15, 2026
Speaker 1 00:00:35
Okay.
Speaker 2 00:01:25
Hi Christy, how's it going? Hi, it's good. How are you doing? Fine. Good. All right, so how's the sleep? Did it help?
Speaker 3 00:01:35
You don't want to see. Um, I am taking a full one, but I am not going over five and a half hours tops. So yeah. So last three nights have been four hoursum Let me double check because I think last night last night I'm a little bit more rested feeling. But. Yeah. It was four hours and thirty nine minutes.
Speaker 2 00:02:02
Okay, so is that pretty much every night, four to five hours? Yeah. Is it like waking up like throughout the night or like you wake up and can't go back to sleep?
Speaker 3 00:02:14
Both. So sometimes like a couple nights ago, I woke up, uh Saturday I got four four and a half four. Hours and thirty minutes. I was in bed for six hours, but I kept waking up. Um, That night, it wasn't like I didn't have to go to the bathroom or anything. I just kept waking up, and that could have been neighbors. Um, and then Monday was well Monday was actually good. Um, I went to bed early and I got six and a half hours. Okay, That's what I consider good at this point uh the day, but yesterday was four hours even.
Speaker 3 00:02:54
So, last night I slept through the night. I might have woken up about maybe once, but I don't remember. Well, no, I do remember. I woke up ;. All three cats were in the bed with me, and then I went back to sleep because one was purring next to my ear. But they when they're in bed with me, They go to bed if I am not in bed by ten ;. They're annoyed with me so they want their treats um. And they're they're out with me. They're they're not like normal cats and get up and walk around all over you. Uh, they're pretty. Um, sorry I was about to sneeze. They're once they're out, they're out and they don't like to get up until ten a. m. unless I have to go eat. So yeah, so it's not I thought it might be the cats but it's not them. Um, I even had them sleep outside of my room, the other night just to check. And that was one of the four hour nights,
Speaker 2 00:03:47
But still is that no, Um.
Speaker 3 00:03:51
I stop drinking water or anything liquid after I take my meal and my pills at eight o'clock. Uh, and it's not usually the bathroom that wakes me up. So I've been trying like checking out a lot of different things to see if I could try to get it straightened up. Um, but it's just, I don't know what it is when I am wake up, like I woke up at three AM. The other night other morning, I am wide awake. II don't go back to sleep. II get up. II start cleaning the house. II, Start working on coding on my computer. I read a book, I catch up on TV shows from the night before, like different things. So it's just like if I lay there, I will not go back to sleep. So I might as well get up and do stuff.
Speaker 2 00:04:33
Okay, and we have a couple of options. Do you feel like the trazodone helped at all?
Speaker 3 00:04:39
It helped me get to sleep faster, Which that was appreciated because I take my meds at eight and then I am ready to go to sleep by ten.
Speaker 2 00:04:48
Okay, so if it helps a little bit, we could increase. Like you can take more. Like fifty is not a high dose. Like I have people who take seventy five, they take one hundred, one hundred and fifty to sleep. You know like so we're not like near the cap as far as like increasing the dose. If, you felt like that was like the right track or we could consider other options if you feel like maybe we need to try something different. That's kind of what I want to see, did it do anything?
Speaker 3 00:05:14
Let's try increasing because I do remember taking trazodone in the past for something. I don't remember what it was, but I remember it followed an E R visit. Yeah, I just don't know why it was like ten fifteen years ago. Um and I remember feeling like I got really good sleep during that time, so I am not opposed to increasing.
Speaker 2 00:05:32
Okay, So what I'll do is i'll still leave it as the fifties so that you have a little more wiggle room with, like how you take it. But I'm going to write it as like one to two, So that way you'll get 60 of them, and you can try like one and a half. You could try two, you can try two and a half. You know, like you said that there is a 150 tablet. There's a hundred tablet. Like I have patients who like that's just part of their regimen, you know, that they just need a little bit higher dose to fall asleep. And it does help with anxiety. Like it works on an anxiety receptor. So like I'm not against it, if it's going okay.
Speaker 3 00:06:02
Gotcha I did notice. Uh PTSD dreams have significantly dropped in the last month. Okay, So that was very much appreciated because I didn't feel like I was waking up and startled or scared to death, or you know, the different feelings I get after I have a dream. Yeah,
Speaker 2 00:06:21
So maybe it is calming some area of your brain then a little bit. Maybe we just need to get it right. So okay, I'm fine with that. What I'll do is I'm going to write for like sixty this time so that we'll have enough to kind of play with it and figure out and see if it's going to work. If not, There are other options, you know, lots of other sleep options. But if we can get this one to work. For you, it's a nice like augmenting medication actually. So, great for anxiety, great for depression, all that. Okay.
Speaker 2 00:06:48
And then.
Speaker 3 00:06:49
Can you send those prescriptions to Amazon? Yep. Okay. Yeah because the Effexor was sent to Walgreens, and so Amazon didn't put it in the pill pack.
Speaker 2 00:07:02
Oh no!
Speaker 3 00:07:03
So it's okay, it's only a couple more weeks until they replace the pill pack so.
Speaker 2 00:07:07
Okay, now I have the Effexor 150, Effexor 37. 5, trazodone 50. And then I'll be going to Amazon. Yes, sent.
Speaker 3 00:07:18
Yep. Yeah, the Effexor is working really well. There was only there was like one day in the last month where I just I was super anxious, super stressed out like I couldn't figure out what was going on because nothing made senseum. But I think, and then I started my period two days later, so I think that's what it was. So which is unusual for me to get that. That high of an anxiety, but also kid is about to go to college and she's stressed out and. All the things yeah, so we we are going to visit the college this weekend.
Speaker 2 00:07:54
That's awesome. That'd be fun. Okay, well perfect. Well, let's see if we can get you some sleep, then help you recover at night from the stress during the day.
Speaker 3 00:08:04
Yes, There's going to be a lot of walking at the college. So on Saturday.
Speaker 2 00:08:08
Yeah, and TMS always an option if you decide you want to do it. So I went ahead and sent the refills. Looks like PillPack confirmed. You want to check in in a month and see how the sleep went?
Speaker 3 00:08:18
Yeah, that would be great. Yes, There was a question I had to ask you, but it wasn't important. So I can't remember it?
Speaker 2 00:08:26
Oh If you think of it, you can text it to Brittany I Will.
Speaker 3 00:08:30
I will. I do. I do want to do now that my schedule is starting to slow slightly down. I'm going to start checking out EMS because I am working in Lynnwood right now. Cool, so it's a lot closer and the company I'm working for right now, they're my client, I'll be here for at least a year is a mental health company. So cool. Yeah,
Speaker 2 00:08:55
All right, perfect. And thenum. Any preference? You know, do like the week of May eleventh through the fifteenth.
Speaker 3 00:09:02
Let me check one thing. I do know there's something going on in May. It's not travel. Um, it's a conference. Uh, I have a all day meeting on the sixth. So uh, but it ends at three o'clock. Okay. And then that's it. Um, everything, all my rest of my afternoons are clear.
Speaker 2 00:09:31
Okay, perfect. Um, well any preference day of the week or time?
Speaker 3 00:09:35
Um, as late in the afternoon as possible would be great.
Speaker 2 00:09:39
Okay. Um, let's see the week of the eleventh through the fifteenth. Um I have a three forty on Monday Wednesday Thursday or Friday Let's go Monday Monday. The eleventh three forty.
Speaker 3 00:09:53
Actually hang on one second Uh.
Speaker 3 00:09:58
Oh, I know what what it is I have for me. Okay. Um, let's do that Friday. Yes. Um, and what time did you say?
Speaker 2 00:10:11
Three forty.
Speaker 3 00:10:12
Three forty. Ah, I clicked off, my calendar got to get back. Okay, um three forty, yes, I, actually, that would be perfect.
Speaker 2 00:10:25
All right, I've got you on the schedule May 15 t h Friday 3:40 and prescriptions pill pack confirmed. So let me know if they give you any trouble though.
Speaker 3 00:10:33
Thank you. No, they're really good. They justum yeah, Walgreens did both of them. Amazon didn't get the refill, and they didn't put it in.
Speaker 2 00:10:41
So that was my fault. I probably just missed it.
Speaker 3 00:10:44
It's. Okay, It's okay. I have no problems with it because Ium it's just one more bottle to add to my dresser instead of the pill pack.
Speaker 2 00:10:55
So This time confirmed. We need to delete the other two actually pharmacies from here.
Speaker 3 00:11:02
Thank you. I only do Walgreens if it's something new, but yeah.
Speaker 2 00:11:09
Perfect and I'll just add it back if I need to, but that way Amazon is the priority so okay, All right, well, all sent uh, but let me know you know if you need anything before, then okay?
Speaker 3 00:11:17
Awesome thank you so much have a good weekend bye.
Speaker 2 00:11:20
Thank you.
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05-05 Weekly Meeting: Vimeo Live Stream Troubleshooting & Permanent Solution
> Date: 2026-05-05
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4]
## Meeting Notes
### Vimeo Live Stream Troubleshooting
- **Discussion Summary:**
- The team addressed an issue where the Sunday 9 AM live stream failed on Vimeo for the past few weeks, while the YouTube stream worked correctly.
- Speaker 2 shared their screen and walked through the troubleshooting process, starting with the Rezzy streaming platform.
- Rezzy is configured to automatically push the stream at 7:25 AM to multiple destinations, including YouTube and Vimeo.
- The issue was isolated to the Rezzy–Vimeo connection, as Rezzy’s stream was confirmed to be functioning.
- The problem appears to be on Vimeo’s side or with the website’s embed code, not with Rezzy. The stream key in Rezzy matches the one in Vimeo.
- The team found that the 9 AM live stream video exists in the Vimeo library but does not display correctly on the website.
- The website’s 9 AM embed code may be incorrect or outdated and appears different from the 11 AM service code.
- **Conclusion:**
- The likely root cause is an incorrect website embed code for the 9 AM service or a Vimeo backend change.
- Speaker 2 provided a temporary, updated 9 AM embed code for the upcoming Sunday (May 10, 2026).
- The team will manually switch the website embed code between the 9 AM and 11 AM services.
### Planning a Permanent Solution
- **Discussion Summary:**
- Speaker 2 proposed testing on May 17, 2026, to consolidate the 9 AM and 11 AM services into a single Vimeo live stream link.
- This would remove the need to switch embed codes between services.
- Speaker 2 suspects a recent Vimeo backend change may have caused the issue and will investigate further before making permanent changes.
- The team agreed to the plan and will coordinate with Mark, who may have additional insight.
## Next Steps
- [ ] For May 10, 2026: Manually update the website with the temporary 9 AM embed code before the service.
- [ ] After the 9 AM service on May 10, 2026: Hide the 9 AM video block and unhide the 11 AM video block on the website.
- [ ] Speaker 2: Investigate a permanent Vimeo stream fix and confirm whether a Vimeo backend change occurred.
- [ ] May 17, 2026: Test the single-link live stream approach for both services.
- [ ] Coordinate with Alex for assistance implementing new website code if needed.
- [ ] Include Mark in future discussions, as he may have relevant insight.
- [ ] Prepare a contingency plan for May 17, 2026, in case the single-link solution does not work (e.g., revert to separate embeds).
## 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 live stream failure was not definitively confirmed, though it is suspected to be a backend change on Vimeo. It's unclear who made the change or what the exact change was.
> 2. The plan for May 10, 2026, involves manually switching embed codes between services, which carries a risk of human error and could result in the stream failing if not done correctly.
> 3. While a test is planned for May 17, 2026, there is no contingency plan mentioned if the proposed single-stream solution does not work.
May 5, 2026
Speaker 1 00:00:00
I'm not sure what you mean. Hello. Oh, wait. I.
Speaker 2 00:00:21
Think you need to give me some coffee. Every Sunday morning, and I take a Starbucks venti. American o, no wait, I take a Starbucks caramel macchiato with an extra shot. So it's a quad, and whole milk, and it must have all the caramel. I think that's fair.
Speaker 1 00:00:47
The name of the town is derived from the river. If you get anything else from this meeting today, bring me a Starbucks on Sunday. The name of the town is derived from the river. The name of the town is derived from the river. The city is located on the banks of the river. Also, my note taker is better than your note taker.
Speaker 1 00:01:36
The film was released on 24 June 2016. The town is located on the banks of the river Sava. The name of the town is derived from the river. The city is located on the banks of the river Sava. The first is the most important.
Speaker 1 00:02:22
The name of the town is derived from the river. The film was shot in the city of Krasnodar. Hi Ashley. How are you?
Speaker 3 00:02:32
Brian was just like, Oh, are you going on? And I said, Yep. So he should join in like ten seconds.
Speaker 2 00:02:40
Okay, I made it home. So, you get to see the blurred background of my bed. Because I refused to make it this morning, I was running late. Hi Christy,
Speaker 4 00:02:53
Good to see you again.
Speaker 2 00:02:54
Hi Ryan, how are you?
Speaker 4 00:02:56
Good. Thanks for taking time to do this with us.
Speaker 2 00:02:59
No worries. You said you were in.
Speaker 3 00:03:02
Anaheim today, Pasadena. Oh dang it! I knew it was like a word, a word that.
Speaker 2 00:03:11
No, No worries. No, it was fun. I got to hang out with Ability First, their disability team. And get to meet some of their, uh, some of their clients and participants in a really fun thing today. And I am heading up in a couple weeks to Camp Pavadka. We're going to be rebuilding their entire network, but I get to meet all of them, Uh because they're going to be doing a camp at the same time as I'm breaking up concrete running new cables. So. It's gonna be fun.
Speaker 3 00:03:41
That's so fun. It's crazy. My husband used to like go to work at a lot of camps and help make high ropes courses. And so, when you said," I am going to go to this camp and help build," in my head I just went like Oh, high ropes course!" But then you are like their network; it's like oh no, the ice cubes different kind of building.
Speaker 2 00:03:56
Yeah, different kind of running rope. Type things. I am going to go underground into the concrete. They are going to. He did the overground stuff.
Speaker 3 00:04:07
That's just where my head went. I was like, Oh, that's good. I've gone on a couple of missionary trips where we go go to a summer camp and make up ropes courses.
Speaker 2 00:04:15
No, that's fun. I love it. Yeah, I wish they had a high ropes. They have cabins. I'll be staying in a cabin. So we'll be staying inside.
Speaker 3 00:04:27
You'd be doing their network or whatever, like yeah.
Speaker 2 00:04:33
Okay. Well, actually, I see if Doc can hang out with him for the for a couple of days. I think she's picked the Cheney's for this time around. Let's see. And she says," no babies." Yes, no babies this time.
Speaker 3 00:04:50
Well, um, Thanks so much for I. Literally wanted we put this on our calendar just because I feel like on Sundays I am always like, so it's gonna go right. And then this way, if you if you are like, oh, let me check really quick. It'd be cool for you just to share your screen and be like," This is what I am checking. This is why it should work," and then it puts Ryan kind of can see what you are doing, like has gives him like an insider. I pull up, like it's scheduled, but I don't know what to say. Hi, and so yeah,
Speaker 2 00:05:16
That's awesome. Do you want to say hi to everybody?
Speaker 4 00:05:20
Oh my goodness.
Speaker 2 00:05:23
She would not let me out of bed this morning. Hey, no buts in my face, please.
Speaker 3 00:05:30
So phie always talks about her cat, But her cat is always so like mean and doesn't want to talk to anyone. So it's just but apparently loves her and wants her to hang out.
Speaker 2 00:05:39
Uh, the other two are somewhere around here. I'm surprised they haven't jumped in. Moose is is notorious for jumping into meetings. Um okay, so I'm sharing my screen on Rezzy, but also let me get this window out of the way. Um, let me also go into uh. Vimeo, and then we'll just use Vimeo. Vimeo and. Sorry, I was about to sneeze. We're not going to worry about YouTube because we don't have an issue with YouTube. It's working. So let me show you from the resume point of view, and then show you how it's set up for. Um, live streaming and different things like that. So, uh, Very first thing is, we so this used to be the old encoder, and it changed to this one right here.
Speaker 2 00:06:29
And that's the Manhattan Beach Auditorium, so that's the main encoder. Everything is set to fire off automatically, but you have Journey Torrance, you have Journey Venue. I don't know what Journey Host is. But I am sure there is something. It's never online when I see it. I just see these two, and so. Everything here is already connected to each other, so you've got the encoder which is. Up stairs in that in the, whatever you got it used to be the production. Studio, but I guess now it's another studio.
Speaker 3 00:07:06
Yeah, yeah. They have like Dave's old office or no? Yes. Yeah,
Speaker 1 00:07:11
So that's where we.
Speaker 2 00:07:13
Yeah, that's. That's where we used to be, uh before they brought us down to be in the production booth. Uh, so, uh, but it's up in that little room up on the rack, and you can start and stop everything from there. Um, on here when you when you log in, you'll see upcoming events and there's little dots for Sunday. That's because that's our online livestream. The system comes online at seven twenty five a m and it starts immediately pushing. Two torrents, so it's an uninterruptible stream. Two torrents into all the other locations. With the exception of a few destinations, so.
Speaker 2 00:07:57
The embed, and then you've got which is going one place, and then you've got the custom which is going to another. So I am going to go ahead, just edit. So you guys can see what that looks like. But when I'm checking this out, What I'm going to do is I'm going to check for these different things that we can watch. I'm going to go into destinations. So this is the online. And then this has been mailed. And so what you'll see here, this will broadcast. Um, from Rezzy to I believe this one is uh YouTube. Mm-hmm. Yeah, so this one is YouTube, and that's a preset that we have already set. So anything with this icon is going to go to the YouTube. And in the Vimeo, there's a there's the eleven o'clock service. We always have it start three minutes before. And then there's a nine o'clock service, so we can see that it's streaming to those locations at that point.
Speaker 2 00:08:52
And when I go in and check it, and I go to the watch location, I can click on any of these embeds. Um and watch where it's going to, and so this is your Vimeo nine AM, and this is your Vimeo which is the eleven AM. And so this is your customer.
Speaker 3 00:09:07
Do you have any idea why it didn't go the last couple weeks? So,
Speaker 2 00:09:11
So Rezzy. Went so it pushed your resi correctly. So video is where I go next to look.
Speaker 1 00:09:21
I'll wait for it to come back. So.
Speaker 2 00:09:33
This is the Vimeo for nine a. m. so it's a separate stream. It says" connect to an encoder," but it always will say that. Because it's not streaming automatically. So that's why it says connect to the encoder. But the moment three minutes goes before service, it's going to go live. And this is the stream URL and the stream key. And these will expire after so long, but the last one didn't expire for five, six years. Um, basically what I'll do is I'll go and edit that in here. So I'll go back to dashboard real quick. I'm going to go to settings. And from here, what I'm going to do is I'm going to look at the RTMP, which is where Vimeo goes into. So in this one, I'm going to look.
Speaker 2 00:10:17
Right here, and I'm going to go to edit, and I'm going to edit details. And this is where I put that string key. So I'll check that against this, and it's the same stream key. So the problem is going to be because when I go into Rezzy, it's streaming. So if I go into that event, and I look at it. Here, and I click on the nine a.m. I saw it straight. So it was going. So the breakdown is somewhere on the Vimeo site. And that's what I got to figure out. So there is a way to go in here. It's automatically pushing here. It is on a reoccurring, every Sunday stream. Mhm. Let me see if I can find the schedule. There's the schedule. And so you can see, um, this is the start and the end, and it's a reoccurring event that repeats every Sunday. And I said to never it.
Speaker 2 00:11:15
M hm. So, yeah, I I chose never to end it.
Speaker 3 00:11:21
Um. So,
Speaker 2 00:11:27
Actually, when I set this up, I duplicated it from the eleven o'clock. When I reset it up a couple weeks ago, and so I made sure all the settings were matching. But this is the date that I duplicated it, and so it always starts. Um.
Speaker 2 00:11:42
And we knew that it was streaming to YouTube, so there was nothing wrong on the Resi side. So it has to be here.
Speaker 3 00:11:49
Somewhere from the stream code to Vimeo.
Speaker 2 00:11:52
Correct. And then right here, I can choose a share link and I can copy that. I will sometimes do that, Especially if I am on a Mac, because Macs are print, whatever that p word is. It's really fun to say, but I can't say it. But I'll copy and paste it into here and then. You can you'll see the live streamed event happen. Um, what I want to check which I forgot to check, but I'm going to go back and check this. Um, so the next one does start May tenth. So it is set properly there. The backup stream is there and the eleven o'clock stream is there. Um, let me look in the library. I gotta remember if it's no, it's not library. Let me look in. My library.
Speaker 1 00:12:41
Sometimes I thought that they used to put it there. May third. That's.
Speaker 2 00:12:56
The one you guys did. There's the livestream. So it is in here.
Speaker 1 00:13:04
I am not a good person.
Speaker 1 00:13:16
I'm not going to be able to do that. Every nation, surrender all to.
Speaker 3 00:13:26
It's like on the there's like a plugin on our website that links to these, so maybe it's. Just plugging into the eleven.
Speaker 2 00:13:37
It could be. Let me do this. Let me send you over. In the chat. M hm. Um, I'm gonna paste that in. That's the, that's the stream. Mhm, and you can use itum for the website. Uh, actually hang on don't don't use that one. Uh, not edit copy link. Use the second one I'm sending you.
Speaker 1 00:14:02
Okay. So you have that. And see if that if you can fix it there.
Speaker 3 00:14:13
Yeah, But sorry. Well, No cause this, just like takes me to like the previously recorded live stream like. I don't know if you look at the site. On the website, you're right. I'm sorry. Hang on, I will fix that for you. No, I am still thinking it because we I think it just has one like it has one box. And then sometimes it's the eleven and sometimes it's the nine. Okay.
Speaker 1 00:14:41
I pull up a slide. Maybe it'll be obvious.
Speaker 4 00:14:48
This is so helpful, though. So it looks like it's actually something on our website that's the issue, not Vimeo itself.
Speaker 2 00:14:55
Yeah. And bear with me because it's been a while since I've played around with Vimeo, so I've got to remember. Where that link is, it's somewhere in here.
Speaker 1 00:15:13
There's the YouTube. Let me look again and see. Thank you. Let me check something else real quick. I don't The name of the town is derived from the river.
Speaker 3 00:15:41
The name of the town is derived from the river.
Speaker 3 00:15:44
Okay. If I send you some coding in this chat, you can rather just ignore it if it makes no sense to you. This is the coding that's in the website for, that, that box that plays. What is life?
Speaker 2 00:16:01
Hmm. That makes sense. Um, no, it does make sense to me. Yes. Ah, okay. So the destinations are all the same.
Speaker 3 00:16:16
Which Is weird because they have eleven works.
Speaker 2 00:16:20
It might be because it's a different. It's a different site. See share link event.
Speaker 1 00:16:29
Shirley, get out.
Speaker 4 00:16:34
They're different numbers. Yeah, yeah. It was it six seven and five seven.
Speaker 1 00:16:39
Yep, so. I'm sorry. Let me remember how to do this.
Speaker 3 00:16:48
I was hoping like that, that link with that huge number would be like, oh, We just need to change that link. And then can we'll also put the nine or something.
Speaker 1 00:17:01
I don't even know how to edit that code. I can just.
Speaker 2 00:17:04
Find the code and copy it. So it's the same. Wait, that one's a little bit different. Hang on, let me find the other embed.
Speaker 1 00:17:16
Actually. 嗯。 Oh, okay. I have another.
Speaker 2 00:17:33
So that's an old event link that you have. Um, use that same embed link, but try it with the hyperlink. Where it says src, which is source equals. And then HTTPS, and then backslash backslash player. So, that just the link portion on mine where it says HTTPS. Switch it out with that one. Well, you might need to make a on the website. You might need to make another one. Um, that's for nine o'clock. I have it switched around. I just don't know how to do that. I.
Speaker 3 00:18:08
Have no idea what this coding is, but I see what you're saying. Like if we changed out the HTTPS. Vi meo dot com slash event and then a number, maybe that's what we did this part right here. Yes.
Speaker 1 00:18:25
The first two were written by the same person. The first is the most important. I'm gonna copy it. Paste it this way. If we mess around, we at least have the. I think. Okay.
Speaker 1 00:18:47
And then I'm gonna hide this one.
Speaker 2 00:18:51
I also would like to try something, but not this week. I want to try it next week. Um. Because this week I have a family event, so I don't. It's gonna be a little crazy for me. Next week, I want to try something where we can just bring it into one live stream. On Vimeo and see if that'll take. Um. But I'll put it in my calendar to try it that week. Um, not the tenth, but the seventeenth. Will you be around on the seventeenth? Okay, So if we try it because I know Colonel is going to be directing that day, and so I won't need to run around like a crazy woman as much. Um. I'd like to try something and see if that will work. And if not, I can push go live manually.
Speaker 3 00:19:43
Okay, so should I.
Speaker 3 00:19:46
Put in this code instead for.
Speaker 2 00:19:51
This this coming Sunday only for nine a. m. So you'll have to switch it back to the other code for eleven. Okay, so but I have an idea and let's try it on the seventeenth.
Speaker 3 00:20:03
Okay. And then, I guess I've never really messed with coding before. I am taking a shot, but I got the nine AM, the eleven. I still have saved and I just like hit it.
Speaker 2 00:20:16
So, Yeah. Let me let me make your code for you.
Speaker 3 00:20:20
Oh yeah, I was just copying this one you sent. This one?
Speaker 2 00:20:23
Yeah, don't don't copy that. Let me let me remake it for you. That's gonna be a little bit better.
Speaker 3 00:20:29
You're gonna waggle it. What am I doing over here? So. Ah.
Speaker 2 00:20:36
You Can tell I'm cold just a little bit.
Speaker 3 00:20:39
That's what I was like. I am just going to send this and be a shock. The turkey might just be gibberish, you know. Like, oh yeah, that makes a little bit of sense. I was like. Hi,
Speaker 2 00:20:48
It's happening. It's not like right now. Hang on one second.
Speaker 3 00:20:54
I'll make sure to edit this. Okay, I can also write it down. And Alex has edited what coding before that we need to help on. So if I can't. Figure out exactly how to put the new code in. Then I can connect with Alex tomorrow. Maybe he can. Hope.
Speaker 3 00:21:14
If it's just the, is the only thing you change the Vimeo part. Event and the number.
Speaker 2 00:21:21
There you go. You can copy and paste that.
Speaker 3 00:21:25
Except for I'm having a hard time. It's.
Speaker 2 00:21:28
Not wanting to paste. I was having an issue with it as well. Hi, sweetheart.
Speaker 3 00:21:34
Is the only thing different the event number, the five eight?
Speaker 2 00:21:38
Um, it's the website's just a little bit off a little.
Speaker 1 00:21:46
This Is Bruce Ryan. I know, honey. What you saw was not me being pleased. The name of the town is derived from the river. Okay,
Speaker 3 00:21:58
Well, something's there.
Speaker 3 00:22:05
Okay, Okay. Um. Okay, so I have the old one. Okay, it looks different. Then the gold one, that's fine.
Speaker 2 00:22:15
Okay. Sweetheart, nobody wants to see your tail on camera. Okay,
Speaker 3 00:22:21
The worst that can happen is I press publish. And then we'll just have to completely figure out how to if I've lost it or what.
Speaker 2 00:22:25
Yeah, hang on one second. Dominic, come and get your cat. Worst case scenario,
Speaker 4 00:22:33
Same thing as other weeks where it just doesn't play, you know. Let's go, YouTube.
Speaker 3 00:22:38
Yeah, and I just need to remind ourselves in between services. To hide this one and unhide the one that I that's like works for the eleven.
Speaker 4 00:22:48
Okay, so you have to actually do that on Sunday.
Speaker 3 00:22:50
Yeah, Because right now, what I did on the website is I just copied the eleven, the one that worked this way. Like all the settings changed are the same, and then I justum. Swapped out the coding for it. And so on Sunday, I can hide or actually eleven, I could hide this video. And I could put in the.
Speaker 3 00:23:12
And unhide the other one. Okay,
Speaker 4 00:23:13
And then Christy, are you talking about instead of having two separate links, You're talking about having it just be one link. So there's not the different challenge? Yes.
Speaker 3 00:23:24
It must have been before, like the one before for the eleven. Like the player looks different, like right now looking at it, the player looks different and some of the coding is a little bit different, like the one before. Yeah. So I,
Speaker 2 00:23:37
I the old one will come back to we'll continue using but.
Speaker 2 00:23:42
I wanna I wanna see if I can fix something. There might have been an issue on the back end, um, within Vimeo that I noticed, but I am scared to fix it this week without. Being fully prepared for it because I have Eddy directing. Okay, and we we we gotta stay on top of some things there.
Speaker 3 00:24:04
Yeah. Yeah, well, I you make me always so much more bolder. I would never just be like," Oh, hey Grant," just like published on the website. But okay,
Speaker 2 00:24:13
So the ones that you see some of the stuff I do on the back end on a daily basis.
Speaker 3 00:24:18
Okay, there's something on the website and it looks different than it did before, but that's okay. And the other one I can still get up to. So if like Anne, we have this like watch live on YouTube so. Yeah, That's this is, as long as we yeah, all right. That sounds good. Okay, and then we'll look, and then this coming week, Chrissy, we could look at it and be like," How, do we get that code to be the same? So we don't have to like." There's there is a way, Cause we've had it for years, where it just worked at nine and worked at eleven. And I also, if we wanted to, if the coding on Vimeo is harder, I don't think we're opposed to using the coding on. YouTube, like if we're like, oh yeah, this is kind of hard. Youtube makes it more easy to pick the nine or eleven or something like that. I don't think we feel one strongly one way or the other.
Speaker 2 00:25:01
Yeah, let's. I think I think I know how to fix it. I am just scared to do it for this Sunday, just because I am not going to beum. I am going to have too much going on with everything happening. U m, I think I know. I think I know what happened. I think someone made a change on the back end for something recently. Uh, it wasn't Easter. It was the week after Easter. It was still working, but it was the following week where it stopped working. And I think I know what happened and who may have changed it. But I don't want to say it out loud and be completely wrong, so okay.
Speaker 3 00:25:31
Especially because actually then. Tell me later. No, I was. I I think I was talking because I was. I would have assumed it would have happened. This would have happened the week after Easter because we changed the times for Easter. Like we had multiple services we had, you know so yeah. I am just like was really surprised. Am like if this was going to happen it would have happened, the week after Easter because we switched all our times for Easter.
Speaker 2 00:25:59
Yeah and it didn't it was everything was working perfectly for that. I think somebody went in later and made a change. Um I just I. I think I know who it was, but I just don't wanna. I don't want to accuse somebody of something and be completely wrong. So, all right. Yeah. Okay.
Speaker 3 00:26:18
Well, I sent you guys a link. This is what it looks like this way. We'll get a look on nine zero mum. And I'll just be reminded I'll have more because it'll be at Torrance, and so I will, um, have more time. I'll make sure I go do it between services. Awesome. Okay, thank you so much, Christy. Yeah,
Speaker 4 00:26:35
Thank you. Thank you both. Yeah.
Speaker 2 00:26:37
No worries. Just let me know if you guys need more help. I'm more than happy to do it. I like you guys, and we can go all time. And.
Speaker 3 00:26:46
We could touch base again before, Like if you want to look on the back end between now and two weeks from now, to be like, okay, great. This is what I've noticed the coding and Mark might be back. So maybe we could include Mark in on this before he was one of the always like. Manage these things like I know that's, But really, you know the last six months, I didn't do anything really pulling you. So. But Mark will hopefully come to that space as well.
Speaker 2 00:27:10
Yeah, and he probably knows the fix to it as well. And I just figured it out just by looking. Um, But I I think someone made a change and I think that's just what we need to fix. Okay. Yeah, you guys are awesome. Um, I am gonna go take a nap now and go hug my child. She just walked in. Okay. I have to go. Alright, alright. Bye guys.
Speaker 4 00:27:32
Thank you both so much, thank you. No worries, Bye.
Speaker 1 00:27:37
Hmm. I'm not sure.
08-14 Technical Training: Claude Data Backup, Multi-Device Sync, and Agent Automation
> Date Time: 2026-08-14 13:01:31
> Location: [Insert Location]
> Instructor: Christi
## Summary
This technical training session, conducted on 2026-08-14, focuses on instructing team members (primarily Victoria) on how to properly back up and synchronize localized Claude AI data across multiple computers. Prompted by recent incidents of damaged or lost devices due to "coffee and tea debacles," the meeting covers the structural differences between Claude Chat, CoWork, and Code. Christi provides an advanced walkthrough of managing localized agent files (referred to as "minions"), automating chat logs, executing tasks using local file paths, and the requirements for running scheduled tasks.
## Knowledge Points
### 1. Claude Interface Functions and Limitations
- **Differences Between Chat, CoWork, and Code**
- **Chat**: Standard chat data cannot be easily backed up or synced across multiple devices.
- **CoWork**: Contains elements, such as projects and tasks, that are natively easier to back up.
- **Code**: A more advanced interface that can be utilized similarly to CoWork to create documents and automate tasks. It offers superior file manipulation capabilities, though users must occasionally switch back and forth between Chat and Code, as each possesses unique functionalities the other lacks.
### 2. Data Backup and Folder Synchronization
- **Core Folder Setup for Claude**
- Claude tracks system data across computers using specific hidden and standard folders. The critical structural folders include `.Claude_agent_workspace` (which stores scheduled tasks, settings, and shared items) and `chat_logs`.
- To ensure consistent access, these folders should be stored in a centralized local directory, specifically `C:\users\[username]\documents`.
- **Cross-Computer Syncing Methods**
- Because localized Claude data does not sync via the cloud automatically, users must back up files using local sync clients like Microsoft OneDrive or Box, ensuring the application is actively syncing on all used computers.
- Updating agent data across machines is a manual process. Users must copy their Claude folder into their My Documents or Box folder and upload it whenever an update is made to their local files.
- For proper syncing of personalized workspace items, artifacts and scheduled tasks must also be physically located within the My Documents folder.
### 3. Creating and Managing Claude Agents ("Minions")
- **Agent Architecture and Configuration**
- Custom agents, referred to by the instructor as "minions," are stored in a shared folder (e.g., a `Claude agents` folder under the user's specific directory).
- Building an agent involves explicitly describing the agent's specific job function and outlining the human user's job role so the AI understands the working dynamic.
- Specific examples include an agent named "April" (modeled after a real-life staff member) and "Bob," a highly valuable two-page writing agent dedicated exclusively to drafting blog posts.
- **Automating Chat Logs via Code**
- Saving cross-computer chat logs is not an automatic feature natively built into Claude.
- To prevent context loss after a computer crash, users must use Claude Code to build a custom automated process that explicitly commands the system to save chat logs locally on both computers. Once established, users can prompt the system to review previous days' logs for context.
### 4. Task Automation and File Handling
- **Executing Tasks Using Local File Paths**
- Claude Code can be commanded to perform automated administrative tasks, such as checking Outlook calendars, scheduling prep time, or drafting decline messages for conflicting meetings (e.g., declining a "Lear project" conflict while leaving "CIT weekly" alone).
- When instructing Claude to read or modify a local file (like an Excel sign-up form), users must provide the exact local path. This is obtained by navigating to File > Info in the document and selecting "Copy Local Path" (rather than standard "path").
- **Scheduled Tasks (Local vs. Cloud)**
- Scheduled tasks within Claude can be configured to run either locally on the host machine or in the cloud.
- A critical limitation is that if a scheduled task requires access to or manipulation of local files, it cannot be processed in the cloud; it must be configured to run locally.
### 5. System Maintenance and Environmental Factors
- **IT Updates and System Reboots**
- Localized workflows and tasks can be temporarily disrupted by corporate IT system updates. For example, a forced system update pushed on the morning of 2026-08-14 at 08:00 AM required a 20-minute computer reboot, temporarily halting the instructor's ability to use advanced terminal commands.
## Questions
- [Insert Question/Confusion]
## Next Arrangements
- [ ] Victoria will use Claude Code to move her scheduled tasks and artifacts to the correct localized "Documents" folder to ensure proper syncing.
- [ ] Christi will email attendees the meeting notes and a sign-up link for upcoming Claude training classes.
- [ ] Christi will record and share with Victoria a training video explaining how to configure scheduled tasks in the cloud.
Aug 14, 2026
Speaker 1 00:00:07
Sorry, I have I I had double booked for just now. So my apologies. Um, I may get another phone call in the middle of this meeting that I'm kind of have to put you guys on mute just because, I have a standing meeting at one o'clock andum, I'm going to jump after we're done with this meeting back into that.
Speaker 2 00:00:31
Got it got it got it we appreciate you thank you so much. No worries.
Speaker 2 00:01:01
I think Monty might is going to also as a heads up to everybody turn on the video recorder just so that we have theum more just so we can use it for, like training other people to do it type thing if there's like slides that are shown or other things, then we can pull from that. And we don't have to bug, you guys every time someone's got to migrate not migrate migrate there. We go.
Speaker 3 00:01:23
No worries sounds good. Thanks.
Speaker 2 00:01:28
Also, Christi, your skin is looking amazing. By the way, you're like so glowy.
Speaker 1 00:01:33
Thank you. And I'm wearing no makeup. Oh my god.
Speaker 2 00:01:37
Yeah, blessed be.
Speaker 1 00:01:40
I wish it was all the time, but I started taking biotin and been on it for like two months.
Speaker 2 00:01:46
Oh my gosh,
Speaker 1 00:01:47
That's awesome Yeah So it's actually really good There you go Yeah.
Speaker 2 00:01:59
Awesome, well, I think Victoria is all set up. She's got two computers going that have Claude on it too, So we can test this and see how stuff kind of you know transfers over and what can be stored. The idea is just especially with us realizing our most recent coffee and tea debacles that people could at any time lose their devices. Um There's so much stuff that they have stored localized on Claude that we just want to make sure that if there's ways to. Back it up via uploading certain things to Box. They have that ability.
Speaker 1 00:02:39
Bear with me, I am answering a real quick question from my boss. I am today is not normal for me, it's just been fairly busy so.
Speaker 2 00:02:53
Monti, is everyone trying to knock stuff out early so they can leave earlier? It's Anzor,
Speaker 1 00:02:59
So I don't know about knocking things up off because he's been like me.; he works many, many hours and all hour of the day. But he's having some issues.
Speaker 1 00:03:33
This one o'clock hour is just. It's been a busy, busy one. All right, so my cloud just updated at the same time as we're working through something. So bear with me, I've got to reopen it. Uh, uh, um, Monti. I'm going to also turn on facilitator so that you have those notes as well. Perfect. Okay, And ignore the PowerPoint in the background because the PowerPoint in the background is for my meeting at two o'clock. Um, so.
Speaker 4 00:04:27
So we want to understand like, How Victoria will be the location she's saving the data, where it can be open on the other computer if something happened.
Speaker 1 00:04:39
Okay, So basicallyum in your so chat is one thing. We won't worry about chat, because chat is not something that can be easily backed up. Um however co work is things that are easily backed up. Soum but I'm gonna Victoria I'm gonna give you a, I'm going to give you an advanced course on this, something I haven't even taught Monti. So just be aware of that. Um, I do a lot of my work in code. So have you played around with code yet?
Speaker 3 00:05:14
Yes. Um, I tried to. I was not successful in the what I was attempting to do with code, but it's something I definitely want to explore. Awesome.
Speaker 1 00:05:27
So we're gonna we're gonna talk through code because I use code, um extensively now. Heads up, I am not in the corporate crimson just because uh, Anzor and I have an agreement because I am a heavy Claude user and I am a heavy Copilot. Uh Chat GPT user. Uh so he and I have an agreement. I use my personal account but my personal account's locked down. So a lot of the features that I am going to show, you should be the same. But if you see that they're not the same. Just let us know, okay? So, I use code like it's cowork. So you've got cowork here. Um and I use code as if it's cowork. So, Um what I will do in here is I will This is your it's the same thing as what you see, your chat is. I am going to do it, local Okay and the folder I'm going to tell it to work in. I'm gonna say open folder And I go into my Crimson IT account.
Speaker 1 00:06:25
And I go to documents. Now, I'm going to select that folder, but I want to show you the makeup of my documents. Do you see where it says dot Claude underscore agent workspace? Also, I have chat logs. Okay. It is on my OneDrive folder. And, you can do this in Box as long as you have Box syncing to both computers. Um, I have OneDrive syncing just because I use OneDrive extensively. I do have Box, but not on this computer. Um, So I am just going to say " select folder " because I am in my documents. And those folders that I showed you is how Claude keeps track of everything from computer to computer. So, I am going to uh, I am going to use this instead of CoWork to do things. Now, Be aware chat, you will have to go back and forth with chat because there is some things CoWork. And Claude does not do that chat does. However if you are.
Speaker 1 00:07:23
Looking at things, creating um different uh documents and stuff like that, you're gonna you can use code to do it. Now, that being said, I want to show you my folder makeup. I got training this afternoon so I got all my training materials up. I'm going to go back into that folder so that you can see. And you see where it says Agent Workspace? Yep This is my where it does everything on a schedule. Okay. I have a calendar reader, I have an inbox. I basically made files that it can work through. If I go into Claude, oh wait, I'm in the wrong here. I apologize. Let me go back. Okay. Where did it go? I forgot where I put it Is it H? Nope.
Speaker 1 00:08:23
Hang on. I'm going to ask code, where are my minions located? My brain just totally froze and I forgot where it's located. I should have been a little bit more.
Speaker 5 00:08:43
Okay, it knew what I was talking about so I don't have to fix that. And I didn't get lunch by the way. So ignore the fact that I'm eating Jello.
Speaker 1 00:08:55
Pretty jello.
Speaker 1 00:09:05
And While we're looking, while it's doing this, do you see that setup button? It's new. Okay. This, I'm gonna just hit setup. How do you use cloud here? Um, I'm gonna say mixed. Um, I'm going to tell it to scan my other repos and scan my shell history. Just say setup when you do that because it's going to give you a little bit more context behind you, but it's it's a little hard for me to explain how.
Speaker 5 00:09:43
Okay. That's.
Speaker 1 00:09:51
Where my minions live. So, you're going to take what's in this file.
Speaker 1 00:10:05
So it's under Claude agents. So here is my Claude folder under Christi Brown, and I'm going to go in and double click on that, and then you see I have a bunch more files here. So my agents are here, and it's a share where it's at.
Speaker 1 00:10:30
I Want to check some things on it. So I'm going to double click on that. This is where all my data lives. Now, agents, I call them minions. I've made each one with its own information, okay? So I also named them because life would be interesting if I didn't have named them. I would get so confused. So, I do have some of them are named after staff. There is no Monti, okay?
Speaker 1 00:11:01
You can't describe Monti on paper. Monti's too awesome. But here's what we have. Each one has its own thing it does, and I share this across both locations. So I'm going to open the file so that you can see the file, but basically how you build an agent and I tell Claude to do it, it's who that agent is. So you're going to describe what his job is, and then what you do, what is your job? And this is everything that she does. Okay, uh, she's based on my real life April, which Sam knows. Uh, So be aware it can be as uh big or small as you want it. So Bob, Bob is a very valuable tool that I have. He's only two pages long. Okay? He's my writing agent. He writes my blog posts for me. So, this is how you tell it to do things. So it knows you back and forth across multiple computers. Okay? Um now.
Speaker 1 00:12:00
You're going to save all of that on both computers. Make sure that you save it. It's going to be under your user information, and so to get to it, it's C colon backslash users, and then your username is going to be in there. So I'm gonna I'm gonna show it to you. I'm just gonna put brackets in for username. I'm gonna put this in your uh in the chat.
Speaker 1 00:12:29
And so you're going to find that on your computer, and Monti can help you find that. Monti's really good at finding things.
Speaker 3 00:12:34
I think I have it.
Speaker 1 00:12:36
Awesome, and then you should see a Claude and agents, And you're going to make sure you save that on both computers, because that one won't sync.
Speaker 3 00:12:43
So I think that lives on my local disk right now? Yes. Okay.
Speaker 1 00:12:49
Yeah, and just be aware anytime you update one, You got to update the other. So You're going to tell You're going to tell uh code to update. If you move to another computer, which I go between my laptop and my desktop. Anytime I make a change, I tell it to update. Now that being said, I also gave it information on where to save certain things, Which is why it's in my documents, because I always open it in my documents.
Speaker 3 00:13:17
And sorry, how do you save it across the two computers? Because yeah, I see where Monti is on the computer I just logged into. It's not there but it is on my current laptop.
Speaker 1 00:13:26
So, you're just going to take that folder and you're going to copy it into either your My Documents or your Box, and then to upload.
Speaker 3 00:13:32
Okay. Yeah.
Speaker 4 00:13:34
Okay. So manual process, right?
Speaker 1 00:13:38
It is a manual process, but you only do it anytime you've got an update. That's it. You don't have to do it all the time. Now in your documents, You also have an agent workspace where it's going to share things back and forth. And so my scheduled tasks, my settings, all of that is going to be saved back and forth. And that's what's in my documents.
Speaker 4 00:13:58
Yeah, and Victoria, Everything in your documents should sync to another computer via OneDrive as well, because we back up everybody'computer via OneDrive.
Speaker 3 00:14:07
Okay, so I just put it in my i My Documents. We can see.
Speaker 1 00:14:11
Yeah. Now if you see I have chat logs here. Hang on, then we did not.
Speaker 1 00:14:21
Okay. So I do have chat logs in here, And the reason I have chat logs is because this is not something automatic to Claude. I had to build this within Claude and say, hey, I need you to start saving chat logs on both computers. And so I had to build that as a process and I had Claude build it in code so that it does save all my chats because I've had some computer crashes and. I will tell the system, "Hey, go look at the chat logs and see what we talked about yesterday. " So, that is a manual process that it does and it's set up in the settings. And code will do it for you. You just say, "Hey, I need to set this up so it automatically saves our chat logs." Um, I don't always use the pretty version here. Um, I'll be honest and Monti will tell you. I will use my terminal, which I haven't done yet today, because I had to reboot my computer.
Speaker 1 00:15:19
But I'll do it in a terminal. That is more advanced, and I will teach you that later. We can set up some other time, Victoria, where you and I can get together and do more advanced stuff. Okay. That'd be great. Yeah, And we always feel free to Monti can look at my calendar or um there's a link in my email that and I'll send you an email with our notes from this meeting. Um you can always book some time with me as well. And just make sure when you book time, you just put what we're going to do um from here. It works just like co-work, and so I can tell it, "Hey, go look in my training documents."
Speaker 1 00:16:21
And so I'm gonna have it go look at some things and build it out. And so now it's going to just change out my markdowns. Um, and so it'll look for the folder first, and you just got to spell out what the folder name is. It's going to find that folder, and then it's going to build it out. Just like what you would do in CoWork. Um, So I have that going now at the same time, check my calendar for next week, let's ensure. I have prep time. The meetings that require prep. So I'm going to open a new chat for each one of these. So it's there's my documents, there's my conversion. Um and then I'm going to go in here and say, check the following document, add people to each of the trainings.
Speaker 1 00:17:21
That they requested to be a part of. And then I'm going to give it the location of that file. So, hang on one second, let me open that file because I don't have it opened. I know where it is, I just don't have it opened. I'm going to give it the location. I'm going to show you how to give it a location. So.
Speaker 5 00:17:48
When it opens. It's thinking about opening.
Speaker 1 00:17:55
All right. There we go. So here's, um, This a form I sent to staff or I'll send you the form as well, Victoria. You can sign up for these sessions as well. So, this uh a file in Excel that I'm using. And what I'll do is I'll go to File and I'll go to Info and I'll say Copy Local Path right here. And you want to do local path not path okay? So you copy it.
Speaker 1 00:18:24
And you paste it in there. I'll say, and I'm going to spell it out in my Outlook calendar. Each of the sessions should have its own appointment slot. Going to spell it out a little bit more, and now that's going to go handle that. And I can see what it's doing if it's got questions, it's orange um And so, I'm going to tell it, no. Two conflicts I got to decide on. A Lear project. Decline the, someone tell it to decline. I just hit the right button, the right arrow button to fill it in. And then we'll say leave CIT weekly alone.
Speaker 1 00:19:23
They know. Probably. Okay, so it's going to draft those to clients. It'll put in my draft box, and then the blue light that was over here means that it's done. And so, it's gone through converted because I have a system in there to convert, and here is the things that we have done. So this one is already done. I don't have to worry about that. This one is going to add the people to the appointments, and this one is working on my calendar prep time. So these are just examples of things you can do, and as you're telling it how to do that, you could what I do is I set up and said, hey, I need to make sure that your knowledge is on both computers. So make sure that you're looking in documents for that information. And it will add to its settings file where to look for that information. If that makes sense?
Speaker 3 00:20:17
Okay, got it. That's super helpful. I think I'm just curious, If I've been saving or if Claude has been saving, right? It's outputs all in the right place. And then how to get that to transfer. So like, in the folder I opened that was like the dot Claude dot Claude folder, right? There was only one file in there. There's a couple other ones under like project sessions. They also only have a couple of things. But, then there's another Claude folder that I think I made a while ago that already lives in my documents. And that one is where my like scheduled tasks, my projects, and my artifacts live. Is that yes, the right way to do it or do I need to change anything before I.
Speaker 1 00:21:02
That's the right way to do it. And you'll see in my Claude folder under documents, There's more files in here than there is in the other file that I was in. There's only two oops so or, There's only one, So you want to make sure that the place you store it is the same place every time. So all mine live under documents.
Speaker 3 00:21:23
Okay, got it. Yeah, yeah, Because it looks like on the new on the new cloud account, I'm logged into all my again, I predominantly use coworks. So all my chats and tasks and projects from coworks seem to carry over. The only thing that didn't was my scheduled tasks. And my artifacts, and I think that's because those live somewhere else.
Speaker 1 00:21:48
Yeah, Ask Cote to move your artifacts to the location of the artifacts to your documents. Okay, and ask it to how you can get yours because schedule. I'll be honest,;, my schedule lives only on the computer on completely because it's desktop, and that computer is online twenty four seven. So I leave my schedule on here, but i've never worked. See how to get it over, but Claude code can tell you.
Speaker 3 00:22:16
Okay, yeah, it looks like they are saved somewhere in my documents, my scheduled tasks. So I'll I'll look into moving those. Yeah. Okay. Cool.
Speaker 1 00:22:32
Yeah Now, if you'll notice this question here uh, it says send them I attempt to send the updates. Now note. Has been unreliable on this machine before, so they may fail. It does remember things about each of your machines, so just be aware it's gonna it's gonna note. Um I'm gonna say leave unsent because I'm gonna send it. I don't I don't like it to send. So Does that make sense? Mhm It's getting smarter and smarter. A year ago, It couldn't even do half of this.
Speaker 3 00:23:06
Oh yeah Even in the last few months, it's gotten smarter and smarter.
Speaker 1 00:23:10
Yes, and as you can see, I use I use cloud code like I do cowork, but because code is it's saying a lot better so I can move things. Okay.
Speaker 3 00:23:21
Okay. I like that. I'll definitely play around it The other question, I recently saw the ability to run scheduled tasks. I think in the cloud rather than on the computer Yes Okay Would, you be able to explain that the difference Yeah Yeah So,
Speaker 1 00:23:38
Let me.
Speaker 1 00:23:40
She's not going to work. Your phone? Okay, that's not what I want. There is a few things you can do that I have not played around. Schedule tasks. This one right here, let me sign in because it's. I did do some updates today. Monti, Nick is on my hoop list because he pushed updates. So, it was far more extensive. He made me reboot my computer, ladies, this morning at eight o'clock. Um, I'm gonna say that. All right. So yeah, He made me reboot my computer at eight o'clock this morning, and I was getting ready for nine o'clock, and it took twenty minutes for my computer to reboot with all the new updates he put on it. IT has to do the exact same thing you guys do. All right so.
Speaker 1 00:24:39
Um, here's an example. I've never set this up, so I'm going to click on it. Oh wait, I did. Um, so when you're in here on the schedule runs on this computer, Let me click on edit, and you should have an option to move to the cloud. Um if you don't. This is if the task needs to only. Okay. So if it's something that handles local files, it won't go cloud. Okay. Um, I forgot that I did that one. I think all of mine requires cloud access. Let me do this. Let's make one. Let's create with cloud. Let's make a new scheduled task.
Speaker 4 00:25:38
Just wondering, I think Victoria also need to, um you have another meeting at one thirty right Yes, Unfortunately.
Speaker 4 00:25:47
So, just in case, if anything, we can circle back, but pretty much the backing up the data from one computer to another, you're good.
Speaker 3 00:25:57
Okay great. Yeah, it seems a lot easier than a few months ago. When I kind of we had to switch computers. There was like nothing there, but it seems like. Now, Maybe since like rolling fully over to kind of using cowork and saving things down in that like Claude cowork folder, everything was able to connect relatively seamlessly. So that's great.
Speaker 1 00:26:18
Yeah, Let me figure this one out because I haven't worked with this one yet, and I'll make a video of it, share it with you. Cause you you got about three minutes left. Amazing. Thank you. Do that and I do have some I'm going to send you guys an email. I do have some Claude classes coming up soon. So I'm just going to forward you an email I sent out to others. Um and have you just click on the link that I'm going to send.
Speaker 3 00:26:43
That'd be awesome. Thank you.
Speaker 1 00:26:45
No worries. All right, Thank you guysum Victoria I'm gonna. Let you have some time to prep for your next meeting because I gotta prep for my next meeting. Thank you guys.
Speaker 3 00:26:54
Thanks Christi nice to meet you Thank You Thanks Monti Bye Monti.
Christi to email attendees meeting notes and a sign-up link for upcoming Claude training classesVictoria to move scheduled tasks and artifacts to the correct localized Documents folder using Claude CodeChristi to record and share a training video on configuring scheduled tasks in the cloud
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covered by 895379 (0.48h, ticket 965406, Eldridge Acre Partners / ACRE Capital Partners LP, Senior Engineer(5), 13:00-13:29 PDT 8/14) - 'working session on backing up Claude content to Box'. Transcript runs 26m54s and matches that entry's content and window. No new entry. 8/14 is also already at 16.31h, far over the 12h cap. Reviewed 2026-08-18 EOD sweep.
ticket 965406 - already carries this meeting. Transcript routed to Eldridge Acre\Meeting Transcripts\.
3 - Clients and Projects\Eldridge Acre\Meeting Transcripts\Meeting Transcript - 08-14 Technical Training Claude Data Backup, Multi-Device Sync, and Agent Automation.txt
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08-26 Meeting: Marketing Collateral, Content Strategy, and SEO
## Meeting Information
> Date: 2026-08-26 16:33:02
> Location: [Insert Location]
> Participants: [Speaker 1] [Christi] [Speaker 3] [Mike]
## Meeting Notes
- Topic Title: Marketing Collateral Inventory and Refresh
- Speaker 1 noted assets are on Google Drive; suggested refreshing the look, feel, and content of existing materials.
- Mike mentioned a partially completed one-pager/two-pager sales leave-behind started during his interim sales role.
- Consensus to polish the sales one-pager and consider a slide deck.
- Speaker 1 will review current marketing materials, the pricing one-pager draft, and retouched employee photos for updates.
- Conclusion: Proceed to audit and refresh existing collateral; polish the sales one-pager and assess the need for a deck.
- Topic Title: PowerPoint and Document Templates for Training Content
- Christi needs PowerPoint and Word templates to produce client-facing training materials (AI, Power Automate, Word, Excel).
- Speaker 3 believes templates are in Marketing SharePoint and will send them to Christi.
- Christi has been using a branding book and custom slides; requests official templates to standardize the look.
- Speaker 1 offered to polish Christi’s presentation files with graphics/icons once shared.
- Conclusion: Speaker 3 to provide official templates; Speaker 1 to refine shared decks.
- Topic Title: Help Desk Onboarding Materials for Sharp
- Christi shared Sharp includes Crimson help desk cards in new-hire folders and ran out; turnover is 57–58%.
- Mike suggested a customized “how to create a ticket” one-pager for Sharp to replace/augment cards.
- Speaker 3 already has an editable doc template where the portal link can be customized.
- Plan to tweak for Sharp, print, and include in new-hire folders; also email to new users.
- Conclusion: Customize and deliver a Sharp-specific ticketing one-pager.
- Topic Title: Training Videos Workflow and Website Publishing
- Christi is producing client-facing videos and has intro animation; wants to post on the website.
- Speaker 1 offered to handle editing and captions if Christi sends raw files; will upload to YouTube.
- Christi will share her OneDrive folder with all training materials; prefers to finalize the PPT template before recording more.
- Mike referenced a website training section (akin to “Tech Tuesday”) and prefers light editing/intro branding.
- Conclusion: Christi to record and send raw videos; Speaker 1 to edit/caption and prepare for site/YouTube after templates are set.
- Topic Title: Content Strategy, SEO Status, and Case Studies Pipeline
- Speaker 1 reported organic metrics improving since January due to schemas, FAQs, and location pages.
- Noted AI-driven content saturation makes SEO competitive; recommended steady, genuine case studies over high-volume blogging.
- Monthly check-ins proposed to collect 6+ month client stories for blogs/LinkedIn; testimonials helpful but not required.
- Mike provided two case study leads:
- ISO 27001 achievement for a client operating across Azure, Google, and Microsoft; Crimson led DLP and IAM solutions.
- Private equity portfolio client: Crimson outperformed a large MSP on remediation (DLP via Microsoft Purview, secure AI training), won the project, and may present to the PE firm for broader opportunities.
- Speaker 1 to turn notes into blog posts/case studies.
- Conclusion: Establish monthly story collection; develop the two highlighted case studies into blogs.
- Topic Title: Blog Contributions and Editorial Support
- Christi asked if more blog posts are needed; Speaker 3 confirmed yes.
- Christi has time to produce “adaptive” blog posts and will coordinate.
- Speaker 1 encouraged Christi to jot ideas and send them over for editing and publication.
- Conclusion: Christi to draft/send blog ideas; Speaker 1 to edit and publish.
- Topic Title: Asset Organization and Handoff
- Speaker 1 dropped assets in Google; asked Speaker 3 to move them to Crimson OneDrive (booklet, flyers, photos).
- Blog posts to be shared between Speaker 1 and Speaker 3 for publishing.
- Conclusion: Centralize assets in OneDrive; maintain shared blog workflow.
- Topic Title: Baby2Baby Assessment Materials Inquiry
- Speaker 3 asked about an assessment for Baby2Baby similar to Foothill; Christi did not work on it (last major: Sharp).
- Speaker 3 to follow up with Pete/Keith to locate the presentation.
- Speaker 1 offered to create a template or similar asset once materials are shared.
- Conclusion: Speaker 3 to retrieve context from Pete/Keith; Speaker 1 ready to template once received.
## Next Arrangements
- [ ] Speaker 3: Share official PowerPoint and Word templates from Marketing SharePoint with Christi; confirm the master location and access paths.
- [ ] Speaker 3: Provide/edit the “how to create a ticket” one-pager for Sharp (custom portal link); deliver a printable version and define print quantities/distribution.
- [ ] Speaker 3: Move Google Drive assets to Crimson OneDrive and coordinate the blog publishing workflow.
- [ ] Speaker 3: Follow up with Pete and Keith to locate Baby2Baby assessment materials; send to Speaker 1 for templating.
- [ ] Christi: Share OneDrive folder and raw training video files with Speaker 1; draft additional blog ideas/posts and send to Speaker 1/Speaker 3.
- [ ] Speaker 1: Edit/caption raw videos; prepare for YouTube/website publication; clarify the review/approval workflow and turnaround times.
- [ ] Speaker 1: Audit current marketing materials (pricing one-pager, photos, booklets) and propose refreshes; define ownership and deadline for polishing the sales one-pager/two-pager and creating a standard sales deck.
- [ ] Speaker 1: Draft two case study blogs (ISO 27001 multi-cloud win; private equity client remediation/AI security project).
- [ ] Team: Begin monthly check-ins to collect 6+ month client stories; establish cadence, ownership, and dates for outreach.
- [ ] [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. Define a clear owner and deadline for polishing the sales one-pager/two-pager and creating a standard sales deck.
> 2. Confirm where the master set of brand templates lives (SharePoint directories) and document access paths for all stakeholders.
> 3. Establish a cadence and owner for the monthly client story collection (who pings whom and by what date each month).
> 4. Clarify the review/approval workflow for edited videos and published blogs (approvers, turnaround times).
> 5. Determine print quantities and distribution process at Sharp for the customized ticketing one-pager to match high turnover.
Aug 26, 2026
Speaker 1 00:00:01
All my assets, Stephanie, onum Google Drive. So you can kind of pick up items from there. Um, but yeah, we'll we'll give them a minute. And then we'll kind of dive in.
Speaker 2 00:00:13
Yeah because I am making videos that needs to be client facing on the website. And I'm just using stuff that I have on hand like graphics and things. Yeah and putting them together that way so hopefully they meet with y'all's approval.
Speaker 3 00:00:30
Yeah cool. I also created like a draft outline of what we can talk about. Here, I can send it on the chat as well. Okay. But it's.
Speaker 2 00:00:54
Oh, that's slightly down about an inch. I want to see. Yeah, that's what I want to see because that, that's awesome looking and uh that's what I need for. I need that stuff. For my PowerPoint presentations.
Speaker 3 00:01:12
Because, we have a lot of uh we not a lot, but we have uh marketing materials, but.
Speaker 4 00:01:20
That top left isn't yeah, that top left isn't marketing material. That's like onboarding material.
Speaker 3 00:01:25
This one is internal yeah, but we also have another one, So, uh, actually I have a few internal. Uh, collaterals as well. I think the onboarding one, the onboarding process for the client and then.
Speaker 4 00:01:41
Yeah Emily I I think some of one of the things I was working on because when Anzor stepped out I filled in for sales for a little bit, so I was looking for like a like a one pager, like a two pager as a leave behind for a customer. And so we started on that, but it still needs a lot of work. It was just like yeah. First run.
Speaker 1 00:01:60
Yeah, let's polish that up.
Speaker 4 00:02:03
But I mean, right now, just so Anzor's taking point on sales. Soum I think he needs to be involved because you know, Anzor sells different than I do. So like this was more for like how if I were doing sales, how I would go about it, but I am so busy with account management. I don't reallyum.
Speaker 1 00:02:23
Yeah, just I mean, I totally get at least a one pager, if not like a PowerPoint deck or a slide deck or something to show. So yeah, I mean, I think we have a lot of assets. We just probably just need to refresh and update the look and feelum and all that. So yeah.
Speaker 4 00:02:40
And and the content.
Speaker 1 00:02:42
And the content Yeah Yeah.
Speaker 2 00:02:50
So the PowerPoint presentation materials, All I have now is the branding book. I can't find my original PowerPoint presentation template that Zaur gave me years ago. Where can I find those? Cause I'm, I'm just making things up as I go and slapping Crimson logo on it.
Speaker 3 00:03:08
The brand template? The brand guide?
Speaker 2 00:03:14
The PowerPoint templates.
Speaker 3 00:03:18
Uh, I think it's here in Marketing SharePoint. Let me double check.
Speaker 2 00:03:26
And then also,
Speaker 3 00:03:27
I can send it to you later.
Speaker 2 00:03:29
If it's in marketing, I'll find it. Um, Also, one thing that uh came up todayum and this might might might this might interest you as a mouthful. Um so sharp I didn't realize this, the guy started putting our help desk cards in new hire. Folder. So when an employee comes on at Sharp, and there might be six or seven a week that come on, um, they get a folder with new hire documentation, All all the forms and things like that, not just from I T, but from everybody. And so they add the Crimson uh help desk business card to that folder. And they ran out. So Ivana's gonna bring us more but t here is a lot because.
Speaker 2 00:04:20
They have a fifty seven fifty eight percent turnover rate. Oh Lord. Yeah, and it's it's not uncommon. It's it's very common in this industry, so it's just burnout and so, we go through a lot of cards.
Speaker 4 00:04:36
Would that would that upper left Stephanie do you have that handy? Theum how to create a ticket? Would that be helpful if you customize one for sharp? That'd be better than the card.
Speaker 2 00:04:46
Yeah because we can put it in the folder.
Speaker 4 00:04:48
Yeah, Stephanie, I think it would have to be tweaked for Sharp. Yeah. But we have a one- pager.
Speaker 3 00:04:54
I already created one as requested by Segreid for Nishita, wherein you can just change the portal link and then everything is set. Perfect.
Speaker 4 00:05:05
So yeah, Um Chris asked Steph for a copy of that and then just modify it for Sharp. Just tweak it for Sharp.
Speaker 2 00:05:11
Okay. Perfect because that'll be great, Because, we can print it out. And uh, we're going to start emailing everything to the new user as well.
Speaker 3 00:05:19
Yeah. The only thing changeable here is this part, the portal login. As requested, it would be in a doc, a Microsoft document so it would be easily editable.
Speaker 2 00:05:33
So easy that that makes my life so much better. Cool.
Speaker 4 00:05:39
All right Steph all that work Yeah.
Speaker 3 00:05:43
I don't think it's really important for Pete, Either Pete or Enzo to be here because they're they're the ones who really had a lot of questions. And also, but we could proceed with any marketing requests from either of you, Chrissy or Mike, right Emily? That we can support you or what what materials you need or updates. I can take note of it.
Speaker 2 00:06:07
Basically I just need templates. Of work for words documents because I am building out one sheet, One page sheets for uh, not just how to do AI, but also how to how to make the most of Power Automate, how to make the most Word, Excel, all of that. So if you guys can get me templates to make them look beautiful, I can do the rest. And then I need PowerPoint templates. Um real quickly I'll share my screen, so Emily can sure sure yeah um because basically I just.
Speaker 2 00:06:40
I just made my own own stuff. I've been hanging out too kids. I keep saying things like,
Speaker 4 00:06:48
Were you were you looking to put like I have a section on our our website for like training material?
Speaker 2 00:06:53
Yeah, that's what Anzor and I talked about.
Speaker 4 00:06:56
Okay, So Tech MD, which they got acquired by Integris used to have something called Tech Tuesday, where they had thisum section on their website, where essentially that's what you're doing. You're just going to be posting videos? Yeah yeah, It would it would be nice if we're going to post it for public consumption. If we do a little bit of editing, so we kind of have like an intro.
Speaker 2 00:07:17
Like Mike, go away. Just just go away. I already no, no like no, just send me the yeah, yeah. I already have the animation and stuff for the editing of the videos. Oh okay. Yeah,
Speaker 1 00:07:30
Great. Yeah. Like you can always just send me the raw file.
Speaker 2 00:07:34
Yeah, that would be even easier because I don't have time for anything else. Um.
Speaker 1 00:07:38
Yeah, just send me the raw file. I can cut it. I can caption it so that we can put it on like YouTube as well and everything. So, you don't even have to worry about it and just turn it into a flow.
Speaker 2 00:07:49
Yeah, I'm giving you the entire uh, I'm gonna send you a link to okay to my OneDrive Okay And, you are welcome to do whateverum Okay. This is all my training materials that I have built over the last because I've had to redo some stuff. Yeah, so much. Okay, so it's going in the chat. Okay,
Speaker 1 00:08:21
Great. Let me see it.
Speaker 2 00:08:24
I do also have an animation that was made for me a couple years ago for those videos and I use that okay, I don't think that's in that folder. But this is the presentation template I made just for all my training stuff. So I tried to branding book that I had, and then yeah did fillers in in place. Okay, so yeah,
Speaker 1 00:08:50
I mean if you want these just kind of polished up a little bit, Um just feel free to drop the link to this particular file, and we can just edit it and add some graphics or add some icons as needed.
Speaker 2 00:09:01
So you would, Be a little bit easier if I had the PowerPoint template that I could just okay,
Speaker 1 00:09:08
Um, just because I, I probably make three or four PowerPoint presentations a week at this point for for different. Got it. So yeah.
Speaker 4 00:09:18
Um, I don't need anything marketing material wise stuff. Am I still needed? Or is there anything i i you need me to contribute? Just your smiling face. No, I just have a lot of crap going on right now. I got to if i can hop would be helpful.
Speaker 1 00:09:34
Yeah, I mean, Like I think the only things from my end would be again just client stories. But I know if we can maybe get into a pattern of like just checking in with you once a month and saying, hey, have you gotten clients that has reached the six month milestone with you guys? And then just picking up some content from there.
Speaker 4 00:09:57
Okay. Um, is there a certain theme or.
Speaker 1 00:10:01
Not really like any any client that you guys have. Because after six months, there's something to talk about right like, so. Um hey, we have. Uh, we've onboardedum you know, a new industry or a new client. And did X Y Z for them, anything like that and just kind of check in once a month or just to talk about something.
Speaker 4 00:10:22
Do, you want me to schedule a call with the client, so they can explain in their words. If they have time, or do you want me just to explain it? Like I can come up with a few examples, But I am not sure if that's going to translate to something that's compelling to read. To a prospect.
Speaker 1 00:10:36
Yeah, I mean, I could just take it take your notes and then turn those into a blog post and turn those into content that we post on LinkedIn things like that. We just don't have a lot of contentum because we're not we don't have any stories right. And we don't have any uh. And if you have client testimonials, that's great. But I can I don't know if you have time for that. And I don't want to add to your work. I just want a like a quick summary when you have the chance.
Speaker 4 00:11:05
Okay, um, Let's do something beginning of next month and I'll try to come up with like Chris would be a good one also because she's gotum like she's in super deep with ability, first and sharp. I'm sure there are some examples there. Yeah, um.
Speaker 1 00:11:20
Yeah, just like once a month, you guys can just check in and say, hey, this is something cool that our client did. On some months, if there's absolutely nothing, that's fine too. Um But anything that will kind of help us build content. A lot of your competitors out there are just talking about. For example, like some of their posts have been how an oil and energy services company replaced fragmented systems. Or,
Speaker 4 00:11:43
How about this? We have a client? Theyum I'm not sure how much I can disclose, because I don't want to let them know, but yeah, um. They are in a they have a complex environment where they have Azure, they have Google and they have Microsoft right. Yeah. And we helped them achieve ISO twenty seven thousand one. Okay, Which is a fairly prestigious certification, not an easy one to achieve, especially with that type of environment. But we worked closely with their team and the auditor to help them design.
Speaker 4 00:12:17
A lot of like data loss prevention, like that's a like an acronym. Like we did DLP, we did um, like identity um, identity access management solutions. Uh, you know, and then I am summarizing right? But we we spearheaded the effort to get them. Yeah. Um I. But the the cool thing is they're in a Microsoft and Google environment. And anyone that knows certification that's super difficult to do when you are in two different platforms like that. Yeah, it's almost unheard of. So.
Speaker 1 00:12:51
Yeah, no, This is the kind of stuff where, like other clients that also have Google and Microsoft see you post about that on your LinkedIn. They're like, hey, let's now reach out to Crimson so we can also get our certification. Okay,
Speaker 4 00:13:02
Well how about this one? I'll just spitball. So I've got another client, they'reum they're owned by a private equity firm. And so we I meet with themum. Monthly, there's a private equity firm. There's a third party security firm mandated by the private equity firm. My client and then you know Crimson, We're in these monthly meetings of all of the companies owned by the private equity firm. Our client is the most aligned because we have our shit together, the best, right? And I even asked them in the meetings, I said, hey, is there anything that Crimson's not doing that? You guys your private equity firm, your other sister companies that are doing that we can learn from? And they're like, no, you guys are.
Speaker 4 00:13:41
Like leading the pack, right? Is this my favorite one? Yeah, it's your favorite one. So, um, they wanted to do AI. So they the private equity firm mandated a comprehensive security assessment. My client to be safe went with that with the private equity firm's IT outsourced IT team, which is huge. They're freaking like multinational. They're huge right? Yeah um they did it and then they also Followed up with the remediation project, but we Christy, We crushed it and we stole that project from them, and we executed like a data loss prevention, leveraging Microsoft Purview. We implemented secure AI implementation training. I mean, you can ask Christy, she can give you all the buzzwords for that. But yeah, yeah. And then they loved it so much. So I think Christy was saying.
Speaker 4 00:14:39
That the private equity firm may consider Crimson doing something similar for them.
Speaker 1 00:14:47
Okay, now wants Crimson to do something similar. Okay, I am just jotting down fast notes. I.
Speaker 2 00:14:56
Am a fast typer. I am going to be presenting tomorrow to their private equity firm.
Speaker 1 00:15:01
Oh, very cool. Okay, yeah,
Speaker 4 00:15:06
So I thought that was a little bit of shift talk right? Because they're they're. The MSP that's supported in the private equity firm, they're huge. They're like four hundred employees nationwide. Yeah, and you got littlerickety crimson here coming in and and uh.
Speaker 2 00:15:21
Stealing. You guys aren't sorickety.
Speaker 4 00:15:24
I mean for MSPs we're pretty good size, But I mean, we're not three hundred four hundred employees, like you know forty million in revenue nationwide. We're just based out of downtown L A. Um yeah yeah we stole it from them and then, We crushed it on the project and like Christy said,
Speaker 1 00:15:42
So you guys got the yeah, you guys got to do theum security assessment for them, right? And. Then so you guys see,
Speaker 4 00:15:50
They went with the private equity firm's MSP to do the security assessment because they wanted to play it safe. Because we we presented also, right? Yeah. But they're like, you know what? We have to follow the guidelines of the private equity firm. So to play it safe, we're going to use them. Right. But when it came to the project, because we have a good relationship with them, they shared the quote with me. And to give you details, I talked to Chris and say, Hey Chris, can we do this? And she's like Hell yeah. We can do it and we can do it for cheaper.
Speaker 1 00:16:19
Yeah. Okay.
Speaker 4 00:16:21
I just knocked off five grand off the competitor's quote. We did it. Yeah andum yeah and now they Chrissy's presenting to the private equity firm as another potential opportunity.
Speaker 1 00:16:33
Got it okay Amazing Yeah. Okay, great. So, now we kind of have two more stories we can kind of talk about and share. Um, uh, Stephanie, I'll actually work on these blogs, the ones that were case studies just because I take fast notes on those. Um and then I'll turn them into blogs, and then we'll make sure we get those up. Yeah Does sound good? Okay perfect All right Thank you so much Mike.
Speaker 1 00:17:05
Yeah, okay. Thanks, thanks, everybody. Appreciate it. Thanks,
Speaker 3 00:17:13
Um Christy did. Uh, did. We have any assessment for the baby to baby company.
Speaker 2 00:17:21
I did not work on that one. Um the last major one I worked on was the sharp one and the and then now doing the smaller AI stuff.
Speaker 3 00:17:30
Okay, because because Pete was kind of asking. Uh, A something similar that we did for foothill to be done for the baby to baby, But neither of us Emily nor I had any idea who did the presentation for that client. So I was just wondering. I'll ask Pete.
Speaker 1 00:17:51
If you, I mean even if you were to send it to me, You know, um then I can take a look at it and create something similar, or you know, again, create the template so that you guys can reuse it.
Speaker 3 00:18:03
Yeah. Like, I'll, I'll follow up with Keith because I emailed him before with that one. Okay, what else?
Speaker 2 00:18:17
I got some jealousy going on over here.
Speaker 1 00:18:25
Okay, I actually have to step out of my apartment because between four o'clock to five o'clock is. Five o'clock is uh food time, So I have to step out because he will be hollering for about an hour leading up to it. Okay, I love this. Okay, okay.
Speaker 2 00:18:52
I don't know where the baby is.
Speaker 1 00:18:55
You got yourself the calico between two cats?
Speaker 2 00:18:60
I have a black one somewhere. Oh, nice. Probably in a window, sitting yourself. Love it, love it.
Speaker 1 00:19:08
Um, let's see if I have them.
Speaker 2 00:19:13
They're gonna be mad at me if they got to go for their shots in a few days. Their yearly shots. Oh no. She's watching you guys on the screen.
Speaker 1 00:19:24
Oh, here's me with my yeah sweet baby.
Speaker 2 00:19:28
You see that sweet? Oh you don't want to look at the baby So let's put, So I'm still on the. I want to know what you. There's a very little desk bed right here. You can see past my hand.
Speaker 1 00:19:45
Yeah, cute. Um, so Stephanie, let me share one thing real quick. Um, okay, so let me see. Um, Stephanie, I dropped some assets into because I use Google, but you can move them into the uh Crimson One Drive. I think that would be the best place for them. Um and then we'll kind of go from there. Uh let me see on here because I think you already you already took the booklet and the flyers. So we have that. I did at one point kind of work like on a one pager for like the pricing.
Speaker 1 00:20:28
Um, But let's just maybe take a look at the current marketing materials and see if anything needs a quick refresh, and we can do that. Um, And then also, I would just take the the retouched photos folder, and that was the employee folder of photos. Let's go ahead and move that over as well. Um, yeah okay. Then there are just a few miscellaneous things. Um, the blog post I mean we share those between you and I um.
Speaker 1 00:20:58
And then Christy, is there anything that we can support you with for tomorrow?
Speaker 2 00:21:03
Not for tomorrow because I am set for tomorrow. Okay, great. Um, perfect. I have a question for you guys. Um, Stephanie, do you need more blog posts from me?
Speaker 3 00:21:16
Definitely, if you have yeah, if you're available. Yeah,
Speaker 2 00:21:22
Yeah I didum I've got some time cleared up on my calendar. And. Gotta do some more adaptive blog posts so I can promote something. That's done. Oh,
Speaker 1 00:21:31
Be awesome this weekend. Yeah, and Christy, Normally you are not on these meetings, and we actually haven't had a meeting for quite some time now. This month. I think Anzor has just been super busy and the team as well. But, just to give you a quick snapshot of when I started with you guys versus where we are now, like the total impressions, Which means the amount that you guys are being seen on Google search things like that has been climbing up since we started in January. It's a slow trend because again this is organic. It takes time to grow. Your average position has been going down, which is what we want to see. Average position means higher up on the ranking so like.
Speaker 1 00:22:17
Uh, the bigger dogs are like ranking in the top tens, right? In the top twenties, right? And so we just want to keep improving that number. And. So what we've already done on the site is just add in a lot more um schemas and FAQ schemas. So you guys are definitely getting a lot more visibility just on um like AI search alone. Uh, that's definitely been yeah. And then obviously we've also built out a lot of location pages. We built if you look in the footer of the website, we now have locations throughout like Orange County, San Diego, all the key cities just in case whatever people are searching for. And that's kind of contributing to the organic growth that you guys are seeing. Now I do kind of want to talk about what's changed right? The problem these days with a lot of websites is.
Speaker 1 00:23:09
And organic is that everybody is now leveraging AI to build content. It's almost it's almost like SEO is just it's not a wash. It's just so competitive now because everybody has perfect SEO, if you know what I mean. Um and yeah, and so what the strategy now has been unfortunately has, Gone back into a little bit of a quantity game. Like if you remember back in the day, people were keyword stuffing, right? This is now like the twenty twenty six version of keyword stuffing, which is extreme content output. So a lot of these like bigger websites are posting blogs almost daily now. Um, like two times a day. Like that's how crazy things have gotten in terms of like content generation um.
Speaker 1 00:24:03
I I don't think we need to keep up that kind of number unless you guys, like want to grow organically aggressively, um. But I will say, you know, doing more case studies is organic as well as genuine. And I would say for your guys's size. That's what I would recommend. And so that's why I keep asking about like case studies and things like that. It just really builds. Stronger content overall. So yeah, I, just kind of wanted to make you aware of kind of the strategy behind it and kind of why we're doing what we're doing.
Speaker 2 00:24:39
So perfect, that's good to know. Yeah, And I can I can build some out when I when I know I have some from from different things that I am working on. Um, I can help you guys build that out as I know, just becauseum as.
Speaker 1 00:24:56
And you can like. Whatever you're thinking, just jot it down, send it to me and I can take care of it. You know so.
Speaker 2 00:25:03
Yeah, no worries. Yeah because I'm doing something very similar with the DAPTO so.
Speaker 1 00:25:08
Okay, yeah yeah, just every few months, every few weeks, you know, if something wraps up, just send us an email, send Stephanie an email. Um, and then for the training videos, I'm going to go through the folder that you just shared. Um, And I'm actually going to go ahead and let me bookmark this just so I don't accidentally lose it after this call. Um, and then I'll go through the videos. Um, were there any that you were like we really should get on the website?
Speaker 2 00:25:40
So right now, no, because my biggest thing is I don't want to record until I get the PowerPoint fixed. And I need to I need to smash out a bunch of recordings tonight actually. Um okay, just so that we can get those up isum that's what I was going to work on this evening. Um okay, smash out a bunch of videos and I can do them raw and send them to you raw. If if you you want to do that. So yeah,
Speaker 1 00:26:08
That works. Okay, all right, then sounds good. So I think ourum plan of action and takeaway from this is obviously the two case studies that Mike shared, the PowerPoint slides. Let's just kind of update them a little bit. I'll take a look at what you haveum and just refresh and create some slides for you, um yeah, and then go from there. Stephanie, anything that I'm missing? Hmm.
Speaker 3 00:26:38
I think that's it until we hear back from Pete regarding the changes he wants for the booklets. So that's it. Yeah, okay, perfect. Thank you everyone. You guys are awesome.
Speaker 1 00:26:52
Thank you so much. Yeah, thanks. All right, see you, Christi. Bye bye See you soon.
Share official PowerPoint and Word templates from Marketing SharePoint with ChristiDraft two case study blog posts: ISO 27001 multi-cloud win and private equity client remediation and AI security projectEstablish monthly cadence for client story collection to feed blogs and case studies; define owner and outreach schedule+8
Crimson IT (250), internal ops ticket 956831. Marketing collateral, content strategy and SEO alignment; assets for the AI training video series. Non-confidential. Client verified from content: Crimson marketing and leadership only.
07-20 Meeting: Foster Youth Life Skills & IT Roadmap Review
> Date: 2026-07-20 11:54:27
> Location: [Insert Location]
> Participants: [Christi] [Sergio]
## Meeting Notes
### Foster Youth Life Skills Discussion
- Christi shared that her foster daughter, Dom, recently turned 18.
- Dom attended a "Deck My Dorm" event for foster youth and received dorm and school supplies.
- After spending three years in a group home (Handler), Dom initially lacked basic life skills (e.g., cleaning, using utensils).
- Christi sees a broader need for life skills training for foster youth transitioning to independence.
- Topics highlighted: budgeting, taxes, and proper etiquette for job interviews and formal settings.
- Christi suggested SCHARP could offer classes to address these needs for foster youth.
### IT Roadmap and Progress Review (5-Month Mark)
- Christi reviewed the IT roadmap set five months ago (around February 19, 2026).
- **Q1 2026 In-Progress Projects**:
- AD assessment and migration planning are mostly complete; pending migration of on‑premises shared drives to the cloud.
- Vendor inventory and contract audit continue to capture straggling invoices and items.
- Backup and emergency remediation is in progress, pending colo internet stabilization and server decommissioning (planned for Q1 2027).
- Crimson IT stack deployment is ahead of schedule; completion anticipated by end of 2026.
- **Q2 2026 Completed Projects**:
- MFA implemented across all systems.
- Brevo access control panel replaced at six sites.
- Security stack consolidation planning (eliminating CrowdStrike and Trellix).
- Policy modernization (policies on SCHARP letterhead).
- Microsoft 365 tenant set up with HIPAA compliance adjustments.
- **Q3 2026 Updates**:
- Barracuda-to-AppRiver replacement approved but delayed.
- Box evaluation complete; migration on a separate timeline.
- Huntress EDR deployment in progress (part of consolidation).
- LogMeIn to Crimson tools migration in progress; 47 computers remain.
- **Q4 2026 Plans**:
- KnowBe4 security awareness training moved up and completed due to an earlier contract end date.
- Google Workspace to M365 email migration approved for later in the year.
- Endpoint refresh planning underway; 80 of 263 end‑of‑life devices slated for replacement.
- Additional initiatives (Datto strategy, on‑prem to cloud migration) scheduled to start.
### Device Inventory Reconciliation
- Ongoing audit to stabilize device inventory.
- As of mid‑July 2026: 33 machines in ConnectWise and 47 in LogMeIn; total estimated at 380 devices (down from 394).
- Confidence in current numbers is ~80%, as devices occasionally reappear.
- Christi emailed Dr. Barber about fluctuating numbers to ensure adequate budgeting.
- A future step will use a Google tool to track which user is logged into which device.
### Security and System Updates
- **Security Awareness Training**: KnowBe4 rollout complete; all staff enrolled; phishing report button available in Outlook and Gmail.
- **Email Security**: Avanan will replace Barracuda. Secure Email remains for now; no comparable competitor exists. An Avanan alternative is anticipated around 2027.
- **Endpoint Protection**: CrowdStrike and Trellix being replaced; ~30 computers left to migrate.
- **Workstation Patching**: Automated patching initiated; runs successfully every fourth week of the month.
- **ADT Master Codes**: Building codes reset; an issue with use of an old, deleted code was identified and resolved.
### Contract and Vendor Management
- **Box Contract**: Planned migration from Box to Google Drive, but Box will not allow early cancellation. Contract expires end of July 2026 (not August). Christi is negotiating a price reduction.
- **Cyber Liability Insurance**: Current policy expires September 21, 2026. Market comparison underway to find a cheaper rate; findings to be presented by early August 2026.
- **Telecom Audit**: Audit of TPX and Peerless planned over the next three to four weeks.
## Next Arrangements
- [ ] Sergio: Submit a ticket for the download issue.
- [ ] Christi: Assign Gaston or Robert to investigate the download issue.
- [ ] Christi: Identify the person who used the old ADT code and inform Crystal.
- [ ] Christi: Update the recurring meeting invitation to every other week.
- [ ] Christi: Ask Robert and the team about Christopher H’s H‑drive files.
- [ ] Christi: Run the device inventory report again around July 22, 2026.
- [ ] Christi: Present findings from the cyber liability insurance market comparison by early August 2026.
- [ ] Christi: Conduct the telecom audit with TPX and Peerless over the next 3–4 weeks.
- [ ] Assign owner and timeline for migrating on‑premises shared drives to the cloud (to unblock AD migration).
- [ ] Determine next steps to stabilize colo internet, including escalation to the provider if needed.
## 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 idea of creating life skills classes for foster youth was proposed by Christi but did not result in a decision or concrete action item for SCHARP to pursue.
> 2. Migration of on‑premises shared drives to the cloud is blocking the AD migration project; no specific timeline or owner was assigned.
> 3. Stabilization of the colo internet is a dependency for backup and emergency remediation; the meeting noted difficulties getting a response from the colo provider, with no clear next step defined.
[EOD sweep 2026-07-27] SCHARP leadership roadmap/ops review (foster youth life skills program context): device inventory ~80% confidence on staff-issued equipment, Verizon line + intl roaming item for Robert, H-drive file question (Christopher H), meeting cadence fix to every-other-week. Covered by existing entry 880284 but transcript shows ~48 min vs 31 min logged (under-logged ~17 min - flagged).
Jul 20, 2026
Speaker 1 00:00:07
Hi Apollo. I'm good, how are you? Gotcha.
Speaker 2 00:00:33
Good. Working on. Finalizing a few items. Sorry, did you say something? It cut out for a moment.
Speaker 1 00:00:56
I am. Yeah. Uhhuh.
Speaker 2 00:01:31
Yeah. Yes, see Robert on that. Um, He can take a look and speak with uh Verizon to find out what happened, and then he can get the uh Europe turned on for you. Yeah.
Speaker 1 00:01:57
No worries. I.
Speaker 2 00:02:09
Am trying to find my report that I built. I reorganized all my folders the other day.
Speaker 2 00:02:28
And so I went to go find my reports, and I remembered I made reports a subfolder or something else.
Speaker 2 00:02:57
Got you. I'm just laughing at myself uh about some issues. I reorganized my folder and I dropped reports into another folder, and then I couldn't find my report for today, for the meeting. Okay.
Speaker 2 00:03:28
Good. We'll go over that because I want to make sure that everybody can see. We've actually got um we actually got a good handle on inventory as far as what's actually handed out to staff. Um and so we have we're, we're about I'd say eighty percent confident in the numbers, which is good. And so I wanted to give him a heads up on that. And then uh. Talk about something that he and I had talked about previously, But I wanted to make sure everybody was on the same page so that everybody understood it. Mhm.
Speaker 1 00:04:34
Mhm. Gotcha. Yeah,
Speaker 2 00:04:47
No worries. I Will.
Speaker 2 00:05:08
Gotcha. No worries. Ah, Kashif never answered my email regarding the reviews and the signatures, but James did bring in checks and invoices for me to sign today.
Speaker 1 00:05:42
Yeah. But he had some meetings with me and joined in on some others.
Speaker 2 00:06:27
My copy and paste is not working.
Speaker 1 00:07:19
Good. We'll take a look and see what's going on with the download.
Speaker 1 00:07:27
Okay. Yes.
Speaker 2 00:07:51
I hadn't heard anything, but I'll find out.
Speaker 2 00:08:33
I sent over the question to the team to see if they know what's going on. Um, so today is the five month mark. Well, five months and one day. I only know that, because Plaud told me it was five months and one day. So, I couldn't uh I was having some problems today with some things. Um, I wanted to go over the roadmap I have for you guys because um, I want to make sure that we're still on the same page, and I know Aaron's not here, but I am going to. You know what Let me record, and that way I can send over the recording as well. Um, because I only have transcription on. Um, But I did want to go over with you guys, the roadmap that we had initially planned out uh back five months ago um and get your take on where we are with everything. I'm going to show you what has been completed.
Speaker 2 00:09:28
Um, some things that are in here that says Q 1, um, those are long- term projects that uh I need to put an end date for. So I I just never put the end date. They're gonna but they're ones that are long term. It takes a while to get through. Um if that makes sense?
Speaker 2 00:09:54
Okay. No worries. Let me let me pause on that. I'll pause the recording as well, uh because I have a few things I you know I can stop, or I can talk with Christi about.
Speaker 1 00:10:15
Stop. It took me a moment. Stop did not want to happen, uh hi by the way, how's your weekend?
Speaker 2 00:10:37
I feel that it's like you came to work to escape the weekend. Yeah, um, Dom's birthday was yesterday. Um, and so we, yeah we did she turned eighteen. So we did. Yeah, but we spent the morning at a Uh, it my brain. An ILP event, a foster ILP event, And Dom is eligible for all of that because she was in foster care after she turned sixteen. So she's eligible for all the stuff. Um, so she went to we went to the the event together. It was called Deck My Dorm, and uh so basically it's like this they. Uh were in this huge space.
Speaker 2 00:11:37
And it's tables everywhere, and volunteers, and basically the kids are given a duffel bag. And essentially they go shopping for lack of a better term. But they're given a checklist of all their dorm stuff that they need, and they visit each table, and the items are marked off their check sheet, and they just fill up the bag. And then at one section they're given a new bag. And so they come out of the entire thing with three bags, three big duffel bags, and um. A backpack full of school supplies and dorm supplies, and the bedspreads that they're given have their name on it. Uh, and it's picked out based on their favorite colors. Um. All of that. So we yeah.
Speaker 2 00:12:35
Yeah, she was ecstatic. So it was a lot of fun. There were a lot of businesses there and a lot of families that support that. And you know, a few things like that. Um, So it's really nice to see because the ILP stuff has been not the greatest funding. So I am going to see next year. I mean, Next year, like this year with some of the caregiver meetings, Like they would put all the teens in one room, and they would feed them and drinks and everything. And then put all the parents and caregivers in another room. And we got nothing. We had to be there from 9:00 a.m. to 1:00 p.m. or 9:00 a.m. to 3:00 p.m. no lunch, no coffee break, nothing. And so I'm going to see if I can at least buy us coffee next year for the ILP meetings.
Speaker 2 00:13:34
Because it was crazy. So. Yeah, um, but you know it was really good to see. I think uh, based on how my weekend went I may stick with um non minor dependents as a foster parent because it's I didn't realize how big that need was. And a lot of kids are trying to get into THP, and they're not ready. So.
Speaker 1 00:14:19
So I wanted to actually talk to you, until everybody else or until Apollo joins. Is there I don't know how to put this.
Speaker 2 00:14:34
Is there something that SCHARP does in that area for kids that are trying to transition, like classes and things like that, um, for these kids that are in foster care?
Speaker 2 00:15:16
Okay, Well, The reason why I am bringing this up is because, you know, Dom moved in with me and she spent three years at Vista Del Mar in Handler. Oh, hi Jennifer. We're just waiting on Apollo to join back. So Crystal and I are chit- chatting. I am throwing some ideas her way. Um, but Dom spent, And Jennifer can hear this because Dom makes this is Dom's story, and she's like, "You can share it with whoever you want. " But she spent three years at Handler, mostly because her social worker was like, "Oh, she's fine," and just left her there. Didn't try to place her anything. And so when she came to me, she had no life skills. She didn't know how to clean up after herself because they didn't they don't.
Speaker 2 00:16:05
They don't clean at Handler. They have a cleaning crew that comes in, does all the cleaning. They're not allowed to touch cleaning supplies or anything like that. Um, like eating, like how to use utensils, everything from that all the way up to major life skills. And. So we've done a lot of work over the last two years with Dom just to get her at the level she needed to be at because she came in with toddler life skills. Um and so I see that With some of the other kids that have come had come through on respite, but now with my two new ones, Um one of my kids, we took her to a nice restaurant yesterday for Dom's birthday, and it scared her. Like she was so. She confided in me on the way home. She was like I didn't know how to act. I didn't know what to do. I was afraid of using the wrong knife and fork, and you know things like that. Yeah.
Speaker 2 00:17:04
So, just even classes on that all the way up to here's how we budget, you want to get this. This is how you you save up for it, um, And what's expected, like one of the kids came through. We were talking about budgeting, and we're looking at paychecks and stuff, and she had no clue about taxes. And things like that so yeah. And then the other thing, one of my kiddos today has a job interview. Thankfully, she has a great wrap team. Um, So they helped her with, like here is how you act, and here is how you talk. And here is how you sit. Um, and here is how you dress things like that. And then my daughter uh is helping her like with her wardrobe and stuff. So cause Dom, we've gotten Dom up to speed on that part, which is good.
Speaker 2 00:18:03
So, anyway, these are the things that have been coming out of my head all weekend. Um, I could put it into concrete thoughts, but I was like, let me talk to Crystal and get her ideas and word vomit my ideas. So.
Speaker 1 00:18:34
Yeah. I.
Speaker 2 00:18:39
Had, I had uh five kids with me this weekend, all foster kids. I was so thankful my car has a third row of seats. And they're all over eighteen, so I think I'm gonna stay with that demographic for a while. But good Lord, I'm gonna need a bigger apartment. If I keep collecting these kits, so um, should we wait for Apollo or go through the roadmap without him? Yeah. Well, let me share my screen real quick. But let me start recording back.
Speaker 2 00:19:31
Okay, so for the roadmap, I am going to share out my screen. This is my tool tracker that I keep track of the tickets that are not the tickets, but the roadmap that I set for you guys originally. And I did have to update some dates because when I originally made the roadmap, as I got in and discovered more things, I had to move some dates around. So In the descriptions, there may be a different date, but the actual date, the scheduled date on this line right here is the correct one. So I just need to update the descriptions. But for Q1 of this year when we stepped in, we stepped in on February nineteenth. Um I did an AD assessment um and the upgrading migration planning. The vendor inventory and contract audit um the backup.
Speaker 2 00:20:25
And the Crimson IT stack. Those are all in progress because they're a multi-month project and a multi-quarter project. The AD assessment and migration planning, it's essentially done to the point that we're, you know, when we have the go ahead to start migration, we can eliminate that. But before we can do that, We have to work on um the shared drives and get the on- premises shared drives moved. And migrated to the cloud. So that's basically what's holding on this portion. The inventory and contract audit, that's essentially done as well. However, The reason why I don't have that closed out is because I'm still watching invoices coming through and just monitoring for things, because it feels like every week, I find one more thing has to get added to the list. So that's why that is still open is for the stragglers.
Speaker 2 00:21:21
And then backup and emergency remediation, that is in progress because we need to stabilize it. However, what we're trying to do right now is stabilize the internet at the colo, and we've struggled with the colo getting back to us on that. And that's been a back and forth thing. However, the second part of it is when we get rid of all the servers, that's when that's going to fully be completed. And we're not planning on fully having the servers all done until Q1 of twenty twenty seven because that's something I don't want to push too quickly. And then the Crimson IT stack deployment, um, that is not slated to be completed until the end of the year. However, we're ahead of schedule on that part. So just a heads up. Now, these are the main initiatives, and then the rest of these are sub initiatives underneath, and this is what we've got completed. So MFA implementation across the board has been completed.
Speaker 2 00:22:17
The Brevo access control panel replacement for six of the sites have been completed. The security stack for eliminating CrowdStrike and Trellix, that planning has been completed, and we actually already started. We've got maybe thirty computers left that need to get those removed. However, that's on a different ticket or that's on a different item. Policy modernization, I have completed that. I just am putting all the policies on The sharp letterhead, because I originally put them on the crimson letterhead, but that is completed. In fact, I had an audit call for you guys today to close out an audit and I was able to speak to having those upgraded and checked this year, which satisfied a requirement. He was happy with that. The Microsoft three hundred and sixty five tenant setup and configuration. The setup was mostly done Jennifer That's what you guys are using for your SharePoint stuff and your Power BI.
Speaker 2 00:23:16
I went in and made some tweaks just to get it HIPAA compliant, and that's completed. So that was all completed in Q2. And then for computer, I can't speak for Q3 Barracuda to AppRiver, it is approved for the replacement. We are just it's in line holding um for some of the other stuff that we have going on. Uh, we have finished the box evaluation. The migration is on a different schedule. I do need to talk to you guys about that in a moment. Um, but the evaluation has been completed. Um, Huntress EDR, that's the one that's the part of the security stack consolidation. That part is still in progress because we've got those computers that are left that needs to be switched over. And then um they logged me in central, but is in progress.
Speaker 2 00:24:10
And I'm going to talk about that in a moment. We have 47 computers that are left on LogMeIn, that needs to be put into Crimson's tools. However, that's going pretty quickly right now. So, that should be completed in the next month or so if not less. And then so that's Q3 so these four right here. So out of that, we have one completed two That's in progress, which should be completed pretty quickly. And then one that's approved, that one might be a little delayed, Only because we we moved one item up and did that one first because it needed to be completed faster due to the contract end date. So hopefully that made sense. Okay, so on Q4 no before security awareness training. That's, the one that had to be moved up because its contract ended uh last week and not.
Speaker 2 00:25:06
In three months, how we originally what we originally had listed in our schedule. So that one got completed, that's why Barracuda got adjusted. The Google Workspace to M365 email migration that was approved a few months ago, But I slated it to be later this year just because we needed we need time to get to that point. Endpoint refresh planning. So we are already changing out a bunch of program computers. We've got eighty more to go. Once those computers are changed out, uh, We can start planning on what actual workstations need to be replaced at that point. Um, right now it shows two hundred and sixty three end of life devices. However, eighty of those we already know is going to get replaced. So we need to see what that final number is. Um.
Speaker 2 00:25:57
And. Then the rest of this involved with the Google Workspace and the Datto strategy and the on prem cloud migration. So these are going to be Q4, end of this year. Some of these because of how big they are, they're going to go into Q1. So they're not going to be completed. This just the start dates. And then for Q4 2024 These are the items that we've already got built out in the roadmap, in the roadmap roadmap. Good lord, words are hard today. So any questions about that? I want you guys to see where we're at at the five month mark. But any questions? Are you happy with this? Are you not happy?
Speaker 1 00:26:56
Thanks. Thank you. Good. Which one?
Speaker 2 00:27:32
Hmm. The I haven't seen his response yet. Um, I don't know if he's approved it or not, but Apollo did bring it up to me. Um, but I haven't seen he he was he just saw the email. He hadn't read it yet, but I don't know if Doctor Barber if he's seen it. I haven't heard from him on that one. Um, Now, that being said, I want to show you guys one more thing. Good night. Not only is Word tired, but Microsoft is being mean to me today. Let me fix this. Okay, so we have done we have been working hard on reconciling devices.
Speaker 2 00:28:30
And so bring up bring up uh Excel. Um, so basically we we've audited all the systems in here. This this report came from uh mid last week. So and then here's the LogMeIn. Um, so this is all the machines that are in LogMeIn, which is our remote tool. And then all of them that are in ConnectWise, which is our other remote tool. And eventually we want all viable devices into ConnectWise. That is our goal. And because we can keep better track of inventory that way. So at this moment, as of mid last week, We have 33 machines in the ConnectWise tool for Crimson. And then in LogMeIn, we have 47 devices, and we're about 80 % confident on this.
Speaker 2 00:29:22
Um, I wouldn't say we're any more confident, but as I've seen like when we first did a similar inventory, but not as in depth as what we did here. Um, we estimated at three hundred and ninety four. Um and now we're at three eighty. So it could go higher again. It could go lower, But that is the reason why I sent the email to Doctor Barber is because we're seeing such swings that if I left it at um. A certain price and adjust and didn't adjust on the swings, then we can adequately budget until we actually get this stabilized. Cause every now and then a computer comes out of someone's desk and gets turned on, and then we see it. And that's happened a few times. No, we don't. No.
Speaker 2 00:30:24
It could be someone out in the field not using them. And only using their cell phone.
Speaker 2 00:30:47
Mhm. And that's what I'm trying to, I've got another thing that I can do. Um, it's going to require change requests. But basically I flip a switch in Google. The only thing people are going to see is they may have. They may get asked to log back in again. But basically Google what it will do is it'll say okay, Crystal's logging in on this device and it stores that information for me. So we can see who's logged in where and on what devices. So that's something I can do.
Speaker 2 00:31:20
Um, I haven't done it for you guys because it's a tool in Google. I'm not the most, I'm not the most uh knowledgeable when it comes to Google. I know just enough to do what I've done for you guys. But, there are some tools that aren't as common that I just don't know yet. And so I'm a little timid about flipping it on um until we get that taken care of. And we know what's going to happen.
Speaker 1 00:31:52
So. Yes.
Speaker 2 00:32:05
Yeah, my concern is we've got random people out in the field, That the laptop was left at home because they don't hand. They don't utilize the laptop as much, and you know they're not logged in or anything like that. They're just using their cell phone for things. So that's my biggest worry.
Speaker 1 00:32:35
Gotcha. Right.
Speaker 1 00:32:52
Yes. Yeah.
Speaker 2 00:33:05
Um, and like I said, we're keeping an eye on this. I'm not running this report every day because it's it's a nightmare to run, um, because LogMeIn it just does not allow for us to export cleanly. So basically I screen I take a screenshot with Snagit, And I scroll on the screenshot so that the screenshot captures everything, and then I use AI to pull out all the data. That's why I said we're about eighty percent on here just because, like me, it's a pain in the ass. To be fair. So but we are pretty confident on these numbers right now. What I am going to do is continue working on it and see where we get with it, but I am probably going to run this report again probably Wednesday.
Speaker 2 00:33:53
So. Um, all right. So that being said, let me give you the boring parts of this meeting.
Speaker 1 00:34:02
Let me pull it up. All right.
Speaker 2 00:34:19
My computer is yelling at me right now, so ignore it. Okay, so um the still working actively on the budget. Um I did Crystal start receiving invoices to sign today? So just a heads up on that. Um MSA Security awareness. You guys knew MFA rollout was completed, but security awareness training rollout has been completed. So everyone has been enrolled into the security training, Um and the phishing button should be on everyone's Outlook and in Gmail so that they can report it. Um now it does I do get reports from the system, letting me know who's clicked, um who's actually taken the security training and so on.
Speaker 2 00:35:13
Um, so I get that report about once a month. Actually, technically I can go in and see it myself. I just don't choose to. Um, but it'll give us uh it's I like their training. It's really really good um and I think staff will enjoy it because it's not that long. Uh it's maybe fifteen minutes at the most, and we can see who all has taken it, who all hasn't. And then it sends out phishing simulation emails. And if someone clicks, uh then. Just makes them do remedial training. They have to retake the training. Um, and if they don't click and they just delete or report it, that's fantastic too. That makes all our lives. Um, so the device inventory reconciliation, like I said, we we've been able to uh create the invoicing. We do have or the inventory. We do have to update it weekly. Um, and so we can monitor that and then make the concrete lists.
Speaker 2 00:36:11
Um, Box to Google Drive. Ran into a slight situation that's not in this report. Um, Started working on the plan to migrate and then Box threw in a wrench to it. Um, and they're not letting us cancel for this year. Now that being said, I had a very long talk with them. I asked them to at least lower our pricing. We're getting rid of users in the system and so on. Um, it Box does not expire until the end of the month, So I am waiting on Box to come back and say if they're going to lower the pricing for us. They know we're going to cancel next year, um, and so we are working on getting that migrated. It's just the billing that I am having issues with. The migration itself is going to be easy. So the contract ends this the end of this month? I had it in my list, um,
Speaker 2 00:37:07
Contracts for the end of August, and I did find an email that stated end of August, but then I found the contract did state end of July. So, that's where some some mixups occurred on that. Um and that was some emails I found in Lorenzo's inbox. So, um I'm working through that with Box, but the migration we can get completed. It's not going to the migration itself is going to take a weekend so And most of the stuff you guys don't even touch. No one's ever touched it. It's just Lorenzo's files that he had, um, that no one ever he never gave access to anybody. Just things he stored. So the little bit that you guys have, we can move it into either SharePoint or Google Drive pretty easily. And mostly it's your stuff Jennifer, the stuff that you and um Pratt do so.
Speaker 1 00:38:24
Right. Yes.
Speaker 2 00:38:38
Yeah, They're not letting us cancel the box contract because I was going off the August date that I had found in the email, um, and that's on me for not double checking, butum, and that's why I said we have time, but it's actually.
Speaker 2 00:38:57
Exactly, yes. Yeah, So what we're going to do is I am going to just get as much reduced as possible, and in hopes that they're going to reduce our cost. Yeah, So my next uh, major step that I am going to be working on is a telecom audit with TPX and Peerless. Um, Just because I I have had that on my radar just had not had the chance to get to yet. Um. And so that's going to be happening over the next three or four weeks, um cyber liability insurance. Um we have it the end of its term is September twenty first. Um I've already started a market comparison on the cyber liability insurance to see if we can get a cheaper rate, given the fact that we've updated systems. Um. And so I want to uh get that in there and then get that in front of you guys by early August.
Speaker 2 00:39:57
Because that way, we can make a a plan on that one. If we if we decide, we want to leave, and go to another company, so I do like the shop. And then the in, huh Sorry. Yes, especially Disneyland. It's the best. Um and so I'll get that over to you guys early August, if I can find some cheaper rates. If I can't not a big deal we'll keep with what we have. With the endpoint production, that's the one that's in progress with CrowdStrike and Trellix. I'd already given you guys an update on that one. Email security modernization, Avanan is going to succeed Barracuda. However, Secure Email is going to stay where it's at right now. There's really not a competitor out there on the market. That's as good as what you guys already have.
Speaker 2 00:40:50
But, we are going to be tightening some things up in the application itself just to make it a little bit more effortless and just make it more efficient. So, it's the way it's set up. I will not lie. Yeah, Because I have quite a few clients on secure email, and we've looked at other other places to go with it. There is an option within Microsoft that some of my clients use. But um, Avanan is probably going to be coming out with their own secure email soon that will rival them. And so hopefully that'll get I think that's Q. One of twenty twenty seven is what I heard. So once that happens, we can start looking at replacing secure email. But I am going to be updating some things in secure email, making it better for you guys. Yeah uh and Avanan's great.
Speaker 2 00:41:49
I've given demonstration, But honestly, I hate looking at my SCHARP email because all of Lorenzo's emails are automatically sent to me, and it's a disaster. So I cannot wait to get Avanan on in. We've also started the patching for workstations. We hadn't been able to fully do that just yet because we were waiting for machines to come online, but we'd started doing that last week. Um, and things are going really well. There's very few machines out there we have to remediate in hand in person. Um, our patching system is flawlessly putting out those patches, and you they're going to be patched every fourth week. Uh. Wait let me let me double check. I do know it's on on either Wednesday or Thursday once a month. I.
Speaker 2 00:42:43
I just need to figure out which week it week it is. So, uh, I said fourth week, but I think you're you're in patching group number four, and that's where I got the four from. I'll double check that one. Um. ADT master codes were reset for this building. Um Crystal, you got the alerts? I get the alerts every morning when I'm in the shower. We figured out who it was that keeps setting off the burglary alarm this in the mornings, um and he's been giving a new.
Speaker 2 00:43:31
Huh. Yeah. Yes, um, it someone that was attempting to use Miles's old code which we had deleted. It was a mile. I don't know his name. Let me ask Robert, um, to see what his name. I couldn't tell you, but I know it was he they were he was using Miles's, and so was Carlos. But, we gave Carlos a code and I think and he was given and the gentleman was given a code this morning. I'll find out for you. So, uh.
Speaker 2 00:44:13
Yeah, it's every time I'm in the shower, it goes off and I don't see it right away. Cause I leave my phone in my bedroom. And then I get ready. And then maybe maybe like forty five minutes to an hour later, I look at my phone and I'm like, damn it not again. So.
Speaker 1 00:44:34
Yes. Yeah. Yes.
Speaker 2 00:44:42
I got Aaron set up. I just need to get you set up. So, and then Brivo has been upgraded across all sites. So, all the EOL panels were um were taken down and and new panels were replaced, so so that's for your badges. So, Um and then that's it uh for the next two weeks. I am also working on budget. Um, And I am working on the other items that I showed you guys with cybersecurity insurance and things. So, just want to give you guys that five month update earlier, and then this update. And then is there anything that you guys need, anything that you are concerned about, or anything that I need to adjust?
Speaker 2 00:45:58
Okay. Oh. Yeah, put in that uh put in a ticket for that. I'll have Gaston take a look at that, um only because I volunteered Robert for so many things today already, or Guy. He can handle it, but you know.
Speaker 1 00:46:28
All of it. It all works.
Speaker 2 00:46:34
Yeah. Yeah, We made some changes. So the help button works now for you guys for Crimson. Yeah, We wanted to make sure that you guys didn't have too many changes at once, because lord knows I hate changes.
Speaker 2 00:47:06
So. It's Every other week. I screwed up on the invite, and then I keep saying I'm gonna change it, and I keep forgetting to change it because other things keep coming into play. So. Yeah.
Speaker 2 00:47:24
I'm gonna update it and then have us meet in two weeks. Um, and uh, and I know Aaron's gonna be back. And I'm not gone yet because I want I was looking at it to see what my cadence would be with uh, with me going on vacation. Yeah, But I might reduce my vacation. So I got to talk to Pete about that.
Speaker 2 00:47:60
Yeah, Yeah. No, I'm gonna make it every other week. I do apologize for that. Uh, I reset it up, went into the hospital, forgot about it. Then said I was gonna change it, and I'm still playing catch up on a lot of things. So Yeah Yeah.
Speaker 2 00:48:24
Christopher H, you're talking about the H-drive files when you were talking about H. Oh okay, I'm gonna I'm gonna ask Robert and the team. I'll find out. You're welcome, all right Thanks ladies, I'll talk to you later. Bye.
covered by 880284 (0.52h, ticket 960620) - actual ~48 min vs 31 logged, flagged
ticket 960620
3 - Clients and Projects/Scharp/Meeting Transcripts/Meeting Transcript - 07-20 Meeting Foster Youth Life Skills & IT Roadmap Review.txt
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✓
05-01 Weekly Meeting: MSP Operations, Hudu Migration by 6/01, Sales Pipeline Readiness, Client Support Metrics, and Camp Project Decisions
## Meeting Information
> Date: 2026-05-01 10:00:00
> 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
- Topic Title: Invitation of Elisa and Leadership Updates Channel
- Discussion on whether to invite Elisa to these meetings; concerns about potential boredom and overlap with a separate EOS meeting with Katarina and Jane (post-Jane departure attendees unclear).
- Proposal to use the “Operations L10 meeting” Teams channel for consistent updates; SharePoint less practical, email too cluttered.
- Suggestion to add Elisa to the channel and include new hires in IDs.
- Plan to ping Katarina to clarify EOS cadence and participants before deciding on inviting Elisa.
- Conclusion: Use Teams channel for updates; add Elisa and new hires; invitation decision pending Katarina’s clarification.
- Topic Title: Screen Sharing and Participant Check-In
- April confirmed ability to share screen; Olivia’s presence confirmed; Anton first for updates.
- Conclusion: Logistics confirmed; April to handle screen sharing.
- Topic Title: Sales Pipeline, Prospects, and Organizational Readiness
- Optimism about recent prospect meeting improving from “zero chance” to “pretty good chance,” tempered with caution.
- No new MRR this week; significant project labor pipeline.
- Anzor to reallocate to ~60% sales and ~40% coding starting next week to rebuild pipeline before likely summer vacation.
- Teams to prepare for potential influx: ensure quality, right people in right seats, and address low performance.
- Conclusion: Anticipate increased sales activity; readiness actions encouraged.
- Topic Title: Culture of Continuous Improvement in the MSP
- Emphasis on acknowledging gaps, humility, and ongoing improvement rather than claiming perfection.
- Conclusion: Reinforced commitment to continuous improvement.
- Topic Title: IT Glue to Hudu Migration
- Olivia reports ~1 month remaining; migration strategy: prioritize moving everything out of IT Glue, cancel IT Glue first if needed, then clean data in Hudu afterward.
- EOS rocks note a firm 6/01 cut-off: export IT Glue (ITG) data and purge post-export.
- Ongoing cleanup will continue during and after migration.
- Conclusion: Proceed to complete migration within ~1 month; firm 6/01 deadline; post-migration cleanup acceptable.
- Topic Title: New Hires and Onboarding
- Two new hires start May 18: IT Project Manager and Accounting Specialist (replacing Jane’s role); leadership cautiously optimistic about IT PM fit; onboarding underway.
- Jeff has left; internal role shuffles planned to backfill and optimize team fit; some details to be handled in one-on-ones.
- Conclusion: Hiring confirmed for May 18; onboarding and role adjustments in progress.
- Topic Title: Certifications and Casino Sector Pursuits
- Kevin and Gabby obtained Colorado gaming certification; Washington and Nevada in progress, supporting casino-related business pursuits by Anzor and Pete’s teams.
- Conclusion: Certifications strengthen expansion into gaming/casino sector.
- Topic Title: Foothill Family Project Win and Regional Execution
- Foothill Family signed; Jason to lead end-to-end; scope includes infrastructure and skills gap assessments; strong delivery could unlock co-managed or fully managed future engagements.
- Multiple May project kickoffs: Maverick (CO supported by Kevin/Gabby; WA internal; NV requires Ross); Foothill kickoff to define infrastructure/security roles.
- Conclusion: Projects initiated; prioritize quality delivery to enable broader engagement.
- Topic Title: Client Demand and Project Enthusiasm (Speaker 5 update)
- Surge in client requests, likely driven by cyber insurance renewals; numerous assessments to complete; team to determine handling.
- Conversation with Anzor: excitement about two new projects; request for full effort and expertise.
- Conclusion: Plan workload strategy for assessments; encourage strong execution on new projects.
- Topic Title: DCFS Approval and Workload Capacity (Speaker 6 update)
- DCFS meeting on 2026-04-29 rescheduled multiple times; held 5:30–7:00 PM; contingent approval pending completion of 10 renewal credit hours over 2026-05-02 to 2026-05-03.
- Expectation of first foster placement within ~1 month.
- Additional projects signed; Speaker 6 anticipates capacity constraints; plan to train Gabby to expand capacity and knowledge.
- Question raised on Lear contract status.
- Conclusion: Approval pending credits; capacity constrained; Gabby training planned.
- Topic Title: Lear Contract Status
- Lear not signed; requires CEO approval; CEO meets weekly; timing uncertain.
- Conclusion: Awaiting CEO approval; follow-up needed.
- Topic Title: Ticket Metrics, Reporting Scope, and Noisy-Customer Insights
- Out-of-compliance count 24 and trending down; same-day resolution 51%; open help desk tickets 255; average time per help desk ticket 1.3 hours (excludes recurring).
- Discussion on separating metrics (incidents/help desk vs. implementation/onboarding) since onboardings are slower.
- Interest in “tickets per endpoint” to identify noisy customers; prior ConnectWise device count issues; proposal to use RMM data to revive metric.
- Account management requests tickets-per-endpoint by company; team to verify RMM feasibility.
- Conclusion: Maintain help desk-only time-per-ticket; explore separate implementation metric and tickets-per-endpoint using RMM.
- Topic Title: Client Feedback (Green/Unhappy Surveys) and Process Gaps
- Last week: 51 green, 30 unhappy (higher than typical).
- Case 1 (Weingart/Skid Row cameras): external website link triggered help desk ticket and non-customer satisfaction response; practice is not to respond to external contacts; closing may have emailed them. Action: prevent external users from flagging satisfaction or remove external contacts from tickets.
- Case 2 (Anderson): technician used Microsoft Teams instead of client-preferred Slack.
- Case 3 (Juno): 5:36 PM ticket; 9:00 AM response; within SLA but perceived slow; follow-up with Vince pending.
- Conclusion: Address external ticket handling, client channel adherence, and communication on SLA vs. client expectations.
- Topic Title: Client and AI Trainings; Help Desk Chat Capability and Positioning
- Increasing client demand for AI training (e.g., SHARP, Ability First); trainer promotes contacting help desk and emphasizes chat option for quick assistance.
- Existing chat can answer basic Office questions and auto-close tickets upon resolution; some users only see chat when logged in; team awareness mixed.
- Concern about promoting chat as “real-time” without consistent monitoring; current positioning: chat as another ticketing channel delivering updates via Teams/Slack, not marketed as live chat.
- Interest in expanding AI troubleshooting (more questions; potential Power Automate for simple tasks); need defined scope, time estimate for Chris, and clear benefits; avoid overloading help desk.
- Conclusion: Confirm chat availability/login flow and auto-resolve functionality; do not promote as real-time; prepare a brief proposal for AI expansion.
- Topic Title: AI Support Demand from New AI Projects
- New AI project sales (~$30,000 plus $1,300 MRR) may increase AI questions routed to support; help desk can handle many basics (e.g., OneDrive visibility, folder permissions).
- Conclusion: Plan process and capacity for increased AI inquiries at the support desk.
- Topic Title: Stress Survey Participation, Communication, and Handling
- Recent weeks show low stress overall with increased participation; proposal for monetary incentive discussed with concerns about anonymity and feedback quality.
- Current survey is fully anonymous; tension between encouraging participation and preserving anonymity; ideas include team lead pulse checks, communication on who sees results, reminders during EOS meetings.
- Current process: Chris reviews all survey feedback and escalates to leadership (Pete) as needed; managers responsible for team well-being.
- Gap: new hires may not know the process; need a company-wide reminder and verification of “napping team” group membership (exclude top leadership).
- Leadership emphasizes monitoring stress and authorizes mandated time off if stress peaks.
- Conclusion: No incentive decision; April to add topic to future agenda; Chris to send reminder and verify group membership.
- Topic Title: Security Policies and Core Plus (Weingart)
- Security policy rollout pending; questions on AI tool access (e.g., Perplexity).
- Need Core Plus quote and guidance on device counts; Anton to coordinate offline.
- Conclusion: Take discussion offline to finalize quote and counts.
- Topic Title: Camp Projects: Scheduling, APs, Internet, POTS, and Equipment
- Weekend work at camp requires approval from Kelly (camp director Kelly Privett); [Speaker 6] attempting contact and may visit within 1–2 weeks; if Saturday work approved, Kelly typically off-site (Ventura County), easing access.
- AP locations at main cabin and director’s house reviewed (3–4 APs); awaiting confirmation from [Speaker 6]/Kelly; cabin mini switch proposal also pending Kelly’s approval.
- Camp internet service quote sent by Blake; decision awaits Kelly’s yes/no.
- Quote signature and deposit: [Speaker 10]/[Speaker 4] sent a quote; [Speaker 6] requested resend including Michonne (signatory); equipment previously billed and paid; post-signature deposit invoice to be created and processed quickly (Carl, CFO).
- Decommissioning extensions/lines and POTS: help desk pending decommission at Claremont and Long Beach; on-site work (conference install, AP install) to include telecom cleanup; POTS lines believed to be elevator phones; camp decisions await Kelly; Fair Oaks coordination via Dan; considering Lingo price reduction/new product.
- HQ internet upgrade: 30–60 day process with biweekly updates (Tuesdays/Fridays); carrier must take order and perform upgrade; escalation requested; client locked with Peerless until 2027; planning cutover post-contract; budget completion for upcoming fiscal year is priority.
- Meeting cadence and availability: [Speaker 6] prefers Fridays; Mondays/Fridays blocked; open by request; tentative regroup next Friday if Kelly contact by Thursday; office presence moving to Tuesdays/Thursdays; Fridays typically WFH.
- Conclusion: Multiple camp decisions pending Kelly; deposit workflow coordinated; decommissioning and HQ upgrade progressing with carrier timelines and planning for post-2027 transition.
- Topic Title: EOS “Rocks” Progress
- Client health score largely complete; target presentation next meeting.
- Sales engineering process (Mike/Jason): moving from discussion to defined deliverables; meeting 1–2 times/week.
- Execute SHARP technology roadmap: on track; cost allocation platform (AF Co) on track or ahead.
- Monthly report automation: on track (Anzor leading).
- Security audit assessment template: done and in use (e.g., Maverick); minor adjustments later.
- Local admin and Wi‑Fi password rotation: on track; near completion for clients.
- Hudu migration and ITG cut-off: on track for 6/01 hard date; export then purge ITG.
- Password reset process implementation: off track; aim to recover next week.
- Help desk KPIs/productivity reports: on track.
- First 90 days Weingart priorities: on track; MDM/Intune compliance clarified; AEP and Ballet share issues; back on track.
- Standardized network configs for onboarding: baseline exists; access to docs to be re-shared.
- Project estimating/quoting process: on track (Mike/Jason collaboration).
- Transition into admin team leadership: on track; ongoing training with Marvin.
- Phase 1 agreement building automation: on track; ConnectWise UBI access gained to automate RMM device counts with agreements.
- Conclusion: Most rocks on track; password reset process off track with recovery targeted next week; Hudu migration firm deadline 6/01.
## Next Arrangements
- [ ] Ping Katarina to confirm EOS meeting frequency and participants; decide on inviting Elisa by a set deadline.
- [ ] Use the “Operations L10 meeting” Teams channel for updates; add Elisa and include new hires in IDs.
- [ ] Determine process and ownership to handle increased cyber insurance assessment volume.
- [ ] Speaker 6 to complete 10 renewal credit hours by 2026-05-03; plan for first foster placement; train Gabby to expand capacity with defined tasks and schedule.
- [ ] Follow up on Lear CEO approval timing; assign point person to track weekly CEO meetings and signature status.
- [ ] Complete IT Glue to Hudu migration within the next month; enforce 2026-06-01 cut-off; export and purge ITG; proceed with post-migration cleanup in Hudu; define purge procedure and responsible party.
- [ ] Start onboarding for the IT Project Manager and Accounting Specialist on May 18; communicate stress survey process to new hires.
- [ ] Kick off Foothill Family project with clear priorities and quality focus; define roles for infrastructure/security.
- [ ] Implement Anzor’s shift to ~60% sales starting next week; conduct readiness check across teams (capacity, skills, tooling).
- [ ] April to schedule focused discussion on stress survey: anonymity, visibility of aggregated results, participation strategy, expectations, and cadence.
- [ ] Chris to send a company-wide reminder about stress survey handling and verify “napping team” membership (exclude top leadership); standardize communication to all staff, including new hires.
- [ ] Olivia/Jason to adjust help desk process to prevent external website-triggered tickets from creating customer satisfaction entries or contacts; capture client-specific communication preferences in PSA with technician prompts and QA checks.
- [ ] Olivia to ensure technicians use client-preferred channels (e.g., Slack for Anderson); speak with Vince and respond to Juno regarding after-hours expectations vs. SLA; clarify enhanced support options if applicable.
- [ ] Verify feasibility and accuracy of “tickets per endpoint” via RMM; assign owner and timeline; report back.
- [ ] Define deliverables and milestones for the sales engineering process; document them.
- [ ] Present the client health score for feedback at the next meeting.
- [ ] Re-share standardized firewall/network configuration documentation with Jason.
- [ ] Confirm help desk chat login requirements; validate visibility, coverage, auto-close behavior; communicate guidance to staff and clients; maintain positioning as a ticketing channel, not real-time chat.
- [ ] Prepare a brief proposal for AI troubleshooting expansion (scope, time estimate for Chris, benefits); document help desk triage and escalation paths for basic AI questions; plan support desk readiness for increased AI inquiries.
- [ ] Anton to coordinate offline on Core Plus quote and device counts for Weingart; document deployment criteria and device counting method.
- [ ] Camp projects: resend quote including Michonne; create and send deposit invoice; obtain Michonne’s signature; CFO (Carl) to process deposit promptly; confirm AP locations and cabin mini switch with Kelly; decide on camp internet quote; finalize decommission list after Claremont/Long Beach on-site work; verify POTS function (elevators) at camp with Kelly and coordinate Fair Oaks with Dan; capture carrier order status and escalation references for HQ internet upgrade; provide biweekly updates; plan next call after contact with Kelly (target by 2026-05-07).
## AI Suggestions
> 1. Set a deadline and owner to decide on inviting Elisa after confirming EOS details; ensure addition to the Teams channel meanwhile.
> 2. Define ownership, workflow, and timeline for managing the surge in cyber insurance assessments to avoid bottlenecks.
> 3. Mitigate Speaker 6’s capacity risk by specifying which tasks Gabby will take over, with a training schedule and success criteria.
> 4. Track Lear CEO approval cadence with a designated point person to follow up immediately after each CEO meeting.
> 5. Establish a documented policy for anonymous stress surveys: visibility of aggregated results, review cadence, and participation encouragement without compromising anonymity.
> 6. Implement a standard procedure for external ticket sources to prevent non-customer satisfaction responses; update PSA settings and train staff.
> 7. Record client-preferred communication channels in PSA; add technician prompts and QA checks to enforce adherence.
> 8. Clarify after-hours response expectations with clients like Juno; define available enhanced support windows or on-call options beyond current SLAs.
> 9. Assign ownership and timeline to reinstate “tickets per endpoint” via RMM; validate data accuracy against past issues.
> 10. Document help desk chat service levels (visibility, coverage hours, target response times), even if positioned as non-real-time, to set expectations.
> 11. Produce a concise plan for AI troubleshooting expansion, including Power Automate opportunities, resource allocation, and risk mitigation to avoid help desk overload.
> 12. Define ITG export and purge procedures with responsible parties and compliance checks post-Hudu migration.
> 13. For camp-related dependencies on Kelly, assign a backup contact or set a firm on-site meeting date to reduce delays; track decisions (APs, internet, mini switch, POTS, weekend work).
> 14. Set expected dates for Michonne’s signature and CFO deposit processing to prevent project slippage; monitor with a checklist and escalation path.
> 15. Request a consolidated, dated decommissioning plan from the help desk after Claremont/Long Beach on-site work.
> 16. Capture HQ internet upgrade order status, escalation references, and a preliminary cutover plan for post-2027 Peerless transition, including budget impacts.
May 1, 2026
Speaker 1 00:00:02
So April, do you think we should invite uh. I think we should invite Elisa to these. Part of me says yes,
Speaker 2 00:00:14
Part of me thinks she'd be bored. I don't know. Well,
Speaker 3 00:00:19
I think they have a separate E O S with. Caterina, Yeah.
Speaker 2 00:00:30
How often do they have them.
Speaker 3 00:00:33
That I'm not sure. I'm going to check.
Speaker 2 00:00:35
And who's in them? Her and Jane?
Speaker 3 00:00:38
Yeah, the three of them.
Speaker 2 00:00:40
But Jane's leaving, so who's going to be in Mouse? Her and just. I may, I may, maybe I'll ping Katarina. Okay. All right, who are we waiting for?
Speaker 4 00:01:01
Ol Ivia, let me. Oh,
Speaker 2 00:01:04
She's here. Do you want to share your screen, April? Or you don't need to do it. Okay. Okay, I can do it.
Speaker 1 00:01:12
Perfect. Alrighty.
Speaker 2 00:01:23
Anton is thrilled and excited to be first. I can see it in his.
Speaker 5 00:01:29
I can see it on his face. Updates from my end, nothing special. We have a huge amount of requests from our clients. I think this is the period of renewing cyber insurances. There is a lot of Assessments and yeah, but. We're gonna figure it out how we're gonna fill them out. And I did talk with Anzor just couple minutes ago. He is very excited for two new projects, And he's asking me to put all my effort and every all my knowledge and experience to make it happen. And Just show the best that we can, yeah. That's it. That's encouraging.
Speaker 1 00:02:25
All right.
Speaker 1 00:02:28
Chris. Um, good morning.
Speaker 6 00:02:31
Good morning. So Good news. I had the DCFS meeting on Wednesday. Yes, and they changed my schedule three different times that day, all at the last minute. So it was supposed to be at five, and then it was supposed to be at eleven. And then it was supposed to have been at five thirty again. And then she didn't show up until five thirty, and she didn't leave until seven. So. And the true nature of kids, my daughter explained everything to her a little bit too much. But it was a good meeting, so it's a whole new social worker for me. I am approved as long as I get my last ten hours of credits done this weekend, which is my renewal credits. So, Which I will get done, because all I am going to do is sit there and watch the videos. And while they're going by on one point two speed, because that's the fastest I can make them go by.
Speaker 6 00:03:25
I will be sitting there playing Enshrouded and just zoned out because I know all the course material. Um, so but yeah, no, I am excited. It's going to be a lot of downtime this weekend getting through those classes. And other than that, I am approved. Uh, we'll probably get our first kid within the next month or so. Um, so we're excited. And then the other thing is, I had to channel my inner Mike this week a couple of times. Mike got excited. Vince got excited. I am not so much excited, but we got some more projects coming in. Um, that got signed on some things that I am working on. So if you need me, I am going to be at capacity. Althoughum, I am going to Try to train Gabby on a lot of stuff and get her to get her knowledge up there. And Mike, did we get a Lear? Did they sign?
Speaker 7 00:04:13
Not yet. They have to get it approved with the CEO. So they meet once a week. So I don't know when that When that schedule is.
Speaker 6 00:04:20
And we're pretty optimistic about that one.
Speaker 7 00:04:24
The fact that they're meeting with us, and they're asking all these questions is definitely a positive sign. It's not In the bag, but we went from zero chance to now we've got a pretty good chance. Put that way. I'm optimistic, but I'm always optimistic. Yes.
Speaker 6 00:04:42
All right. Mike, you were up. Yeah, I'm just happy with all the improvements we're making.
Speaker 7 00:04:50
I love working for an MSP where we can look around, and we can acknowledge that we need improvement and everyone's on board. And everyone's working towards improving. It's amazing.
Speaker 2 00:05:01
That's all we can do, right?
Speaker 7 00:05:04
The fact that we can be humble enough to call out our faults and acknowledge it is huge. Most of them is peas, we're the best, we're perfect. You're never the best. You're never perfect.
Speaker 2 00:05:16
Keep trying to get better. You can never get better if you always think you're perfect, right? You're driving. Uh.
Speaker 1 00:05:23
That's great Olivia.
Speaker 8 00:05:30
Good morning, guys. Good news on my side. I only have a month left of this. IT glue to Hadoop migration nightmare. So and herding cats. So. Yeah, that's my good news. That I'm coming to an end soon.
Speaker 1 00:05:50
All right. All right.
Speaker 7 00:05:57
Can I so Olivia, I think real quick on the on the IT glue migration. The focus is getting everything out of it. Glue. I know, we kind of ideally want it to be scrubbed before it made it to Hudu. But if it wasn't scrubbed before it made it to Hudu, At least we can cancel IT Glue, and then maybe we can go back later and clean up Hudu.
Speaker 8 00:06:18
Yeah Yeah, I agree. Mike. Okay. And it's still going to be cleaned up like as we go, you know, we'll add things and whatnot.
Speaker 1 00:06:32
All right. Um April.
Speaker 3 00:06:39
Okay, so good morning, guys. Nothing much on the personal side. And.
Speaker 3 00:06:45
Nothing on the employee headline is just organizational update that we have two new people starting on May eighteenth, One is a new IT project manager, and the other one is a new accounting specialist that will take over Jane's role, so. Yeah, we're working on their onboarding. That's all. Thank you.
Speaker 7 00:07:04
Is the ITPM for the IT side or the construction side?
Speaker 3 00:07:09
IT side. Yep.
Speaker 2 00:07:12
We found a uh, Yeah, I can talk more about, but yeah, we found a we found an experienced IT PM. She interviewed very well. She sounds like she's got some good experience. We're excited to bring her on board. I'm excited. I think April's excited. Yeah. I hope she is. I hope she is everything she interviewed to be. You know, sometimes you get you have cautious optimism, but I am uh I am extremely Well, I'm just going to withhold my.
Speaker 2 00:07:44
I'm going to withhold my optimism, But I am hoping that she is the project manager that I hope she is going to be.
Speaker 9 00:07:54
Jason. Hi guys, good morning. So, employee headlines. So Kevin and Gabby both got their gaming certificate or gaming certification in Colorado. We're working on, Washington and Nevada, right now. So that's a great thing for us as. Anzer is tracking down the casino business and Pete as well. I don't know if Pete wants to get back in that business, but so. Not particularly, but hey,
Speaker 2 00:08:32
If there's business there, we'll go after it. Right.
Speaker 9 00:08:35
All right. Good good. And then uh Uh, you know we did. Get Foothill Family. I believe they signed, which will be my first real big. You know, project that I am going to start my team. I'll be able to see it from the beginning all the way to the end. So I'm uh I'm excited about that. Uh, I think our part is the infrastructure assessment and the skills gap assessment and things like that. So And I think that was what Anton was alluding to.
Speaker 9 00:09:08
One of those projects. So, yeah, we'll do a good job for them. I think that's it for me.
Speaker 2 00:09:18
Okay, and for me, um, and FYI this is I think this this category it says good news. It You know, when I do the L 10, we call it personal and business. Good news and customer employee headlines. So it's nice if you have personal good news to share. Also, if anybody If anybody knows that they call this just good news, but I think in our L ten that I have with Onzor. Team, we call it personal and business good news and employee headlines. So just so everybody's aware.
Speaker 2 00:09:57
So, personal good news: I am going on vacation not this next week, but the week after, and I am looking forward to that. Our entire family is going. and I am getting very excited about that. So, that's coming up. And also on a personal note. My uh, my hockey team the Knights, are hopefully gonna win the first round tonight. But we'll find out. Uh, from an employee from a work perspective, I am excited about the new business we've been getting uh recently. The Maverick deal project is um. is exciting. I'm real, I'm excited that the Foothill project was signed. If we do well on that, there's a lot of potential that we could get there. So um.
Speaker 2 00:10:49
Whether it's a co managed, whether it's just some leadership oversight, whether there's potential for fully managed business down the road. Who knows what could come out of that? But, let's do a really good job of delivering and being very specific on what they need to do, prioritizing that. We'll talk more about it next week with the folks that are going to be on that call. But let's let's be focused on that. And I know we have concurrent projects going there, but uh hopefully we'll do well on that so, That's my uh, that's my update for this week. So let's go ahead and go to the scorecard.
Speaker 1 00:11:29
All right. Transactional, anything to call out on this or projects for this week, Mike? No,
Speaker 7 00:11:37
But in the pipeline there are some big projects, a significant amount of project labor on deck. Right.
Speaker 2 00:11:46
Yep, no new MRR. FYI, and we talked about this in Mile 10 with Onzor and Tony. Anzor has been very focused, obviously, And I think most of you know this on Claude coding because he's completely engaged in that, and he's almost. He's almost giddy with it, But he has openly acknowledged the fact that he is going to start focusing sixty percent of his. Time on sales again starting next week and forty percent on coding, so that he can get stuff back in the pipeline. But I think we all know that, you know, As soon as Anzor starts focusing on sales and gets a couple big ones in. Um, it just sort of naturally starts pouring in, and then he can go back to Claude coding. And then he'll probably go on vacation for about six weeks in summer or whatever. So we can we can.
Speaker 2 00:12:39
Pretty much count on that, But I want to get some sales in the door before he goes on vacation. So, um. Anyway, let's tee up things for that. Let's think about, you know, if we do get big sales, what do we need to be doing? In anticipation or preparation for that, let's take the time where we don't have new on boardings, especially Olivia and your team, Anton and your team. Jason and your team. Team, if necessary, you know what. What if anything do we need to do organizationally to sort of. Tidy up our teams to make sure our quality is where it needs to be organizationally. Do we need to do anything in the, you know, leadership or the, you know. Do we need to, you know, take out any any.
Speaker 2 00:13:29
Low performers and replaced with better performers or anything like that. Let's let's make sure we've got the right people in the right seats, all that kind of stuff. So now's the right time to do that. So that we're ready in case we start. You know, having a full pipeline again. So, um, all right team stress level uh. Chris, you want to say anything about that?
Speaker 6 00:13:51
Yeah, so team stress level on the week 16. That was the same week that we. No, That was the week before I brought up to. Hey, we you guys should fill this out. So there was only two people, and one was a three, and one was a one or something along those lines. It was very low so um. And then this next this last week there was more people putting in, and so that actually everybody was little. No one was stressed out. And if you hover over it, You can see how many people are, actually in it 'cause I did add those notes.
Speaker 2 00:14:27
I think it was like six and five or six and seven or something. So it was better, but it's still really low. So let me make a quick comment about that since we're on this topic. One of the things that I talked about or we talked about in our L ten yesterday. Um, we want to incentivize people to do this. I don't really like to incentivize people through monetary reasons means all the time, but sometimes we have to do that. Um. I think what we're going to do is, and I want your input on this. I think we're going to do something where we say. People fill out the surveys every week, and we have we have evidence that they do it every week. We're going to put them in a drawing to win like two or three hundred bucks at the end of the month. And, we're going to draw one or two names at the end of each month. But they have to have done the survey.
Speaker 2 00:15:24
Every week during the month to be eligible. But we want it to be. I want to make sure that they're doing it, you know. They have they have to be. It has to be real, right? It has to be how they're really feeling I. Don't want it to just be like they go through, and they pick three, three or whatever. Because honestly, I'm not really sure what the survey even asks. I'm not sure I've even seen it to be candid. I mean, I haven't done it because i I don't think I'm eligible to do it, but So I should probably look at it, Chris. Maybe you can walk me through it one of these days. It would probably be helpful for me to see that, but um. One of the you know, that's one of the things we talked about. So before we actually do it, I wanted to kind of hear what everybody has to say. On this call, is that a good idea? Is that a bad idea? Because. One of the things we don't want to do is I don't want to get surveys only when people are stressed so that they say, "I feel like crap. I'm going to hit fives."
Speaker 2 00:16:21
This week, but every other time when I feel great, I am never going to do the survey because then it's not helpful. But we were doing this for the team, right? I want to impress on people. The reason we have this out there is for the company, right? We're doing this for everybody's benefit so that we know when they are stressed out so that we can help them. Right? So really, This is a tool for them to give us feedback so that we can help them individually. And as a group. To, To know that we're overloading the team as a whole, that we're overloading groups, that we're overloading people or that the team is doing well. Right? It's a barometer. So Any input that folks have, positive, negative, things we can differently. You don't have to answer now, but Chris.
Speaker 6 00:17:10
So I wouldn't So I'm struggling with the idea you guys. I like the idea, But if you do that, and people can't be anonymous because a lot of people like to be anonymous. Um, it's going to defeat the purpose of the anonymity on it. However, If we say,
Speaker 2 00:17:33
But if they, but if all we're saying, is We know that you've filled out the survey, but we don't necessarily know what your answers were. Is that is that good enough? Can we just, Can we just do something that says we know? Well, but we but don't they already know we know they filled out the survey?
Speaker 6 00:17:49
We've made it. Let me show it to you guys. Um, we've made it completely anonymous. To the point where even me as an admin on this document and in that form, can't even see it. So I'm just going to show, I'm not going to show you guys scores or what people put, but When they sign in, it's completely anonymous. We didn't want to take any chances. And then they fill out their name. That's the part where Chester Cat, somewhere in here is Darth Vader. So, my thought would be, let's say maybe we take all of March. And we put all the names in a hat and just that way, if one week they want to be anonymous and the next week they don't. It gives them a chance to be anonymous.
Speaker 7 00:18:40
I I don't think. If they put their name down, they're going to be they're going to feel comfortable sharing actual, legit feedback. Yeah. That's my concern.
Speaker 2 00:18:51
No, that's totally fair. I completely understand that and that makes total sense to me. I guess the, but how do we, how do we, and how do we get people to.
Speaker 2 00:19:08
How do we get people to consistently fill this stuff out like on a weekly basis? You know, it's like. It's like time sheets.
Speaker 7 00:19:17
Is that the right way to do it though? Like, shouldn't I mean, I got a small team, so I don't know if this is like for Olivia. I don't know how this is going to scale, but. Wouldn't, the team leads be able to have a pulse on their team and the stress level? And these meetings bring up attention.
Speaker 8 00:19:36
I mean. Yeah, they. Like I have a pulse on my team's check stress levels, but it is helpful to see because like sometimes. You know, they're not as open as they are in like these these actual like forms. You know,
Speaker 7 00:19:50
I think a combination. I mean, Pete, I am just saying monetarily. Great idea because it moves anonymity. But between the survey.
Speaker 2 00:20:01
And this is that's why I'm getting your guys'feedback right. This is this was brought up by Ansor and and and uh. I'm not necessarily an advocate of it. So I'm I I'm glad that you guys don't want to do it that way and I'm fine with not doing it that way. So, um. Everybody's going to have ebbs and flows when it comes to, you know, being high stress low stress. There is always going to be like like you said Chris, everybody's going to have. A level of stress at all times, But sometimes it's going to be really high and other times it's going to be, you know, average to low.
Speaker 2 00:20:37
At some points, But how do we but how do we get the barometer so that it at least is representative of. Of not just the people that are complainers, right? Like. Because I don't want it to all, I don't want the, I don't want the, the surveys to always be just the fives. Just the fours and fives. Because if that's, That's not going to represent the team level if it's only people that fill it out when they're stressed. So that's what I'm trying to, I guess, get to. So and we don't have to solve this today. But if you have ideas or if you know, cause I don't want to take the forty minutes talking about surveys, but this is maybe. Put on the on the. Um, let's put this on the list to talk more about April. Um.
Speaker 6 00:21:30
I put three of them in there. One I just put because it was funny, and that was Olivia's, but. These are the kind of things like I remember the last one, and this was in twenty twenty three. I remember this coming in, and I saved this one because I was able to talk to that person. And I was able to go to answer on that one and. You know, have him because that's what I do. If I go into these and I see that hey, t here is an issue in here, um, I will send it to Anzar. I will send it to Pete, and that person remains anonymous. Now that last one, that person did not remain anonymous. Um, But it was a good thing because you know, we were able to deal with that issue, but um there is. There's a lot of really good fun stuff in here, and there's and people are having fun with it, and we can remind them that Hable.
Speaker 6 00:22:25
Hey, you you guys have fun with this. I love it when people go in and put a random name, but also. I can go in there and see when there's issues and maybe I need to send. I'm just going to use email as my Example, maybe I need to send a meal or dinner, or you know these are really good. I don't want to get rid of them, But I also want people to be anonymous if they want to be or not be anonymous. I don't want them to be afraid. Um. So if we remind them, they'll have fun.
Speaker 2 00:22:56
Yeah, I guess what we got to what we got to talk about further, though Chris is like I don't have I. Don't see the feedback right? You see the feedback, but I don't. So if the if if the folks that are giving feedback think that I see it and I don't then. We got to fix that too, right? Yeah. If, they think that Onsor sees it or I see it, or their manager sees it. And you are the only one that sees it. We have to fix that too. So, We need to set expectations on what this what the the results are to so, We'll we'll put that on the we'll put that on the back burner for right now. Butum. April, you want to share again?
Speaker 8 00:23:36
I was going to say one thing I could do as well is I could mention it at the end of my. Eos. Um, and just have people, you know, fill it out in the last couple minutes or whatever. That way. They have time to do it, you know, and it's not like in the middle of something. Like, you know, randomly on a Friday. I don't know. Yeah, yeah.
Speaker 2 00:24:02
Maybe it's just encouraging people to do it. I just want people to know the important how important it is to me to to know that people here Have job satisfaction that they're happy, and that if they're stressed, that we want to know about it and we want to. Do something for them, right? Whether that means we mandate that they take a couple days off, we will do that, right? Like and I want you each of you as managers to know that. I am telling you right now, if you have somebody on your team that you see is, you know, at a peak level that needs. You know, if if they're if they're like at a stress level, whether they have a project or not, you tell them take two days off.
Speaker 2 00:24:44
And I am making you take two days off, right? If that's what they need, just do it. So, because the last thing we need is somebody to just like go go off the deep end. So. And if you see it, if you have evidence of it, if you see somebody else on another team, tell their manager. Tell me whatever. I appreciate that because that's what we should do as teammates for each other. So anyway, okay. Um, all right. Uh, Olivia, I think the next stuff is yours, right?
Speaker 8 00:25:12
Yeah okay, so we had fifty one green surveys and then we had thirty unhappy surveys, which is more than we've had. Like in like a year, um, in one week. So, um, I know one of those surveys or one of them wasum. Just a super old ticket that was onum the CCTV, so Jose got that closed. But I know that that was one of our. Yellows.
Speaker 9 00:25:40
Can I can I share something about that real quick? Yeah. So on the Weingart website, uh, we actually have Skid Row cameras that we manage. So, there's an option at the bottom. If the cameras aren't working to click on the link, and then it sends an email to the help desk, and they create a ticket automatically. And so, Pete had asked, "How is somebody outside the company able to open a ticket with Crimson?" And that's where it comes from. So, And, it's just some random guy that gave us a yellow because it did take a while. It was it was a long time before he got a response, but it's not a customer. Per se, so that's why you had the yellow.
Speaker 8 00:26:22
Jason, in that case, should we have that user as the contact? Like do we normally respond back in those tickets?
Speaker 9 00:26:34
We don't. We never do. So maybe when they closed out the ticket, it probably emailed them though. Yeah.
Speaker 2 00:26:40
Do we even have the ability for them to mark that done? Can we take that off? For those for those users or no?
Speaker 8 00:26:47
We just need to not set them as a contact in the ticket.
Speaker 2 00:26:51
So let yeah, let's figure out if we can. Remove that option for people that are outside the. They shouldn't even have the ability to flag that, I don't think.
Speaker 9 00:27:01
And I think this is probably a one- off. Like, I don't see any other scenario where we have this. Not that I can think of anything like this.
Speaker 2 00:27:10
And what were the other two, Olivia? I forget.
Speaker 8 00:27:12
Okay, So one of them was from Anderson, and one of my texts reached out over Teams instead of Slack. Instead of Slack.
Speaker 2 00:27:22
That's right. I remember that one. And then one was Juno doing something, right? Or taking too long or something? What was that one?
Speaker 8 00:27:30
Yeah, So this one wasum the ticket was opened at, like five thirty six p m. And then we didn't get back until nine a m the next morning. And that was uh too long of a time for the client.
Speaker 2 00:27:42
So but but that was technically on our S L A. So did we? Yeah, we were within S L A. Did we get back with them on that one?
Speaker 8 00:27:49
No, I still need to talk to Vince about it.
Speaker 2 00:27:52
Okay, let's let's. Yeah, so so all three of them. Even though we got three, I think all three of them were like sort of borderline kinds of things. So. Um, yeah. Let's find chase that one down if you can today. I want to find out what we can do about that because the longer we wait on that, the. Yeah. Stale it's gonna get.
Speaker 8 00:28:13
Okay. Um, and then uh out of compliance we have 24 which is going down. Um, same day resolution uh we're at 51%. So hopefully we get that back up next week. Number of help desk tickets open, and this is just help desk, no reoccurring. 255. And then time per ticket, this is 1. 3 hours per ticket that we're spending. So yeah.
Speaker 6 00:28:41
Are we filtering that by anything, that uh time per ticket?
Speaker 8 00:28:45
Yeah, so it's not including recurring tickets. It's just help desk tickets.
Speaker 8 00:28:54
Yeah, it's implementation and help desk both. And this is just time worked, obviously.
Speaker 7 00:29:03
Does the implementation include Onboardings? Yes. Should we remove that? Because they're never going to be quick. Yeah.
Speaker 8 00:29:16
I mean, we could do time per ticket. Or health dashboard and then time to get for implementation.
Speaker 7 00:29:21
I think just incidents is the key one, like. In my opinion, but I'll let up to.
Speaker 4 00:29:28
The team.
Speaker 7 00:29:29
Whatever you guys call, yeah. To me, I would consider like a trouble ticket, a customer generated trouble ticket.
Speaker 8 00:29:35
Yeah, I do want to track just like in general. I mean, maybe it doesn't have to be here, But I do want to track, including the onboards, because you know, as we go with automation and stuff, I want to try to get those onboards. Low er.
Speaker 7 00:29:50
One more thing, so I hate because you have the most section here, Olivia. So you can tell me to shut up. Account manager, But is there a way for us to track the number of tickets open per endpoint? Because I know that's a common metric MSPs use to determine how noisy a customer is.
Speaker 8 00:30:06
Like per company, per endpoint?
Speaker 7 00:30:09
Yeah, yeah. Like, the number of you take the number of tickets, a company opens per month, and you divide it by the number of endpoints, and you get your point. Number of tickets per endpoint.
Speaker 8 00:30:17
We used to do that. Yeah, I was going to say, I'm sure that there's an existing gauge.
Speaker 6 00:30:23
Yeah, but I'll check because it wasn't accurate. Because For some reason, I can't remember. I think ConnectWise was triple was putting in triple the amount of actual computers. We had to kill it.
Speaker 8 00:30:40
I actually just talked to ConnectWise about that, Chris, this week. Um,'cause our configurations are so bad. But I think we canum get that info from RMM instead of ConnectWise.
Speaker 7 00:30:52
Cause I would love that detail. So as an account manager, we have a noisy customer. I can try to dig in to find out why we're being noisy, why the clients are noisy. Okay. Not a need to do, but would nice to have.
Speaker 3 00:31:08
Yeah, for sure.
Speaker 7 00:31:11
I didn't get slapped. Cool.
Speaker 8 00:31:16
Never mind.
Speaker 1 00:31:20
Okay, let's go to rocks. Eat.
Speaker 4 00:31:30
The rocks.
Speaker 1 00:31:33
Oh, I've got you know what? Mine are on the L ten with the Anzor Salt. Copy them over here. So Mike, you want to do yours?
Speaker 7 00:31:42
Yeah. Develop comprehensive health score client. I have that for the most part completed, so maybe next meeting I can present it and get the team feedback. Sure, for this meeting if we have time, but it's on track. And then sales engineering process. I am waiting for. Um, I think this is both Jason and I's rock. So I'm just waiting for Jason to. Um, for the dust to settle. That is the new onboarding.
Speaker 9 00:32:09
Well, and I think that uh so. I I I. I need some deliverable actual. I need to define some of these things because right now, it's just kind of a nebulous. We're just talking about it now. I need to start. Locking in some very specific things that we want to accomplish with that. So we have been talking about it, meeting you know once or twice a week. About the process. So now I think we can start to put some um. You know, deliverables around that.
Speaker 7 00:32:42
Yeah, so I'm including a lot of my emails just so you have visibility. I put you on the CCs just so you can see it. Perfect.
Speaker 1 00:32:54
All right, Chris.
Speaker 6 00:32:57
Execute SHARP technology roadmap, which is definitely underway. Um, and that is uh I broke something. Sorry. Um, that is uh on track. And then on deliver AF. Co st allocation platform. We are still working on that. That is on track. In fact, it might even be ahead of Time. So I was trying to ignore Kamya's call. He said," Ignore me if you need to."
Speaker 5 00:33:27
Monthly report automation it's on track. Basically, And Zora wants to take a lead on it, so probably he gonna. Get it done. For me, security audit assessment service template it's done. We already utilizing template for Maverick project, so we're gonna work on some adjustments maybe later. And local admin Wi-Fi password rotation quarterly annually it's on track. We almost done with the local admin rotation for clients.
Speaker 4 00:34:10
All right.
Speaker 8 00:34:11
Um, on my side, complete Hudu migration and cut off ITG. That's on track. And that's six one,
Speaker 2 00:34:20
Right? Because that's a hard date. So yeah,
Speaker 8 00:34:22
Yeah, yeah, yeah.
Speaker 2 00:34:23
And, we got we have to purge everything out of ITG. Also right?
Speaker 8 00:34:27
I think we're gonna like we're gonna export everything right?
Speaker 2 00:34:30
Yeah, we're gonna export it and then purge it.
Speaker 8 00:34:33
Yeah, I guess. Is that is that.
Speaker 2 00:34:36
I think we have to process.
Speaker 8 00:34:37
We'll be right back.
Speaker 8 00:34:41
Just like delete everything, Pete. I'll talk to you about this when we get.
Speaker 2 00:34:44
Yeah, I think we have to delete it.
Speaker 8 00:34:47
Okay. Okay, noted. And then password reset process implementation. This is off track again. I'll get this back on track next week. And then continue building KPIs and productivity reports will help us. This is still on track.
Speaker 9 00:35:10
All right, Jason. So for me, uh, first ninety days Weingart priorities. So I am. Uh, I've kicked off a couple, you know, very important projects. So I'm going to say I'm on track on this one. Uh, the MDM uh, in tune compliant devices. So we took care of earlier. We figured it out. And I think there was some misunderstanding with Matthew, and so. I think we clarified that, and uh, and so now we're we're going to be working. I think it's uh, what is it A E P. And ballet. So they both have a similar problem. Sounds like you're back on track. Back on track, right? And client onboarding standardized network configuration. So, we have something already in place that Anton shared with me how we how we.
Speaker 9 00:36:07
Do standardized firewall configs. And Anton, I lost access to that. Can you reshare?
Speaker 5 00:36:14
Yeah, yeah, sure, of course. Yeah, give me a second.
Speaker 9 00:36:18
So, it's already we already kind of have a standardized uh thing that we do, and so we just need to uh. Lock it in and make sure everybody understands what that is. So I'm going to say we're on track here and then. E stablish a projectestimating quoting process. So that's why I am working with. Um, Mike on that. And I'm going to say we're on track. All right.
Speaker 1 00:36:45
And April.
Speaker 3 00:36:48
Okay, so on my side, transition into admin team leadership role it's on track. I'm still on training with. Um Marvin, um phase one agreement building automation is on track. Finally, I do have the access with a UBI function in ConnectWise, which will help automate RMM device count with our ConnectWise agreement. So I'm working on that with ConnectWise. That's all.
Speaker 1 00:37:15
All right. Okay, let's go back to. I.
Speaker 2 00:37:25
Don't think we've got any to- dos or long outstanding. P ending issues. So I.
Speaker 7 00:37:33
Had one to do from last week, and I thought about it. This was regarding how do we how does the leadership stay on track with what everyone's doing?
Speaker 7 00:37:41
Okay, And I think there's already a pre existing Teams channel. I think for this one, right operations L ten meeting. Mhm. I think this might be an appropriate place just to drop things'cause. It's easy to do. I was thinking a SharePoint site, no one's gonna open it. It's just going to die, and email is too cluttered. So, I think maybe just posting in this channel. If you think it's important that the other team members know, just post in this channel. Okay. Feedback? Mhm. Yeah, sure. Okay. That's all I have for me.
Speaker 2 00:38:14
Let's add Elisa to it though. That makes me want to add her even more than. Okay.
Speaker 1 00:38:24
IDs, uh, let's, Let's add new hires to the IDs. Um. And.
Speaker 2 00:38:40
Is there anything else we want to put on here? Anybody have other topics we need for discussion?
Speaker 7 00:38:55
Okay. I'm glad you brought up new hires.
Speaker 1 00:38:58
Where are we where are we going to start?
Speaker 2 00:38:60
Where do we want to start? What is thread and client trainings? I'm not sure what that's about.
Speaker 6 00:39:06
So that's going to be me. Um, it's so I'm I'm doing a lot more client trainings. Um, and I want to bring up a topic. Um, so it's it's up to you guys if I go now or later.
Speaker 7 00:39:21
Go for it. Real quick, one thing to add, AI. I'll explain. AI support.
Speaker 6 00:39:35
All right. So more and more clients are asking for AI training. And so as I'm going through and doing training, I'm also adding to it. Hey, just a reminder, reach out to the help desk. And I'm also starting to do my client trainings for SHARP and Ability First is starting to have, we're going to do our next round of office trainings. And so, when I do these trainings, I do want to reach out and give everybody a heads up that, hey, you can contact the help desk for this. Um and I I push them towards the chat option, and the reason why I push them to the chat options, and I am so sorry. April, I am going to be taking your screen away again. Um.
Speaker 6 00:40:19
How many of you guys know that Olivia and I implemented two, three years ago. Um, chatting with uh the help desk can answer basic questions. How, many of you guys know that they can do that besides me and April? I mean me and Olivia.
Speaker 9 00:40:38
You know, I saw this for the first time yesterday. Actually, someone Jericho at Weingart said," What is this?" and he clicked on it and then, So I saw the email support and call support. He didn't have any other options, so I don't know that there is a chat. Well, so it was on the other side that.
Speaker 8 00:40:58
He just might need to log in. Like it might have been a pop- up box that comes up. Um That he would just need to log into.
Speaker 9 00:41:05
Okay, so I just learned about this myself yesterday. Thank you.
Speaker 6 00:41:15
So basically, I need help with a formula in Excel. I just have a date in A2 and I want A3 to show the week ending date of A2. And so I hit send. And, when Olivia and I pushed this out, we kept it to office questions like we we um. We kept it there so that it would make it. So we could be a little bit more mindful. But as it's going through this, if it knows the answer to it, it will give them the answer. And so my question to you guys is, Can because this actually was helpful to me, and I was showing it to Kamyat at Coateson. And said, "You know, he was asking some questions." I am like, "Oh yeah, by the way, you can do this." And then as I was showing him before I'd even answered back, I was praying that you guys hadn't shut that down. Um. And so I showed him how to do it and then basically. It says, does this resolve my issue? Yes, it resolves it. Please close the ticket.
Speaker 6 00:42:16
And it will auto- close the ticket. Uh,
Speaker 7 00:42:19
And now enforce something like this as long as it doesn't actually generate more tickets.
Speaker 6 00:42:23
It's going to generate tickets, but watch. So, I am going to show you.
Speaker 7 00:42:30
Oh no,
Speaker 6 00:42:31
The only the only thing it does. Let me switch over to my other window. Yeah.
Speaker 6 00:42:40
The only thing it does is here's the ticket from earlier when I was uh talking to Steve Luna. And Kam Yad. This my question. This the answer. I said close the ticket, and now the ticket's in completed status, and Olivia can go in and just auto-close it. The only thing that we have to do is just make thread due type subtype an item better. But that's about it. So as I am pushing clients to this and saying, "Hey, heads up! There is chat." Have you guys used it? There are a couple comments that come from it, But someone else had mentioned that they had that same experience and it was nice. Are you guys open to maybe expanding the type of questions it could answer? It is already saying, it's already giving out some standard troubleshooting questions like, have you done this, this and this.
Speaker 6 00:43:36
And then if they say no, it'll say okay, I'm going to connect you to a technician. And then they can chat with the technician whoever's watching it.
Speaker 2 00:43:46
Are we sure that we always have somebody watching it?
Speaker 8 00:43:49
That's it comes up on the board. Yeah. Um.
Speaker 2 00:43:53
Well, but if we're going to start pushing this, we have to have somebody watching it. We can't have it go to the board and then 90% of the time nobody's watching it. Otherwise, we should not be pushing this.
Speaker 6 00:44:04
So, but it's. Ability first when we first rolled it out, they loved it and we got I haven't heard any negatives lately about it, but they they actually do love this. Because the system will say, "Hey, I can't find you a technician, but someone will call you back." I'm paraphrasing that statement. So they do actually like it. The other reason why they like it is because they can check statuses of their tickets. Um, in real time on Teams so they can see.
Speaker 2 00:44:33
Yeah, but Chris, that's not what I'm saying. I'm saying we should push. We should we should. Solicit this, we should promote it, but we should staff it is what I'm saying. If we're going to promote it, make sure we're staffing it. So from a to Olivia's, for Olivia, if we're going to promote this, Let's just make sure we've got somebody that's assigned to it and and monitoring it. Right. So just like we do with the phone calls for. You know, for.
Speaker 2 00:45:03
For um, the, You know, being logged in and the stuff that we're doing for jams and all the other stuff we have to just make sure that we've got people available to. To monitor that and be available to respond at least 80% of the time, not 30% of the time. Yeah, if we're going to be promoting it,
Speaker 7 00:45:24
That's my concern. Because ability first they have you, Chris. So there is any like rub you are easy to reach. Where a lot of our clients don't have a Christy at their account. And secondly, it's easy to give things to customer, but it's hard to take away. If we're going to be doing this, we really want to commit to it. Um, but we just got to make sure it doesn't blow up the desk.
Speaker 6 00:45:42
And, we we did push it when we first when we first rolled this out, we pushed it heavily to all of our clients at the time. And that's why AbilityFirst uses it a lot. Now, I can't answer to the staffing, But I can answer to the fact that there haven't been any complaints on staffing. U m, I can I can get Gaston to help. And if there is issues, I can't answer to that because I haven't been using it for that. I've been showing people that. Um, hey, this is what you can use it for. Here's how to ask the basic questions, which is kind of what I wanted to bring up.
Speaker 8 00:46:20
Well, why couldn't we just say it's like a normal ticket, but you get your responses back through Teams or through Slack instead. Of like an email, you know what I mean. Instead of promoting it as a live chat, they're going to get back to you in fifteen minutes. Because, let's be honest, I don't really like my staffing is not great already for like phones, let alone also threads. So I guess. What.
Speaker 2 00:46:48
I've been telling people, but what are we promoting this as? Are we promoting this as a chat, as a real- time chat? Solution because.
Speaker 8 00:46:56
I've just been promoting it like recently whenever I've been. Like sending it out to clients or whatever, I've just been saying it's another way to open up a ticket. You can see all of your tickets, you can comment here, you know. Um, And then any updates will send you a message to Teams or to Slack instead. That's how I've been. Phrasing it recently.
Speaker 7 00:47:19
So that's part of the standard onboarding process. We're telling customers to open up tickets through Teams, but I thought what Christy was showing was something different. Like the AI response portion, yeah.
Speaker 6 00:47:29
Yeah. Oh yeah. Yeah, The AI response is what I'm most interested in discussing because it's that one is real time. Everything else, I just tell them, hey, this is another way to open the ticket like Olivia says. And it allows them to see the ticket updates in real time. But I'm not expecting people to staff it because we did try to staff it at one point. And we just don't have the manpower. But we are introducing it as another way of opening up a ticket. And then sometimes it'll give you some answers.
Speaker 6 00:48:00
To the questions you might have, if it's something that's easily solvable, and that's what people are actually liking. They're liking that hope point of," Hey, I got on chat the other day, and I gave it my issue, and then it suggested a restart. And I restarted it and it fixed it. And I didn't need a technician to call me." So we're not really,
Speaker 2 00:48:19
We're not really selling it then as a chat with a technician.
Speaker 8 00:48:23
Right. Correct. It's more of like. A way to talk to us through Teams, through Slack. Essentially.
Speaker 6 00:48:33
I just wanted to know can we add more troubleshooting to it?
Speaker 2 00:48:38
Okay, As long as we're setting the expectations that they're not going to get like a real time. Chat interaction, that's fine. I just want to make sure we're not setting expectations for one thing and delivering something completely different. So.
Speaker 2 00:48:56
I agree.
Speaker 6 00:48:58
Yeah, If you guys are good with me slightly expanding on the AI portion of it, I would like to go in there and do it because I want to add Google to the mix.
Speaker 2 00:49:08
Can we, yeah, but Chris, you don't have time to do this right now. You've got twenty other things you are doing. Why would we? Why would you? Try to carve out time to do this right now.
Speaker 6 00:49:19
Just to help save some time,'cause I get those questions all day long. I literally, I mean, two days ago.
Speaker 2 00:49:27
You got like fifty other things that you just listed that you are doing. How do you have time to even like think about this right now? I mean, I don't know, like. I wouldn't put this top of your list if you've got, you know, if this is ten minutes on the side, okay. But like it it. I don't know.
Speaker 7 00:49:44
If you do this, can you just have a share? Hey, this is a new feature. Provide feedback please or something like that at the front. So they know this is there's a change. To the team's experience for those clients who are already using Adopt tickets. Just to set proper expectations.
Speaker 8 00:49:58
Well, it's not a change, Mike, because it already does it. Yeah. We just want to add a little more. Yeah,
Speaker 1 00:50:04
I see. Okay,
Speaker 8 00:50:05
Let me just so what are we doing? What is it that you were doing? We're we're We're talking about doing differently than what's already there. I guess I don't understand. Essentially. It just it'll like troubleshoot more so like if I say, um. Oh, I would ask more questions type of thing. If I am like, "Hey, I need to reset my password," it already does this, but we can expand. Okay, what password do you need to reset? You know, what's your account? Maybe, even we could set it up to a Power Automate and have it, you know. Add to distribution list or whatever it may be if it's an approved user. There is a lot that we can expand on, but it's more of like you are talking to an AI bot.
Speaker 8 00:50:50
And the bot is coming back to you. And like, give you suggestions.
Speaker 7 00:50:55
About quick if they get, so they don't get stuck too long with too many questions. Well,
Speaker 2 00:50:60
Somebody somebody tell me what the scope is and how much time it's going to take Chris to do this. And what benefit we're going to get out of it before I tell you to do it, please. Because I'm because. Chris, you have a ton of stuff that is already priority, And I don't want this to become this giant thing that it turns into this giant thing that. Becomes unwieldy and takes a lot more time than we think, and I don't really understand the benefit yet. So I get that we'll get benefit out of it, but I also don't want it to be a big time consumer. So Um, we got a lot on our plate that we just chatted about yesterday.
Speaker 2 00:51:41
That we're trying to keep off your plate. So I don't want to be adding this when it's not a super high priority when on some of those other things. Could be higher priority. So let me work with you if we can define if you, if the two of you can define that for me briefly and don't take a lot of time to do it, just put a quick summary together. This the benefit, and this about how long it would take Chris to do. Just just summarize that for me and and then we can chat about it. Okay. Fair enough? Yeah. Cool. That would be awesome. All right.
Speaker 2 00:52:12
Stress survey. I know we talked about it. If if anybody has other ideas, I I just want to I want to. I want people to understand what we're doing with it. Because right now, I don't know what we're doing with it. Besides, Chris is looking at it and doing some stuff in the background. But. I don't get direct feedback. I don't know who gets direct feedback, Chris. Like what? What do people know or think that that is happening with their feedback? Do they even know?
Speaker 6 00:52:41
So in the past, what we presented it as is I'm the only one checking it. So they can leave whatever feedback they want. And then if I see something that needs to be escalated. Or handled, then I am going to automatically pass it on to you, Pete. Or in the past, I was passing it on to Andor. Which honestly, Other the only real comment that I can't fix right now is Jason's drive home.
Speaker 2 00:53:05
So, if I can fix it, I am passing it on. But is that is that, Is that known to everybody, including people that have been hired in the last six to twelve months? See, I am not in. I know as leadership, I am not in every team's chat and stuff. So as long as New hires and everybody know that, then that's fine. But I have never heard that. So the question I have is Ivy, who's been hired in the last six months, does she know that that's the case? So I am not involved.
Speaker 2 00:53:37
Hi red or or going to hire, Are they going to know that if they get the survey that, that's that, you're the one that looks at them? And then. Yeah. I don't know. Does Robert, Do Robert and Gaston know that? Or is that just something that you said two years ago that you assume everybody knows? Or I don't know. I'm asking the question.
Speaker 6 00:53:53
So Robert and Gaston know because I did their training. And so that's one of the things I brought up in training is, hey, this is here. Every now and then I will remind people in napping team, but it's been since right before you onboarded Pete since the last time I. Made a statement that said, "Hey guys, a reminder only. I am reading the surveys and then I will pass off anything." That you need passed off to Onsor. And basically the way, I think the way I presented and Olivia can correct me if I'm wrong.
Speaker 6 00:54:27
But I kind of presented it as a way of staff can just have an outlet to explain their feelings, and it won't go any farther than me.
Speaker 9 00:54:39
Okay. The the way and if I can just add a couple comments on this, the way I view it is Um, you know, It's uh it's just to give upper management executives, a a temperature of what's going on. Really. Um, and I'll give you an example. I had an incident where someone brought someone else's. Stress concerning me, and I dealt with it in terms. Their manager, hey, just want you to know they said that they're very stressed. So, it came roundabout to me, and I brought it directly to the manager where it should have been right. And so the employee told the stressed employee, "Hey, you should probably fill out the stress survey." Well, at that point all they're doing is just letting.
Speaker 9 00:55:24
Some nebulous or some, you know, internet page know that they're upset. Here is the challenge for me. So keeping the temperature on my team, understanding what's happening. Gabby's on my team. We're using her a lot. And so, and because we're piling more and more things on her, I need to keep a temperature on on her. She's an introvert; she's not going to tell me what's going on. And so, I don't expect that page to really. Uh, dig in and get that. I am gonna have to pull that out of her. Like Pete said, Give them a day off if they if they if I feel like they're stressed. Things like that, those are those are things that my direct team I need to be pay attention to. So really, this I feel like this tool is just so that. If somebody has comments, it helps kind of keep the temperature. But, this something that I would that I would keep directly in touch with Pete about, you know, ultimately. Yeah.
Speaker 2 00:56:21
Yeah, and I mean, one of the things that I used to do when I am, for instance, you know, and that's more with. I'll be candid. It's more with the what do I say? It's more with the engineering teams than it is with the leadership teams. And I deal with leadership teams too when I see evidence that they're challenged, but With the engineering teams that I have. You know, less in touch with as frequently. I will ask them when I am meeting with them once a week, "How are you doing?" Are you, you know, are you? Anything going on? Anything you know, how are you doing personally? Are you keeping up? You got any issues, what you know can I help with anything kind of take their try to take their temperature when you can, but that's easier to do when you got two or three people reporting to you than when you have like.
Speaker 2 00:57:08
You know, Olivia's team of thirty or whatever, right? Or or you know Anton's got half a dozen or whatever. But when you've got. A larger team, it's much harder to do that at that level. But then you have to count on your leadership team, Olivia. Like you have to count on Becker and Cheryl and. And you know, Your your kind of leaders of your pods to to be taking the temperature of those folks. So. Um. Hopefully they're doing that as well, but pass that you know pass that along to those teams also. But maybe it's a time, Chris, When it's maybe it's a time to to remind folks what happens with with the feedback. That they that they do provide with the with input and what you do with it. And. Yeah, I.
Speaker 6 00:57:58
Am going to send it out in the napping team today because. I mean, right now all I know for this week is Jason's drive to the office.
Speaker 2 00:58:07
And You're and and and we're sure that that group includes everybody, right? Because, one of the things we noticed like in the all hands is there were a few people missing. Can you just Double check and make sure everybody's part of that group that should be part of that group, including new hires and everything. And the probably is, but just yeah double check and make sure everybody's included there. Okay. Yes,
Speaker 6 00:58:29
I'll double check. The only people we don't want in there is you and Amzark because we will flood you guys with random jokes and. You know, cat pictures. No,
Speaker 2 00:58:38
No, no. I'm not. I it's totally fine. Totally get it. As far as new hires go, I just wanted to toum tag on to what April said. We have a new PM, starting And, a new finance person starting, And that's a result of a few people that are planning to leave the organization down the road. So we're excited about those folks coming in the door. They're both starting on May 18 th, which is two weeks from Monday. So that will be exciting, and they're both pretty experienced as far as the. Interviews went and they did technical and uh just basic interviews so. Looking forward to having them on board. That's what I had for new hires. And as and I think Jason, I don't remember if Jason already said it, But Jeff is no longer with us, and we're going to be doing some shuffles within the organization to kind of.
Speaker 2 00:59:33
I think we have somebody who's interested in that role, So we're going to be moving some people around to kind of fill that role and backfill the person that's probably going to go into the role that Jason's got. I think there's it's going to be a win- win for that also. So we're pretty excited about what that's going to do for us as well.
Speaker 7 00:59:52
Pete, Maybe my time in for the new hires is probably better not in this meeting. Okay. Um, yeah. You can probably talk during our one on one. Okay. And then AI support, since that's the last one, I'll try to keep it quick. Now that we're selling AI projects and. Christy's book, right? So just to prove the quote, Chris. Awesome. Good job. Yeah, thirty K additional thirteen hundred MRR. Um So, we need to anticipate more requests going over to the support team. That actually came up in the discovery call with Alire. They asked, "Hey, for basic AI questions, can we go to Crimson?" Right now, that's Chris.
Speaker 7 01:00:33
But. Hi, Chris. Yeah,
Speaker 5 01:00:37
Quick question. Did you sell them Core Plus with the defense six? To eliminate like the gray AI,
Speaker 7 01:00:47
They know that's available, but yeah, they. But now their focus is on what PEC is dictating. So my concern is to put on Olivia's radar, we may start seeing more AI questions hit the support desk. So I just want to Plan for that in advance.
Speaker 7 01:01:05
I don't think we have a solution or a process for that. It may start happening more.
Speaker 6 01:01:11
Yeah, that's why I was asking about the adding more troubleshooting. That was one of the things, but most of the questions that they're getting asked. I think the help desk can answer right now because they're just basic everyday questions like. You know, how do I make something show up in OneDrive on my, My co- pilot, or how do I block people from seeing this folder? Which is the question that Kami had today.
Speaker 9 01:01:44
Yeah, real quick for me. Anton, you mentioned Core Plus, so Weingart. Uh, we're we're going to be rolling out their security policies here soon. And I actually had some questions already about Uh, you know, who gets access to if I want, you know, Perplexity. And so I know that the policy says, you know, At least the one I am writing for Weingart says they have to go and and maybe I take this offline because we're over the hour. But. I may have to get a quote for a Core Plus and how do I determine how many devices and all that. So maybe you and I take that offline.
Speaker 5 01:02:23
Yeah. Sure. Uhhuh.
Speaker 9 01:02:26
So. That's it for me. Okay.
Speaker 2 01:02:33
I guess to wrap up, We've got a lot of projects that are coming in the pipe that are coming in the door. Basically all at the same time. So before it was a bunch of on boardings, now we got a bunch of projects. So we got some kickoff meetings going. Um In the next few days to try to get a lot of these off the ground. The good thing for Maverick now is we have Kevin and Gabby for Colorado. I believe we got Washington that we can do, for the most. Our selves so Nevada will be the restriction for Maverick for, needing to use Ross and then for uh the. The Foothill, I think we'd be doing the kickoff and figure out who we need to do for what in that space for the infrastructure and security. That's all I have. Anybody need anything else for today?
Speaker 6 01:03:26
You guys are the most amazing team I've ever worked with.
Speaker 6 01:03:30
I'm so glad you took that, Chris.
Speaker 8 01:03:32
I'm going to add you to an Iron Gate call about licenses. I.
Speaker 6 01:03:37
Got to jump into a calm, direct meeting because we're going to divorce them, and but they don't know that yet. We're waiting for the camp upgrade.
Speaker 2 01:03:47
Well, I hope you all have a wonderful rest of your day, a fantastic weekend. Keep up the great work. And I'll talk to you all soon. Thanks, everybody. Have a good evening, everybody. Thank you very much. Bye- bye.
Speaker 10 01:04:06
Thank You. I bet she's running five minutes behind her previous meeting. There she is.
Speaker 11 01:04:09
Oh, okay. I see her. She just popped up.
Speaker 6 01:04:12
Four minutes, four minutes late.
Speaker 7 01:04:14
Four minutes not, yes? Uh, I said that before you got here.
Speaker 6 01:04:19
I I heard I heard that, but I was sorry guys. It has been a crazy week. Has it just been crazy for anybody else?
Speaker 11 01:04:27
Uh, yes. Very much so. Yeah. Month, everybody wants something done right now. Yes.
Speaker 11 01:04:38
Which is fine. Uh, just uh, it creates a very interesting atmosphere for us.
Speaker 6 01:04:44
Yes, it does. I yeah, it's it's been one of those weird ones. Um, I am still pending an answer for you guys on whether or not you can work that Saturday or Sunday uh at camp. She's out of the office again. Every time I think I've grabbed her, she has gone missing one more time. Huhhuhhuhhuh.
Speaker 9 01:05:07
Well, Greg, we just have to haul and get it done in four days then.
Speaker 6 01:05:14
I hope not. I hope you guys can have the weekend, but I am working on trying to get that resolved.
Speaker 10 01:05:21
Sounds good. And then I know the other item was the location of the APs on the main cabin.
Speaker 6 01:05:28
Yes, and that's the. I thought we. I thought that one was pretty clear. Maybe I am wrong, maybe this week is really catching.
Speaker 10 01:05:37
We we looked at the original floor plan together as a team. Um, the original the original site map had I think three or four locations, and then that's one that you were going to kind of confirm.
Speaker 6 01:05:51
Yeah, and that one's I I do have that on my list. I just looked at my list of all my Kelly stuff that I cannot get a hold of her. Um, I have. Oh,
Speaker 10 01:06:00
Here's my notes. I was looking for my notes. I finally found them too. Okay, yes.
Speaker 6 01:06:04
Okay, good. I am, that is another Kelly thing that I have to ask her. So, for the rest of you guys who don't know who Kelly is, she is the camp director. So she is the one; she's been there for like twenty something years. She knows where all the skeletons are. All of that, soum, but yes. And Michael, I have to know what kind of dog do you have?
Speaker 2 01:06:30
She is a German Shepherd Husky.
Speaker 6 01:06:34
Oh. I love that.
Speaker 8 01:06:36
She is she's about three and a half months old right now.
Speaker 6 01:06:41
Oh my gosh, my last service dog because I've had service dogs for years. Was a German Shepherd Blue Heeler mix.
Speaker 6 01:06:50
Best service dog ever for PTSD. Yeah,
Speaker 8 01:06:53
So see if I can wake her up. Hey.
Speaker 10 01:06:58
And, then you also were going to follow up on the director's house on the location, the AP in that one.
Speaker 6 01:07:03
Yes, uh, that is also another Kelly.
Speaker 10 01:07:08
No, that's completely fine. I just yeah,
Speaker 6 01:07:11
That's her house. I mean she doesn't stay there on the weekends so. Uh. She goes back to Ventura County on the weekends. So, if she says yes on a Saturday, just a heads up for you guys, you could. You would have that Saturday that she's not there. So.
Speaker 4 01:07:31
Sounds good. Yeah.
Speaker 10 01:07:33
I also sent you another email, uh, Chrissy, Regarding the quote to get a signature on it and for us to be able to collect a deposit. Do you have any questions on that?
Speaker 6 01:07:42
I did not see that come in. Where did you send it?
Speaker 4 01:07:49
Oh. Let me go check.
Speaker 6 01:07:50
Or even better, Could you resend it and put Michonne on it because Michonne's going to have to be the one that signs it.
Speaker 10 01:07:57
I believe I sent it to both of you.
Speaker 6 01:07:59
Okay, let me text her. Let me find my cell phone.
Speaker 10 01:08:05
I will resend it though.
Speaker 6 01:08:07
Yeah, Resend it and I will give her a heads up and put it to the top of her list. I do not have the authority to sign that large of a quote.
Speaker 6 01:08:36
Okay, Gave her a heads up, and then as far as payment, once she signs a quote. Sub mit the invoice for down payment. I will be on Carl, who is our CFO, to handle that as soon as possible. So he's usually pretty.
Speaker 10 01:08:52
Do you need me to create a invoice for the deposit?
Speaker 6 01:08:56
If you don't mind, would you do that and send it over? Yeah. Okay. And then I can, okay,
Speaker 10 01:09:01
Let me let me do that. Then let me I I need to create that. So I will create that invoice for the deposit. And I will resend that to both of you. Awesome.
Speaker 6 01:09:11
Yeah, cause then uh. I can have Carl do that cause they've, um. I think we had already billed them for the equipment and they've already paid for that. So.
Speaker 10 01:09:26
Sounds good. Yeah. I don't think I have anything else on my side on the camp. I know there's other stuff. I think we want to talk about. Yes.
Speaker 11 01:09:41
So, Chrissy, I just want to start by saying happy Friday. We made it. So. I know Blake had sent over um, a quote on. The internet for the camp. I know you had a chance to review that, and I think we were waiting on a yes or no from. Somebody on that one.
Speaker 6 01:10:09
Yes, and I am again Kelly.
Speaker 11 01:10:13
Oh, okay, so we just have to wrangle in Kelly on one.
Speaker 6 01:10:17
Whenever she's back.
Speaker 11 01:10:19
Yeah. Yes. Okay. Okay,
Speaker 6 01:10:22
Great. Um, and then I have a question as far as the internet connection for. Headquarters. When is that slated to be upgraded?
Speaker 12 01:10:35
That that is. A thirty to sixty sixty day process. Um, the. Project coordinator has been sending biweekly emails of updates. It's on the carrier to take the order and make the upgrade. So Uh, I have made quite a stink multiple times. I've asked for it to be escalated and prioritized. So. It should be happening here soon. I do expect an update today, because it's been about every Tuesday and Friday she's been sending an update.
Speaker 6 01:11:14
Gotcha. No worries. And that that just helps me out. Trust me, you're not the only you're not the only one experiencing that with carriers. I'm trying to get three sites updated on another account and it's taking forever. I was kind of hoping you guys are going to be faster and then I could move the business over to you. Well.
Speaker 12 01:11:34
I uh I me too, and I will continue to press and everything we can. We'll.
Speaker 11 01:11:41
Get our running shoes on and start moving quicker.
Speaker 6 01:11:44
It's not you guys, it's the carriers. And this client can't move anywhere until twenty twenty seven They're locked in with Peerless. Oh yeah. Trust me, I cannot wait for that.
Speaker 12 01:11:55
Well, we we can we can get a we can I mean as you know, we can yeah as you know, We can get ahead of the game on that. If that was that one that you were referencing a while back. U m, we we can get on the head head of the game on that. And as you also know, just as a reminder, have everything you know set to. Uh be installed slash cut overum upon the expiration date of those of those terms.
Speaker 6 01:12:17
Yes. And it's we will do thatum right now I'm more interested in getting their budget completed uh because we're coming to the end of their fiscal year. So I need to have that finished up For this coming year, first and then I will concentrate on that.
Speaker 6 01:12:33
Good deal.
Speaker 12 01:12:35
Wherever we can help you, and know you've got a full plate on a daily basis, so we're we're here to. Assist in any manner you'll have us when we can.
Speaker 6 01:12:42
Awesome, thank you.
Speaker 12 01:12:45
Yeah, I had a couple other questions we had just briefly touched on. Um, Certain uh extensions or lines that you needed to uh, decommission or go away with. Yes.
Speaker 6 01:12:58
We have not finished that project up yet. I just asked for an update yesterday with my help desk staff. They are pending on Claremont and Long Beach, but the good news is, Is the reason why they're pending is they have projects on site that they are doing this month. So one is a conference installation and the other one is an AP installation. So, they are going to be on site, and they're going to finish up those telecoms. Projects. And then we'll have a list of all the ones to downgrade.
Speaker 12 01:13:31
Okay, perfect. Um, and then those Potts lines. Yes. Do do we know? Or is there someone I can connect with to uh confirm what are those? Um, POTS lines doing are the elevators phones entry. Do we know what they are?
Speaker 6 01:13:47
It is. It should just be the elevator ones.
Speaker 12 01:13:51
Okay, good deal. U h, Would you be fine with obviously price reduction into uh the new product with Lingo, or do we want to go elsewhere?
Speaker 6 01:14:03
Um, I am waiting on because two of them happen to be the camp. So I have to wait on Kelly. Kelly has, like I said, Kelly has a whole list of items that I am going to go up to camp in the next week or two and just camp outside of her office. There is plenty of beds there as Greg will tell you. I can find me a bed. To camp at. So, yeah, I am just waiting on her. I need to kind of go over the POTS line going uh POTS lines that we have going for her. And then the POTS line I know for uh Fair Oaks office. I can get you in touch with Dan. Um, and we'll we'll take a look at what we can do there.
Speaker 12 01:14:45
Okay, perfect I. Just want to stay on top of them for you and take those things off. Your plate is Easily and quickly as we can.
Speaker 6 01:14:52
No worries, you guys have been great.
Speaker 12 01:14:55
The deal. Um, okay. Well, I think that uh I'm I'm good. Um, I don't know if there was anything else. I don't want to keep you too long. So, uh if everybody's got what they need, um wishing everybody a happy Friday and wonderful weekend.
Speaker 10 01:15:15
I actually have one more item on the camp, Christy. Was theum.
Speaker 10 01:15:24
The cabins, uh, Regarding uh the mini switch that Dan wanted to install, is there kind of any update on that.
Speaker 6 01:15:30
I. I have to wait on Kelly.
Speaker 10 01:15:36
No problem. Okay,
Speaker 6 01:15:38
I just remembered that and I yeah.
Speaker 2 01:15:41
I was talking to Kelly yesterday. I could have asked her all this stuff.
Speaker 6 01:15:45
Every time I go to find her, she is off for the day. It's like I went to go find her;. I think it was Monday or Tuesday. And I was like," Well, where is she?" And Michelle was like," I think she's off." And I go and look, and there was an out of office. I was like," Okay." I'll just ping her.
Speaker 10 01:16:00
I think we just all need to go up to the camp and meet her.
Speaker 6 01:16:03
Yeah. You've met her. Oh, yeah. Yeah, both she was there.
Speaker 10 01:16:09
Yeah, we met both Kelly's. She was the original director, I believe when we did the original install. That's the other Kelly. Eight years ago? The other Kelly, right? Oh, that's my confusion. Kelly Privett, right? Kelly Privett's the director now, right? Yes.
Speaker 6 01:16:23
And, Then the other Kelly is the uh was the director for years, and now she's not.
Speaker 10 01:16:28
Yeah, I first some reason I thought she became the director again. See now I am getting confused. Never mind.
Speaker 6 01:16:33
No, She works on she worked in programs before, and so she handled a lot of things on another side of ability. First, Kelly Privett did. Yeah, So yeah she she was high up there, but it was. It was before. So. I will. I did tell Mashawn yesterday in my in Mashawn's, one on one that I really need to get a hold of her, so she was going to. Light a fire for me. I think she's just avoiding me now because I keep throwing things at her. Hehe. So, I will be in the ability offices Monday and Tuesday going forward. Because normally I am there not Monday and Tuesday, I was in the ability offices Mondays and Tuesdays.
Speaker 6 01:17:18
And now I am going to Tuesdays and Thursdays being in office as of starting this coming week.
Speaker 11 01:17:27
So bug you on Thursdays, is that what you are so you are insinuating?
Speaker 6 01:17:32
Honestly, Fridays are generally my work from home day, but I am not working from home today. I am actually at my other client site. Because I need to show them some love this week. I had to work from home Monday and Wednesday, so.
Speaker 11 01:17:48
Very nice. All right, well, thank you, Chrissy. Really appreciate the time and the patience. I feel like we're making some headway on on all these projects.
Speaker 6 01:18:02
Good, even though I keep saying we got to wait on Kelly.
Speaker 11 01:18:06
Yeah, yeah, we're good. We're good with that.
Speaker 6 01:18:09
No worries. I'm going to get some time on her schedule next week. So Awesome.
Speaker 6 01:18:15
So, for my calendar, like I know you've had some some fun with my calendar lately. Just a heads up with you guys, I would rather if we could if you guys are up for it meeting on Fridays, and then just ask me what I have available because I do keep my Fridays blocked on my booking. And I keep Fridays and Mondays intentionally blocked because if I don't, I won't have time to actually work. But I don't mind meeting with you guys. I am just selective on who I will meet with. So if you guys want to meet with me andum. Just let me know and I will block those.
Speaker 10 01:18:50
Do we want to tentatively, oh, Do we want to tentatively maybe plan for a call next Friday, just to kind of regroup potentially? Or do we, oh, Let's wait to hear back from you to see if you're able to connect with Kelly.
Speaker 6 01:19:00
Yeah, wait and let me see. I'll try to connect with her next Thursday. Okay, let's see. Sounds good.
Speaker 6 01:19:11
All right.
Speaker 12 01:19:11
Thank you, everybody. Wonderful. Yep, we'll do we'll do Chrissy. Thank you.
Speaker 6 01:19:15
You guys are awesome. Thank you so much. Appreciate you. It's a.
## Meeting Information
> Date: 2026-07-21 12:59:59
> Location: [Insert Location]
> Participants: [Christi] [Sergio] [Brett] [Casey]
## Meeting Notes
- Topic Title: Overview of Inbox/Calendar Automation Application
- Christi developed an application using a Microsoft/Azure backend with approximately 300 hours invested.
- A deployment package is ready for installation into the client’s Microsoft tenancy.
- The current demo is connected to Christi’s personal Outlook but can be configured for business mailboxes.
- A Crimson version (iteration 5/6) exists with additional features and color-coding.
- The application will be provided free of charge to the client because they are Crimson clients.
- Conclusion: The team viewed a walkthrough; the app can be deployed to the client’s tenancy once the subscription is set.
- Topic Title: Email Training and Categorization Features
- Users “train” the inbox to handle emails, spam, flags, and rules.
- Starter templates include categories such as board, leadership, direct reports, finance, and legal; users can add categories (e.g., vendors, invoicing, AP).
- Example rule: always flag emails from a specific sender; package-related emails categorized (e.g., Luxer).
- Dynamic learning is planned in Version 2.
- Conclusion: The training workflow was demonstrated; customizable categories and rules were confirmed.
- Topic Title: Calendar Integration and Task Follow-ups
- Pulls events from Outlook and can auto-add emails to the calendar in 30-minute blocks based on setup.
- Follow-ups integrate with Microsoft To Do and can create tasks and draft replies.
- The dashboard shows incoming emails, follow-ups, overdue items, and agenda.
- Color-coded calendar categories include focus time, personal, client-facing, and non-overlappable items.
- AI-assisted weekly planning creates focus times based on priorities.
- Conclusion: Calendar, To Do, and dashboard integrations are operational; color-coding and focus scheduling are in place.
- Topic Title: Daily Briefing and Radar News
- The daily briefing email includes agenda, follow-ups, To Do, inbox activity, priorities, tickets, and overdue items.
- A timing display for the briefing will be added.
- The “Radar” feature gathers news on selected topics; it can be read via Copilot and add items to To Do.
- Conclusion: The daily briefing is active on Christi’s system; the timing enhancement is pending.
- Topic Title: Cost, Billing, and Deployment Timeline
- The client will not be charged for the application itself.
- Azure consumption costs are estimated at $100–$400/month depending on mail volume and users.
- Billing can be through Crimson or a client credit card.
- Subscription setup is in progress; deployment to the tenancy is likely about one week after setup, subject to Christi’s schedule.
- Christi has AI teaching commitments next week; faster availability in the following two weeks.
- Personal constraint: August 18 is reserved for a college dorm move-in.
- Conclusion: Await subscription setup; deployment is planned within a week afterward, with scheduling considerations.
- Topic Title: Feature Roadmap
- Version 2: dynamic learning and travel support.
- Version 3: mobile app support.
- Additional suggestions from Casey are welcome but not guaranteed immediately.
- Conclusion: The roadmap is defined; feedback is invited.
## Next Arrangements
- Subscription and Billing
- [ ] Set up the Azure subscription for the client (billing via Crimson or client credit card).
- [ ] Confirm the billing method and the estimated monthly Azure budget ($100–$400).
- Deployment and Scheduling
- [ ] Schedule deployment of the packaged app to the client’s Microsoft tenancy (approximately one week after subscription setup).
- [ ] Plan deployment timing considering Christi’s availability after 2026-07-28 and before/after 2026-08-18.
- Feature Enhancements and Inputs
- [ ] Add the briefing email timing display enhancement.
- [ ] Collect feature suggestions from Casey for future versions.
## 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 who will provide the credit card if not billing through Crimson, and who approves monthly Azure spend.
> 2. Define the exact mailbox scope and user count to better estimate Azure costs.
> 3. Confirm required categories/rules for initial inbox training to minimize manual setup at deployment.
> 4. Establish a timeline and owner for integrating Microsoft To Do across users to avoid sync issues.
> 5. Agree on the priority order for Version 2 features (dynamic learning vs. travel support) based on user needs.
[EOD sweep 2026-07-27] 30-min demo of the inbox/calendar automation application (Adapto-built, offered free to Crimson clients, to be packaged into their MS tenancy) with Brett (Middleton?) and Casey. CLIENT IDENTITY UNCONFIRMED - flagged for Christi; file left in drop folder.
Jul 21, 2026
Speaker 1 00:00:02
Hey Brett. How was your time off? You can't hear me. Uh, is this better? I'm sh- I'm showing that it's sending.
Speaker 1 00:00:33
But I'm also getting some delay from your end.
Speaker 1 00:00:49
That sounds much better.
Speaker 1 00:01:01
Yes, I can hear you now.
Speaker 2 00:01:19
Mhm. So.
Speaker 1 00:01:26
I have um a not a mock. So I'd already been working on a similar application that uses cloud as the backend. So I finished building it out in that, and if you guys like what you see, I am going to put it into your tenancy. Now, the reason why I continue building it out in the application that I have is mostly for the fact that I've already spent over three hundred hours on this application, and then Casey's email to you guys.
Speaker 1 00:01:58
Just solidified what I was already doing, because I already had most of it built out. But what I finished up doing this week was packaging it up for Microsoft. So that as I show, you guys, if you guys say yes, we want to do this, Then I packaged it up so that I can install it on your Microsoft tenancy, and you guys can have it internally. Exactly.
Speaker 2 00:02:34
Mhm. Mhm. Uh,
Speaker 1 00:02:58
So mobile capture and notes integration. However, I do have a workaround for that one. Uh just based off my own stuff um and so that's the biggest one and then travel organization. There's a lot that I can already do with it, but a lot that I need to build out in version two. So.
Speaker 1 00:03:33
Yes. So, Casey, hi. I have not formally I'm good. I've not formally been introduced to you, but I think I've worked with you a little bit in the past.
Speaker 1 00:04:02
No worries. So just so that you know, I took your entire email. I stuck it on my uh quick notes, uh or sticky notes. If you guys have never used sticky notes on your computer, it's amazing, especially if you're like me and you do multiple systems. So I have my iPad, my phone, two computers. I have my laptop and my desktop. Uh, so this goes with me wherever I go. And i i just stuck yours in here because it was really good information on it. Um so as i'm working through things, i'm doing it right there. Um, So basically one of the things is I've been working on an inbox solution, just like yours, but I've been doing it. Um, Zer's aware of this. I've been doing it off Crimson and on my personal uh, little business called Adapt to. Um, I run a blog. So I finished building this out. You guys are going to get this application free of charge because you're Crimson's uh, your Crimson clients. And, what I'm going to do is take this entire application, put it on your Microsoft.
Speaker 1 00:05:01
Tenancy so that you guys are running a copy of this application. But basically what I've done is I've connected it for today's visual, I've connected it to my personal Outlook, but you can connect it to the business. I've already set it up that way. Right? And so it's processing my personal emails. Um, and going through, and I have not trained it yet. So I'm going to show you guys the training, But I'm also going to show you how it looks on Crimson Mailbox that has already been trained. So, basically, what you'll do is you'll go to train your inbox after you set up the connections, and you're going to teach it how you want things to be done. And then I put some templates in here that makes your life a little easier. So I have an executive one where you're going to train it. Um so it's got a.
Speaker 1 00:05:52
Starter template. It created categories for me: board, leadership, direct reports, finance, legal. And then you can say I want to add a few more categories: vendors, uh invoicing and accounts payable. I'm just throwing things out there like based off of what I do. Right? So it's going to add those questions. So it already has a vendor partner, which I missed. And then do I want to keep this in changes? So I'm going to say, keep the existing and separate invoicing from AP.
Speaker 1 00:06:47
And then there's all kinds of things you can you can teach it. So Brett, you could teach it to always flag any email coming from Casey. You can say, you know, here's what I want to do with spam coming in, different things like that. And Yes.
Speaker 2 00:07:21
Mhm. Exactly.
Speaker 1 00:07:41
Now, oh, sorry. So I'm also adding a category for packaging for all Luxer emails. And this one's valid because in my complex, we have a Luxer system that anytime packages come in, we get an email about it. So and then it's going to go through and come back here and ask me a few more questions. For one, yes. And two, yes.
Speaker 1 00:08:19
I can't type and I can't remember the Luxer domain. Hang on one second.
Speaker 2 00:09:02
Yes.
Speaker 1 00:09:38
So phase two, Which is going to be pretty soon or version two is going to include exactly what you just said where it's going to have dynamic learning added to it. It's going to have the travel support and phase three is going to actually have the mobile app support. But yes so.
Speaker 2 00:10:08
Correct. Yes.
Speaker 1 00:10:17
Yep. Now, so I've given it some rules. The next feature, I'm going to go from bottom up. The next feature I want to show you is calendar. So it is going to, and ignore this is my personal family calendar for all my kids. And Brett, since you've been on vacation, we've added two more kids to the mix. So, Now I'm a mom of three. So basically, yes. So basically in here, don't laugh. I have to remind my child twice a week to change out the litter box. So Alexa announces that to the house. So, we have that in here and you can add events on here if you would like, However, it's going to pull from your Outlook calendar at times, you can put into the setup into the chat.
Speaker 1 00:11:07
Hey, these type of emails add them to my calendar for at thirty minute increments. And so that is something that I actually do on my crimson calendar. In addition to that, Follow ups is here and anything that you tell it and train it that says, hey, uh if it's important add it to my follow ups. This is going to write to Microsoft To Do so that you can keep track of it. And it's going to write back and forth. So if he's going to say on here um, What do I want to do? I want to write this to my To Do. And I've checked it. So then, I have that in there. So anything it sees in here that I should follow up on, You have that option to write it to your To Do or draft a reply. Correct.
Speaker 1 00:12:60
Correct. And then your dashboard is going to contain everything. So these are all my emails that I got in. You guys can see I've got a few in here that need to be, you know, that they've processed. It created four follow-ups. It does tell you anything overdue. So if you put something into your to-do, it is going to alert you on things like that. Um, I have nothing scheduled for today. But if if that's in there, that's today's agenda. Now one thing that Yeah. Yes. Yes.
Speaker 1 00:14:58
Mhm. Yes. And ignore this response. I forgot to update the chat to remind it that Microsoft To Do is not connected. So, yes.
Speaker 1 00:15:54
So There is something specific in your Outlook that already does that. I'm going to pull up my crimson one, because my crimson one is on version six. So basically you guys can see the color coding here. All you have to do is just flag it. But if you're in your sent items, which I do do this pretty often, there's one I wanted to flag this morning. Where did it go? Oh, perfect. Right there. I want to respond to this one so I flagged it. I do want to make sure because Wednesday, I'm doing a training on AI to another company, and I wanted to flag the response that came back, which is very wordy.
Speaker 1 00:16:36
So I flagged that. I can also from here, and this is default Outlook that does this, which puts it on your other tool, is I can change that flag to tomorrow. Correct. Yes.
Speaker 1 00:17:34
Now, one of the things I did. Oh, sorry. Were you going to say something, Casey? Oh, okay. So, one of the things I did on here because I'm going to put this into your tenant seat. So it's going to have a web page that looks just like this. I wanted to make a check sheet. So if it's not just Casey, if you roll it out to all staff, turn on your daily briefing is my next item. Um I can tell me email me a briefing. Every morning. Uh one small change I'm making this afternoon is to actually say what time that briefing comes in. But it's going to have today's agenda follow-up s. Your Microsoft To Do any inbox, uh activity and priorities of focus. Yeah, so I'm going to show you what my daily briefing looks like. Um now remember, this is like iteration five or six here. So.
Speaker 1 00:18:29
This what mine looks like. This my schedule for today on the crimson side. These are my open tickets because I do everything by a ticket. And you can see I got a lot. I'm a busy person, probably not as busy as Casey, but you get the idea. So I do have it coming in, and then it also gives me which ones are overdue. So some of these, I'm still waiting on my client to get back to me on. So I have that in there, but I also have a chip one comes in right here Where did Chip go? Yeah.
Speaker 1 00:19:09
Correct. Yeah, so Chip is here. There's one thing that he doesn't have on here that's normally on here, and that's a if there's an answer request on here, that gets put at the top. But since Anzor has been on vacation for three weeks, I have no Anzor due things. So that has been here. I have my security, my legal HR client items, some deadlines and security. And, then these are all everything that's overdue or urgent and anything that might be stuck in progress. So and that comes in. I get I get that.
Speaker 1 00:19:49
I get it on my phone, and usually if I'm driving the middle of the day, I actually have Copilot because I do have a Copilot license. I actually have Copilot read me that as I'm driving. And then you know, I just use that tool going back and forth. But, you can see this is where we're going with the app just so that you are aware of it. Radar comes in in the mornings. I've, given it, the items I want it to look up, and it'll go out and find the news based off of what I want it to look up. So that's a future feature that's coming. So Casey, you can put in any topic that interests you. So all mine is based off of IT stuff and things that are coming in. But I get this every morning. Usually this is on my drive to Pasadena, and I'll have Copilot read it out loud to me, And then I'll have it, put some things in my to-do, if I need it to. So.
Speaker 1 00:20:50
Yes, for my different. Yes, these are my minions. I have 52 minions. I actually have a blog post about all my minions, so they have personalities. But this is what I've built it. Yeah, they're just agents.
Speaker 2 00:21:60
Yeah. Yeah.
Speaker 1 00:22:05
And now, so this is where we're going to on your calendar. You already have your calendar information in there, but as you can see, everything here is color coded for me. I've set up rules. So focus time, which should not be there, it should be down here. So focus time right here is always yellow. Personal items are gray, so that's anything that I have that might be personal, Client-facing stuff is going to be this blue, and then also the screen depending on who the client is. So, and then so on. So it will go in and make sure. And anything that I don't cannot be scheduled over is this bright red. So I've set up my own categories, and that's why they're color coded.
Speaker 1 00:22:52
Anything that might take on two categories, you'll see right there it's got a little line there that shows two categories. And, then it puts in so some of this in here, this darker red. These are my focus items that it put in for me. So, these are my main things that I'm working through that I need to focus on. And so it went ahead and already scheduled out my focus time. So.
Speaker 2 00:23:26
Correct. Mhm.
Speaker 1 00:23:41
Every Sunday, I have my own meeting with myself and my AI just to say, this is what I'm working on for the week. These are my uh top priorities and I need you to create some focus times for me. And so it will go out and do that for me. And that happens every every Sunday because if you look at next week, there's not much out here. Yes. Yeah, Base 44 should be on there somewhere because I had some focus times put for it.
Speaker 1 00:24:32
Honestly, for right now, that is basically it. I wanted to yeah, I wanted to make sure that you guys had seen all of it, including the to do. Um The crimson one is on an isolated system just because of my agreement with Anzor. Um But this is basically what what it is except for um a slightly lighter tone right now. Uh One more thing I did just remember um let me pull it up. There is a.
Speaker 1 00:25:04
Let me find it. There's something I want to kind of give you guys a heads up about. So, I'm not going to charge you for the application because you guys are awesome and I like you. But, I want to make you guys aware of the cost on the background. So, I already talked to you Brett about this, where the only thing that you guys are going to be billed is for your Azure tenancy. Sorry.
Speaker 1 00:25:34
Yes, so let me pull up. I had made a one sheeter for you guys to see what that looks like. Yeah.
Speaker 1 00:26:00
Yes, And that's what I'm working on is to get that set up. So it's rolled into the crimson building. However, we can roll it into a credit card as well. So ignore the ignore that top part. I'm sorry. I okay here it is. This is what the Azure consumption is going to look like, and it typically runs about $ 100 to $ 400 a month, depending on how much mail, how and how many users you have on it.
Speaker 1 00:27:40
Correct. Yep. So, all right, so as far as timing, I am working on getting the subscription set up for you guys. So it's billed back through Crimson or it's billed to a credit card to you guys once that's set up. Yes, so once that's set up probably about a week depending on my schedule. So, the only thing is next week is fully loaded because I am teaching some classes on AI, but. The following two weeks are not as loaded, uh, and I can pretty much get that done pretty rapidly. If you guys push me out, Just be aware that August 18 t h I have to take a teen to uh her first or I've got to move my teen into her dorm for college. Mhm.
Speaker 1 00:29:23
Yes, and then Casey, if you have any other suggestions or things that would be nice- haves, I can't guarantee I can get to them right away. But throw them at me. So.
Speaker 2 00:29:38
Yeah. Yes.
Speaker 2 00:29:53
Yeah. Right. Yes. All right, awesome.
Speaker 1 00:30:29
Yeah. Yes. All right. Thanks, thank you gentlemen. Bye- bye.
Schedule and execute deployment of packaged app to client Microsoft tenancyEstablish Microsoft To Do integration scope and sync ownership across client usersCollect initial required inbox categories and rules from client to minimize manual setup at deployment+5
06-16 Conditional Approval for Self-Hosted N8N with a Limit on Future Technical Autonomy
## Core Synopsis
Christi has proposed a self-hosted instance of the automation tool N8N on her Crimson desktop to meet the granular requirements of her workflows, a capability she finds lacking in the standard Power Automate toolset. After confirming the solution's compliance profile (HIPAA, SOC, ISO) and her plan to secure it within the company's managed desktop environment—complete with existing security tools like Huntress, multi-factor authentication, and API keys stored in Azure Key Vault—Anzor has granted a conditional approval. This approval, however, serves as a final concession for such user-driven infrastructure solutions. Anzor explicitly stated that future requests of this nature will face a much higher bar for approval, effectively capping Christi's autonomy in deploying non-standard tools. The conversation then shifted to an exploration of self-hosting large language models, which was quickly dismissed as prohibitively expensive and technically premature for any practical business use at this time.
## A Negotiation on Technical Autonomy
### 1. The Problem: Tool Incapacity
- **Status Quo**: The company's standard tool, Power Automate, lacks the granularity and flexibility required for Christi's more complex automation needs, such as a sophisticated inbox sorter.
- **The Gap**: Christi requires a more powerful tool to build these workflows but is constrained by the firm's security posture ("the security mind frame... when it comes to Crimson stuff"). After investigating internally available tools and coming up short, she identified an external solution, N8N.
### 2. The Solution: A Self-Hosted Instance
- **The Proposal**: Christi will download and host a free instance of N8N directly on her company-managed Crimson desktop.
- **Security Justification**:
- The instance resides within the secure desktop environment, which is already monitored by Huntress and other security tools.
- Logins are protected by multi-factor authentication.
- API keys are secured in Azure Key Vault, ensuring data does not leave the local machine except via secured API calls.
- The tool itself is compliant with HIPAA, SOC, and ISO standards, with Christi taking responsibility for keeping the instance updated.
### 3. The Verdict: A Conditional "Yes"
- **Anzor's Approval**: The proposed solution is deemed "secure enough" and is approved.
- **The Caveat**: This is a one-time allowance. Anzor explicitly warned that he will have a "harder and harder time saying yes" to future requests of this nature. Any subsequent proposals for new, self-deployed tools will likely be rejected. This decision signals a clear limit on deploying bespoke solutions outside the standard corporate stack.
## Strategic Discussion: Self-Hosted AI Models
The conversation briefly explored the feasibility of hosting a large language model (like Llama 3) locally to ensure data remains completely in-house and "air gapped."
- **Christi's Research**: She noted that running a capable model like Llama 3.8 would require a powerful GPU, which her current work laptop lacks.
- **Anzor's Assessment**: He confirmed that running a "decent model" locally is a significant undertaking, estimating a hardware cost of $15-20k. He views the current technology as immature and expensive for experimental use, predicting that in a year, models will become smaller, more efficient, and runnable on more reasonable hardware.
- **Conclusion**: Both parties agreed that self-hosting a model is not a viable or desirable path at this time due to high cost and technical barriers.
Jun 16, 2026
Speaker 1 00:00:00
Morning. Morning, Chris. How are you? I'm good. Just a heads up, my camera is not working. I don't know why it just last updated decided to not come back up. Um, so have you looked into N8N yet or tested it out or anything like that? Okay so it is so I like Power Automate some of those things but Power Automate is not as granular as N8N and doesn't have the flexibility that N8N does. So when I build out things that need a little bit more granularity, like the inbox sorter that I created, I can't do it in Power Automate. And so I'm trying to figure out based on the conversation I had with you a couple months ago. And what your desire is and the security mind frame that I need to have when it comes to Crimson stuff.
Speaker 1 00:00:57
I've been trying to figure out a way to accomplish this within the tools that we have, and I'm coming up short. So I did some digging because in the end is HIPAA, SOC, SAC, ISO, it's all of that is compliant as long as you are responsible for keeping your instance up to date which I do and I have it tied down with multi factor authentication, all of that. So. Every time I log in, I have to do authentication and everything. So I was digging into how can I make this better, but also make it to a point that we know it's secure, we know it's compliant, all of that. What would you think if I downloaded and hosted my own instance on my Crimson desktop? Because we know that's secure. We have Huntress on it. We have all the tools on it, everything.
Speaker 1 00:01:56
I don't have to pay for it. It's up to date with their, I just got to keep it up to date. And none of the data leaves my computer unless it's connecting via API, Which all my API keys are in Azure Key Vault because I moved them all to Key Vault. Mhm. Um, I think that's going to be okay. Okay.
Speaker 2 00:02:22
Right? Um.
Speaker 2 00:02:25
Just obviously do what you need to do to keep it super secure, right? And every time you're going to come to me with this type of solution, with each new solution, I'm going to have a harder and harder time saying yes. Yes. So you know what I mean? Like is this absolutely necessary for you? And if you feel it is, right, then that's fine. What you described I think is secure enough, right? But if you come back to me. Three months and you'll say now you want to deploy that. I'm probably going to say no. Yeah, right. So so so just keep keep that in mind.
Speaker 1 00:03:03
I do, I mean, I didn't even want to bring this to you until I had a solution that I knew you would like. So, I try to keep that as a minimum.
Speaker 2 00:03:14
Yep. Okay,
Speaker 1 00:03:16
No problem And then have you looked into hosting your ownum, Model on your systems so that it doesn't go out to you. Okay,
Speaker 2 00:03:27
Not not yet. A couple of my friends are into that right and playing with these models, but I have not.
Speaker 1 00:03:33
I don't I don't So you can't do Claude, But you could do Llama three point eight But Llama three point eight You need a good GPU for it, and I know my desktop computer will handle it, but my laptop won'tum, I've dug into it to see, okay, How can I make sure that all everything is in house and untouchable and air gapped. And so I was digging into that. And I know Llama's got a lot of really good things behind it. But I haven't played in Llama other than with my glasses.
Speaker 2 00:04:08
Right, right. Well, yeah, yeah. To run it locally, that's going to you need to have a powerful solution. Yeah, So, that's uh, you're probably looking like to to run anything decent. You're probably going to spend close to 15 to 20 K. Yeah, right. Um so so like I mean, you know, if this is if this was something you'd be making money on, that'd be different rightum to play withum that that's a bit expensive.
Speaker 1 00:04:42
Yeah, I don't want to do that. I just wanted to get your thoughts if you had looked into it yet or not.
Speaker 2 00:04:48
Um, I am thinking about it. I also feel these models are not where they need to be yet. They're getting better and better. Um, But I have a feeling a year from now. They're going to be smaller and would require less GPU, um, and will be more efficient and better. Right? So, it's like it's just going to be a huge progression where you you actually going to be able to run a decent model on a decent hardware, right? And not spend twenty thirty k.
Speaker 1 00:05:16
Yeah, I just wanted to pick your brain on that one. I don't have any plans to try it because the only one I could do that on is my gaming desktop and I don't want to do that. So, And I'm still annoyed that. So i took the entire week off from anything computer AI any of that. I didn't even log into my gaming computer. And so, I logged in yesterday morning. I was like, hey, let me try that new model from Claude, And I logged in for the first time and I was like, wait, we can't. They they killed it. Right. Yes, I was so annoyed. Yeah. So,
Speaker 2 00:05:55
Yeah yeah, I'm sure they're going to bring it back. But uh, yeah, they just need more security. Yes, all right, awesome, awesome. All right, dear. Thank you. Now I'll talk to you soon. Okay, bye.
Christi to download and configure self-hosted N8N instance on her Crimson managed desktop per approved security architectureChristi to maintain ongoing N8N instance updates to stay within approved security postureRevisit self-hosted LLM feasibility in approximately one year as model efficiency and hardware costs improve
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05-27 Weekly Meeting: AI Community of Practice - Wins, Challenges, and Governance
## Meeting Information
> Date: 2026-05-27
> Location: [Insert Location]
> Participants: [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] [Christi] [Speaker 16] [Speaker 17] [Speaker 18] [Speaker 19] [Speaker 20] [Speaker 21]
## Meeting Notes
### Community of Practice (COP) Overview
- This meeting is for the AI Community of Practice (AI COP), facilitated by John Bucol (JB).
- The COP has been around for over 25 years and now includes several groups:
- PMO group, starting next week, facilitated by Mike Olinger.
- CIO, HR, CISO, and infrastructure groups.
- A general counsel group is also under consideration.
- These groups are fee-based, but the AI COP is currently free to help it get established.
### Recommended AI & Tech Resources
- Participants shared several recommended podcasts, newsletters, and resources:
- **Podcasts**:
- "AI Daily Brief" was mentioned as a good commute podcast for general AI news.
- "A16Z show" was recommended for its variety of topics, from supply chain to LLMs.
- "Last week in AI" provides a summary of current events in the AI world.
- **Newsletters**:
- "tldr.tech" was highlighted as a quick, daily summary of tech news.
- **GitHub Repositories**:
- A repository on system design with 30,000 stars was shared as a great resource for understanding system design concepts and scalability.
### Roundtable: Wins, Challenges, and Projects
- **Alex Kassar (FINRA, DC Area)**:
- **Win**: Seeing success with "Beam Math" and is working to scale it across his organization.
- **Challenge & Project**: Challenges related to a project he will present on later. A fun project is wrapping Beam Math in a RAG loop to make it work continuously.
- **Barry (Pure Tech Industrial Water)**:
- **Win**: Used AI to navigate the complex requirements for deploying native apps (Windows, Mac, Android, iOS) across different app stores.
- **Challenge**: Dealing with the Apple App Store's difficult approval process.
- **Project**: Developed AI-driven infrastructure for CI pipelines to autonomously triage bugs and deploy pull requests for a personal finance software project.
- **Jonathan Au (Metropolitan Water District, Los Angeles)**:
- **Win**: A RAG application for board materials has achieved phenomenal adoption internally, with hundreds of sustained interactions per hour.
- **Challenge**: Managing the "tokenomics," or the shifting costs between subsidized subscription tokens and direct, pay-as-you-go models like Bedrock or Foundry.
- **Project**: Continuing to improve a LangGraph-based app development engine that creates an autonomous engine by ingesting schemas and specs.
- **Ira Ham (Media Alpha, Seattle)**:
- **Win**: Measurably reduced three FTEs and launched internal apps on ChatGPT, allowing employees to build their own tools.
- **Challenge**: Currently developing an agent support funnel.
- **Project**: Developing a video game, but has found AI not yet suitable for this purpose.
- **Dan Kaufman (Accolade Engineered Systems, Pasadena)**:
- **Win**: Successfully AI-enabled a legacy service management system (IFS) by building agents that provide real-time information via an old API gateway, eliminating the need to log into the system.
- **Challenge & Project**: Establishing AI governance to set guardrails for numerous AI projects without stifling innovation.
- **Tommy Joseph (Champions Group, Irvine)**:
- **Win**: Used Claude to program Azure Data Factory for data pipeline creation. Financial analysts can now directly query a data lake using a chat interface instead of complex SQL.
- **Challenge**: Encountered difficulties rolling out Claude through Foundry due to unavailable models and token limitations, forcing a switch to a direct Claude Teams deployment.
- **Project**: Rolling out Claude to about 50 selected people from various divisions to augment business processes, such as using chatbots as co-agents in call centers.
- **BNS Site Development**:
- **Win**: Automated the creation of 700 PDFs for annual employee performance reviews and pay adjustments.
- **Challenge**: Encouraging end-users to adopt AI proactively.
- **Project**: Data mining emails and bid documents for off-track, multi-million dollar deals to reclaim costs and find new change orders.
- **Interoperer**:
- **Win**: The HRIS department created an Apex app for Oracle to automate testing and validation for quarterly patches.
- **Challenge**: Manual code review and validation processes.
- **Project**: Exploring if AI can replace ArchiMate as the company's enterprise architecture platform.
- **Crimson IT & Nonprofits**:
- **Win/Loss**: The speaker, a fractional CIO, is figuring out how to use free or low-cost tools on Azure for a nonprofit with no budget.
- **Project**: "Adopto Inbox," an email organizer using an LLM to learn email handling, is nearing beta.
- **UC Santa Cruz**:
- **Win**: Completed the first AI-driven SDLC for a nonprofit project.
- **Failure**: A 32GB Olama model performed poorly for code review on a laptop.
- **Challenge**: Looking for alternatives to high-cost LLMs like Claude.
- **Project**: Developing a system for a nonprofit to consolidate information from podcasts and YouTube to identify grant opportunities.
- **Amazon**:
- **Project**: Creating a dashboard for data quality checks between third-party and internal data for the services team.
- **Challenge**: Ensuring data accuracy and compliance when pulling from multiple sources.
- **Center for Creative Leadership (CCL)**:
- **Win**: An agentic AI developed in Brussels offloaded fleet management administrative tasks, saving significant time. The global tech team also launched an AI literacy program.
- **Challenge**: Establishing effective AI governance.
- **Consulting and Personal Projects (Bruce)**:
- **Win**: Convinced a client not to purchase an overpriced, complex solution while helping them build an in-house software engineering department.
- **Challenge**: Observability and metrics in AI development due to the rapid pace of change.
- **Project**: Building a personal CRM using Microsoft Teams framework, Graph API, and Microsoft 365 Copilot Studio.
- **UI/UX Design with AI**:
- **Win**: Successfully used AI for research to create client proposals.
- **Challenge**: The overwhelming number of AI tools and the desire for a single go-to solution.
- **Projects**: Creating modern website templates and a payment app for a fitness client.
- **Sage Publications**:
- **Hopeful Win**: Getting approval for two new data scientist positions.
- **Challenge**: The company's 60 years of disorganized content and data spread across various systems is a major blocker for AI.
- **Project**: Experimenting with `cube.dev` to help clean up and manage their data estate.
- **Rob Kelly (Consultant, ex-Oracle)**:
- **Win**: Integrated a Multi-modal Conversational Prompt (MCP) into his personal SDLC tool, allowing backlog items to be added visually using Claude.
- **Challenge**: The rapid pace of new AI tools makes it hard to choose and stick with a toolset.
- **Projects**: A personal SDLC tool, a regulatory dashboard for life sciences, and a commercial real estate application.
- **Robert Reyes (Bay Cities Packaging)**:
- **Win**: Onboarded two non-technical accounting team members as AI users, empowering them to build their own tools.
- **Challenge**: Transitioning from Active Directory to Microsoft Intune for device management.
- **Project**: An application for Dungeons and Dragons that transcribes sessions and generates AI notes.
- **Todd Thomasson**:
- **Win**: Internal AI "Vicky" is integrated with Teams to create transcripts and enable conversations with meeting content.
- **Challenge**: Governance and discovering what AI tools are being used across the organization. (Pro Tip: Partner with finance to track AI expenses).
- **Project**: Using multiple AI agents to assist with a "duck run" DIY construction project.
- **Greg Moore**:
- **Win/Failure**: An attempt to build a purchasing agent with Microsoft Copilot Studio failed after five weeks, but the same agent was successfully built in three days using Claude and Cursor.
- **Project**: Building an application to automate his manual expense reporting process.
### AI Governance and Implementation at Media Alpha (Presentation by Ira)
- **Governance Framework**:
- Audited by KPMG, their framework covers structure, technical implementation, organizational support, adoption, and data management.
- A three-tiered structure is in place: the Board, an IT steering committee, and an independent AI operating committee, plus a separate data governance committee.
- **Tooling and Tiers**:
- Primarily uses Claude from Anthropic, with specialized engineering access via Amazon Bedrock for more favorable terms.
- All employees start with a $25 pay-per-use budget, with most elevating to $100-$150. Advanced features unlock at higher tiers.
- **Review and Security Processes**:
- Formal AI products undergo a mandatory AI Impact Assessment (AIIA) based on ISO 42001.
- A three-layer security model is used:
- **Layer 1 (DLP)**: Nightfall monitors AI usage and data movement.
- **Layer 2 (Guardrails)**: AWS Guardrails control AI output for productized AI.
- **Layer 3 (Threat Detection)**: CrowdStrike's Pangea (AIDR) is being deployed for external-facing chatbots to detect malware and abuse.
- **Metrics**:
- The focus has shifted from adoption metrics to customer impact, reusable growth, and time saved per task.
### AI Activity Monitoring and Governance Tools (Continued)
- **Nightfall AI**: Monitors AI activity, flags concerns for the privacy team, and can block certain actions.
- **AWS Guardrails**: Used to block specific AI responses based on word lists for internal-only AI usage.
- **CrowdStrike**: Employed for high-risk, externally facing products to inspect for prompt hacking or PII leaks, with alerts going to the security team. High cost limits its use.
### The "Workshop" - An AI Governance and Innovation Platform
- **Purpose**: A platform for employees to test AI ideas (e.g., from Claude) by converting them into a format that can be hosted on the company's web platform.
- **Governance**: Provides a defined path for innovation. Projects that gain traction are productized; others "die" as the Workshop has no database.
- **Adoption**: Adoption is low (<10%), and supporting business users requires significant IT involvement (estimated at 0.5 FTE).
### FINRA's Use of AI for Process Automation
- **Problem**: FINRA manages brokerage firms via a web portal with tedious, repetitive processes, representing a $60 million opportunity for time savings.
- **Solution**: Exploring Amazon Qlik Chat Agents to allow users to interact with the system conversationally to perform tasks.
## Next Arrangements
- [ ] Complete the full deployment of CrowdStrike's AIDR service by August.
- [ ] [Speaker 21] and [Speaker 11] will connect for a 30-60 minute session to discuss AI governance challenges and co-create solutions.
- [ ] A potential sub-session might be organized if more people are interested in the discussion with [Speaker 11].
- [ ] [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. **AI Governance**: Several participants (Dan Kaufman, Farah from CCL, Todd Thomasson) are facing challenges with AI governance and are seeking best practices to implement guardrails without hindering innovation. This is a common theme needing a clear framework.
> 2. **Code Review & Tooling**: Multiple participants (at Interoperer, UC Santa Cruz, and others) are struggling with code review processes. They are exploring AI solutions but face challenges with performance (Olama), cost (Claude), and finding the right tools (Copilot Studio limitations).
> 3. **AI Cost Management ("Tokenomics")**: A common challenge is managing the costs of AI models, specifically choosing between subscription-based tokens and pay-as-you-go services like Bedrock (Jonathan Au).
> 4. **Data Quality as a Blocker**: Data quality and organization were highlighted as a major blocker for AI implementation, especially for legacy companies. Agents attempting to use disorganized data often follow outdated processes (Michael at Sage Publications).
> 5. **Tooling & Platform Challenges**:
> - A specific technical challenge was raised regarding the limitations of using Foundry, particularly the lack of model availability and token constraints (Tommy Joseph).
> - Greg Moore highlighted significant roadblocks with Microsoft Copilot Studio, which led to project failure before a successful switch to another tool.
> 6. **Collaboration Opportunities**:
> - Several individuals (Christi and Danny) are working on similar projects for non-profits with limited budgets and could benefit from collaborating on cost-effective solutions.
> - Bruce is seeking to replace ArchiMate with AI and would benefit from connecting with others with similar experience.
> 7. **App Store & Migration Hurdles**:
> - The difficulty of navigating the Apple App Store approval process was mentioned as a significant hurdle (Barry).
> - Robert Reyes mentioned challenges with the Intune migration, but no specific support requests were discussed.
> 8. **Unresolved Action Items/Risks**:
> - An engineer requested permission to create a web-based AI agent to collect Medicare information, a significant compliance risk (HIPAA), but the decision was not specified.
> - [Speaker 10] expressed a need to research the information from [Speaker 11]'s presentation, but no concrete follow-up actions were defined.
May 27, 2026
Speaker 2 00:00:24
Good Morning and good afternoon. Hello.
Speaker 3 00:00:28
Good morning. Morning.
Speaker 2 00:00:32
Oh, so many fun faces, I love it. This is great. I've been looking forward to this meeting all week.
Speaker 4 00:00:39
Rob Kel long time no see,
Speaker 5 00:00:41
I know right. I was just chatting with John Nygaard, and your name came up the other day. So how's.
Speaker 4 00:00:47
John doing.
Speaker 5 00:00:48
Seems to be doing? All right? Yeah, good, good, Awesome.
Speaker 2 00:00:53
Well, we've got some new faces here. We've got some folks who've been with us before. We have an action packed couple hours together. And I'm so excited to to be here to facilitate this. I'm John Bucol, I go by JB and this the AI COP. This like the part in the flight where they're like, we're going to Albuquerque, so if you're trying to go to DC you're probably on the wrong flight. So if you're here to talk about AI stuff, you're in the absolute right place, We'll do a quick introductions as part of kind of the roundtable that we do. This series is offered as part of the community of practice. Community of practice has been around for over 25 years. It was started by Steve Heckler. I took it over at the first part of this year, honored to do it. We've launched this group, We have a PMO group that's kicking off starting next week that's going to be facilitated by Mike Olinger.
Speaker 2 00:01:50
So, if you have a PMO in your organization, and this is a value to you or you're familiar with this, encourage you to send your PMO to that group. We also have CIO groups, HR group and a CISO group and an infra group. And then potentially starting a general counsel group. We'll see how that goes.
Speaker 4 00:02:10
So John says separate fee for each individual group?
Speaker 2 00:02:14
There is, it's a separate fee for each individual group. This one I'm not, Haven't yet charged anybody for it. I just want to get it off the ground and see kind of where it goes. But yes, This is going to be a four. Uh, this will be a fee based group for sure. Hopefully the value you get out of this group far exceeds the few hundred bucks a month that it is. Yep, of course. Okay, Uh, I'm going to lead off by just asking does anybody have any cool podcasts or.
Speaker 2 00:02:46
Uh content that they're consuming right now that they want to share, if you do, please share and then throw it into the chat as well. Any kind of it could be a GitHub repo that you're like into. It could be a uh, a blog or a newsletter, something that shows up in your inbox that you think is worth reading. Nobody listens to any podcasts, nobody reads any news.
Speaker 5 00:03:15
This One's kind of kind of mainstream, I feel, but the AI Daily Brief. I forget who puts it on, But it's like twenty twenty five minutes and I usually watch it when I am running an errand or something, or listen to it when I am watching when i am running an errand.
Speaker 2 00:03:28
That's great Rob.
Speaker 5 00:03:29
If you could yeah,
Speaker 2 00:03:30
I'll find it in the chat that would be great.
Speaker 6 00:03:32
Yeah, that's my commute podcast typicallyum and i i kind of skip through it and then jump onto the others. But uh but that one's like that one's a good one, at least for a general AI Daily Brief.
Speaker 2 00:03:43
You guys want to throw that in the chat? Yeah, I could put in the chat. It's a good one. Anyone have any others?
Speaker 7 00:03:53
I've got a uh, GitHub uh, chat. It's got 30, 000 stars. It's about system design. It's uh it's a really good resource on GitHub? Yeah, Uh- huh,
Speaker 2 00:04:02
Yeah, if you can paste that what what do you get out of it?
Speaker 7 00:04:06
Well, you know if Ium if I'm trying to create, you know figure out what I want to design. And how I want to create. It's just a nice refresher on system design and and you know, scalability. Andum all the different sorry I'm, trying to talk and look at the same time. So it's distracting me. Butum but it's uh it's just a great resource. Uh if it goes over all the concepts of system design, and if you want to know what your what your agents are building and understand why they're building, it's a good resource to understand these concepts Fantastic.
Speaker 2 00:04:42
I'll tell you, Github is I. Think one of the best resources of content to you think you have like a really great idea. And it's like, oh, somebody's already done this, takes your understanding to a whole nother level. Any.
Speaker 8 00:04:57
Other group got the A 16 Z show? It's in my Spotify list. You can get it. Wada does podcast. I like it just because of the variety topics. I mean, they'll talk about supply chain, And, then the next one will be here's one submarines and the future of defense manufacturing. And then next it's LLMs. So it has a variety of things and it's like, oh, never really thought about that.
Speaker 2 00:05:22
Outstanding. And Greg, is that you said as a podcast? Yes. Or newsletter?
Speaker 8 00:05:28
It's a podcast. I put the link in the chat.
Speaker 2 00:05:30
Outstanding. Thanks for that, Greg. Anyone else?
Speaker 6 00:05:33
First cast is pretty good for a podcastum and then for a newsletter. Uh tldr is is great because. It's quick and you can kind of get those highlights. I tend to like that one showing up in my inbox every day.
Speaker 2 00:05:48
Tldr. tech is that one, right? Yeah. You turned me on to that. Barry, you turned me on to that one and I'm like totally hooked. It's a really good one.
Speaker 6 00:05:56
Yeah, It was one of the other COP meetings that somebody mentioned it and I got hooked on it after that. Yes, tldr. tech, I'll paste that in there. Thanks any others?
Speaker 9 00:06:07
Last week in AI is a good one, I think I've mentioned it last time, but it's a good summary of what's going on in the world of AI.
Speaker 2 00:06:14
I was listening to it this morning. It's it's the guy with the he's like a British guy, right?
Speaker 9 00:06:20
Uh, I think it's a it's usually a group of folks. Oh,
Speaker 2 00:06:24
Then it's maybe a different last week in AI.
Speaker 6 00:06:30
So, the encyclical just was posted by the Pope that was an AI on point this time, but it was just kind of what you would expect.
Speaker 2 00:06:39
Did he did he use AI to make the encyclical?
Speaker 6 00:06:41
Oh yeah, very possible.
Speaker 2 00:06:44
I feel like that's a skill I can create. Make this sound like a papal encyclical.
Speaker 10 00:06:48
That's right, that's right.
Speaker 2 00:06:51
Okay, thanks for that. That was fun. So, we're going to do a quick roundtable. If you have any others, just don't hesitate, throw those in the chat, and then you all can pick those up there. We'll do a quick roundtable. So what I'm going to ask is each person I just want to give a few minutes. We only have two hours in this meeting, and we have a bunch of stuff to get to. So my ask of you is to be a word economist, Use your words um uh as sparingly, if you will, so we can be quick and expedient, but also actionable. But share with the group, uh, a win that you may have had in the past week or two using AI, maybe a challenge that you've been working through, and then a project that you're working on whether it's something personal.
Speaker 2 00:07:38
Or something at work that is AI related. All right, so we got a win, a challenge and a project. Those are your three. All right, I'm going to go sort of top to bottom. We've got a big group here today. Alex, you want to lead us off?
Speaker 9 00:07:53
Sure, happy to. Well, I think I'm going to talk about the challenge and the project a little later in the presentation. You put me in the agenda as one of the speakers that present the project. Can't wait. It has plenty of challenges. Um, from the win perspective, um, I'm really bullish on B Mat and and I think you're going to talk about that.
Speaker 2 00:08:15
I learned it from you. So I'm going to talk about it. Yes. I'm really bullish on it too.
Speaker 9 00:08:19
Yeah, So that's definitely a win for my team uh, and i'm trying to scale it uh to my entire organization right now.
Speaker 2 00:08:28
Outstanding And, then a personal project you're working on or a project you're working on? You want to share? I mean we're going to deep dive on your other stuff but anything.
Speaker 9 00:08:38
Fun. A fun project that we are working on right now is wrapping Beam Math in a Ralph loop, basically making it work continuously. That's a really fun project.
Speaker 2 00:08:55
We have to talk about that. And I didn't ask, obviously, name, rank and serial number. Alex, introduce yourself. Okay, Alex Kassar Organization and where you're based?
Speaker 9 00:09:05
I'm I work at finra Financial Industry Regulatory Authority I'm based in uh DC area I'm a senior directorum love to geek out about AI.
Speaker 2 00:09:19
Thank you. Alex great having you here. Uh I'm just going top to bottom Barry.
Speaker 6 00:09:24
So yeah, so I'm Barry I'm the CIO over at Pure Tech Industrial Water. Um uh so lots of projects in the air right nowum but theum. The one that I think is most interesting is so I have a personal project that's for financial software or like personal financial software budgeting. It was kind of just a pet project, kind of just fun. But part of it is I built native apps, all Windows, Mac, Android and iOS. And. So what AI has been helping me do is navigate all the things I don't know like.
Speaker 6 00:10:03
Juggling the signing requirements and the Apple Store requirements and the Play Store requirements, and navigating all of that mess, Which without AI I, don't know if I could have done it because there's the amount of hoops you jump through. So that was really interesting. But as part of the process, I needed a really good deploy structure. And. So that's where I built kind of some infrastructure around skills and CI pipelines that are all sort of AI driven. So that I can both triage bugs and deploy, you know, pull requests all sort of autonomous. And that's been a lot of fun. But did I miss anything, John or Jamie?
Speaker 2 00:10:44
No. Well, a challenge.
Speaker 6 00:10:46
Challenge? Yeah. So the challenge is the Apple stores, like just dealing with their approval process. So if anybody's done that already. But boy, oh boy, it's okay.
Speaker 2 00:10:59
This is a good one because I'm sure there's group there's folks on this call. In this group that are working on building native apps. So now, you know you have Barry who is probably hitting up the same walls you're hitting up against. So that's a good one. The value in these meetings, by the way, is not just what happens here, it's in between the meetings. So, you all know you have a resource based on what we're just talking about right now. Thank you Barry, great having you here. John Hawk?
Speaker 7 00:11:26
Yeah, hey so cool victory is we pushed out a RAG app.
Speaker 2 00:11:32
John, Who are you and where are you from?
Speaker 7 00:11:33
Oh, sorry. Yeah. My name is Jonathan Au. I'm the enterprise architect for the Metropolitan Water District of Southern California here in Los Angeles. We are the largest water supplier in the country. We pushed out a retrieval augmented generation app for our board material a few weeks ago. And it's. The adoption rate has been phenomenal. It kind of ran away and it's almost like gone internally viral. Um, we're seeing like uh you know hundreds of sustained interactions per hour, like since release and it's actually trending upward a few weeks later. So we're really thrilled about the adoption there. So that's the win. Um, The project that I'm continuing to work on is just kind of like my lang graph script, that is sort of like an app development engine that ingests schemas and specs and.
Speaker 7 00:12:23
Kind of marries the two sides of like B - mat and a Ralph loop to kind of create this autonomous engine. I'm continually tinkering with it to try and make it better, using LangGraph to like track the state of that engine. And then challenge kind of always just like the shifting sands of you know, The subsidized token costs from subscriptions versus like going directly to the well of like Bedrock or Foundry. And and you know the metered pay as you go rates and trying to figure out how we're going to set up our enterprise to be cost effective in deploying these tools moving forward. So.
Speaker 2 00:13:01
Tokenomics, I feel like we should do tokenomics on the next, we could do two hours on just tokenomics. Yeah. John, so great to have you here. It was wonderful being uh at, The office last week. I feel like we were the only ones there because, like Thursdays, you don't usually have people in the office. And I got to see what a ten million dollars AV system looks like in a boardroom, which is incredible. MWD. Yeah, great to have you here, John. Ira.
Speaker 11 00:13:28
Oh my gosh Am I muted? Hopefully I'm not no Okay, let's see here. My name is IRA Ham I am a CISO accidentally becoming CIO recently. For a company called Media Alpha, which is in the advertising technology business. Let's see quickly hitting on your items. Challenge with AI, we're currently developing an agent support funnel. Successes with AI, I've measurably reduced three FTEs. I've launched apps on ChatGPT. We have an internal development space for our employees to build their own apps and launch them and more.
Speaker 11 00:14:04
And a personal project with AI. I'm developing a video game and AI is not suitable for that as far as I can reckon so far.
Speaker 2 00:14:12
And you are in the great state of Washington.
Speaker 11 00:14:15
And I am based in Seattle, yes.
Speaker 2 00:14:17
Thank you, Ira. That was very good word economics. I really admire that. Thank you so much and Ira will be presenting in just a little bit on governance and what he's doing at Media Alpha, which will be really fun Leon, my brother from Burbank How are you doing?
Speaker 12 00:14:34
So my name is Dan Kaufman. I'm a CIO for Accolade Engineered Systems, a construction company here in Pasadena. So as far as wins go, we my team successfully AI enabled a legacy service management system like IFS. And you know, strangely enough, like we had this old API gateway, And we were able to, you know, Put an MCP server to utilize that old API gateway and build a bunch of agents that now give them real time information without having to code a bunch of different, you know, without ever having to log into IFS or ever knowing what it is. So that's a big win. Seems like businesses really love it.
Speaker 2 00:15:25
The best interface Leon is no interface.
Speaker 12 00:15:28
Exactly. That's exactly what I'm finding. You know, all of a sudden everybody's doing using it for quoting. So I was like, okay. Challenge. And my challenge and project is exactly the same actually. And my challenge is AI governance. You know, I'm trying to you know, figure out how to not stifle the innovation, and at the same time, put guardrails around AI projects that popping up all over the place. And really I'm trying to address it through governance.
Speaker 12 00:15:60
But it's one of those deals where the genie is out of the bottle. So whatever, you know, so that's that's the challenge. But, the project is really to understand how is AI going to affect the business and putting the right guardrails in place. So that's kind of what we've been working on for the last few weeks.
Speaker 2 00:16:16
Thank you, Leon. We're going to lean in pretty heavy into governance. And then I think that's going to be a topic too, at our next round of COP meetings after this this one. So thanks sir Mr Joseph, TJ, my good buddy from Irvine.
Speaker 13 00:16:33
Good morning, everybody. Yeah, no, I think for us I'm Tommy Joseph. I am the vice president of IT here at Champions Group. We are one of the holding company for a few service oriented industries across the country and one of the. Projects that we are working on is to get, you know, we are not that advanced in the AI space, But we enable our business leaders to augment AI into spaces where they feel comfortable. Like we have a lot of chat bots serving as call center agents. We kind of co-see it and now deploy it along with the agents, actual agents. And that's one of them. We use it for a lot of the training that our sales team use for.
Speaker 13 00:17:23
You know, when they interact with the customers, They use AI to learn and how to train the new upcoming salespeople to be more effective in their sales journey. So those kind of applications we have the business leaders drive it. But on my our side, on the IT side, We I am rolling out cloud to about 50 or so. People selected from various divisions. One of the challenge that I was finding was I was trying to get that rollout through Foundry. And the challenge there is like in Foundry, because people wanted different models and they all want the latest model. And then when you try to provision it in Foundry, you don't have it. And you know, So then you are stuck with what uh the version they have it there. And even then limited by the tokens. And if I don't know if anybody um.
Speaker 13 00:18:17
When that route, I'm here to learn from that experience if you can. But, my experience was it was holding me up to roll it out faster because the business is demanding faster turnouts. And, so I had to go with cloud teams deployment for that one and get it going while exploring the Foundry or another platform where I can count on. And that's something I'm hoping you guys can maybe share some insights on that. One of the projects that we had success been was, we were able to use the actually cloud to kind of program the Azure Data Factory to pull data from multiple SaaS applications that we use, create that data pipeline there. Once the data is in the data lake and database.
Speaker 13 00:19:12
Then, we were able to create an MCP server with Claude to interact with that database directly. Our financial analysts can now, without having to learn complex SQLqueries, They can directly use the chat interface to query any kind of analytics directly from that business data. So which is they are liking it. The financial team is really liking it and want to get on board. That's great.
Speaker 2 00:19:39
So if anyone has some good, Boundary experience. Uh, thinking somehow if you can get Anthropic's models to work outside of Sweden, that would be great. I can't figure out it's not deployed on tenants outside of Sweden. It's just like I'm not going to deploy a friggin tenant in Sweden. I'm just not doing it.
Speaker 13 00:19:56
Exactly right.
Speaker 2 00:19:57
Yep Okay, I'm going to keep rolling here A V D Mr Van Dellen.
Speaker 3 00:20:05
Hello everyone, calling in from Reno, Nevada. I am the VP of IT for a company called BNS Site Development. We do heavy civil construction on the east coast out of Virginia, flattening ground for lots and lots of data centers. So, everyone keep up the AI work because it creates a lot of job demand for us. AI wins. We are You know, we're 1100 person company. 700 employees are all moving dirt, either with a piece of equipment or a shovel. And, our field operations team often reviews all of their job performance, one at a time with individual PDFs. So, we could flex with a very easy AI project to automate 700 PDFs to submit their formal annual review for pay adjustments. So that was a quick win.
Speaker 3 00:20:59
I would say, challenge is facilitated. We have a lot of project managers, project engineers. Facilitated a very quick AI training last week. So, it's really trying to get end users who are just kind of burning and churning to change and challenge their practice and start with AI instead of coming to AI as an afterthought. So that's the challenge we're currently facing. What was the third one, John?
Speaker 2 00:21:25
Project. What's a project you're working on?
Speaker 3 00:21:27
Project I am working on. Yep, we we have uh we operate typically, Um you know, forty million dollar deals and when those deals go off the rails economically, Uh, we have to go back and data mine email, addresses bid, documents, contract documents, scope reviews and try, you know, geotechnical reports and try to figure out how we can go back to the project owner or general contractor to try to reclaim some dollars. So. That project is kicking off this week where we kind of dump everything into a cloud project and start to data mine that way to see where there's opportunity for more change orders.
Speaker 2 00:22:04
That sounds like a fun one. Thank you, ABD. Let's go to Bruce. Bruce, it's good to see you again, my friend.
Speaker 14 00:22:14
Welcome everybody. Yeah, I'm Bruce Bevins. I've run the enterprise architecture practice at Interoperer So. A big win for us is our HRIS department. Created an Apex app for Oracle that was able to help them automate testing and validation for quarterly patches for Oracle HCM and Oracle Finance, which was awesome. Some challenges we run into is more or less validating that code and doing code reviews. Right now it's a very manual process that our developers do, And so trying to figure out how to automate that either co with AI, but also having human interaction with it for deployments. And then what I am working on professionally is.
Speaker 14 00:22:52
Currently use ArchiMate as our enterprise architecture platform, and I'm seeing if I can replace that with AI.
Speaker 2 00:22:59
So if you anybody has experience with ArchiMate and replacing that, that would be a good one to connect with Bruce on that. You can share some insights or some experiences. Thank you, Bruce. Great having you here. We're going to roll to Christie. Christie, You made it even with all your struggles with yourum your minions this week.
Speaker 15 00:23:22
Yes. Hi, my name is Chris Brown. I am CIO for Crimson IT, which is an MSP and we service I lost count of how many clients, but I am also a fractional CIO for two main nonprofits in California. And so it's a lot of fun. Biggest challenge with AI this week is keeping track of all the names of my minions. I said that one just for you JB, Honestly, I'm working on a project with one of the nonprofits who has no budget for anything this year. So figuring out how we can tie some things together to get them what they need using zero cost on Azure infrastructure with certain exceptions. So trying to find some money in the budget to offset a little bit of that. But using a lot of free stuff on the same way. And then the biggest one is being able to figure that one out.
Speaker 15 00:24:20
So both my win and loss this week. So.
Speaker 2 00:24:24
Any uh projects you are working on?
Speaker 15 00:24:26
Oh, um, so I've got about three projects in the air right now. Um, Adopto it uh inbox Adopto inbox is the main one. Um, I am almost ready for beta testing. Uh, but that one's been a super slow one. And that one's just a email organizer system that you can use LLM to train. How you want it to handle your email, which I currently use right now on three of my mailboxes.
Speaker 2 00:24:56
All right, I can't wait to hear more about that one. Thank you, Chris. Let's go to Danny.
Speaker 10 00:25:04
Howdy. I'm Danny Schultz. I'm lead architect up at UC Santa Cruz and been just starting to get into some of the AI work. We move a little bit slower up there, Um, with going through all the government regulations.
Speaker 2 00:25:20
There's a lot of surfing to do.
Speaker 10 00:25:21
There's a lot of surfing. Yeah, I.
Speaker 5 00:25:24
Was going to make a slug comment or something like that.
Speaker 10 00:25:26
Yeah, I fit it in where I can. Um, Uh one of the things that I think one of my accomplishments this month was that I just did my first AI driven STLC. So that was pretty exciting to get that whole thing running. Andum I did look at Bmad, but I decided to do it. Just off the cuff and design it myself just so I could understand how it all works. And go through and kind of do it bit by bit. And I'm still going through the project right now, which is sort of like Christie's, it's working for a nonprofit on the side just helping out supporting that. So I'm trying to make a system for them. So I might be interested in when you figure out how to do it on the cheap.
Speaker 10 00:26:12
But that's that was one of my wins. My failures is, I wanted to use uh Olama for some code review and found out that the thirty two gig Olama just, you know doesn't run well on my on my laptop. So I and cutting down to the smaller version just did not do the job as far as code review. So, it was a good learning experience just to see what works and what's available out there. I know there's there's a bunch of other ones. So I am interested in finding out some other. Some other LLMs that I could use to try not to burn down all my tokens right now on Claude. So that's another issue that I'm running into. Yeah, The side projects are one I'm working on for the nonprofit and I'm, trying to set up a system that can bring all their information together from their podcasts and YouTubes and help with funding. So it'll kind of give them a dashboard and then work on a funding scenario, that'll give them a bunch of different places to look for grants and funding. So.
Speaker 2 00:27:10
Love it. Thanks, Danny. Great to have you here. Appreciate it. Good to be here. Jason?
Speaker 16 00:27:18
Hi everyone, I'm Jason Tsao. I'm, a software development engineer at Amazon and a mentee of JB's. And let's see the project I've been working on lately has been a dashboard. We have a lot of data that we process from a third party vendor. And so we're trying to do some data quality checks between that and our 1 P data. And so doing those kind of comparisons, Then putting it in a like presentable dashboard for our services team to be able to do some analytics on has been both a win and a little bit of a struggle trying to figure out how to make sure that those are as accurate as possible and meeting our user acceptance standards.
Speaker 2 00:27:59
Love it. And then any any challenges related to that you want to double click on? Is it mostly just standard compliance? Or is there more on the user side?
Speaker 16 00:28:10
I think the compliance is the hardest thing, and definitely trying to make sure that we're getting accurate results every time, Making sure that you know everything that we're presenting is kind of the we're not missing pieces of the data when we present, and we're kind of pulling from these multiple sources.
Speaker 2 00:28:32
Thank you, Jason. And you are calling in from the great state of Texas.
Speaker 16 00:28:36
That's right, Dallas.
Speaker 2 00:28:38
All right, great to have you, Jason. Let's go to Farah. I'm going to pick on you, Farah. You knew I was going to do it.
Speaker 17 00:28:48
As you always do. Hello everyone, Farah Francis calling from Washington D. C. Cio for the Center for Creative, Leadership and I have with me Todd. Where are you? Todd Thomason is a member of my team as well. He'll speak shortly. So winsum. We have a office, I mean, a headquarters in Brussels. They have to manage fleet for the. We have to buy cars for the staff there. And, so the fleet management was extremely administrative heavy with a shortened staff trying to control hiring. One of the one of the one of my members of my team developed an agentic use agentic AI to help offload some of that administrative burden with the fleet management from.
Speaker 17 00:29:35
You know, identifying the vehicle, tracking the usage, when it's time to re-up for a new car and a whole nine yards. Should it be an e-car, electric car or not? So she's built this and is working through it and saving her tons of hours. Another win for us is that I felt that it was important that the team, my global tech team has access to full literacy around AI. So we just launched TUD is here. Along with one of our AI experts who lives in San Diego, we just launched a fully AI literacy sort of syllabus to teach the team. But if you can imagine, I'm talking about end user support people, everyone. I would love to get trained on it. Challenge governance. We I'm glad that someone here is going to speak on governance. I think that's a big issue now for many organizations, especially ones like ours and.
Speaker 17 00:30:28
If I may mention another great win is that just recently, as in earlier this week, a professional came in to speak to us, the executive team, About how we can work and move as an organization to propel us for the future, leveraging artificial intelligence to drive our competitive position, elevated and create a better and enhanced positioning for our clients and our customers globally. So, It's a bit of a win, but at the same time it's some work to do to get us there. So good to be here, John. Good to see you.
Speaker 2 00:31:02
Thank you, Farah. Mr Hubbard It's always a good week when I got Greg and multiple conference calls in a week.
Speaker 8 00:31:14
Hello everybody My name is Greg Hubbard Thanks John for that nice intro I'm based in Chicago My career has been leading software engineering departments. Larger companies like Capital One and Service Now, and whatever comprises them. QA, Dev, DevOps, BA, whichever in the 50 to 100 person range. After Capital One's merger I've started consulting. So, my I was trying to think of what I can say and can't without being rude to uh I'm, helping a company transition now from having ad hoc offshore contractors to their own software engineering department.
Speaker 8 00:31:50
So building a career ladder, CICD, what tools to use. It's a lot of fun, but it's a struggle at the same time. Let's see. Challenge: observability and metrics, which oddly enough has been a problem since people were coding in assembler. So but now with AI development and the pace of change. So every two weeks there's a new model The model providers, OpenAI, Anthropic, Google, they're fighting each other all the time. And the orchestration frameworks change a lot too. So being able to communicate wins losses and what should be watched and how it should be watched in this environment is a big challenge. And if somebody has any ideas, I'd love to catch up with you offline and talk about them. The win I talked this selfsame client out of buying an overpriced solution that would have been overkill with too much overhead.
Speaker 8 00:32:47
Uh, let's see. Project. I'm building a CRM, a personal CRM. I've never liked any of the ones that are used for contact management, and it's got way more bells. And whistles. So it's really a fun project for me saying, you know what? This would be cool. Let me put this in here. So I have more workflows and agents and things than anybody would need, but it's a blast. Love.
Speaker 2 00:33:12
It What are you using to build it? Uh.
Speaker 8 00:33:16
So I'm building it in the Teams framework, so I'm using their Graph, the connectors that are built into hit. I was about to call it Slack. Jeez. Team chat, SharePoint and whatever else is in the ecosystem. One thing I do have to connect to outside of Microsoft. I'm sorry, go ahead. Pure Microsoft? Yeah, it's pure Microsoft.
Speaker 2 00:33:43
Great. Sounds like a fun one.
Speaker 8 00:33:45
Yes, All the Microsoft 365 Copilot Studio, which I hadn't played with before, which is pretty interesting. It's a cheap way to create some agents.
Speaker 2 00:33:57
Thank you Greg. Good to have you. Kai?
Speaker 18 00:34:03
Hi, I'm Kai Kylene. Sorry, I turned my video off because I'm a little sick and I didn't want to get you guys all sick. So. I'm a UI UX designer over in Irvine, California. This past month has been amazing. I got a couple of wins with using AI to help do the research and really help put together a nice proposal bundle for for my customers. The three major clients is uh I'm just trying to work smarter, not harder with AI, and most of them still sits on platforms like WordPress, Shopify, and I want them want to create like a new template.
Speaker 18 00:34:42
With all the new designs that you see with parallax and scrolling, I don't like what's out there right now, and I want to create my own templates for these guys. I also have a client that wants to create an app like a Starbucks payment app using like user automation. So getting to know the customer data really in the focus of fitness and nutrition and supplements. So that's kind of a fun one. So I'm here to learn as much as I can. To help direct me in the right direction. I would say my challenge and problem is there's so many tools out there. There's so many things out there and I kind of just want my one go- to uh place where I can just call everything out, like I used to in my in my old role without AI. So I'm just here to learn as much as I can. Sorry, um,
Speaker 2 00:35:33
I'm sick.< laugh>.- I like that you turned your camera off so that we don't get sick. That was-- Yeah,
Speaker 18 00:35:38
Yeah, yeah, yeah. You know with AI you never know< laugh>.- That's right< laugh>.
Speaker 2 00:35:43
Thanks, Kai. Good to have you. Michael Cissellak.
Speaker 19 00:35:47
Michael Cissellak, Sage Publications, an educational publisher out of New York City. I hope my win this week is getting two new data scientist heads approved. Not quite done yet, but fingers crossed that's going to come through. Our biggest challenge is not AI, but the data right now, but the data under it. We've been around for 60 years. We have an enormous amount of content, data, process stuff just everywhere. And as people come to us and say they want to, you know, Agent this and do these kinds of things and realize that there's not one clean place. They can point at the data. And. So when the agents go and check SharePoint or wherever they undoubtedly find some old process, that's no longer accurate and start following it.
Speaker 19 00:36:34
So really figuring out how we can clean up and deal with our data estate before we can even tackle the bigger AI questions. People have. And to that end, I am playing with cube dot dev, Which is a sort of data platform analytics platform Power BI super competitor kind of thing that we're looking at to see what that might be able to do for us.
Speaker 2 00:37:00
Great to have you, Michael.
Speaker 2 00:37:03
Sounds like fun. Let's go to Rob. Rob, so glad you're here.
Speaker 5 00:37:07
Thanks for having me. So Rob Kelly calling in out of North Tustin, California. Know several folks here, Kai, You probably don't remember me, but we actually did a little bit of work together many years ago, trying to remember the project. But I remember working with you at one point.
Speaker 18 00:37:25
I do remember you Robert Hi. I do remember you okay,
Speaker 5 00:37:30
Cool there you go. Um, so former CIO at what was Standard Pacific Homes, now part of Lennar. And I mentioned that with Greg on the call here because we were fellow CIOs at the time in that world. Anyway, after leaving the CIO space, I spent about a decade consulting under my own banner Trulium, and then had a friend call me and sucked me into Oracle. So I spent the last, Eight some odd years at Oracle in life sciences, So focused on product strategy and learned a lot about product development and probably the biggest frustration, which is that timeframe to turn it back. So developing now sort of my own SDLC that kind of brings it all together in one sort of glass. It's not intended to be a product, but it's turning into one it seems like for myself.
Speaker 5 00:38:29
To look at everything from product strategy and then managing that whole life cycle, including dispatch. And, when I first started doing it and noticed what I was paying for the tokens via dispatching through the SDK is when I quickly realized, okay, that's going to be the point we're headed. Right? This whole conversation we're having around tokens and the price of tokens and so forth. And so I continued to build that out because I feel like that's where we're going headless. Mcp, that sort of thing. So I've done Some MCP development as well. Talk about wins, So that's one of them. Is that I'm using this scrappy little tool that I'm building for myself and I put an MCP on the front of it. So when I ask Claude to add something to the backlog, it's not dumping it into an MD file. It actually dumps it into a visual backlog that I can work on and ultimately, dispatch agents on to build. So that's been a bit of a win. Um.
Speaker 5 00:39:27
And then it's in terms of challenges, honestly, the surfaces picking the tool that I can just live with for a while. Right, John, You posted the other day about chat GPT five, five and I am just like when am I going to have time to go and jump over to that one again and play with that? So I think a little bit is the tools. The surface even right, because using Anthropic and Opus four point seven, you know how many different ways can you access it from design? To you know, command line to Visual Studio, all the different plugins. Right? So, if you take that and then multiply that by how many of the models we have to work with, that becomes a bit of a challenge I guess. In terms of projects, I'm working on a few. So coming out of Oracle Life Sciences there's a regulatory piece that I'm working on. So building out a dashboard for people who work in regulatory.
Speaker 5 00:40:23
And need to make sure that their drugs are compliant with global regulations. Some working on that and I'm working on a commercial real estate application. And that one's kind of a fun project because I spent most of my career in and around real estate, and I'm just seeing a major gap there. And it just so happens that my wife runs about a billion dollar portfolio, And she's unhappy with all the tools that she's had to buy over the years. So I'm building that currently, and that's been fun. And using AI to develop data migration models is really, that's been really powerful as well. It sounds simple, But when you can just have it build your mappings and build all your translations and so forth, it really cuts the time. Anyway, that's about it.
Speaker 2 00:41:11
Thanks for having me. Thank you Rob. Great to have you here and to the other Rob, Mr Reyes.
Speaker 20 00:41:16
Hi guys, yeah my name is Robert Reyes I am in AI and, Automation Associate here at Bay Cities Packaging out in the city of Pico Rivera, California. I'm filling in for Jim today. So if anybody's wondering where Jim's at, he's currently out of town and so I'm filling in for him today. But um some projects and wins that we had. Uh last week, uh, specifically, we onboarded two new users who wouldn't consider themselves um AI uh users or AI engineers. We onboarded them because um they're both critical members of our accounting program.
Speaker 20 00:41:50
Or our county department. And so having a user like that within a knowledge base that we've created, that they can then insert more information, insert more of their knowledge into. So, we can get more richer data and build the tools necessary for them and even give them the ability to build up those tools themselves, helps us enrich our entire environment so that the newest users or even the oldest users here at Bay Cities can adopt this system. And build the tools necessary for them rather than reaching out to somebody who doesn't even know what they're looking for. And it has to have those long, Painstaking conversations and just giving them the ability to be able to do the work themselves to achieve the goals that they want, helps us accelerate the adoption of AI here at Base Cities. But another, I guess an issue that we've seen or a challenge that we have seen is Intune.
Speaker 20 00:42:48
Uh, we are trying to speed up the uh, I, guess you could say the the installation of Intune for all our devices here. Uh, we used a traditional uh Active Directory system, but now we are transitioning over to Intune. So, we are in the process of essentially converting all of our devices into a more Intune managed system. So that's one one of our challenges. But a fun passion project that I am doing on the side um, I am a big fan of Dungeons and Dragons. I am, I consider myself a dungeon master, And so one of the projects that I have built out is essentially an application that allows me to take transcripts from recordings of uh, of sessions that I have with my players, and be able to take all that information, drop it into an AI chat, Ask it to translate or not translate, but rather take notes on everything that that transpired during the session. And then.
Speaker 20 00:43:43
Keep essentially a historical text of information that my users can go back to and read that information. So they can enrich themselves into this world that I'm creating. Uh, it's really useful and really fun to build.
Speaker 2 00:43:57
So real estate for some, Dungeons and Dragons for others. That's what I say for personal projects. I love it. Uh, and it looks like Bruce is interested in the D& D log app. I love that. That sounds like you have a collaborator right there in Bruce. Did I miss anybody?
Speaker 2 00:44:16
It was me. Yeah, Did I miss you, Todd? Oh, I totally missed Todd. So good to see you again, Todd. Missed me as well. Oh, I miss Greg. I jeez kick me under the table, Greg. All right, Todd, you go next.
Speaker 4 00:44:29
I'll kick you later.
Speaker 21 00:44:30
No worry and no problem good Good to see everyone. Uh, todd thomasson center for creative leadership. Uh i'm in elon north carolina, uh, headquartered out of greensboro, um quick win. We finally have our internal AI, Vicky, Which John I think, you know you've heard of Vicky before actually working with Teams to do our transcripts and allows us to have conversations with that internally. And then challenge, as Farah mentioned, and others have mentioned, governance and discovery who's using what AI where.
Speaker 21 00:45:12
Little hint on something that I am looking at is become friends with finance, and you find out who's expensing AIs as well. If you haven't tried that one yet. Um, and then personal project. Uh, don't laugh, But my wife loves ducks and with ducks, you have to create this thing called a duck run. And, when you are building duck runs, it makes a big difference as to how much lumber, how much hardware claw. So I started using AI to help me think through it and as I am doing it, I realize. Well, wait a minute. There's a lot of things that I'm thinking of and that AI is suggesting that I need to make sure that I always get right. Maybe I can use this for something else. So, I've decided I am going to try to turn this into multiple agents that can think through the construction process of building sheds, things like that, And make it like a DIYer's type thing. So that as you are going through and I do a lot of DIY.
Speaker 21 00:46:08
Fix my dishwasher, fix my car, things like that. And I can just build these little agents to help me think through and find repairs and parts. And you know, figure out my measurements and everything for construction. But that's what I am working on so.
Speaker 2 00:46:22
And then ducks for others. I love it, outstanding. Last but certainly not least, my brother from another mother, Mister Greg Moore.
Speaker 4 00:46:30
All right thanks John uh Greg Moore CIO at KB Home, In Southern California, Los Angeles area, over on the west side near UCLA. So in the interest of being quick, John, we got a lot on the agenda. I'll wrap my win and failure together. We started a purchasing agent that we creating a purchasing agent that we wanted to be able to read in.
Speaker 4 00:47:01
Municipality CC and RS for communities, which are usually massive, you know, 60 0 page documents with all these specifications and requirements and building code restrictions and things. And marry that with some of our kind of knowledge and what we've done in past communities from some SharePoint libraries. And, we started creating it in uh uh Microsoft Copilot Studio and had a Microsoft expert helping us and guiding us in creating this agent. And, we ran into lots of roadblocks and challenges and things that even the Microsoft person couldn't figure out how to do it the way we wanted, or what we viewed as the right way versus um.
Speaker 4 00:47:57
The way Copilot Studio was trying to enable it, and after five or six weeks, I called you know timeout and called it a failure. And had one person write the whole app to do this and ingest the content we wanted from the right places and give us the for. We wanted for this purchasing agent to interact, and we did it in Claude code and using Cursor in three days. And so I sent that back to the Microsoft team, and I didn't want to say I told you so, but I said, You guys got to figure out how to do things better and faster, because this is what you're up against. And you couldn't figure it out in five weeks, and we got it done in three days.
Speaker 4 00:48:53
So, just a win and a failure all at once wrapped up together. What I am working on currently. Myself personally is we have this really awesome, cool expense, reporting procedure and process at KB that's straight from nineteen ninety. It's like Excel based. Adobe form like a big spreadsheet for manually filling out your expense reports. So I've created an app and I am getting it to ingest my credit card statements as well as JPEG pictures of receipts, and also different folio receipts. Pdf docs from hotels or from.
Speaker 4 00:49:51
Car rental companies or what have you, And build my nice expense report in an automated fashion, very easily with point and click as opposed to having to manually fill everything out. So I'm building that on my own because I'm tired of filling out expense reports and I'm lazy at filling out expense reports, And so I don't get paid for all the things that are business expenses in a timely manner. So that's what I'm working on.
Speaker 2 00:50:21
I can imagine I'm just I'm envisioning you turning in an expense report with stuff from like last year. You know, like uh I forgot to.
Speaker 4 00:50:28
I I do that John. Yes, like six months later,
Speaker 2 00:50:32
They're like we've already closed the year. We're not doing this. Sorry. Thank you. Greg. Great to have you. Okay. One more time did I miss anybody think I got everybody good IRA you're here twice. Which is great. I love that. There's two Iras in here, but I know I already got you on purpose. All right, I love it. IRA, you're up. So thank you everybody. That was fantastic. It was great hearing from everybody on what you're all working on, challenges and wins and stuff, and I'm hearing both business challenges and business wins and also technical ones. So sometimes they they cross over IRA is in the CIO community practice, and I invited him here because he has uh I think.
Speaker 2 00:51:16
What would be for many of us the worst nightmare, which would be like, how many users do you have that have like full blown agentic coding access, Ira?
Speaker 11 00:51:26
Um technically any of them could get access to it. All of our employees.
Speaker 2 00:51:30
So at least 160 employees?
Speaker 11 00:51:33
165 employees. Any of them could request it. It's only used by engineering, but the rest do have free reign to do what they want, Produce artifacts and they have a home now that they can grow into and incubate.
Speaker 2 00:51:46
So it is the floor is yours, my friend. I think just sharing the the the circumst. The here's all I would ask before I hand it over to you. Obviously, the setting that you're in, the context of your governance and then also with the practical application of it, How you developed it and then some of the tooling that you're using and that you've scaled and it's evolving and then where you're going with it. Okay. So let me make sure you have access to share as well.
Speaker 11 00:52:11
Yeah, both computers. I'm going to switch back and forth Okay Yeah You have to use the secure one for this. Okay, So I'm not going to bore everyone with a bunch of documents on governance and stuff, because no one likes to read 1500 pages of policy. But I do have a few slides and other things that I'm going to use mostly for my own benefit to talk to. And we'll go into some of the tech as well. First, I'll start off with context and simply say that the governance environment that Media Alpha is responsible for.
Speaker 11 00:52:42
In acting was actually formally audited last year by KPMG and assessed and compared to what was going out throughout the industries. So probably the biggest takeaway is not where media alpha falls on this, But all the little tick marks about where various other industries fall on this as of December last year. So the key takeaway is as it comes to AI governance, Everyone's still trying to figure it out, and no one has fully structured and wholly defined it. Um Even our organization did not cross the defined mark simply because we are missing one key component, in the opinion of KPMG. And, that was what they called system scorecards that actually defined publicly how we transact and use AI. So if you wanted to get all the way, that is kind of like the endgame, the perfect story, right? But with that in mind, quickly touching on the world of governance for us, it breaks down into basically five key areas.
Speaker 11 00:53:40
We have a structure which I'll touch on. I'll kind of go through how we implement AI from a technical level and how we support it in the org, as well as kind of how it's been adopted. Everybody in the organization actively uses Claude in some form on a day - in- day -out basis at this point. Some use it a little, just for a few questions, Maybe they're just asking for how to cook pot roast or something in reality behind the scenes. But everyone is basically producing something regularly with it. We have a heavy set of data management policies and things like that, that are actually part of the process. That is pretty significant for us. So that's lended to it, and that's very structured in terms of review for AI across the organization. So I'll kind of touch on all of that nuance as we go through that process. And then finally there is a risk and review process, which I'll touch on. And I'm just going to jump into that from there. And.
Speaker 11 00:54:38
I built this slide during this conversation, so please don't shame me on my slide foo. But the big takeaway on this is we have two camps. We have all employees and we have engineering and product. So essentially, Engineering is specialized in the fact that they get access to not only the standard Claude, which is through Anthropic, but we've actually built things off within Bedrock in Amazon for long term use. So Things graduate within our environment through an evolutionary process. And essentially, at the very end, if something is a true product within the organization, It actually is turned into something that operates independently with its own structured guardrails and security. And that is operating within Bedrock separate from the web-based Claude. We do not use Anthropic's API. We use Bedrock's. There is a key reason for this.
Speaker 11 00:55:34
The Anthropic API has greater limitations from a legalese and terms of use standpoint than the Bedrock version. Because of our business, which is advertising technology, certain things can and can't be done under Anthropic's terms of use. So we have to use Bedrock. So if you're doing anything that is more open, trying to do things that are more cutting edge, I would encourage you to use the Bedrock version and not the Anthropic version. You are less likely to be shut down. In terms of your production operations. On the employee side, all the employees have access to it and they have tiers. Everyone is basically starts off with twenty five dollars when you join the company of AI usage. We are on the Claude usage plan by the way, we don't have licenses or anything like that. We pay per use, everyone pays on the enterprise plan per use. Uh it actually saved us money switching over believe it or not and.
Speaker 11 00:56:29
In this plan, almost everyone usually elevates up to $100 or $150. And the more you use it, the more features unlock. Claude Code unlocking at 150 and on. Only about two of our employees actually unlock that level and beyond. Most people successfully make artifacts and things that they share to aid in their reporting. And a lot of those are interactive. I mean, I'm sure somebody's made a dashboard in Claude that's done something that you click and point at. The problem is those dashboards are limited for single use, And finally, I don't want to go too much into our overall governance design because people and committees are boring. But we basically have a three tiered structure. The board at the top, There is a IT steering committee, and we have an AI operating committee which is run independently. And that has members that are chosen for operational focus and engineering focus. And, they are the ones who figure out AI adoption, and they make the general rules about how AI is used in the organization with one major exception.
Speaker 11 00:57:28
And that is the data usage. We have a separate data governance committee that determines what is restricted, what is limited, what can and can't be done in certain contexts. For us, that probably matters more than most. Case in point, During this entire discussion, I've been on Slack with an engineer who just asked for permission to create an AI agent bot on the web that will collect Medicare information and have an open discussion with an AI. So I'm not sure how many HIPAA regulations that's going to trip on, but I enjoy the rest of my week. So that's my journey. Yeah. So stepping into that governance a little bit deeper, anything that actually becomes a formal AI item, Meaning something that is used by engineering publicly running as a product has to go through two phases of review process. And one of these should apply to everybody on this call, no matter who you are. And that is the AI impact assessment.
Speaker 11 00:58:23
This is basically something that has been wholly formalized by NIST and ISO and everything. And it's a big document that basically evaluates what the AI is doing, what its business purpose is, and whether or not it is doing it appropriately. It forces that you run judgment on the AI, test its inputs and outputs, and several other things. If you are launching AI items into production, I highly encourage you to do this. If that is the one thing you take away. Look into what an AIIA is and begin to do that assessment, at least once on any product you launch. On the left side of this, we have privacy assessments. And if you do anything with consumer information, hopefully you have a privacy officer and you know what the hell those are. But we have too many of those. The amount of privacy records in our system measures in the billions. So there's a lot of data that we have to maintain on our side. Yeah, touching on the various products that are happening within the organization, there's a ton. There's.
Speaker 4 00:59:21
Yeah, please. But before you move on, can you go back to the last one? Yes. Specifically, is the tool that you use for the AI IA?
Speaker 11 00:59:31
So, the AI IA is a combination of tools, and it we produce a document essentially like this. And it basically evaluates the stuff you see on the screen. The key tools that we actually use as part of the assessment isum Amazon's LLM as a judge. That's probably the number one most important one. And then we also run an OWASP test on it. OWASP has an AI criteria which we run against it. So if you got something that can test OWASP level vulnerability things, that's a thumbs up. If you use Amazon's LLM as a judge, that's a thumbs up. You could get substantially more expensive ones, but I rejected everything that was honestly in the thousands of dollars, but most other project products cost tens or hundreds of thousands. Just use Amazon's and a cheap vulnerability scanner and you're good to go.
Speaker 4 01:00:18
Okay so so that, A iia process for you is specific specifically defined by what you want to use your tools and sort of proprietary, if you will, that you set up what's important to you.
Speaker 11 01:00:35
Our AIIA process is defined by ISO 42001 specifically. So we follow that framework. Okay. And this frame this uh set of actions meets that requirement.
Speaker 4 01:00:48
Got it, thank you. Very helpful.
Speaker 11 01:00:51
Yeah, yeah. So 42, 001. That's kind of the breakdown there. Um, how do we actually enforce that process? We have a Jira software lifecycle and when something triggers the AI detection, It uh goes into a state called AI privacy check. And that bringsum one of my security team on to actually investigate and follow up and judge if it's necessary. Uh we produced maybe 10 ish of those so far. As you can see from the various products, from chat GPT bots to voice analyzing systems to Medicare Advantage plan assistance, all sorts of stuff. That's kind of the general about what all this is being used for. Behind the scenes we also have and capture metrics. Metrics are relevant in some cases and completely useless in others.
Speaker 11 01:01:42
The most useless metrics are usually the ones that everyone is currently focusing on, which is the category of number one. Who cares who's using it or not? You care about their general output and the benefits that it is. It doesn't matter if everyone's adopted anymore. AI is now part of life. You're either using it or eventually attrition will handle it itself. So we've stopped bothering with that other than like metrics that Claude produces naturally. The key ones Are actually now focused in reusable growth. And the big one that we track is AI use that impacts our customer or time savings. So this and time saved per task using AI tools. So, in speaking with some much larger organizations, Cto of Autodesk sits on our board and I have sat down with her repeatedly and tried to map what her metrics are.
Speaker 11 01:02:35
And, the biggest thing is no metric actually matters anymore, unless it has an actual measurement that impacts the customer. Everything else is now useless to them. So they are actively deploying AI through the organization and in their product set, and if it doesn't actually have a measurable impact to them, who cares? And it makes sense if you think about it. If something blows up internally, well you can handle it. Something blows up externally, that's a different problem entirely. Yeah so stepping away from the metrics Stepping away from the policy, which I glazed over with the AIAA, let's talk about the way we actually protect the system. So, there are three separate layers. We apply to our AI security in the organization. And depending upon how it's applied, these are in place. The first is a DLP product. And I'll show a demo of each of these on a quick slide right after this. That's basically Nightfall for us. Nightfall has visibility and everything that's going on.
Speaker 11 01:03:33
Within the environment. It also tells me when people are going to use AIs that they shouldn't, and so we can address that accordingly. So I can actively see what's going on. That is applied to all employee use across the org. Doesn't matter. I also use it for standard file movement. Then for everything in the organization using AI, if it's productized, We have guardrails in place. And this is basically what can the AI say or not say? To a consumer or back as it outputs. I really don't want my AI swearing at people, so this is an important step. Can you get the AI to swear at you? Yes, we've tested it. So it is a very important filter. We also end up doing transcriptions of calls fed into the AI and I want to make sure the AI didn't accidentally pick up, you know, stuff it really shouldn't like a social security number or a credit card number. So we also have checks and balances with guardrails that way.
Speaker 11 01:04:32
And then uh, the final one, which we have managed to uh get and become a first time adopter of is CrowdStrike's Pangea offering, or as they've now renamed it A I D R. And, it is essentially a service that actively monitors all of the A I flows across our compute. And uh, basically, it's tracking to see if malware is being fed into the A I in any way. This will be incredibly important if you're hosting anything externally with an A I, such as a chat bot. People try to find ways to abuse it. This system will monitor and shut it down immediately. And we're still in the deployment phase, so it will be launched completely in August. But I can still demo where it's been set up. Actually, I'm going to do that now. So hold on here. Let's see if I can go ahead and do this. Allow to There's the share button.
Speaker 11 01:05:35
See how this appears. All right. So now you're actually seeing what or is it sharing both?
Speaker 2 01:05:48
It's got Nightfall up.
Speaker 11 01:05:50
Okay, perfect. So, this is Nightfall in its simplest form. And effectively all I can do from here is I can actually see what level of AI activity is occurring in the organization. And scrolling through this list, I will just pick OpenAI as an example here. It will allow me to view, is it going to be difficult? There it is. It will let you see all of the OpenAI activity and what every single user has shared and done with it. I could click further into this and actually see that level of depth and detail. However, I don't want to expose people's information during this call.
Speaker 11 01:06:28
But through this, I can actively track what is going on within each AI. On top of it. Yes, you can pull the data out of Anthropic's. They actually have a method for you to do that. But that's the only one. I want to know where people are doing things they shouldn't. And in the case of this, this lets me see the AI activity used elsewhere outside the organization, right? So I find that very helpful. So that's one example. On the guardrail side, effectively there's not a lot to show 'cause it's just some words lists. But you can see on the screen, this what AWS's guardrail settings actually are for us. Anything where the AI responds, it's blocked. We let the AI come in with all the data. Right now everything is being used for internal use only. So, we know what we're feeding it because it's all managed by our own employees in house. So this acceptable. If this was set up for an external setting, I would have these filters on the left.
Speaker 11 01:07:26
With greater scrutiny. And you can also make your own custom filters, but truthfully, this handles the majority of it for us across the board.
Speaker 2 01:07:33
Ira, there's a question in the chat about privacy. Yes. Is the privacy team okay with this level? Alex, you want to double click on your question?
Speaker 9 01:07:41
Yeah, yeah. Just this Nightfall AI seems to be pretty impressive software, but it also feels like a big brother is watching you kind of thing. Yes, it is. How's the is there a way to summarize the conversation and just show themes instead of precise chat messages?
Speaker 11 01:08:00
So if we look into the detail about what Nightfall actually is, it shows what data an individual has put into the product, but it doesn't show what the back and forth exchange is at that level. It shows only the point in time of concern. It doesn't show the entire context. For that you would have to capture things at a different level. I'm only looking for things of concern, so this is acceptable to me. Yeah, I see. Now, and I understand your concern, Alex, because I have pulled like Anthropic's entire forensic detail out of it. Um, I've only done it once, and I will never do it again, unless mandated by counsel because of the amount of information in there. And I encourage no one to do it unless you absolutely need to do it. People use AI for therapy. I'll just leave it at that. Yep. Yeah.
Speaker 11 01:08:49
And probably the more interesting one is this is CrowdStrike's. And CrowdStrike is actually taking all of our active AI projects on the left. And what I can do is I can basically select one of them and pick a stream, And it will literally show me the level of detail about what has come in through these and what security concerns relate to it. And CrowdStrike could block these and detect these on a case by case basis. So, this gives me a very in- depth level of view into truly what's going on within the product set. And the environment on a activity- by- activity level.
Speaker 10 01:09:28
Or is that a different application then?
Speaker 10 01:09:31
CrowdStrike? Yeah, is this a third application or is this something built in?
Speaker 11 01:09:34
This is a third application. This is the third one. So, we have Nightfall, Amazon and CrowdStrike are the three. And this gives me great level of detail in seeing what's going on, In terms of like someone trying to hack the prompt, someone trying to do something that they absolutely shouldn't, sending PII to it that is unexpected, et cetera. This system gets that deep level of inspection. However, CrowdStrike is also the most expensive solution. So, we only employ this for things that are externally facing that have that risk. I'm not worried about someone trying to prompt hack for an internally used tool. I am when it's external to the organization and that's where this applies.
Speaker 11 01:10:15
So I can actually see that, like Bedrock MCP harness. This is actually the interface between ChatGPT and our core system as it goes back and forth. So, we're actually watching for that as it goes and kind of the triggering accordingly. So you can go into a lot of details.
Speaker 2 01:10:31
Are, you triggering alerts off of this that go to the Jira system you mentioned earlier?
Speaker 11 01:10:36
It doesn't go to Jira, it goes to a different system, but yes, this would alert the security team based upon context. So this is where security would get involved, On an ongoing basis with unusual activity. The Nightfall prompts, uh, We do get alerted on, but only um very specific things cause us to react. Otherwise Nightfall will just block it. And guardrails is just guardrails. It just blocks based upon keywords or regex settings. So I don't worry too much about that. Yeah, so let's see now, now I'm going to try to stop share there Cool.
Speaker 11 01:11:12
And that takes us back to kind of the three breakdowns there. And uh the high points. So, that's I think my my time. I'm not going to burn too much more. I'm going to save it for the rest of your guests, John, but I can easily go into other things. I mean, I've got here's our chatbot on ChatGPT. If you'd like to give it a spin. We've published this. I can talk all about publishing apps. Uh within OpenAI. If anyone's curious about The Workshop, which is our think tank. People developed like, um, what was it? Is it um, you know, artifacts? This is a random artifact that I made. It lists all the approved AI apps or potential ones for the organization that people can review. It's published in this workshop outside of Claude. Why did we do that? Because, we wanted people to actually be able to create interactable artifacts that save and store data and can be built up. So you can't do that with Claude because it sandboxes everything.
Speaker 11 01:12:07
So, we built a system that will take the JSX files that Claude makes and actually convert them, Stripping all their libraries out and making it something that can be hosted on our web platform. And this literally just does some AI calls and does that conversion. This our think tank. This this middle space between how answering the question, How do I have an employee in the business who has a good idea and they made something in Claude? How do we see if it actually is fit for purpose? They use our workshop, they put data in here, it makes it published. And then they can see if people use it frequently. And if they do, then it gets turned into a product. And if not, it dies here. The key difference is the workshop doesn't have a database, So eventually, any artifacts that are going to be hosted on, it will fall apart if they grow to appropriate size. So, it kind of has a natural evolution where it crumbles on its own, if necessary. And now.
Speaker 2 01:13:01
You created this tooling You created this tooling to really, Put your governance into action. So, it's a I see this as governance that enables rather than governance that constrains.
Speaker 11 01:13:13
That is exactly right. So, we've what we've done. People will always try to find a way to release or do what they want to do, but if you give them a path to actually achieve it, then they'll follow that path. It's like trails being built in the wilderness, right? Same logic here. So we've built a path for them, Uh, sure there's some steps, but at least there's a path and they can probably do it. This also means that if someone does something outside of that path, you can immediately shut it down because you have defined a path.
Speaker 2 01:13:46
It's the number one thing I hear when companies are starting their agentic journey. They've already gotten through the chat window, but now they're going into agentic coding. They're going into more advanced stuff. And they're just kind of like what happens when we give everybody an Iron Man suit? What happens? And so.
Speaker 11 01:14:07
Coming up with an interesting piece on that. Now that we've done it, I actually have statistics how many people will actually do it. And the answer is less than 10%. There's a lot of loud people, you can probably think of them off the top of your head, which are encouraging this and they want this. But when you actually enable it, the adoption and people willing to actually go through it, Because all paths have friction, you got to walk down it. A lot less people will actually do it. So the business, Only a small handful did it, and we were expecting like half of them to. So if you're anything like our experience, It's not going to be as big a load as you expect once you build the path. And it also reduces the noise when you do.
Speaker 2 01:14:54
Questions for Ira?
Speaker 10 01:14:59
Too many questions. Um, Don't even know where to start on that. Super, super cool presentation. Um, yeah, we use AWS for our platform and we're just starting this journey. So uh yeah, I don't even know where to start but it would be nice. Are you able to share that that deck? Or is that something that's internal that you don't want to? That's fine. Unfortunately it's internal.
Speaker 11 01:15:23
Okay I I put it together from my audit committee slides and a few other bits. So okay,
Speaker 10 01:15:27
That's totally fine. I get itum, But yeah, there's a lot of information on there that I need to research. So I'm just happy that you've kind of set that trail, like you said already. So it was something to go down and look into.
Speaker 2 01:15:41
Thank you, Danny. Anyone else questions? This was the number one thing, most common thing raised.
Speaker 17 01:15:48
First of all, Ira, good presentation. I love the idea in the workshop. It was just chatting with Todd about that and its applicability to where we are at CCL. Butum. Is it really highly used in the organization? How is it, um,
Speaker 11 01:16:04
Experienced in the organization? So for the people who are engaging with it, it is being used. So looking at the workshop now, We launched it two weeks ago and there's six projects and I'm aware of three more that we're adding. The biggest takeaway I'm experiencing is that those people become high touch for getting them to use a workshop because. This is still uploading data into a file medium and converting a file, converting something. There's some technical steps and many business users aren't familiar with the concept of just uploading data to the web in this manner. So there's much higher touch for someone on your IT team. So I would say this is costing me about half a body as they're addressing those specific needs as we wrap it up. So resource be aware of that.
Speaker 2 01:16:54
Thank you. Greg's got a hand?
Speaker 8 01:16:58
Yeah, I wrote one banks and this seems so broadly in all encompassing. Where did you start and how'd you figure out where to start? Cause I'm imagining you started small, you picked a corner, You worked at it and then you wound up with oh, we have CrowdStrike, and we have Amazon, and we have multiple tools. And yeah that workshop thing's amazing.
Speaker 11 01:17:19
Butum yeah. So the workshop is the latest piece. And the workshop is literally just a random, File web hosted thing with Apache. It's the cheapest thing you can find on the internet. We spent no money on it whatsoever. Um, we started at the AI piece. That's where this whole process began because I realized I need to assess if what we're doing. Ai wise is good. At the time there was no standard on it. It was me writing down a doc and saying at a very functional level, how am I going to properly assess this stuff? And so we we basically came up with those.
Speaker 11 01:17:56
Core focuses, right? And then it grew into governance, which had a huge pushback from the organization. I was directly told, " We do not want you involved in our AI processes because we're trying to be innovative. We're trying to make everything magically happen. And you're the security guy and you're going to hold us back." And I basically. I don't know. Do, you ever have one of those moments where you get rather emotional, and you give one of those impassioned speeches? Unexpectedly in a room. That's what happened to me and everyone just went silent. And I'm pretty sure that's why I'm now CIO instead of CISO as a result of that one moment. But, the bottom line is that you need to convince them that the governance empowers and doesn't do the reverse. It enables because it gives people path to follow, and that's all you're trying to do, give them trails to walk. And amazingly, that worked. Yeah,
Speaker 2 01:18:50
It was your Jerry Maguire moment.
Speaker 11 01:18:52
It felt like it, yeah, It very much did.
Speaker 2 01:18:56
Show me the governance to Mr. Thomason.
Speaker 21 01:19:03
Real quick, I love it, hearing a lot of the challenges that I run into and I'm going to be very, very blunt about this. Would love to have the opportunity for 30 minutes of your time or an hour to sit and discuss. And bounce off some things that we're going through to see if we can create or co- create something. I could use at CCL or maybe if nothing else steal from you? I'll be honest about it.
Speaker 11 01:19:31
Um I am happy to provide the support, absolutely always happy to help. So yeah, if you want to make the connection, we can easily set aside half an hour to an hour in the future, not a problem. Or maybe if more people want that, maybe we do a subsection sub session. Yeah,
Speaker 17 01:19:48
IRA just letting you know, we may Todd may pay you. What is it Todd bourbon on my whiskey. How are you going to compensate him for his time?
Speaker 21 01:19:55
I got lots of different bourbons, so we can discuss that.
Speaker 11 01:20:01
Depends on the rarity. Fair enough. I'm a Balvenie man by trade, so if you've got something in that vein, we can talk.
Speaker 21 01:20:07
Love Balvenie. Love Balvenie. But I'm out, but I know where to restock, so.
Speaker 2 01:20:13
Fair enough. That's fantastic. Thank you, Ira. That was wonderful. Really appreciate your walkthrough and your giving spirit here; that was fantastic, Awesome. We're going to pivot from governance over to, I would say, more on the build and deploy side with Alex. Alex is going to do a presentation on some of the stuff he's been working on with AWS. I think even beyond Bedrock, more in their AI platform, Which I think I'd be eager to see because I have no exposure to this.
Speaker 9 01:20:44
Yeah, well first and foremost thank you Ayra. This was very insightful. I would love to connect with you after this as well. This is, yeah, I can definitely learn from you. I took a few notes for my implementation. And to your point, John, yes, we are using AWS. We're actually doing both Bedrock and some of the other AI products. But today, I'm going to talk specifically about AWS or Amazon Qlik Chat Agents to be specific.
Speaker 9 01:21:21
But before I start, I just want to set some context and describe what we do, scale and so on. So FINRA is our mission is to protect investors and safeguard market integrity. And at its core, we are just very big membership organization. We manage 3200 registered brokerage firms, And almost 700, 000 registered reps, basically industry professionals. We manage their registration process, periodic exams, investigations if we see some suspicious activity. We enforce our and SEC rules and litigate those who don't follow them. Most of these members interact with us via this.
Speaker 9 01:22:20
A system called FINRA Gateway. It's basically a web portal composed of 50 or so various applications that create one cohesive experience. Via this portal, they submit filings, they pay dues, they pay fees, review compliance reports and so on. And I can probably Post a link to this portal to you all so that you can see. I don't have previous slides like Ira, so I'll be posting links. Please pardon me for that. Anyway, imagine a portal, 50 applications, a bunch of users. Now we have a problem, right? Some of these registration processes are pretty long and tedious.
Speaker 9 01:23:17
They are repetitive, they are high volume. We do have some machine-to-machine APIs for automation, but very few people, very few organizations use them because they require integration effort and so on. We also try to optimize our UI to create some wizard - like experiences for batch operations, for example. But that doesn't scale well. That requires a lot of custom development. So, We looked at our behavioral analytics data and identified that firms are spending 600, 000 hours each year navigating the gateway and working on their tasks. That's a $60 million opportunity per year. And last year, some of these firms started asking us, why can't I just tell Gateway.
Speaker 9 01:24:14
What I need, and we started doing some PoCs with.
Complete full deployment of CrowdStrike AIDR serviceSchedule 30-60 minute session between Speaker 21 and Speaker 11 to discuss AI governance challenges and co-create solutionsMonitor Adopto Inbox nonprofit email organizer project through beta release+1
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07-09 Reasoning Note: Balancing House Rules, Loyalty, and Morale at Foston
## Core Synopsis
A series of disconnected conversations reveal two underlying tensions: the navigation of personal obligations versus established household rules, and an interrogation into the nature of a long-standing friendship. Initially, Speaker 1 negotiates for his brother, Linus, to visit Foston, a request that bends Speaker 2's "no visitors" policy. This exchange establishes a dynamic of personal appeal overriding rigid structure. The dialogue then pivots to a more pointed, philosophical discussion initiated by Speaker 2 about why Speaker 1 remains at Foston. This interrogation unearths a history rooted in a pivotal moment where Speaker 2 "saved [his] skin," leading to a deep, albeit complicated, friendship. Subsequent fragmented discussions about castle security, wolves, and a potential ball appear to be unrelated operational matters but are threaded by a consistent theme of Speaker 1 managing anxieties and providing comfort, whether to a "Miss Hepzibah" or by proposing a celebratory event.
## Navigating Relationships and Obligations
### Personal versus Protocol
The initial exchange centers on a conflict between established house rules and a personal request. Speaker 1 needs to see his last remaining brother, Linus. Speaker 2, identified as Adam, suggests a pragmatic solution that violates his own protocol: have Linus visit Foston instead of requiring Speaker 1 to travel twice. Adam frames this exception as a personal desire to meet Linus, effectively resolving the logistical problem while maintaining his authority. This demonstrates a willingness to bend institutional rules for matters of significant personal importance.
### The Foundation of Friendship
A separate conversation, framed as an "intellectual discussion," is a direct inquiry from Adam (Speaker 2) into why the other man (Speaker 1, identified as Evan) has stayed at Foston for years. Evan's initial, superficial answers about comfort and good food are dismissed. The core reason is revealed to be a foundational debt: Adam saved Evan from expulsion and parental wrath years ago. This act forged a bond that Evan sees as a lifelong friendship, even if their morals diverge. Evan's continued presence is an expression of loyalty rooted in that past intervention, a fact Adam seems to be probing for clarity on.
## Managing Castle Affairs and Anxieties
### Security and Reassurance
The briefing touches on several operational concerns within the castle environment, all handled by Speaker 1. He provides direct reassurance to a "Miss Hepzibah" who is frightened by wolves near the castle walls. He clarifies that the animals, a unique pack descended from England's last wolves and wild dogs, are outside the walls and not an immediate threat. He commits to having his steward check on the pack to ease her fears, demonstrating a role as a protector and manager of the household's emotional and physical security.
### A Proposal for Morale
In a brief, seemingly disconnected moment, Speaker 1 proposes holding a ball. The stated rationale is that "every bride should have a ball," though it's noted they are still in a mourning period. This suggestion acts as a forward-looking action, aimed at lifting spirits and moving past a period of grief, further cementing Speaker 1's role as a caretaker of the household's social and emotional well-being.
## Next Move
**@Speaker 1 (Evan)**
- [ ] Arrange for Linus to visit Foston - [TBD]
- [ ] Have the steward check on the wolf pack to reassure Miss Hepzibah - [TBD]
- [ ] Have tea sent up to the bookroom for Miss Hepzibah - [TBD]
- [ ] Organize a ball for the bride - [TBD]
Jul 9, 2026
Speaker 1 00:00:32
It's happening. Only because he's the only brother I have left, this is important to me, Adam. Things of importance to me should matter.
Speaker 2 00:00:49
What if he came here?
Speaker 1 00:00:51
But you don't allow visitors.
Speaker 2 00:00:53
It makes more sense than you journeying to Newcastle twice. Linus could come to Foston before going to see your family.
Speaker 1 00:01:01
I Don't say anything. I don't mean it. It would be too much of an imposition.
Speaker 2 00:01:08
I'd very much like to meet the boy myself. Linus might make a great addition to our siege. Harry would probably faint dead away at the first battle.
Speaker 1 00:01:26
Thank you, Adam.
Speaker 1 00:01:44
Why do you never leave? Good afternoon to you too.
Speaker 2 00:01:51
Answer the question. It's a pointed interrogation. More of an intellectual discussion. An intellectual discussion. Why do I never leave?
Speaker 1 00:02:06
Because I like Boston, why? Free food. I'm an honest man, as you can see. The food is nothing to disregard. Cook is a miracle worker. Aside from that, Boston is familiar. It's comfortable.
Speaker 2 00:02:24
So you feel the same way about the house in London? You spend a lot of time there, and you've come with me to Kent a few times.
Speaker 1 00:02:31
This is. A point of interrogation, isn't it?
Speaker 1 00:02:36
I think I'm trying to tell me to make myself scarce now that you're all married and complete. No, it's not that at all. Then what is it? I want to know why you stayed around these years. We're friends, Evan. Friends don't just jump ship. I think your morals are about the furthest ones from mine. Did it ever occur to you that I sincerely consider you a friend? Best friends. Because of what happened. Let's start it that way. You saved my skin. So I watch people lie, like idle, but what people do is such a mess.
Speaker 1 00:03:32
Then you landed me a place at the second-stupidest school in the country. I remember that quite well, because that was when we were scuppered. I remember sitting down, my parents were weighing it out, and you came here. And I was two weeks from expulsion. My parents had a choice: they could have killed me or. Still scared the guts out of me. Not a voice, it's just void, like me. Why the sudden interest in our conference office?
Speaker 1 00:04:38
I'll spread you down there. This is a task. The setting looks cold, madam. You should go and keep warm. People, thank my suggestion that gives it to you. So I've bundled them up.
Speaker 1 00:05:08
She is lonely, and so she calls me. Just as mother. I got them out of the walls, they're outside Boston. They are still outside the castle walls, Miss Hepzibah. They've seen them, they've seen so much worse than that. They are not inside the castle walls, Miss Hepzibah. Are you sad to me? Absolutely not. Have tea sent up to my bookroom.
Speaker 1 00:06:06
Yes, you could miss. I know I shouldn't be so afraid of them, but that howling sends chills through me. I will have my steward check on the pack, so you can breathe more easily. But we've been told that there were no more wolves in England. Our pack is descended from the last of the wolves that roamed the area. And the wild dogs that called the forest home. Are they less vicious than true wolves then? They are more wolf than anything else, but they always give the castle a wide berth.
Speaker 1 00:07:07
I think we should hold a ball. A ball? Unless you don't want to. I assumed you wouldn't want to. It would mean a lot of people in the castle. Every bride should have a ball. We are still mourning. I think.
06-03 Meeting: Invoice Discrepancy and Client Communication — Ms. Raahi, Service Change, No-Charge Adjustments
> Date: 2026-06-03
> Location: [Insert Location]
> Participants: [April] [Christi] [Speaker 3]
## Meeting Notes
### Invoice Discrepancy for Ms. Raahi
- **Description**
- April noticed an automatic adjustment and an unusual hours calculation on Ms. Raahi’s latest invoice while doing TS billing.
- An old agreement was capped at 16 hours, but it should have been unlimited because the dedicated tech fee had expired.
- April created a new agreement to set onsite tech work to unlimited, but the invoice error persisted.
- **Conclusion**
- The issue originates from a change Marvin made on February 11, switching the service from "MS Managed" to "TS Hourly."
### Investigation of Invoice Charges
- **Description**
- The invoice showed one hour at a zero rate and 152.7 hours at a $105 rate.
- Christi identified that the one hour at a zero rate resulted from "no charge" time entries made by Gabby for training and assisting another technician, Jesse.
- These "no charge" entries totaled approximately 1.1–1.2 hours and were related to training on PST exports, Office licensing, and backups.
- The system rounded this down to one hour on the invoice, creating the adjustment line item. The 152.7 hours represent the total billable "hands-on onsite" hours.
- **Conclusion**
- The invoice is technically correct. Gabby’s "no charge" entries for internal support and training are the source of the one-hour adjustment.
### Client Communication Plan
- **Description**
- April was concerned about sending a confusing-looking invoice to the client.
- Christi advised April to send the invoice through the normal process.
- April should then send a separate follow-up email to the billing contact (Charl or Russell), CC’ing Christi.
- Christi will reply to explain why the invoice format has changed and clarify that the adjustment is for non-billed time.
## Next Steps
- [ ] April will send the invoice to Ms. Raahi’s billing contact as is.
- [ ] April will send a follow-up email to the client, CC’ing Christi, to notify them of the change in the invoice format and clarify the adjustment.
- [ ] Christi will reply to the client’s email to explain the invoice details, including the "no charge" adjustment and the impact of the service change on billing.
## 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. Jesse’s time entries are frequently blank or logged as straight eight-hour days, which raised concerns. No action item was assigned to address this.
> 2. Jesse logged multiple eight-hour "do not bill" entries on 4/29 and 4/30. The reason for these non-billable days was not determined.
Jun 3, 2026
Speaker 1 00:00:01
Hi. Okay, so I don't know if you remember, Ms. Raahi has like a commitment with us for a minimum of one hundred hours per month of onsite tech work on top of their monthly agreement with us.
Speaker 2 00:00:23
Yes, I remember that. Okay.
Speaker 1 00:00:26
Um, so what happened when I was doing T S billing this morning? Um, I noticed um this just happened this for this month's billing in the previous months, not happening, but I noticed in on their um invoice. Let me share my screen. This is just a screenshot because I was trying to resolve this earlier with Marvin. So I notice there is like an adjustment. Um note right here that is automatically applying. Okay. And then for some reason, the hours for the onsite is looking like this. So I went back to Marvin, and then I've noticed in the um original agreement. There is like um it says here limited to 16 hours.
Speaker 1 00:01:22
That was the original setup, and then there's an overrun of five percent. But then Marvin said, okay, You can just remove that and return it back to zero or unlimited, since he told me like the dedicated tech fee has already been ended or expired. That's what he told me. So you can just go ahead and update this one, he said. But then when I was trying to update this It's not allowing me. So what Marvin told me, okay, you can just maybe start from scratch. Like close the old agreement and then create a new one. So this one right here that you're seeing, this is a new one that I've created. Yes. That's why I was able to update this application limit to unlimited. Yes. So I was hoping I can now generate the invoice without.
Speaker 1 00:02:19
Issues anymore, But then when I asked um Christi to take over since I took a lunch earlier, Um he noticed that it still has the same error, like the one that this one you're seeing right now. Yeah. So I don't know where is this coming from, Especially this one, because if you let me go to the invoices right here for Miss Raahi because in the history in their previous invoices. There is no amount. There is no adjustment that is showing up on the previous invoices.
Speaker 2 00:02:59
Marvin made a change in February, February 11 th of this year, and switched it from MS Management or MS Managed to TS Hourly.
Speaker 3 00:03:18
Oh, okay.
Speaker 1 00:03:23
Hang on. Is that might be the reason why this is suddenly like showing up on the invoice?
Speaker 2 00:03:32
Yeah. Um, I do know that at one point, um, A lot of what we can do got retracted because Anzor took us out of you and I out of admin and put us in something else. Um, I can see in here the updates Christi made. Mhm. And Christi made them today. Yeah. I don't see anything that you did, but I'm not on that tab. But Christi at two an hour ago, uh was updating work roles and agreements. Um yeah ended a work role rate.
Speaker 2 00:04:16
He adjusted that to one hundred and five. Would you go back to that invoice that you had up for me?
Speaker 1 00:04:23
Oh, this one.
Speaker 2 00:04:25
Yeah, okay. So I see, the rate got rate is in there for one hundred and five. I bet you the reason why this happened was because we're we made updates to the work role and that rate. So uh, that rate was updated uh in. Was made effective on 319, 2025. And I bet you because the hours are showing under two rates, so you have one hour under a zero rate and you have 152.7 hours under a 105 rate, which is why it's showing like that.
Speaker 2 00:05:09
So there's something that was marked as non billable. It was an hour of time that was either no charge or not billable. And then and it was under the zero rate. So it probably has to do with that. And that's why it's showing those two right there. So that total adjustment, the negative 105 is at non billable rate. That you have right there in the one dash 1527, So you've got one hour there under user support hands on onsite that was marked as not billable, and your total adjustments is showing that no charge there. So okay.
Speaker 1 00:05:54
So yeah, do you think I should go backum to the time entries? Yes,
Speaker 2 00:05:60
Go back to the time entries for me?
Speaker 1 00:06:02
Okay, hang on. Uh,
Speaker 3 00:06:05
Let me just try here.
Speaker 3 00:06:12
So these are the old time entries that is right here.
Speaker 2 00:06:21
Yeah, So let's look for a one hour, and let's look for a rate that is zero. Uh, so scroll down, let's see what we can find. I.
Speaker 1 00:06:35
Think that's the end of it. It's 126 of 26. The rate that I'm seeing.
Speaker 2 00:06:42
Uh is okay. Okay. What is the timeframe for this? Um,
Speaker 3 00:06:51
These are April.
Speaker 1 00:06:54
And May actually time entries. But it's just been closed recently that's why.
Speaker 2 00:07:03
Let me see if I can see anything on this.
Speaker 2 00:07:14
And this is all Jesse. Everything showing in here is billable. Yeah. Invoice hours. His hours are off. He has straight eight hours, that concerns me. Yeah,
Speaker 1 00:07:37
I actually asked him to because I've noticed in, Most of hisum time entries they are blank. Uhhuh. So I asked him to, Could you please update your blank time entries because we need to reach like a certain amount of hours every month. So he said, he's been busy blah, blah blah, but I told him that it's important to, um update your time entries.
Speaker 2 00:08:03
I'm going to look at something else real quick. Okay. No charge Gabby, She did a no charge. Gabby did a no charge. Yep, and Gabby did a no charge. Hang on, let me add up these no charges. Okay, this was I am looking at May for this.
Speaker 1 00:08:27
Oh, I see, okay,
Speaker 2 00:08:29
Because that's because it's not going to show up on the invoice under time because it's a no charge and I just remembered that. So I am looking at the straight time entries under the company. So Gabby did a no charge on 5/8 for 0.1. She did a no charge on 5/12 for 0.45, and she did a no charge for 0.1 on 5/20, and so that's at six point five. Now I'm only looking at this last month, So hang on, let me let me move to next month or the previous month. Actually let me just make that bigger.
Speaker 2 00:09:08
Okay, so she did a no charge for 4.7, so plus 0.47 and that gets you your hour. And then Jesse did a no bill of eight hours on 4 / 30 and a no bill of eight hours on 4 / 29 and on 4 / 24.
Speaker 1 00:09:40
That's weird.
Speaker 2 00:09:41
Why is it do not bill? I don't know, but Gabby is the reason why you have that one hour. She did some no charge and she knows how to do no charges, so I'm going to trust the fact that she did a no charge. But if I bring one up, uh communications with Jesse regarding office licenses on PC. So that was where she was helping Jesse with some items. And so she won't charge for that, which is the correct course of action. Uh, The one that's almost 30 minutes on a Zoom call with Jesse going over doing a PST export on Exchange Server. Okay, so that's a training. And then uh on a Zoom call with Jesse going over Microsoft Office volume licensing. And, then the last one on a Zoom call with Jesse to discuss backups and other items. So should we not charge Ms Raya for that? We should not.
Speaker 2 00:10:37
No, so she that's where your one hour is coming from.
Speaker 1 00:10:44
Um, okay, so but those time entries did not make it in here, right?
Speaker 2 00:10:52
Right they because they're no charges. So because we're not billing for them. So what the system is doing is saying, hey, we're not charging you for these uh. For this one hour, technically it's 1. 2 hours, but ConnectWise or 1. 1 hours, But ConnectWise doesn't like to do that. So we round it down in our invoicing. Okay, this one right here. Yes. So that is where that is where all of that is at.
Speaker 1 00:11:20
This one on top? Oh sorry No,
Speaker 2 00:11:23
You're good. You're good. I get it. Uh yeah That's, where that one is coming from because it's the hours the Gabby uh invoiced for.
Speaker 1 00:11:33
Mhm. And sorry for asking this again, where does the 152. 7 came from?
Speaker 2 00:11:39
That's the total hours that we did for that time frame.
Speaker 1 00:11:43
For okay, for hands- on onsite. Yep. And this is to rate? Yep Okay Um yeah So I'm just curious as well. Why Or this is because it's only been this recent time entries that Gabby did that. That's why it's suddenly showing up right here.
Speaker 2 00:12:03
Yeah, in fact, let me see something. I want to check. Okay, so we have done no bills for them or no charge for them. The last time we did a no charge was was under point three, so it probably didn't show up in April. U h March was a point one, so it probably didn't show up in March either. Um the last major was December and November, that was the last major one. I see. Does this help you explain it better?
Speaker 1 00:12:45
Um I'm just curious if the client would suddenly ask us like yeah.
Speaker 2 00:12:52
And if they do, Let me know. I can just what I can explain is there was our system made a change to how the invoices look, and that first one is an adjustment and I can just explain that to them. Oh okay perfect so and she she knows me the client knows me. Okay yeah,
Speaker 1 00:13:12
Because yeah, because I'm just kind of scared to send this right away, because it looks like odd. Uh, do me a favor.
Speaker 2 00:13:22
CC me when you send it to her and just say, hey, our invoices look a little different. Chris is going to explain to you what is different and why you get that. And then I'll just respond back and explain, hey, this is why it looks a little different. Um. And this is what happened. And this is and you're not being charged for it, where, in fact, we uh did an adjustment for it.
Speaker 1 00:13:46
Okay, But can I do that if I'm going to send the invoicing not via Outlook email, But via So,
Speaker 2 00:13:54
Send it the normal way and then send her an email and CC me on it. And say, Hey, our invoicing looks a little different this month. And Chris is going to explain why.
Speaker 1 00:14:03
Okay. Oh, Just to confirm Is it Russell, Watson or Because. This is the person that set up as the billing contact.
Speaker 2 00:14:12
I don't remember who. So whoever it is, if it's Charl or Russell, just send them an email and CC me on it, and I'll explain it to them. Because Charl I know looks deeper into those invoices.
Speaker 1 00:14:26
Yeah. Okay, I'll just send it as is and then I'll follow up with an email.
Speaker 2 00:14:31
Okay. No worries.
Speaker 3 00:14:34
Okay, so the sorry, you're right because they're no worries,
Speaker 2 00:14:37
No worries. My brain is all over. No. Um because uh. Ga bby did some no charges. Uh while she was training Jesse on a few items, and our invoicing shows it a little bit differently this time, and they don't need to worry about it. But I will explain why that is okay.
Speaker 1 00:14:55
Gotcha. All right. Thank you. Christi you've been so helpful. Oh, my God, that is my job that is my job. Okay, thank God. You're not that busy. So I was kind of looking at your calendar earlier. Oh, my God I hope she's not busy,
Speaker 2 00:15:09
No I. No, it's it has been busier, but um thankfully we can do a lot of the things uh remotely. So and tomorrow, I am working from home because uh Michonne has been in the hospital with her son. Uh she's not admitted, but her son is. And so I am not going to ability tomorrow, But I um yeah, it's it's been a rough couple of weeks for her. So. She's working remotely tomorrow. I am working remotely because there is a littlepolitic thing going on that I don't want to be a part of, and she is one hundred percent okay with me working remotely tomorrow.
Speaker 1 00:15:44
Gotcha. And you are starting to be on vacation next week, right?
Speaker 2 00:15:48
Yes. Okay, do you have plans with Dong? The first two days while Dong is at school, I am going to do nothing but rest, veg out on TV and play video games. Aw.
Speaker 1 00:16:03
What a treat.
Speaker 2 00:16:04
Yep, And then I am sure that Thursday and Friday it will be much of the same because Dom doesn't want to do anything; she wants to sleep in for a couple weeks.
Speaker 1 00:16:15
I thought you were like trying to go somewhere else, like for vacation or something. No,
Speaker 2 00:16:19
That's August vacation. Oh, I see, I see when I take her to college. Ooh yeah is it August? Uhhuh, In two months, he's going to college. Oh my god.
Speaker 1 00:16:34
So is she going like, to have a dorm or something? Yep. Oh, okay. So you're just gonna be alone with the what's the the other name of, the name of the second foster kid that you're trying to.
Speaker 2 00:16:50
Um I don't know which kid is coming just yet.
Speaker 1 00:16:54
Oh it's not I think I thought there's another one who already was living with you. Not yet,
Speaker 2 00:17:01
She's coming to us every weekend.
Speaker 1 00:17:03
Ah, I see. Gotcha. Yeah, okay. All right, Christi, I'll just send this invoice and I'll just see you in the email. Okay,
Speaker 2 00:17:13
All right Thank you.
Speaker 1 00:17:14
Thank you so much Okay Bye bye.
Send follow-up email to Ms. Raahi billing contact CC'ing Christi to flag invoice format changeSend Ms. Raahi invoice to billing contact (Charl or Russell) as-isInvestigate Jesse's blank or eight-hour flat time entries and unexplained do-not-bill days on 4/29 and 4/30+1
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07-01 Weekly Meeting: Data Center Payment Issue and M365 Project Update
> Meeting Information:
> Date: 2026-07-01
> Location: [Insert Location]
> Participants: [Anton] [Speaker 2] [Pete] [Sergio] [Mike]
## Meeting Notes
### Personal Updates and Good News
- Anton enjoyed his vacation with his kids at Yosemite and Sequoia parks.
- Christi is back at work after her first-ever hospital stay and is feeling better. She thanked Mike for his help.
- Mike is looking forward to seeing comedian Joe Coy next week. He previously saw Bill Burr.
- Olivia (referred to as Speaker 2 in some parts of the transcript) is enjoying the current season of her favorite TV show, "Love Island."
### Business Updates
- Anton is catching up after his vacation.
- He received an email from ACS.
- He expects to finish the M365 portion for Foothill today (July 1st, 2026).
- Nick will return soon to work on the Foothill audit.
- Pete advised Christi to manage her workload and communicate her capacity to avoid overcommitting while she recovers.
### Data Center Payment Issue
- Pete inquired about a server issue at the data center for the BAFMA.
- Christi identified the problem as a payment issue.
- The finance team canceled an old credit card without prior notification.
- This card was used for payments to Google (both tenancies), the data center, and Doxy.me.
- A new credit card was recently issued.
- Carmen is expected to send a picture of the new card to Robert.
- Robert will then forward the picture to Christi.
- Christi will update the payment information for all affected services.
## Next Arrangements
- [ ] Christi to update payment information for Google (both tenancies), the data center, and Doxy.me after receiving the new credit card details.
- [ ] Carmen to send a picture of the new credit card to Robert.
- [ ] Robert to forward the card picture to Christi.
- [ ] Anton and his team to finish the M365 portion for Foothill (target: July 1, 2026).
- [ ] Nick to resume work on the Foothill audit upon his return.
- [ ] Pete to check in with Christi on workload management and recovery progress.
- [ ] [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 resolution of the data center payment issue is dependent on Carmen and Robert completing their tasks. There is a risk of service interruption if the payment information is not updated promptly.
Jul 1, 2026
Speaker 1 00:00:15
Hello. Hello, hello. Christy, you're the best. Thank you for everything.
Speaker 2 00:00:22
You're welcome. I'm glad I could get it done for you quickly today.
Speaker 1 00:00:27
Mhm- hmm, Just need to clean it up, and we're gonna send it over tomorrow to cut on what it would bridge.
Speaker 2 00:00:33
Okay. I've gotten more done today than I thought I would.
Speaker 3 00:00:41
Hey Christi, Did Robert find anything over at the data center for those servers on the BAFMA?
Speaker 2 00:00:48
It's a payment issue. That's why it is. I think gets a payment issue. I think the finance team cut the, Old credit card without telling us. We've had that happen a few times this week.
Speaker 3 00:00:60
It released Christi, looks like. I'm still here. Sorry, Sorry, you cut out a payment issue for like did they not pay the internet service or something?
Speaker 2 00:01:13
No, It's um they cut one of those old credit card and didn't give us warning. And we just got the new credit card this week.
Speaker 3 00:01:25
Okay. What was on the credit card? Payment for what?
Speaker 2 00:01:29
Everything. Uh, Google for both Google tenancies, uh, the data center. Um, Doxy dot me which is their EHR for the doctors. All the important stuff.
Speaker 3 00:01:45
That's uh not good.
Speaker 2 00:01:48
No So Carmen's supposed to send the card over to Robert today, Robert's going to take a picture and get it over to me. And then that way I can update payments on everything.
Speaker 4 00:01:59
Okay. All right. Exciting day.
Speaker 3 00:02:05
Let's see, who are we missing? Yeah.
Speaker 3 00:02:29
So Jason is not here, but don't know if he's going to be joining us or not. So let's go ahead and get started this time. Anzor, good news: personal, business, and employee headlines. Hit us with some good news.
Speaker 1 00:02:50
I did enjoy my vacation with the kids. We did visit Yosemite and Sequoia parks was, Pretty awesome, to be honest. Yeah, that's the greatest part for business news. I am trying to catch up with everything that's going on. I am glad that we did receive that email from ACS, so probably we're gonna finish the M 365 portion today for Foothill.
Speaker 1 00:03:29
I'm waiting, Nick gonna be back from his short time. He's like spending some time with family and yeah, he's gonna get back into the Foothill audit. Probably we're gonna finish M 365 portion today. Okay, that's it. Thank you.
Speaker 3 00:03:48
Okay, Christi?
Speaker 2 00:03:51
I'm alive! That's my good news!
Speaker 3 00:03:54
That's fantastic news!
Speaker 2 00:03:57
Last week was the first time I'd ever stayed in the hospital, ever. So it was uh quite interesting. But I'm my good news isum I'm back and uh Mike, thank you for all your help with everything. Uh just because I would not have been able to be as less stressed as I was if you hadn't jumped in and helped out with some things. So, I appreciate that.
Speaker 3 00:04:23
And we're all glad you're back Chris. We hope you're feeling better. And if you're not, rest up until you are.
Speaker 2 00:04:32
Working on that. I'm just attending meetings and doing some things for Anton and a few others. And.
Speaker 3 00:04:38
Just let everybody know like what what you need to be able to deliver whatever we got to deliver so that we don't pack too much stuff into a small period of time so that we can make sure we don't overcommit.
Speaker 5 00:04:56
So, Chris is always doing so much, so that's the hard part.
Speaker 3 00:04:59
Yeah, yeah. All right, Mike, what do you got today?
Speaker 5 00:05:07
Personal good news: my wife and I like to go see comedians. Like so we saw Bill Burr a couple weeks ago; that was fun. And then next week we're going to go see Joe Coy. Sweet! Yeah,'excited about that. Not so excited about the news about LeBron James but huh?
Speaker 3 00:05:25
That's a bucket list right there to see Joe Coy.
Speaker 5 00:05:27
Yeah, we're gonna go see him. He's uh next week. Yeah, we're gonna go see him next week. First time seeing him. I've seen him at shows where he was like, He prepped like we went to go see Fluffy, and he opened for Fluffy. But this is the first time seeing Joe Coy. So yeah, we're excited.
Speaker 3 00:05:42
So funny Yeah Excellent Olivia Good news personal business employee headlines.
Speaker 2 00:05:55
Um, good news personal. I my my trashy reality TV show Love Island is thriving, so I am thriving. So that's my good news and we're right on.
Speaker 5 00:06:10
This is your what show?
Speaker 1 00:06:11
Your favorite trashy reality TV show Love Island. Have you ever heard of it?
Speaker 5 00:06:16
That's all I hear from my daughters, Love Island parties and get togethers and stuff. Yeah. It's so good.
Speaker 2 00:06:23
It's on every single day, okay? It's fantastic.
## Core Synopsis
The CPI account access for the terminated individual is fully shut off, and the only system previously accessible was the CPI portal (class creation/training documentation); no licenses, files, products, or other CPI assets remain accessible. The Account Owner committed to email confirmation of termination status and a synopsis of the current CPI contract and billing to support a new CIO’s rapid orientation across an oversized tech stack. The immediate leverage is clarity: the security risk is neutralized, and the operational need shifts to contractual and billing visibility so Finance can ensure continuity of payment and the CIO can map CPI in the stack. We are taking the commitment to document CPI scope and billing to stabilize vendor management; if this email is delayed or incomplete, the CIO’s onboarding stalls and payment risk increases.
## Security Status & Vendor Documentation Commitments
### Access Termination Confirmation
- The terminated user’s CPI portal access is fully revoked. No residual licenses or files exist outside the CPI portal; no products or other CPI assets remain accessible post-termination.
- Security assurance is explicitly acknowledged by the stakeholder seeking validation; emotional relief indicates high sensitivity to lingering access risk.
### Vendor Information Request: Contract and Billing
- The CIO requested a written synopsis covering the current CPI contract terms and billing details to integrate CPI into the firm’s tech stack inventory and ensure payment continuity.
- The Account Owner agreed to deliver an email confirming termination status and providing a CPI overview (contract + billing).
### Context: Leadership Transition and Urgency
- The CIO assumed the role on Thursday amid a large, complex tech stack, driving urgency for clean vendor documentation and payment assurance.
- The termination was abrupt, increasing the need for formal, auditable confirmation and a consolidated vendor brief.
## Action Items
**@Speaker 1**
- [ ] Send an email confirming the terminated user’s CPI access revocation status (explicitly stating no portal, license, file, or product access) - [TBD]
- [ ] Provide a concise CPI vendor brief: current contract terms (start/end dates if applicable, scope of services/features, renewal/termination clauses), billing information (invoice schedule, amounts, payment method, point of contact) - [TBD]
**@Speaker 2 (CIO)**
- [ ] Acknowledge receipt of the CPI confirmation and vendor brief; file into the vendor management repository/tech stack inventory - [TBD]
Feb 24, 2026
Speaker 1 00:00:00
The only thing he has access to is the CPI portal, which is just where you can create a class, document your training, all of that. So basically, he's completely inactive. He won't have access to any of that or any products or anything CPI related moving forward. So that was really the only thing he had access to. Um no no licenses were assigned to him that he would still be able to see or use in any way. Um and then there's no files outside of that portal. There's nothing. Related to CPI that he has access to.
Speaker 2 00:00:32
Okay, perfect. That that makes me feel so much better.
Speaker 1 00:00:35
And I can confirm that in the email too, just so Jack can see it as well.
Speaker 2 00:00:39
That would be amazing, Um because Christi was terminated on Thursday, andum so it was pretty quick and sudden. We just needed to work through getting access or terminating the access he currently had.
Speaker 1 00:00:52
Got it Yep, it is terminated, so he has no access to that at all.
Speaker 2 00:00:55
Perfect Thank you Are we, Can you uh put in the email what the contract currently looks like? I took over CIO on Thursday, and I'm still trying to get my head wrapped around all the contracts, all the systems, all of that. Um Can you send any of the billing information, any of that? If you can send that over to me, that would be greatly appreciated so I can make sure that one, you continue to get paid. Um And two, I know what we have in our tech stack because the tech stack is so large. I've never seen anything like it. And I've worked for a lot of companies. So Got it.
Speaker 1 00:01:28
Yeah, Will do. I'll definitely just give you the synopsis on CPI and everything that uh you would need to know.
Speaker 2 00:01:33
That would be amazing. Thank you so much.
Speaker 1 00:01:36
Of course, all right Chris, glad we could connect and I'll send over that email shortly.
Speaker 2 00:01:40
Awesome, Thank you. You've been huge Have a great week Oh sorry,
Speaker 1 00:01:45
Yeah Take care Bye.
07-14 Meeting: Signal Partners Pricing and KPI Gauge Strategy
> Date: 2026-07-14
> Location: [Insert Location]
> Participants: [Speaker 1] [Christi]
## Meeting Notes
### Signal Partners Update
- Christi confirmed that the agreed-upon price with Pete for Signal Partners is $75 per workstation.
- Christi had previously reached out to Tim without a response and has since handed the matter over to Pete.
- Speaker 1 will follow up with Pete for further details.
### KPI Gauges Discussion
- A need for a better way to understand KPIs was discussed, potentially similar to Nilyer.
- Speaker 1 will attempt to create the individual KPIs.
- Christi will research BrightGauge blog posts to find similar gauge solutions.
- Speaker 1 will also conduct research on the afternoon of July 14, 2026.
## Next Arrangements
- [ ] [Speaker 1] Follow up with Pete regarding the Signal Partners arrangement.
- [ ] [Speaker 1] Research KPI gauges on the afternoon of July 14, 2026.
- [ ] [Christi] Research BrightGauge blog posts for KPI gauge solutions.
- [ ] Pete, Speaker 1, and Christi sync on July 15, 2026.
## 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 responsibility for contacting Tim regarding the $75 per workstation price for Signal Partners is unclear. It was handed to Pete, but the current status and next steps were not confirmed.
Jul 14, 2026
Speaker 1 00:00:00
That was a long coffee break. It's okay,
Speaker 2 00:00:07
It's okay.
Speaker 1 00:00:08
I'm like, okay, I got to do this. I got to do this. And I was like, oh my god, I got to.
Speaker 2 00:00:13
It is quite all right. Uh, I actually sent the girls to go get coffee down the street at Starbucks. So. Hey uh Shawn? Yeah? Do, you have an extra chair in your office that I can borrow for today?
Speaker 2 00:00:32
I Am sorry, Olivia. I couldn't remember the. I'm at no, I'm at Pasadena. Yeah, I'm having one of those days for Signal Partners. What Pete and I agreed on was to do$ 75 a workstation, if Tim is up for it. I did reach out to him a while back. He didn't get back to me, but then I turned it Pete said, well, let me reach out to him and I turned it all over to him. Thank you. So that's the final information that I could find. Hang on one second.
Speaker 1 00:01:11
Okay, It's been a little crazy. Mhm I know for everybody. I have new kennel replacement and when the rest of thekennels was just replacement yesterday.
Speaker 1 00:01:31
Okay. Is Chase here today? Chase should be coming in. He's not here right now, but he should be coming. I don't see him. He might be here, but I haven't seen him come through yet. Yeah, I don't see him either. Okay. Just was here or not? Is Amal here? No. Okay, all right, perfect so you'll see Dawn who you've.
Speaker 2 00:01:54
Not met before, And you'll see Dom, who you know. Yes, okay. Just one has an M, one has an A. There we go. Soum.
Speaker 1 00:02:02
Do they are they here now?
Speaker 2 00:02:05
They went to go get Starbucks. Okay And they know to ring the doorbell and Danny will let them in. Okay perfect Yeah okay. And.
Speaker 1 00:02:12
The num Sean and I mean they all should be here today? Perfect Yeah Okay I'm back Uh was there anything else with Signal Partners.
Speaker 2 00:02:23
That you needed to know?
Speaker 1 00:02:25
No, just that. So I'll justum take note of that and I'll go bug Pete instead of you.
Speaker 2 00:02:32
No worries. That was all the notes. I could find from all of our meetings over the last six months about this.
Speaker 1 00:02:39
Okay, okay perfect.
Speaker 2 00:02:42
Yeah, thank you Chris.
Speaker 1 00:02:45
So yesterday's meeting.
Speaker 1 00:02:51
Which one? He he needs.
Speaker 2 00:02:53
I don't know which one. Um, were we talking about KPIs and he needs a better way to understand it. You want me, do you want to do it? Or do you want me to try to figure out great gauge gauges that could do similar to Nilyer?
Speaker 1 00:03:12
Well, I'm going to try to do I'm going to do like the like individual KPIs, I think. And then I guess I could try to do the Nylir one, but how does it. Do, you have an idea like like of what you're like of how to do it?
Speaker 2 00:03:30
No, I was going to just start researching and Googling and checking out the blog posts that Bright Gage puts out.
Speaker 1 00:03:38
Yeah okay okay okay. Okay well let me see what I can do. Um, I'll do some research this afternoon. Okay, I know that Pete said he wants to sync up tomorrow. Yeah. So, okay. Yeah, I'll put some time on our.
Speaker 2 00:03:59
Calendar to sync up too. Yeah. All right, I'm going to go dig into about 15 million other things. I got to get done. Okay, good luck! Good luck! Thank you!
Speaker 1 00:04:11
Thanks Chris! Okay bye Oh Oh yeah.
07-01 Weekly Meeting: Operations Overview and VTO Review
## Meeting Information
> Date: 2026-07-01 09:56:10
> Location: [Insert Location]
> Participants: [Sergio] [Speaker 2] [Speaker 3] [Olivia] [Anton] [Pete] [Mike] [Vince] [Speaker 9] [April] [Speaker 11] [Speaker 12] [Speaker 13] [Speaker 14] [Speaker 15] [Speaker 16] [Speaker 17]
## Meeting Notes
- Topic Title: Weekly Operations Overview and VTO Review
- The meeting started at 10:00 AM on July 1, 2026 (Week 27).
- Primary after-hours support for the week: Jesse; backup: Bogdan.
- Vision: Become the benchmark for the managed IT industry.
- Mission: Create positive experiences by solving business issues.
- Niche: Mature IT services to SMBs.
- 10-year target: 30,000 managed systems by 2032 RMM agents active.
- Core value spotlight: Extreme ownership; recognition for admin, sales, finance teams.
- Quote: “Don’t wish it were easier; wish you were better.” — Jim Rohn.
- Topic Title: Helpdesk Updates
- New L1 hire from the Philippines starting July 20.
- Reminder to update “Done yet” tickets: listed team members must update by today.
- Clarification: “Done yet” indicates extended inactivity, stuck in “Working issue now” >4 hours, or likely resolved but not closed.
- Topic Title: Cybersecurity Updates
- Ongoing audits: VSG Gaming and Foothill.
- Incidents due to users clicking suspicious links; team handling.
- Topic Title: Operations and Holiday Coverage
- Crimson IT observed holiday: Friday, July 3, 2026; company closed.
- Possible customer openings; ensure on-call availability (primary Jesse; backup Bogdan).
- Timesheets: Enter in ConnectWise daily; Trinet (US) to be completed per payroll deadlines.
- MPath training encouraged; strong Microsoft focus.
- Topic Title: Training and Certification Program
- Updated reimbursement and award program:
- CompTIA basic: $100 bonus.
- Microsoft/Cisco/VMware/Google Cloud and other basic: $500 bonus.
- Intermediate/advanced (e.g., advanced networking, VMware, Google, Microsoft advanced): $1,000 bonus.
- Pre-approval required from leadership.
- First test attempt reimbursed; bonus awarded upon passing.
- Will be added to the handbook.
- Topic Title: Account Management Updates
- Project Angel Food event successful; thanks to team (noted PMS, George, Kevin).
- Anderson moved from Slack to Teams as of July 1, 2026; process alignment to follow.
- Iron Gate: SSO launched for NetSuite and Procore; kudos to Kevin.
- Alere: New small office in Los Alamitos; walkthrough scheduled for July 1, 2026.
- NWA: Server migration quote approved; consolidation and backup planned.
- Topic Title: Finance Reminders
- ConnectWise timesheets: ~15 members with open timesheets.
- Trinet: 2 members with incomplete time logs.
- ConnectWise expenses: 5 members with open expenses.
- Request to submit entries for June 1–30 cutoff.
- Topic Title: Administration and Billing
- MS billing wrapping today; recent Azure usage billing issue resolved yesterday (June 30, 2026).
- TS billing starts today.
- Ensure time entries have correct work roles, work types, agreements, department; invoicing board shows billables.
- Topic Title: Projects and Change Management
- Anderson: Replacing SonicWall with MX85 on July 2, 2026; Gabby and Kevin onsite.
- Foothill: Internal assessment ongoing.
- Maverick: Domain cutover completed; domain transferred to new owners; shoutout to Emil.
- Wayfinder migration: Phase 1 in final execution; ~75% complete; shoutouts to Charles and Emil.
- Intra team: Cloud PC feedback, compliance cleanup, security confirmations nearing completion.
- LaProc: Staging and deployment planning underway; coordination ongoing.
- Topic Title: Team Transitions
- Jason’s last day is July 2, 2026; appreciation expressed by team; Jason shared positive remarks.
- Topic Title: Training Segment Status
- Christy unable to present training due to illness; passed for the day.
- Topic Title: Fun Segment: Duck Race and Values
- Duck Race conducted; congratulations to Pepe. 🦆
- Values reiterated: Integrity or profit; exercise extreme ownership; always friendly; commit and deliver; do the right thing.
- Example recognition: Winger team for commit and deliver and always friendly.
- Topic Title: Fun Segment: Two Truths and One Lie
- Adrian’s statements: scuba diving; solo travel abroad; speaks three languages.
- Outcome: Lie is speaking three languages; Adrian speaks English and Spanish; solo traveled to Germany; holds scuba certification.
- Next week’s nominee: Caleb.
## Next Arrangements
- [ ] Ensure on-call coverage is available on July 3, 2026 (observed holiday); confirm which customers are open and communicate to on-call.
- [ ] Helpdesk listed members update “Done yet” tickets by end of day July 1, 2026; create a tracked checklist with deadlines and escalation paths for non-compliance.
- [ ] Submit ConnectWise timesheets and expenses for June 1–30; complete Trinet logs.
- [ ] Distribute updated training/certification program document; define pre-approval workflow (approvers, request form, SLA) and add to handbook.
- [ ] Align teams on Anderson’s transition to Teams; document ticket intake and communications process; publish and train relevant staff.
- [ ] Execute Anderson firewall replacement (MX85) on July 2, 2026; Gabby and Kevin onsite.
- [ ] Proceed with NWA server migration planning; create a project plan with milestones, timeline, resources, and responsibilities; schedule execution.
- [ ] Complete TS billing; verify all time entry metadata (work roles, types, agreements, department) for invoicing accuracy.
- [ ] Continue Foothill internal assessment; report progress.
- [ ] Advance Wayfinder Phase 1 closure (~75% complete) and prepare for Phase 2.
- [ ] Finalize Intra cloud PC feedback, compliance cleanup, security confirmations.
- [ ] Progress LaProc staging and deployment planning coordination.
- [ ] Conduct Alere Los Alamitos office walkthrough on July 1, 2026.
## 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. Customer holiday status for July 3, 2026 is unclear; assign ownership to confirm and notify the on-call team.
> 2. Helpdesk “Done yet” ticket owners were listed; create a tracked checklist with deadlines and escalation paths for non-compliance.
> 3. Certification program pre-approval workflow is unspecified; define approvers, request form, and SLA for responses.
> 4. Anderson’s move to Teams requires a documented process for ticket intake and communications; publish and train relevant staff.
> 5. NWA server migration lacks timeline and resource assignment; create a project plan with milestones and responsibilities.
Jul 1, 2026
Speaker 1 00:01:03
Christy, how are you?
Speaker 2 00:01:17
I woke up this morning. Does that count?
Speaker 1 00:01:24
It does.
Speaker 2 00:01:26
Yep. Good.
Speaker 2 00:02:57
Lisa, I forgot it was the first of the month today. So, thank you for making sure HSA got in there this morning because I totally forgot.
Speaker 3 00:03:54
Alright, good morning everybody. It's ten a m. Let's start this meeting. So today is the first of July twenty twenty six, and the week number is week number twenty seven, The primary for after hour support for this week is Jesse, and the backup is Bogdan, And since today is the first Wednesday of the month, I would be sharing the VTO or Vision Tracker Organizer, so Crimson's ITS Vision. Is to become the benchmark for the managed IT industry. Crimson IT's mission: creating positive experiences by solving business issues. Crimson IT's niche: mature IT services to small and medium sized businesses, And Crimson IT's ten year target is thirty thousand managed systems by twenty thirty two RMM agents active. All right, moving on to the core spotlight. So the core.
Speaker 3 00:04:52
A core value that I would like to highlight today is extreme ownership in all that we do. While our frontline projects and major milestone often get visible wins, None of it would be possible without the relentless dedication of our teams working behind the scenes. True ownership isn't just about leading major initiatives, it is about holding the line daily, managing the friction and quietly making sure the foundation stays rock solid. And with that, I would like to recognize the admin, sales and the finance teams. Thank you for your efforts. All right, moving on. For the quote of the day, So this is something simple, but it resonates with me and most likely with the rest of the team as well. So here goes : Don't wish it were easier. ; wish you were better by Jim. Rohn.
Speaker 3 00:05:52
All right, and for our team updates, so let's start with Helpdesk with Olivia.
Speaker 4 00:06:00
Good morning, guys. Happy Wednesday on the Helpdesk side of things. Um, We have a new, another L1 that will be starting from the Philippines on the twentieth. So that is very exciting. And then just a reminder for people who have their tickets in done yet to update them. So that is Kevin Adrian Kobe Matt, Vlad Vince, Nick Sergii, Bogdan. So if you guys have a ticket in Done yet, please make sure to update them. Um, what it means when your ticket is in Done yet? It hasn't been updated in an extended period of time. It was left in working issue now for over four hours. Um or we just think it's done and it should have been closed, but it wasn't uh so make sure to update those by today. Please. Um and then.
Speaker 4 00:06:49
Yeah, that is all the uh updates on my end. Thank you.
Speaker 3 00:06:53
Thank you, Olivia. Moving on to cybersecurity with Anton.
Speaker 5 00:06:57
Good morning everyone, Uh security team is busy with the running audits for VSG gaming and the Foothill. Um other than that, we have a couple incidents, and all of them are related to the some people clicking on the strange links. And yeah, that's it from security team. Thank you.
Speaker 3 00:07:21
Thank you, Anton. Moving on to operations with Pete.
Speaker 6 00:07:25
Good morning, everybody. A few items this Friday is the holiday for the Fourth of July. Fourth of July is actually Saturday, but the observed holiday for Crimson is Friday, so we are officially closed, but we may have a few customers that are open. I don't know Olivia if we confirmed, If any of our customers are actually open, or if Mike or Vince were able to confirm that, but if we do have any customers that are open, they may have questions or may call our on call. So whoever's on call Jesse and I didn't hear the the secondary on call, But please make sure that we are available in case any customers do call us for support. Um.
Speaker 6 00:08:10
Second thing is a reminder: timesheets. We're still getting a lot of late timesheets. Timesheets, obviously, are twofold. If ConnectWise, We need to make sure that time is entered in ConnectWise and completed on time. Please try to do that daily and Trinet, if you have Trinet timesheets for the the US folks, please make sure that those get completed. Um, It's best to do those daily or at least every other day and make sure that they're done weekly. And for sure by the deadlines for payroll. Um, Which are are uh are definitely uh needed for those deadlines for payroll to be cut. So, please make sure that you get your your timesheets done uh by the deadlines. Uh, the next thing I have is a reminder for MPath Training.
Speaker 6 00:09:06
Training MPath is the training system that we have here. We encourage everybody to try to use that. There's a lot of really good courses with for Microsoft training, um, and and other other uh courses other than Microsoft, but it's heavily heavily geared toward Microsoft certification opportunities. But that segues into a question that um that came up a couple weeks ago from from one of the team members to me. And I wanted to let everybody know that we have officially updated the, training and certification uh reimbursement and award program. This was asked I think late last year and early this year were, uh were um trying to make sure that the official, um award process was documented and, uh I wanted to just relay that so so the training and certification.
Speaker 6 00:10:05
Official document, we're gonna we're gonna put into the handbook, but um, just just to make it I'll I'll we'll get it out to everybody. But we'll we'll do a one time bonus per certification achieved. So for CompTIA, we're going to award a one hundred dollars bonus for basic certifications for Microsoft, Cisco, VMware, Google Cloud and other basic certifications. We're going to do a five hundred dollars bonus. And for intermediate and advanced certifications for things like advanced networking, VMware, Google, or other advanced certifications related to Microsoft and other things, we're going to do a thousand dollar bonus. Um. All of those have to be pre approved by by uh management leadership. So make sure that you get permission or or approval before you go down the path and and get the certifications. But um if you get the certifications we will we we.
Speaker 6 00:11:03
We reimburse for the um, for the certificate and for the test uh the first time you take it, and we will um, and we will give you the bonus if you pass. So, um we'll put that into uh into the handbook. But we encourage everybody to take those trainings and and get those certificates. Um because it's helpful for you. It's helpful for your career. It's helpful for Crimson so, Wanted to encourage everybody to do that, and those are my updates for today. So thank you everybody. Enjoy your holiday.
Speaker 3 00:11:36
And moving on to account management with Mike and Vince.
Speaker 7 00:11:40
Thank you. I'll just do a quick update before Vince real quick. I just wanted to thank the team that worked with Project Angel Food. I met with them; they were very happy, the event went smooth similar to last year, and they exceeded their actual, Um goals for for fundraising. So, if I missed anybody, I apologize. But the PMS, I think George was there and Kevin was there and anyone else I forget. I apologize but, uh great job. Give it over to Vince.
Speaker 8 00:12:10
Good morning, everyone just two quick updates. Uh Anderson actually is moving away from Slack. So today's their last day on Slack, they've officially moved over to Teams. So that should be good news for a lot of us here. And uh. Especially opening tickets, I see Olivia smiling there. So I'll get with the teams later today to kind of talk through that process. Um, also quick update. Um, I wanted to give a quick shout out to Kevin. He did a lot of great work with Iron Gate, and we've got SSO active and launched today for their NetSuite and Procore applications. Um, so that's a good uh update on the Iron Gate side of things. Thanks all.
Speaker 7 00:12:44
Oh real quick one more quick one more quick update sorry, Um, I'm going to be going out to Alere's small satellite location this afternoon to do a walkthrough. Just heads up that Alere is opening up another small office in Los Alamitos. I think it's only like two employees, but um that's coming up on the horizon too. Okay, sorry, that's it.
Speaker 3 00:13:03
Thanks Mike. Moving on to finance with Elisa?
Speaker 9 00:13:10
Uh, hi, good morning, everyone happy Wednesday in connection to Pete's reminder regarding collect wise. Uh, time sheets and expense entries. Looks like, uh, there are a few team members who haven't submitted their time and expenses yet, um approximately fifteen members in Conex still have open uh timesheets, uh two members who were not completed their time logs in Trinet, and five members uh who have open expenses in Conex. Thank you so much.
Speaker 9 00:13:44
Uh, If you could submit it, uh, the past two entries for June one to June one to thirty cutoff. Uh we really appreciate it. Thank you.
Speaker 3 00:13:56
Thank you, Lisa. Moving on to admin with April.
Speaker 10 00:14:01
Morning, everyone and happy Wednesday. So we're wrapping up our MS billing for today. So there was a bit of a delay with our billing due to the recentum Azure usage. Um, building issues that has been resolved yesterday, and we're going to start TS billing today. So please make sure that all of your time entries are correct, um including work roles, work types, agreements attached and department. Um so everything that will be showing up in the invoicing board are billable. That's all thank you.
Speaker 3 00:14:32
Thank you April moving on to N B D with Anzor I don't think Anzor is around.
Speaker 6 00:14:38
Yeah, Anzor's on vacation for the next couple weeks, so I don't think there's any updates on the uh on that side.
Speaker 3 00:14:45
All right, let's move on to the next project or change management callouts. Yes, sir.
Speaker 11 00:14:54
Good evening everybody. Some for Anderson, we'll be replacing their SonicWall firewall tomorrow with a MX85. So Gabby and Kevin will be onsite for that one. And then the team, as mentioned a while ago, the team is busy for um doing some internal assessment for Foothill. Also, I think this is Jason's last Wednesday meeting. So I just want to thank him for everything. We we yeah, we just thank you. And then hope you still keep in touch with us. Yep and and I think oh and also.
Speaker 11 00:15:33
I, just want to thank the team because we're almost um the domain cut over for Maverick has been completed yesterday. We already transferred the domain to their new owners, so special shout out to Emil on that one. I know you've spent a lot of time for with with that project, so just want to take up the team. Thank you.
Speaker 6 00:15:55
And I was going to call out Jason at the end, but Jason, you have anything you want to say to the team? I I personally want to thank you as well. I know you've only been with us for a little over three months, but thank you for your contributions. If you have anything you want to say since tomorrow is your last day, feel free to make any last comments if you like.
Speaker 12 00:16:15
Yeah it's been uh it's been a good three months. You got an incredible team here Pete. You're in good hands. And if I have an opportunity to uh consider uh an MSP, uh you'll be at the top of my list.
Speaker 6 00:16:29
All right. Thank you for everything you've done. It's been great having you on the team and in the short time, you've been here and the contributions you've made, we'll miss you and and we'll keep in touch.
Speaker 12 00:16:39
Thank you. Julia?
Speaker 13 00:16:46
Happy Wednesday teamum, I just want to do a quick shout out to Charles and Emil. They work really hard on the Wayfinder migration project, and we are in the final execution of phase one. So we still have phase two coming up, but at least we're not halfway in a way. We're like three quarters of the way in. Intra team also remains focused. We are getting the cloud PC feedback, compliance cleanup.
Speaker 13 00:17:17
Security confirmations, also kind of last stretch. Thank God, um, LaProc is moving through the staging and deployment planning. Uh, we are doing our coordinations. So that's all for projects. Thank you guys.
Speaker 7 00:17:36
Finally Mike. Oh, thanks, yeah. And just heads up. Um NWA just approved the server migration quote. So we'll be able to get them off. Consolidate all their data and get them on a new server with the data backup. That's on deck two.
Speaker 3 00:17:52
All right, thank you. So moving on to training updates. So do we have any training for today, Christy?
Speaker 2 00:18:02
Um, sorry, I muted and then it did not want to unmute. Um, I am going to take a pass for the day because I can't talk more than five seconds without hacking along. And y'all need that.
Speaker 3 00:18:15
Hope you feel better soon. All right, so moving on to the fun segment, Duck Race with Christian.
Speaker 14 00:18:25
Can share my screen? Mark, let me know.
Speaker 3 00:18:31
All right, yes we can see your screen.
Speaker 1 00:18:33
Perfect start.
Speaker 15 00:18:44
On my head. And just like the guy whose feet are too big for his bed, nothing seems to fit. Those raindrops are falling on my head, they keep falling. So I just did me some talking to the sun. All right, congratulations Pepe.
Speaker 14 00:19:17
Sorry about that. Well, integrity or profit, exercise extreme ownership, always friendly, commit and deliver. We do the right thing. Perfect.
Speaker 16 00:19:32
And do you have any example?
Speaker 14 00:19:37
The whole team of Winger commit and deliver and always friendly.
Speaker 3 00:19:44
All right. Thank you Pepe, Congratulations. Thank you. And finally, two truths and one lie. And our candidate for today is Adrian. Is Adrian around?
Speaker 17 00:20:06
Hello, hi, hi everyone. Yes, uh two truths and one lie um, So I have uh I have been scuba diving. Um I have traveled solo to another country, and I speak three languages. Okay,
Speaker 3 00:20:24
So that that was fast. So the first one who thinks scuba diving is a lie.
Speaker 13 00:20:33
You don't look like you swim. You have nice hair,
Speaker 3 00:20:41
All right? We have a few. Uh, what's the second one, Adrian? Sorry.
Speaker 17 00:20:45
Second one is um I solo I have solo traveled to another country. Solo travel okay.
Speaker 16 00:20:54
Solo or solo traveled. Solo travel. So yeah, I can okay, and the final one? Uh, the final one is um I speak three languages Three languages okay, I think I'm going to go with that one. ¿ Hablas español? Right,
Speaker 13 00:21:21
Majority. What language do you have to tell us first?
Speaker 17 00:21:24
What languages? Um, yeah, I speak um so English, um Spanish and Russian.
Speaker 15 00:21:33
So that's the truth.
Speaker 17 00:21:35
Russian? In my best. So is that a truth or is that a lie? I'm not saying if it's true or not. So you guys decide.
Speaker 7 00:21:44
All three languages will work in this group.
Speaker 3 00:21:49
I think the third one is uh the one with the most votes. All right,
Speaker 17 00:21:55
Um yes, so the truth is um I have been scuba diving. I do have my certification. Um I have traveled to another country solo. I went to Germany recently, and I do not speak three languages unless you consider something like maybe like JavaScript, but. No, I only I speak um I only speak uh English and Spanish. Thanks. Thank you. We'll figure that. I was gonna say yeah, we'll figure that out. I wish I speak Russian, I wish Several people here speak Russian so they're gonna help us out. Yeah, I'll have to learn Thank you guys, please.
Speaker 3 00:22:37
Nominate someone for next week.
Speaker 17 00:22:39
Oh um oh, not sure. Um.
Speaker 17 00:22:47
Can we pick maybe Caleb? Is he here?
Speaker 3 00:22:51
I was going to say the same thing. All right, Caleb. Caleb, you're up next week. Okay, Nick, you have your hand raised or is that for the vote? Okay, so I think it's for the vote. All right, so if there's anything left unsaid, please raise your hand. All right, if none, Thank you for joining today's meeting and I. Hope you all have a great day ahead. Great conversation. Bye guys. Thank you. Bye guys.
## Your Conversation Summary
### The Vibe
A gentle, slightly rushed check-in that balanced understanding with practical wrap-up.
### The Dynamic
The conversation felt informal and brief, with low engagement as Christi largely narrated her situation without back-and-forth. The mood was steady—no major swings—rooted in a pragmatic acceptance of a disrupted morning. Christi conveyed understanding about others not joining and calmly decided to end the call after a short wait.
### The Gist
Christi opened the call—likely with Gabby—acknowledging that no one else might join and noting she had other tasks to attend to. She shared that her morning had been hectic due to one of her children needing an unexpected doctor’s appointment, which disrupted her schedule. After waiting a few minutes and receiving texts from her college-aged daughter, Dom, Christi decided to wrap up and end the call.
### Memorable Moments
> **Christi:** "She realized that hey you know, should have said something before now."
### Things to Remember
- Christi's daughter had an unexpected doctor's appointment.
- Christi's daughter Dom is in college and was texting her.
### Conversation Threads
- Waiting for participants
- Hectic morning schedule
- Daughter's doctor visit
- Family updates
Aug 24, 2026
Speaker 1 00:03:18
Hey Gabby. We may not have anybody join us. No, it's okay. I am trying to get caught up on some things.
Speaker 1 00:03:52
If no one joins, that's fine because I have two versions of this today. This one and another one.
Speaker 1 00:04:44
I'm giving it two more minutes before I call it. Crazy busy, uh, One of my kiddos needed to um go to the doctor today, and so I had to drop her off on my way, but she neglected to tell me until this morning. Yeah.
Speaker 1 00:05:13
It's just not an issue. It's just um because she had to be there by nine, but I had to be here by eight thirty. So I uh she had to end up waiting, which she was okay with. She realized that hey you know, should have said something before now.
Speaker 1 00:06:41
All right, let's call it. My daughter is Dom is in college and she's texting me all kinds of things this morning. Crazy kid. All right, I'll talk to you later. Bye-bye.
Crimson IT (250), project ticket 967282 'August 2026 open AI sessions'. Open AI training session (ChatGPT: The Basics) with no client attendance; only Crimson attendee present. Non-confidential. Client verified from content: Crimson-only attendees, no client entity named.
> **Date:** 2026-08-05
> **Location:** [Insert Location]
> **Participants:** [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5]
### Meeting Notes
#### AI Policy and Enterprise Version Rollout
- Speaker 3 confirmed all employees have signed the AI policy documents.
- Speaker 1 requested the finalized policy document because some emails were misplaced due to a new Outlook mode issue; Speaker 3 will resend it.
- There was a misunderstanding about activating the enterprise AI (Copilot). Speaker 3 expected activation after policy signatures and subsequent training.
- Speaker 1 clarified that enterprise licenses for general staff have not yet been enabled.
#### Copilot Subscription and Costs
- The team discussed whether all staff should receive Copilot access regardless of usage.
- It was confirmed there is no downside to not licensing everyone.
- Copilot for Business pricing: $25.20 per user/month (monthly) or $22.05 per user/month on a one-year subscription (~$250 per user annually).
- A promotional discount of 15% for up to 10 seats was noted.
- Speaker 1 introduced “CoWork,” a new Microsoft pay-as-you-go option; pricing and details are not yet available. The team will prioritize Copilot rollout first.
#### User Adoption Monitoring
- Speaker 1 demonstrated monitoring of Copilot usage for other clients.
- The system tracks active users and usage across Outlook, Word, Teams, and Edge.
- These insights inform adjustments and help assess license ROI.
#### Copilot Training Plan
- Speaker 1 will host two live remedial sessions next week on Tuesday, August 11, 2026, and Thursday, August 13, 2026, at 2:00 PM.
- Tuesday: Copilot basics.
- Thursday: Copilot within applications.
- A Copilot video training series will be available by the end of next week.
- Free Microsoft Learn resources are available; Speaker 1 will share the link.
- A staff-wide training initially proposed for the week of August 24, 2026, is rescheduled to the first week of September due to conflicts.
- More advanced AI training is planned for the first or second week of September for interested users.
#### Initial Copilot License Rollout
- The group agreed to enable Copilot licenses for the five attendees plus committee member Jodi.
- Upon activation, Microsoft will send a “Welcome to Copilot” email and automatically install the Copilot app.
### Next Arrangements
- [ ] [Speaker 3] Send the final signed AI policy document to [Speaker 1].
- [ ] [Speaker 1] Email links for the August 11 and 13 live sessions, the Copilot video series, and Microsoft Learn.
- [ ] [Speaker 1] Enable Copilot licenses for the five attendees and Jodi.
- [ ] [Speaker 1] Schedule staff-wide training in the first week of September (e.g., September 3–4) and send 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 exact number of initial licenses to purchase and whether to choose monthly or yearly subscriptions was not finalized.
> 2. A broader rollout strategy for remaining staff after the pilot group was not discussed.
> 3. The cost and features of the “CoWork” option were noted but deferred without a timeline for reassessment.
Aug 5, 2026
Speaker 1 00:01:59
Work on today's training material based on that email. Today is the Wednesday training.
Speaker 2 00:02:30
Oh. That's where that went. Mom's cleaning some things out.
Speaker 2 00:03:28
How are.
Speaker 3 00:03:46
You doing?
Speaker 3 00:03:56
What the next steps are, How we're going to roll out the AI now that we've got all the policy documents from all the employees. Soum, take it away.
Speaker 1 00:04:17
Um, real quickly I do have a thirty minutes sorry. Uh something. My cats keep knocking things off on the floor as I'm working today. She is she is uh right in front of me, so I wish I could show you, but I've got background turned on. Oh, she's the kid. Um So you have all the policies back? Yes. And um was there? Did you send those to me because I don't see them in my inbox?
Speaker 3 00:04:49
Uh Well, I didn't send them your way. Because they're already signed, so I thought you would just be interested that, you know, we've got. I think we shared with you, if you like. If I might not have, but I thought we shared with you the final copy of the policy statement. But if you don't have it, we can definitely send it your way so that you know what we signed.
Speaker 1 00:05:20
That's perfect. Um, what I was looking for was the final policy. So, and my apologies, I made a mistake yesterday. I turned on the new Outlook mode. And yet, don't do that if you don't if you don't use the new Outlook, don't turn it on just yet. Um so I have some emails that went missing. Uh so I'll double check for that final policy. I'm sure you sent it to me, and it's just got filed,
Speaker 3 00:05:45
No That's. Okay, no worries, i'll mark it here to send it to you. Okay?
Speaker 1 00:05:50
Um, How are you guys feeling so far since you started uh, since you started working on AI? Like, how is it feeling the use of it and everything you're working on?
Speaker 3 00:06:04
Well, personally, I haven't used it because I just wanted to make sure that uh, you know, i I start using it whenever we have a full idea of how we are going to use it. And you know, the. Enterprise version of it and all that. Soum but I'll let others share their experience.
Speaker 4 00:06:28
Is the enterprise version live for us? Yes. Oh, it is.
Speaker 3 00:06:34
Oh, I didn't know that.
Speaker 4 00:06:36
Did, we um because we know that some staff members might not elect to use it or join the subscription? Okay. So I just wanted to make sure that we're not going to pay for their subscription if we're not, if they don't want it, if they don't opt in.
Speaker 1 00:06:54
Let me look into it. I know you guys, your subscription is live. So let me look at it real quick. Uh and bear with me because I also just rebooted my computer, so I'm getting everything logged in.
Speaker 3 00:07:12
Uh Christi while you're doing that my um, You know, maybe it was just my misunderstanding, but my understanding was that we would wait until the policy statements are signed. Then, we would notify you. And then that's when the enterprise version would kick in. And then it would be alongside sort of like subsequent training so that you would show people. Okay, this is how.
Speaker 3 00:07:44
You should use the enterprise version. This is what you shouldn't do. So those types of things, but I don't know, maybe that was just my.
Speaker 1 00:07:52
No, I thought I turned on the pilot just for the people that are in this meeting. And that's what I was getting at, but let me double check. I may have you guys confused with someone else. Um, I have three clients all at the same time that is uh. That is doing exactly what you guys did with Copilot. And so, bear with me. So, I might just be off today. I have not had my coffee. It's been a weird day. I got up, I went to the office, got to the office, realized I left my computer at the Pasadena office and I was in Compton. So, I had come home and use my desktop computer today. So, figure with me. I do apologize.
Speaker 1 00:08:46
Pulling that up right now. It's a little slow going in this morning. Microsoft is being a little weird. While we do that, who are the people that we um, that may not use it?
Speaker 3 00:09:05
Well uh in the policy statement, we haven't really asked anyone yet. So because we uh what uh we thought would be, Necessary is for everybody, to sign the statement regardless of whether they're going to use it or not. Yes, then you know, I thought, at least again, that was just my thinking that when we go to the stage of okay. Clemson is going to institute the enterprise version of Microsoft Copilot. Who doesn't want it? Yeah, Then then we'll know because we didn't want to ask anyone at at this initial level.
Speaker 5 00:09:47
I'm also wondering if, um, There's a drawback to not having everyone have access to it regardless of the degree to which they want to use it. Yeah, there's no drawback.
Speaker 1 00:10:10
Um. And and just my apologies, we have not turned it on for your staff yet. So, this is the licenses in within Microsoft that you currently have. Uh, ignore the free and ignore the nonprofit portal; those are automatically added. Um, but you have you have all your licenses, your E3s So, but you do not have Copilot yet. So that is that is on me. My apologies on that. Um, now as far as drawbacks, there is no drawback. Um at the end of the day those who choose not to use it.
Speaker 1 00:10:43
Uh, Won't get access to things within uh Teams, such as facilitator and automatic transcript. Uh, summaries. Not you you can't turn on transcripts, but you just can't do the AI summaries things like that. Um, If they want that we can um there is a cheaper option I believe, unless Microsoft's made some changes to that in the last month where we can turn on facilitator at a cheaper rate, if that's all they're going to be using. But. One of the things that's really good about this is we can actually see, and I'm going to show you with another client. They don't mind me sharing this information, so just a heads up on that. But I can show you how we can watch for those people who are uh who see what they actually use, use it for and make adjustments as needed. Um now when we look at Copilot, um we're going to be able to see a few different features.
Speaker 1 00:11:40
And so I'm going to show you the Copilot. This is the active users that we have, but for Copilot itself, we only have ten active users, Ten licensed users for that out of five hundred and forty nine active users in the company. A little bit bigger than you guys. So out of those ten licensed users, Most of them use it within Outlook for drafting emails and doing certain things within Outlook. Um, a lot of them use it in Microsoft Word. Some of them use the app that I showed you guys in training, and then some of them use it within Edge. And only one or two people really use it in Teams. So, We have that option where we can go in and take a look at this. And then here is my adoption score. And so this week we had seven active users. Um, and at the end of the day, it's.
Speaker 1 00:12:38
Really, we're going to be taking a look at what everybody's actually doing, what the consumption looks like, things like that. So we can we can actually dig in. There's a lot more reports that I can pull in for you guys than what you're seeing right here. So does that help you get a better understanding of how we can watch and see who's actually using it?
Speaker 3 00:13:03
About one question. So let's say the enterprise version of, Copilot, there is like a monthly cost to it. So, If we do make it available to everybody, regardless of what they use or not use, what would be like for us? We've got a total of nineteen people. So or ultimately nineteen not not yet but ultimately but um, would how how much roughly is it going to be uh and.
Speaker 3 00:13:36
I s it like about how much is it? How much? Is it per license a month.
Speaker 1 00:13:40
So right now if you go for subs, do you want me to give you the cheapest subscription option.
Speaker 3 00:13:46
Well I I don't even know what how to um, You know, uh gauge whether the cheapest one is the most appropriate for us or I don't know.
Speaker 1 00:13:58
So right nowum they only have one year and three year subscription links. Okay. And then I am going to pull up our the purchase for you guys. Uh, one second. Let me go into that purchase. I want to actually see the cost. Um, We go through another company. So we that's separate from Microsoft. But what they offer for you guys through that other company is the same price Microsoft offers. So, I'll show you what it looks like.
Speaker 1 00:14:36
So the subscription link that they are, oh, did I share? Okay, there we go. Um, the subscription link that they give that they allow us to have. Um, so we're going to do Copilot Business. Now, you do want a promotion that we can do fifteen percent off for up to ten seats. Um, let me or Copilot Business. Um if you do a pay monthly.
Speaker 1 00:15:14
It's gonna make me click on that. Okay, it's not gonna allow me to go up to it. Um, business, see if it does it that way. No. Uh, your subtotal is twenty two dollars per user and five cents. That's with the uh discount offer. If we once the discount offer runs out, we can do one month and one year. So I do apologize they do have it for one, One year for you guys. Um, Your payment looks like it would be twenty five dollars and twenty cents per month. If we do a full year subscription, it's twenty two dollars and five cents. So, we can put most people on a year, if you know that they're going to be using it, But if you are not sure whether or not they're going to be using it at all, we can put them on a one month and cancel after one month.
Speaker 3 00:16:09
So it's pretty much about two hundred and fifty dollars a year per user. Yes. Okay. All right.
Speaker 1 00:16:20
Um, this is the best way I can show you guys. So if you have any questions about that, let me know, but it's the best way I can show you the subscription. Um, now one thing Microsoft did come out with is CoWork. Have you guys heard about CoWork within Microsoft Cloud? I mean within uh cloud? So Steve has.
Speaker 4 00:16:43
Um, A little bit. Yeah, a little bit.
Speaker 1 00:16:45
Okay, so um with Copilot there's an option for CoWorkum within Microsoft. It is a pay as you go subscription. So for those it just came out. Um we have not turned it on for Crimson yet. Uh but for anybody that's interested in it, there is that option as well, and it will cost a little bit more money. But. I do not know the pricing on that just yet. I asked Alan to sort of turn it on for me. So I can play around with it and see what the actual looks and what it'll actually do and cost for us.
Speaker 3 00:17:22
At least you know, let's take it step at a time. Let's just roll out the um uh the Copilot Enterprise version first, and then once you Christy get more experience into what this other, CoWork he provides, and then we can go to that. I don't think we should jump in with all the different options to begin with. So that way, when we go to the next step, hopefully a more advanced step, we're all or the people who want to use it are ready for it.
Speaker 1 00:17:59
Yes. Um, I do know CoWork is very similar to the Anthropic version, and I do love CoWork on Anthropic. Hi. Um, sorry. I have three tabs and one was for the app. This is what happens when you work from home. Um, the so the cowork does work similar to that. I just haven't had a need to turn it on until more recently. Um, the next item, so we can turn on the licenses um.
Speaker 1 00:18:30
We can do if you want me to do half the subscription at a year, so you get a cost, or if there's a number, you'd rather me turn it on. I can do that actually today uh and well,
Speaker 3 00:18:43
Um can we also I I want to respect your half an hour limit? Can we also talk a little bit about any training that Crimson might provide uh so that we're not opening the uh um Copilot? Uh. Platform just for people to go and you know, um, They, you know, there, there will be uh, experimentation and people just experiencing this on their own, but at least it would be good to have some uh fundamentals.
Speaker 1 00:19:14
So I am for let me double check my calendar. Um I think it's either next week or the following week. I am offering a copilot training for clients that want to do some uh, Some remedial training with that, and that is next week. I am offering it on Tuesday and I am offering it on Thursday. So, Those are going to be live in session classes that I am going to offer to a couple of different clients, especially in the nonprofit arena. And so, The focus that day is going to be on how to utilize Copilot within the organization. And then.
Speaker 1 00:19:56
Thursday training is going to be how to utilize it within your applications. So I'm offering those two. I have not sent out much information yet on it. I'm going to be sending out that information this afternoon. I have the, have everything written up. I just have to hit send. So Connie, You're on that list of people who are getting that uh training. And it's going to be at two o'clock.
Speaker 3 00:20:18
And. Um are the two sessions identical? Or are they different?
Speaker 1 00:20:25
So they are going to be different. So the first training is just a remedial basic of Copilot, And then uh, the one on Thursday is going to look at it in the apps themselves and how. Okay.
Speaker 3 00:20:39
Yeah, if you can send it to us, we'll definitely make it available. Now in order to get that training, the uh Copilot platform doesn't need to have been installed, right? Okay. Alright, so uh let let's let's yeah, if you send it to us, then we'll make it uh we'll distribute it to everybody at the organization.
Speaker 1 00:21:03
Alright. And then I'm also finishing up the Copilot video session series. Um I did the Claude ones already, but I know you guys are not doing Claude. So Copilot, The video training sessions are going to be probably available to everybody to look atum end of next week. So it'll follow those, And then, um, there is training within Microsoft itself. And this is uh training. I'll send you guys the link if I have not already. But Microsoft offers free online training in their Microsoft Learn platform. Have any of you visited the Microsoft Learn platform ever?
Speaker 3 00:21:42
Uh, I have not.
Speaker 1 00:21:43
Okay, no worries. It's learn dot microsoft dot com. I'm going to give you a link Um they do have a Copilot Essentials, Uh, some people love it. Uh, Some people have reached out to me and said, this puts me to sleep and I cannot watch it. So they prefer the more interactive classes that I've been giving. Um, so there are some things in there. I put that link in the chat so that you have it. And um, the the very first one if you click Copilot, there is a Copilot training right under that. Let's see if I can send you this link sometimes it um.
Speaker 3 00:22:21
Tracy, I think so that we have it even after this Teams call. If you don't mind, when you do send us information for the live sessions next week, If you could also include the video training that Crimson has as well as the link for the training within Microsoft. So that way when we send it to everybody at the foundation, then everybody knows okay these are all the resources we have.
Speaker 1 00:22:51
Yes, after this meeting, my i my meeting assistant is called Frodo. Um, After this meeting, he's gonna, he's gonna send you an email with uh our the summary from this meeting and the notes. And so I'll include the link in that too.
Speaker 3 00:23:07
Excellent. That'll be great.
Speaker 1 00:23:09
I made some new agents since the last time I met with you guys that help me,
Speaker 2 00:23:13
Okay, okay,
Speaker 1 00:23:15
Um So, what when it comes to the licenses? Do, you want me to roll out to the six or to the five people on this call first?
Speaker 3 00:23:27
Um, I I think yes.
Speaker 1 00:23:29
Okay. When do you want me to roll that out?
Speaker 3 00:23:35
Well, I know we are all at different levels of readiness for AI, and so, you know, some people are more advanced than others. So I mean, I personally, we are going to be very, very busy with preparing for some organizational meetings in a few weeks'time. So I'm not going to be like having time to play around a little bit. So but you know, I don't want to deprive that chance of other people.
Speaker 1 00:24:14
So Yeah. Not a problem. Um, I can turn it on for four of you guys, or I can turn it on coming up for you as well, and then you can just have the features for two. Yeah. Sure.
Speaker 3 00:24:26
Yeah. Yeah. Uh yeah Please do yes, And. Uh. We also have another member of the committee who couldn't join us Okay Her. Her name is Jodi Okay Uh. And so um I think she You will see her name in my emails to you because I have included everybody. So let's include her on whatever you're going to be turning on.
Speaker 1 00:24:50
Gotcha, absolutely. Um, perfect.
Speaker 5 00:24:55
I'm gonna i added her name here. And Christi, once it's turned on, um are you sending us information on how to access it? There is an email that goes out from Microsoft.
Speaker 1 00:25:08
It's called Welcome to Copilot and it has all the information on there, At the same time, Microsoft automatically installs for you a uh. Uh. It installs an app on your computer, and it's called Copilot Microsoft three sixty five Copilot. Uh, I just pulled it up just to look at it when I was talking to you, um, with that it does it allows you to chat and create your own.
Speaker 1 00:25:41
If you're familiar with the word uh GPT is and chat GPT, it allows you to create your own uh agents that are like GPTs. So, Um and then at the same time, it installs the add on to all of the applications, including teams. And it's seamless. You don't even notice it. Thank you. You're welcome. Um Christi how how long are the trainings for the ones scheduled next week? They are for an hour and a half, and that gives a lot of people time to ask questions towards the end.
Speaker 3 00:26:30
People are not able to attend the two live training sessions because obviously the video training and the training within Microsoft, they can people can do it on their own time. But the live sessions, if they cannot attend next week, when are the next times you would be conducting live sessions?
Speaker 1 00:26:47
Well, so you we did your training May nineteenth twentieth and twenty first. Um, or no May nineteenth and May twenty first. Why don't we do, If you have time for this, um the week of the twenty fifth I am available. Um or the twenty fourth I am sorry week of the twenty fourth I am available. Could we do more training with your entire staff if you have availability, and this would just be training that is geared towards coaching?
Speaker 3 00:27:19
Uh, yeah. I think if you mentioned that again in your email, uh, You know, it will be uh, I don't want to I. Don't think anybody here individually can make that decision. But you know, if if there are enough people available for the week of the twenty fourth, is there a. Particular day or time that is, you know, you might want to mention that in your email too. Like okay week of twenty fourth like let's say August twenty fifth at these times. August twenty seventh at these times. So that way, we'll make that available. Personally I would welcome as much training as we can receive. So I know it's it's a tight schedule for all of us on the call.
Speaker 3 00:28:06
But you know, we do the best we can.
Speaker 1 00:28:08
No worries. I am every afternoon that week. I am free, um, I have not filled it with any training or anything like that. So I will send out some dates and times and get some feedback. Um, the week of the seventeenth, I am out. I am taking one of my daughters to college. So Oh wow. Congratulations.
Speaker 1 00:28:29
Thanks i i do have a separate question for you guys that's more personal in nature. I'll ask that in a moment. Because I figured since I had a call with you guys today, I'd ask you a question about uh schools and stuff. See if you can have some input. Um but let me, I put that on the schedule. Um I'll send out, I'll send out three choices and I'll get feedback from your team on which three would work. Um, I'll invite everybody for the training on the eleventh and thirteenth.
Speaker 1 00:28:59
And then Steve, I know you are one of my more advanced, and Tyler, you are more one of my more advanced. Or at least those are the questions that I got from you last time. Is are you anybody on this call? Are you guys interested in more advanced AI training? Okay, Julie is so um I am putting together some advanced AI training uh, and that's going to be probably the first or second week of September. I've got asked that multiple times, So I this would be a training that would encompass a few of my clients. So.
Speaker 2 00:29:36
Sounds good. Yeah,
Speaker 5 00:29:37
I will say the week of the twenty fourth, uh, the program staff is really busy with school starting. So, I'm not sure how much program staff would be able to participate at that moment in time. But um we'll do our best. That doesn't mean other people can't start.
Speaker 1 00:29:54
Yeah, I can move it to the first week of September. I have one AI training the first week of September and that's it, and it's earlier in the day. So uh yeah,
Speaker 3 00:30:04
To be honest with you, I think the first week of September would be better for the admin staff as well. Uh because we'll be wrapping up everything for our upcoming uh board meetings by the end of August. So yeah, let's, Let's uh, consider the first week of September.
Speaker 5 00:30:28
Okay, yeah, September third and fourth look pretty good for program staff. The Thursday and Friday.
Speaker 1 00:30:35
Amazing because I have no meetings scheduled either of those days, which is highly unusual. So. I am usually booked out uh six weeks in advance, but that day is pretty those two days are pretty good. So I'll let me go ahead and just block those days for you guys.
Speaker 1 00:30:58
All right, so they are blocked on both days. Um, and then that way no one can schedule anything in advance. So that is highly unusual to have a calendar that clean on those two days for me. Um, all right, so we have one minute left. I don't think my other person is going to be upset if I am a minute or two late to the meeting. But uh real quickly my personal question for you guys and Cognia This might be something you guys can email me. Um, I you guys know I am a foster parent, and so now I am taking in kids who are non minor dependents, and I have three right now. Um, I am looking for a school that allows one of my kiddos to catch up on all their credits. Uh. For their senior year, But maybe online or hybrid Da Vinci Rise is no longer was where I was sending, was sending kids in the past for that.
Speaker 1 00:31:56
But it is they dissolved it July first of this year. So, if you guys know of any schools or any charter schools that allow them to learn at their own pace and get their credits, especially their A G credits, please let me know. Because all my kiddos have come through I think it's AB 12 or AB 216. I can't remember all of my ABs for foster kids, but they are going to graduate with lower than normal credits. So I am just looking for a way for uh, For them to learn at their own pace. Because when they come to me, they're generally really behind on credits.
Speaker 5 00:32:32
What's your homeschool district?
Speaker 1 00:32:34
I don't know. Uh, I have to look that up.
Speaker 5 00:32:37
Because I've never looked into homeschooling. No, no, no. I mean what school district do you live within?
Speaker 1 00:32:43
Uh Da Vinci. Da Vinci? Yes, I'm in the South Bay. I'm right between El Cerrito and Hawthorne and Hawthorne is Centinela so.
Speaker 1 00:32:54
School district. I'm in uh Del Aire. In South Bay.
Speaker 1 00:33:06
So Uh Christi Da Vinci is the name of the school or? Name of the school district uh for high school, in this area.
Speaker 3 00:33:13
Oh high school. Yes. Yeah um Julie is our expert on on on school systems so.
Speaker 1 00:33:23
Got you. I am looking at opportunities for youth. That came up in my search, so I am looking at them today. But, um, I have one kiddo that just needs to do her senior year. She's eighteen, So um she she needs to do her senior year and get caught up on all her credits. Yeah, all right. I do need to jump, But thank you guys for joining me and feel free to send any questions you have by email or we can set up another meeting. All right. Thank you, guys. Thank you. I will thank you. Bye-bye.
Finalize number of initial Copilot licenses and choose monthly vs. annual subscriptionEmail links for August 11 and 13 live training sessions, Copilot video series, and Microsoft Learn resourcesSchedule staff-wide Copilot training in the first week of September and send invitations+4
✓
Cotsen Foundation
covered by 890730 (1.12h, ticket 965283, Senior Engineer/workType Infra Support - REMOTE, agreement Managed IT Support) - entry window 10:00-11:07 PDT contains this meeting. No new entry.
ticket 965283 - Cotsen - AI Policy Completion and Microsoft 365 Copilot Rollout Planning (Aug 2026)
3 - Clients and Projects\Cotsen Foundation\Meeting Transcripts\Meeting Transcript - 08-05 Meeting AI Policy and Copilot Rollout.txt
## Meeting Information
> Date: 2026-06-02 15:29:15
> Location: [Insert Location]
> Participants: [Christi] [Vince] [Sergio] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7]
## Meeting Notes
- Topic Title: Partner program heads-up (Anzor/Cloud)
- Description:
- Vince noted that Anzor launched a partner program and a partner call is scheduled for 08:00 AM on 2026-06-03.
- Vince will forward the invitation to interested team members.
- Topic Title: Attendees and roles for tabletop exercise
- Description:
- Olivia is at a Texas conference; Cheryl covers the help desk.
- Anton is absent; Sean (security team lead) covers security.
- Jason Tucker (Director of Professional Services, ~90 days at Crimson) will observe to learn the tabletop process.
- Roles: Paul (CIO, decision-maker), Sam (first-call handler), Esther (compliance), Sean (security), Cheryl (help desk), Monty (support), Vincent (account manager), Jason (observer).
- Conclusion:
- The exercise is recorded; the transcript remains within Crimson IT unless approved by leadership.
- No-fault exercise; speak from real roles; unknowns are acceptable; actions will be tracked and used to update the IRP.
- Topic Title: Environment overview and changes since last year
- Description:
- Productivity: Microsoft 365 (Exchange, Teams, Outlook, OneDrive); no change.
- Endpoint security: Migration to Huntress completed (from Sophos MDR).
- Backups: Datto SaaS Protection for M365 twice daily with 1-year retention.
- File storage: Box with CloudAlly backup; SharePoint not used.
- Compliance archival: Smarsh.
- Security awareness: KnowBe4 monthly phishing; MFA enabled; BitLocker on managed devices.
- Documentation: Moved from IT Glue to Hudu about a month ago.
- Infrastructure: Fully cloud-based; primary office Los Angeles; secondary office New York; primary staff recovery WFH; secondary recovery Crimson IT Conference Center, US Bank Tower 8th floor.
- Cyber insurance: Arch via Marsh; plan through 2026.
- Regulatory context: SEC Regulation SP amendments effective 2026-06-03 for advisors under $1.5B, including written IRP, 30-day individual notification, and 72-hour vendor breach notification clauses.
- Additional notes:
- CloudAlly backup cadence/retention to be confirmed and documented explicitly.
- NY office address updated; Sam provided; Vincent has it.
- Topic Title: Scenario 1 — Business email compromise and fraudulent wires
- Description:
- Incident summary: Sam receives an LP call about a suspicious wire email from Paul; no sent item found. Sean confirms M365 access from Eastern Europe at 02:14 with a valid token; targeted emails to 3 LPs; attachments downloaded from Paul’s OneDrive/Box including the investor contact list; a forwarding rule to external Gmail active ~8 hours. Huntress flagged but did not block due to a valid token.
- Immediate actions (Sam): Contact Crimson IT, alert Paul, alert internal team; help desk number saved on phone.
- Immediate actions (Paul): Notify Monty, Sam, and Esther; contact Crimson; authorize containment. If Paul is unavailable, Sam then Esther/Warren to authorize session revocation/reset. Paul can continue work if Outlook is taken down.
- Crimson technical response (Sean): Confirm breach; hard containment; evidence preservation; investigate IoCs and exposure; reset credentials/platform access; review M365 and Exchange audit/mail logs.
- Verification of LP impact: Directly contact the 3 LPs; compliance would coordinate investor messaging via the fund admin and LP portal; investors typically receive capital call notices via the portal, not email.
- Data exposure: Attacker accessed Box and downloaded an investor spreadsheet (names, addresses, bank details for 47 LPs); forwarding rule captured emails for ~8 hours.
- Notifications: Under Reg SP, 30-day notification to affected individuals if sensitive data was accessed. Coordination between Paul and Esther; fund admin provides templates; portal posting managed by the fund admin.
- Insurance notification: Notify Marsh immediately; Marsh notifies Arch. Policy details accessible; Paul is the primary point, Esther backup.
- Communication approach to impacted LPs: Direct calls to the 3 recipients; fund admin templates used for broader notices; avoid unnecessary detail while instructing not to act on fraudulent requests.
- Escalation: Warren and key leaders notified immediately.
- Loss scenario: One LP wired $750,000 before verification; bank attempting recall; LP asks about covering losses. Esther states Eldridge will not cover their losses.
- Conclusion:
- Clear first-response flow (Sam → Crimson/Paul/Esther), containment by Crimson, investor notification via fund admin and portal, immediate insurance notification via Marsh, and no reimbursement commitment to investor losses.
- Topic Title: Scenario 2 — Vendor breaches at Smarsh and Box (via API)
- Description:
- Smarsh incident: Supply-chain compromise via a software update; attacker had infrastructure access ~3 weeks; archived emails/IMs/attachments for the past 90 days may be viewed/exfiltrated; later confirmed exfiltration from multiple customers including Eldridge; treat as if the full 90-day archive is compromised.
- Box incident: An unfamiliar service account accessed shared folders; root cause is a compromised API integration with a third-party workflow tool.
- Coordination: Sam likely first to receive vendor alerts; loop in Crimson immediately; notify Paul and Esther; inform the broader team. Monty likely engaged with Smarsh across clients.
- Data at risk:
- Smarsh: Archived communications (emails, IMs, attachments) for 90 days; likely broad exposure.
- Box: Shared and personal Box contents; HR shares a Box folder on the company account, so PII may exist there; main shared Box avoids PII by policy, but personal/HR folders may include PII.
- Contractual breach notifications: Reg SP requires 72-hour vendor notification clauses. The team will check Box/Smarsh contracts for timelines and compliance. Late vendor notification likely does not change immediate response needs but may affect vendor risk posture and legal/contractual follow-up.
- Books/records (Rule 204-2): Email retention via M365 one-year retention provides resilience if the Smarsh archive is affected.
- Investor notification: Esther would lead investor notifications, with counsel review if the scope is broad; notify cyber insurance immediately.
- Insurance coverage: Need to confirm if the policy covers third-party-origin breaches.
- API governance (Crimson): Review enterprise applications/integrations in M365; consult Sam/Esther to inventory non-Crimson-managed integrations and confirm scope.
- Vendor oversight changes: Reassess comfort with Smarsh and Box post-incident; verify insurance requirements and notification SLAs; recognize market leaders may still face incidents; evaluate additional controls/requirements.
- Regulatory reporting: Esther to verify whether SEC/FINRA self-reporting applies given firm status; investors must be notified within required timeframes (30 days).
- Conclusion:
- Treat Smarsh’s 90-day archive as compromised; use M365 retention for email continuity; initiate investor and insurer notifications promptly; audit API integrations; review vendor contracts and oversight; confirm third-party breach insurance coverage.
- Topic Title: Debrief and confidence assessment
- Description:
- Strengths: Strong wire workflow with MFA and verbal verification; clear escalation; fast engagement of Crimson; investor communications via the portal and fund admin templates; proactive skepticism by staff.
- Gaps/considerations: Confirm CloudAlly retention specifics; document single points of contact per vendor and escalation paths; verify third-party breach coverage in the cyber policy; ensure contracts include 72-hour notification; inventory API integrations beyond Crimson’s scope.
- Conclusion:
- Few gaps identified; the Huntress migration improves the security posture. A formal report will follow as an audit artifact; the next tabletop is scheduled for 2027-01-26 at 13:00 for 90 minutes.
## Next Arrangements
- [ ] Vince to forward the Anzor partner call invite (scheduled for 2026-06-03 08:00).
- [ ] Crimson to confirm and document CloudAlly backup frequency and retention; share with Paul, Sam, and Esther.
- [ ] Update environment documentation with the New York office address provided by Sam; ensure Vincent’s copy aligns.
- [ ] Document single points of contact and escalation contacts per key vendor (Smarsh, Box, Microsoft, etc.) and share with Sam.
- [ ] Verify cyber policy coverage for third-party vendor-origin breaches; confirm with Arch/Marsh.
- [ ] Review vendor contracts (Smarsh, Box) for 72-hour breach notification clauses; assess compliance.
- [ ] Inventory and audit all API integrations and service accounts across M365 and Box; include non-Crimson-managed apps.
- [ ] Prepare investor notification templates aligned to the portal workflow and counsel review for broad vendor incidents.
- [ ] Christi to deliver a draft tabletop report by the week of 2026-06-15 for review by Paul, Sam, and Esther.
- [ ] Confirm regulatory reporting obligations (SEC/FINRA applicability) for vendor data breaches.
- [ ] Develop an investor notification playbook with decision trees for different breach scopes, including counsel review steps.
- [ ] Classify and apply stricter controls (DLP, access reviews, encryption) to HR and personal Box folders that may contain PII.
- [ ] Confirm whether late vendor notifications affect legal posture and define a vendor risk management response.
## 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. Third-party breach coverage uncertainty: The team was unsure whether the cyber policy covers vendor-origin incidents; confirm coverage and any sublimits or conditions.
> 2. Vendor notification SLAs: Contractual 72-hour breach notification compliance for Smarsh and Box needs verification; late notification implications for vendor risk management should be defined.
> 3. Comprehensive API inventory: A full inventory of all Box/M365 integrations and service accounts (including non-Crimson-managed) should be created and routinely audited.
> 4. PII in Box locations: While shared Box avoids PII, HR/personal folders may contain PII; classify and apply stricter controls (DLP, access reviews, encryption) on those folders.
> 5. Investor notification playbook: Create a quick-reference playbook for investor notifications via the fund admin/portal, including counsel review steps and decision trees for different breach scopes.
Jun 2, 2026
Speaker 1 00:00:26
Christi. Good morning. Morning. It's one of them days.
Speaker 2 00:00:33
Yeah, hey, um, so just heads up I uh, Cloud, they Anzor started a partner program and I got the first email. They're doing like a partner call tomorrow at eight zero am. I don't know if you are interested. It's more of like a yeah, I'll forward it to you. Yeah, go ahead. They're just kind of starting to scaffold it up, so I think that might be pretty interesting for us.
Speaker 3 00:00:57
Gotcha. Yeah.
Speaker 2 00:01:09
Hello, hello team. Hello. Hi. Hey Paul, happy Tuesday.
Speaker 4 00:01:20
Hey there, how are you guys? Good. Great, thank you.
Speaker 1 00:01:25
Paul I'll do introductions in a moment and I know there's a new face on here. You're not familiar with so I'll do those in one second, but let me rearrange my I'm not at the office. I started at this morning, so let me rearrange my desk.
Speaker 1 00:01:40
Hi Sam, hi Esther. Hi.
Speaker 3 00:01:45
Hello all. Good afternoon everyone.
Speaker 1 00:02:14
Okay, everyone has joined. Anton and Olivia will not be joining us today. Olivia is out; she's at a conference in Texas, so she's not going to be joining us. Filling in for her today is Cheryl, and which I know you guys are familiar with Cheryl. And then Anton will not be joining us as well. ; filling in for him is Sean and. I don't know if you guys have met Sean in person, But Sean is the team lead for the security team, and he's very well versed in all things Eldridge. So he'll be joining us from a security standpoint. Let me go ahead and introduce you guys to Jason Tucker. Jason is new with Crimson. He's past that newness phase, so he's been with us almost 90 days. He is attending just to sit in and learn how we do tabletop exercises.
Speaker 1 00:03:07
Um, from his point of view, he is our director of professional services. So, he works with the team um on a project side, and then also he's uh vcio for a client, just like I am. So introduce him. Uh I do want to take a moment. I'm going to go through everything with you guys um and just be aware of a couple things. Um we are sorry about the sneeze. Um we are.
Speaker 1 00:03:37
Uh, doing this for your annual disaster recovery and business continuing tabletop exercise. So, this part of your compliance program, and it helps us validate that your incident responses work under pressure and not just on paper. Um, I want to give you guys some quick ground rules real quick. Um, one, this a no fault exercise. There's never any wrong answers. The point is to find out what we know, what we do not know and where the gaps are. Uh, two, I want to remind everybody to speak from your role. Uh, Paul, you're the CIO making decisions. Sam, you're the person who gets that first call. Esther, you're the compliance lead. You know Shawn is security. Cheryl is help desk. Monty is just here for moral support, and Vincent is the account manager. And Jason is also here for moral support. So um react the way you actually would in these scenarios.
Speaker 1 00:04:31
Three, if you do not know the answer, just say so. I do not know, is one of the most valuable things you can say today. It tells us exactly where we need to shore things up. And then four, action items we'll capture today will be tracked and followed up on. Just like we did last year, this is not a check-the-box exercise. We will go over the report once we are done with this, and we'll add things, remove things as needed from the incident response plan and other documents. So, very last thing I want to remind you guys, we are recording this meeting. The transcript will stay within Crimson IT unless it's requested and approved by anybody on this, including Paul, Sam, and Esther. So if you guys need it for any reason, we will provide that for you pretty rapidly. All right? And just another one more reminder that I did not say I am.
Speaker 1 00:05:23
Acting as a neutral party today, so I am not acting on behalf of Crimson IT. I am not acting on behalf of Eldridge. I am just the neutral party that gets to sit here. And uh, you guys get to hear my voice almost this entire time. Sadly. So real quickly. Let me do a quick overview of your technology environment as it stands today because some of this has changed since last year, and I want to make sure everybody is on the same page and I don't miss anything for your productivity platform. You're using Microsoft 365. This is your Exchange, uh Teams, your Outlook, OneDrive, things like that. There's no change from last year. Endpoint security is being migrated to Huntress. We were on Sophos MDR last year. We are migrating you to Sophos. Sean, have they been fully migrated yet or are we still pending?
Speaker 5 00:06:15
Uh thanks Christi No they've been fully migrated Perfect.
Speaker 1 00:06:19
Uh, for your backups, you haveum Datto SaaS protection, Which backs up your Microsoft three hundred and sixty five is twice daily with a one year retention. For your file storage, you have Box with CloudAlly backup and you don't use SharePoint. Uh for your compliance archival, you have Smarsh for security.
Speaker 4 00:06:40
On CloudAlly, what is what is theum uh I think it's check daily on the Crimson side? Yes.
Speaker 1 00:06:47
Daily with a one year retention on both sides.
Speaker 4 00:06:50
Yeah, if we can just note that when we put that in there, I think there's been a question. Just confirm it. That'd be great. Thank you.
Speaker 1 00:06:55
Absolutely. For security training, We use KnowBe4 monthly phishing campaigns for access control MFA is enabled. Bitlocker is on for all managed devices The Crimson IT documentation repository did switch in this last year. It actually switched a month ago. We used to house all of the documentation in IT Glue. We now house all that documentation in a company called Hoodoo, and we migrated this past year. For infrastructure, you're fully cloud-based, no on-premise servers. Your primary office is located in Los Angeles. Your secondary office is in New York. Your primary recovery location for your staff is work from home, and your secondary recovery location should you need it.
Speaker 1 00:07:42
Is the Crimson IT Conference Center at US Bank Tower, and that is the eighth floor conference center. Okay, any questions or changes to this that we need to make? Do you document the location of the New York office? We do document that location in our systems, and I know Sam, You're going to be getting me letterhead soon once you guys have the address there.
Speaker 6 00:08:08
So I have uh I sent it a little bit ago. Some that should be include the new address, which I think Vincent had too. So I think we are good on that account for having it updated. It is an industrial space.
Speaker 1 00:08:22
I'm sorry say that again Paul.
Speaker 4 00:08:23
The letterheads just our logos. So it wouldn't have our office addresses that type of stuff, but you guys have that information when we switched over.
Speaker 1 00:08:29
Yes. Um your cyber insurance is Arch via Marsh which is your broker? And it is still, that is still the plan for 2026. Is that correct? Correct. All right. One important context item for today, SEC's Regulation SCI amendments become effective for all advisors under 1.5 billion, and that takes effect tomorrow, June 3rd, 2026. The amendments require a written incident response plan, a 30-day notification to affected individuals, and a 72-hour breach notification clauses in vendor contracts. Both of today's scenarios that we have planned will be testing some of that directly, which will satisfy these regulation amendments. Any questions on that? Okay. All right. We'll start with phase one. I'm sorry, scenario one.
Speaker 1 00:09:27
It's Wednesday morning. Sam receives a call from a limited partner who says he's received an email from Paul's email address asking him to wire funds to a new account from a capital call. The LP thought it looked unusual and called to verify. Sam checks Paul's email, finds no record of the sent email, she contacts Crimson IT. Sean confirms that Paul's Microsoft 365 account was accessed from an unfamiliar IP address in Eastern Europe at two fourteen a m. The attacker appears to have used a compromised credential to access Paul's mailbox, read recent correspondence and sent targeted emails to three LPs mimicking Paul's writing style. The attacker also downloaded several attachments from Paul's OneDrive, including the current investor contact list with names addresses and other identifying details.
Speaker 1 00:10:20
Huntress Labs has flagged the anonymous sign- on, but did not block it because the session used a valid token. The attacker's session has been active for approximately eight hours. Okay, I'm going to put this scenario into the chat so that everybody has it. And you can refer back to it. Sam, you got the call from the limited partner. What do you do in the first five minutes?
Speaker 6 00:10:48
I would probably sorry, Let me read your thing, just to be sure that this didn't already come up. No worries. I mean, when I get the call, obviously I would contact you guys immediately receive that notice alert Paul immediately. Um probably alert our team just to make sure that nothing else has gone out from other team members as well. Uh and then, I think my stopping point or where I'd be confused is to what point we would have to communicate that to other people in his address book. I assume that would be an internal thing thatum ExCom would decide on.
Speaker 1 00:11:26
Right, and we'll we'll actually cover that in the next portion of this scenario. So, Um do you have the help desk number accessible without having access to Outlook if if something was to happen?
Speaker 6 00:11:38
I have it saved into my phone. Perfect.
Speaker 1 00:11:41
All right, Paul, your account is compromised. What actions need to happen immediately?
Speaker 5 00:11:48
So first, oh, sorry. Apologies. I thought this was my session or section.
Speaker 1 00:11:56
You're next, John.
Speaker 4 00:11:59
So I would immediately reach out to Monty, and let her know that I found out their account was compromised. Um, I obviously would let. Sam know if she didn't already, something she received the call. Typically I let Esther know as well, but I reach out to Crimson and say, you know, It appears to be a breach in access because an email went out that I didn't send and wait for further instructions.
Speaker 1 00:12:23
Okay. Now question for you.: Who is going to authorize revoking your active sessions and resetting your credentials if you're unavailable? Um.
Speaker 4 00:12:38
I think at that point it would probably go back to Sam, and then Sam would probably reach out to Esther or Warren.
Speaker 1 00:12:45
Okay. And then if you were available, and are you capable of continue working while your account is being investigated? If we have to take down, let's say Microsoft, your Microsoft Outlook and systems. Can you can take you? Okay. Good. Sean walk the team through what Crimson does on the technical side.
Speaker 5 00:13:06
Right, thanks, Christi. So, first off for phase one is the detection and scope confirmation. So, we've confirmed that the account has been breached and that it was successfully accessed from an unauthorized source. Immediately after that is hard containment, where we essentially lock down the accounts and preserve any evidence relating to the incident. After that, It would be an investigation looking for indicators of compromise, exposure assessment, you know, scope what has been accessed, what has been viewed and for how long. And after that we remediate and reset credentials and platform access.
Speaker 1 00:13:55
Okay great. And then how can you confirm the scope of breach? And how do you determine what data was accessed or downloaded?
Speaker 5 00:14:05
So for that, we would be reviewing the user account logs, audit logs within Microsoft 365 and information regarding mail activity in Exchange Online.
Speaker 1 00:14:23
And, then how would you identify whether the three LPs who received the fraudulent emails actually wired the funds? And this is open to anyone here.
Speaker 1 00:14:36
Repeat that. How do you identify whether the three limited partners who received the fraudulent emails actually wired the funds?
Speaker 7 00:14:46
We would have to reach out to them. I think on our end, from a compliance perspective, as soon as we learn of this incident, we would immediately draft a message for our investors, Send it to our fund admin and distribute via the LP portal, alerting them to. Um, A uh suspicious email and asking that if they received any suspicious correspondence to please contact us immediately and to not take any action on any funding requests. Which normally, our investors would not do because all correspondence with our investors is through the LP portal. So they know not to expect any emails requesting funding via email.
Speaker 7 00:15:33
They usually get a notification that there's a message in the portal, And then they log into the portal to download any instructions on capital calls or distributions. So I think our investors would likely ask us or reach out to us if they received something via email, but we would immediately send a notification just to alert them to this.
Speaker 1 00:15:56
Perfect. Okay. Um.
Speaker 1 00:16:01
And, that's great to know because actually, we have a piece that follows up with this that's going to play into that Esther. So I do appreciate that um and I will be making note for that under the regulation, SP amendments effective tomorrow. If sensitive customer information was accessed, you have 30 calendar days to notify affected individuals. Now during this time, I'm going to I'm going to backtrack slightly, we did confirm. During our investigation, That the attacker accessed Paul's Box account and downloaded the investor contact spreadsheet that Paul keeps on his OneDrive or I'm sorry, on his Box. The file contains important information names, addresses and bank account details for 47 limited partners.
Speaker 1 00:16:52
The attacker also set up an email forwarding rule on Paul's account that was silently copying all incoming email to an external Gmail address for the past eight hours. Okay, who initiates the process to notify affected individuals in this case?
Speaker 4 00:17:10
I think once we became aware, I would coordinate with Esther, and we again, this wouldn't happen because we don't keep that list there. But in the event that it did, we then would have to reach out to them individually and and, Let them know that they received that request to ignore it.
Speaker 1 00:17:23
Okay. And uh does Ester have a notification template ready and who approves the notification language, legal counsel, compliance or both? And do you have outside counsel identified for the breach response? You are more than welcome to answer those questions. Do we have outside counsel? So we do you have outside counsel identified for the breach response? Let me put the questions I've been identified.
Speaker 4 00:17:49
Yes. So two things, breach counsel. Yeah, as you mentioned in our previous session, We have a counsel that we have an engagement letter on, and we just renewed it and confirmed that our contact was still the same individual. This is one that was recommended through Arch and as part of their program. So we would let them know. And then in terms of reaching out to the people who potentially receive this, you know, um uh, Fraudulent email, we were extra. Would just reach out to them. We wouldn't have a template per se, we wouldn't need one. She would just reach out to them and speak to them and let them know, And wouldn't need to go through any legal review or just letting us know that to not respond to it. And through our work rules, they wouldn't even necessarily even receive an email from me. So I think they you know that's not our typical workflow practice with them. So they'd likely wouldn't do anything because I am not someone that they would normally receive that request from.
Speaker 1 00:18:44
Got you. Now, within this, we're going to follow a certain picture. But with what you guys are telling me about how you normally do it, I am going to update my information for next year. So we'll change that up slightly. And usually we don't use the same scenarios yearly. For those of you guys who were on last year's, you know that we didn't do this one; we used a different one. So, But for today's intents and purposes, We are going to continue following the script just because there are some questions that we're going to ask that has to do with limited partners and how they would react. And then like I said, next year we'll change up those details. And I'll keep this the information as you guys are giving me. They will be included in the report, which is fantastic. It actually makes me feel better that this is never going to be an issue for you or I would hope never to be an issue for you. Okay?
Speaker 1 00:19:42
Now, for the next question, do you notify Arch now or after you have a full picture?
Speaker 4 00:19:49
We notify them immediately. We would notify Marsh who would then notify Arch.
Speaker 1 00:19:54
Okay. And who has the policy details?
Speaker 4 00:19:59
Policy details are accessible to our team. We have a folder where everything is located, but yeah, It would be I'd be the point. And if it wasn't me, then it would be Esther. But. All the information is readily available.
Speaker 1 00:20:13
Got you. And, what about the limited partners who did receive the fraudulent wire instructions by email? Are you going to direct call or, and it is just the three, not the 47 that was in this scenario. Who is going to draft the communication to them. And what do you say and not say?
Speaker 4 00:20:38
I think we would direct call all of them, Esther.
Speaker 7 00:20:41
Yeah, so we would notify our fund admin. They have templates for all scenarios, all different types of communications to investors. So, they would provide a template to us that we would edit and modify as needed. And then they would post it. We actually don't have access to post anything to the portal. They do it for us.
Speaker 1 00:21:06
Awesome, alright, And then at what point are you going in, At what point in all of this, are you going to notify Warren and other key individuals within your organization?
Speaker 4 00:21:20
We'll let him know immediately when it happened.
Speaker 1 00:21:23
Immediately. All right, good. Now, one of the three LPS who received the fraudulent wire, actually followed your email, Paul, even though they've been told not to and to use the portal. He did wire seven hundred and fifty thousand to the account specified in the attacker's email before calling to verify. His bank is already attempting to do a wire recall, but the receiving account is at a foreign institution. The limited partners demanding to know how his personal information was compromised and whether Eldridge will cover his losses. What is the question? Um, it's a scenario.
Speaker 1 00:22:06
So, um, what you guys will. So the question for you is, are you going to No,
Speaker 7 00:22:16
We won't cover their losses. Thank you.
Speaker 1 00:22:19
Perfect. Thank you Esther. All right. Any questions on this scenario? Anything that we should go back over? And I did capture everything that everybody said. So we are going to make sure that, that is covered. And notated in the report in addition to Crimson stuff. But is there any other questions or any comments?
Speaker 7 00:22:39
And just so you know, All of our current existing investors do not they have policies in place where they do not wire to new instructions without verbally confirming. So, if we were to provide instructions to wire funds to an account, they have not wired previously to. They would call to verify. Okay. They wouldn't just send a wire.
Speaker 1 00:23:11
Okay, perfect, and that's good to know, and we will add that to our reporting. All right, If you guys are ready, we'll go to the next option or the next scenario. All right, Perfect. Andum we are slightly ahead of schedule. So whenever we're slightly ahead of schedule. I am going to give you the option during that time to go with a third scenario. Or, we can end early, and you guys can have time back to your day, but we'll make that decision after we get done with this scenario. Okay. It is Thursday at 11:00 a.m. Smarsh sends an email to Esther and Sam notifying them of a cybersecurity incident affecting their platform. An unauthorized party gained access to Smarsh's internal systems through a compromised software update.
Speaker 1 00:23:58
Smarsh is advising all customers that archived communications data may have been accessed. Within the hour, Smarsh confirms the scope is broader than initially reported. The attacker had access to Smarsh's infrastructure for approximately three weeks. Your archived emails, Instant messages and attachments for the past ninety days may have been viewed or exfiltrated. Smarsh cannot yet confirm whether the data was actually taken. Separately, Sam notices that several shared folders in Box have been accessed from an unfamiliar service account overnight. Crimson investigates and determines that access came through a compromised API integration between Box and a third party workflow tool that you use for document routing. Okay, Now just a heads up. I did put the scenario most of the scenario in here. Um I will say that if this happened with Smarsh.
Speaker 1 00:24:57
I am adding to the scenario for you guys. Monty will already be tied up into that process, So just a quick heads up on that because we have multiple clients on Smarsh. Now, you have two trusted vendors, Smarsh and Box. Both became compromised. Both are separate compromises. Who coordinates that response? Who is the single point of contact for each vendor? And do you have escalation contacts beyond normal support?
Speaker 6 00:25:30
I feel like they'd reach out likely to me or I would receive it as mentioned, and then I'd automatically loop Crimson in immediately, just so you guys are aware and tracking it. Although it sounds like in the scenario Monty's already on it, and then alert Paul and Esther immediately following to what our. To discuss what our next steps are in regards to that, and then probably send an alert to the team. Letting them know.
Speaker 1 00:25:57
All right, now this is a question for Sam, Esther and Paul and not Crimson IT. Um what data is at risk for each vendor? So I want you guys to think about the items that you send over Teams, this you send over email and items that you keep in Box. What kind of communications are archived in there including anything PII? Any deal terms, any legal privileged material, and then with Box, Think about what you have in your personal Box and in your shared Box accounts. So what data is at risk for each vendor?
Speaker 6 00:26:34
That would be just about everything.
Speaker 4 00:26:36
Yeah, I mean on the Box side, you knowum in our main box share we don't put PII in there. I don't know Esther if, If, you have it in your personal box or if it goes through a different thing door or HR firm in terms of PI information,
Speaker 7 00:26:53
But yeah, So with our with the HR, we just share a Box folder that's on our Box account. Yeah.
Speaker 4 00:27:01
So they they would have access to it. Okay. If they somehow got breached. Okay. And then Smarsh similarly, then they can access emails so much more readily they can actually access those emails. Um, all of our information, Every email is retained, and every Box file has access to it, personal or shared. They pretty much have access to everything.
Speaker 1 00:27:28
Okay. So pretty much everything is at risk. All right.
Speaker 1 00:27:39
Under Regulation SP your vendor contact contracts should include a 72 hour breach notification clause. Do your contracts with Smash box include that language When does Smash notify you. And was it within the 72 hours of their discovery? If, their notification was late. Does that change your risk posture? The main question on this one, because the other questions are there to make you think about it? The main question for you to answer If their notification was late. Does that change your risk posture?
Speaker 6 00:28:12
Uh I'm checking on box? Pulling up the contract.
Speaker 4 00:28:15
Yeah, We'd have to check the agreement and see what the notification window was and see if they're complying. I don't know if it necessarily wouldn't matter. I mean, a breach is a breach, right? So we have to, you know, address it. So I think once we've had that, We wouldum you know, contact Smash or contact Arch, and we'd involve cyber legal. I don't know how that would work in terms ofum uh you know their their potential liability on the Box and Smartr side. U m, but we would have to go through the channels to our, you know, insurance, yeah, and I have to work withCrimson in terms of you know how we can do to remedy itum and then necessary steps that we'd have to walk through it.
Speaker 1 00:28:58
Okay. Now rule 204-2 requires you to maintain books and records if smarsh's archive data for the past 90 days was accessed or. Or corrupted, what is your remediation path? Do, you have a secondary copy of archived communications anywhere.
Speaker 4 00:29:21
For email or Box or both?
Speaker 1 00:29:24
For email.
Speaker 4 00:29:26
So for email, obviously through M 365 we have the one year retention. So all the emails at least for that one year period of time. Are there. So we'd at least go back to that and hopefully this Smarsh breach, Isn't corrupted beyond that timeframe.
Speaker 1 00:29:41
Perfect. I was hoping you were going to say that. You would be amazed at how many clients don't know that answer. So excellent job, Paul. All right, Smarsh confirms that the attacker exfiltrated data from multiple customers, including us meaning Eldritch). They cannot specify exactly which records were taken, but recommend all affected firms treat the exposure as if the full ninety day archive was compromised.
Speaker 1 00:30:09
Arches breach coach calls Esther and asks for preliminary incident summary within two hours. Okay, now with that additional inject, does Smarsh data exfiltration trigger an SP notification obligation? Esther. Um.
Speaker 7 00:30:35
I think that we would need to notify our investors of a breach within the within the respective required time.
Speaker 1 00:30:44
Okay. Who owns the notification? I'm sorry.
Speaker 7 00:30:50
Oh, yeah, because we do keep, I mean all all of our records are in Box, right? So if there is a breach with Smarsh or Box, I mean investor data is compromised. Um I would take the lead on that.
Speaker 1 00:31:05
Okay, perfect. And. Then what do you tell them about the data that may have been in the archive? Does it include communications, account details, PII? I think it just depends on.
Speaker 7 00:31:22
What we know about the breach, right? So if it's limited to certain files, if it's ever-- it just depends on whether it was everything or limited. In your example is--, Uh, is it everything? It would be everything. Then I think we would we would draft something and have our attorneys review it before we sent it out.
Speaker 1 00:31:49
Okay. Perfect. And then when would you report this to your cyber insurance partners? Immediately. Okay.
Speaker 1 00:32:01
And does your policy cover breaches that originate at a third party vendor?
Speaker 4 00:32:07
I'd have to check our policy.
Speaker 1 00:32:09
Okay, no worries. All right, because the Box API integration was the access vector, and this is going to be a question for my team. How do you audit other integrations and API keys? And Sean, let's start with Microsoft.
Speaker 5 00:32:31
Uh, So basically, we just review the uh current uh setup uh enterprise applications that are in use for EAP.
Speaker 1 00:32:46
And then how would you work with Sam and Esther regarding other apps that Crimson may not have access to? Um.
Speaker 5 00:32:58
Just, uh basically uh review with them what is currently in use and active in their environmentum and confirm if there's anything else that is out of scope,
Speaker 1 00:33:10
Okay. And then Esther and Paulum and Sam vendor oversight. Is there anything that changes after this in regards to your vendor oversight?
Speaker 1 00:33:24
Would you add any questions when you evaluate a vendor for possible partnership? Do is there anything else that you would consider regarding, let's say, Smarsh? Would it still be acceptable as your cell archive provider? Would Box still be acceptable as your cell document repository?
Speaker 4 00:33:47
I think we'd have to consider it. Obviously, a breach of that magnitude, we have to confirm our comfortability with. Staying with them, presuming they can, you know, ensure that it's mitigated. Um and I think we'd have to, you know thinking more about that question. I like to think that our policy must cover third parties because they know we don't have data just originates within our files. Um, but we probably have to look at that and see if potentially we need to have additional language or additional insurance requirements for those vendors for cyber breaches. Okay.
Speaker 6 00:34:18
Yeah, I think the difficulty is they're already kind of the top of their game. So if they're in this scenario, if they're impacted, then it's like where where is safe harbor?
Speaker 1 00:34:28
Correct. All right. If archive integrity is in question when go back to both archives on Box and Smarsh, do you self report to SEC?
Speaker 7 00:34:44
I don't believe we're required well, I need to double check. We're not a publicly traded company, so the rules are a little bit different for us. We are required to immediately notify or not immediately, but we have a certain time period, thirty days to notify our investors. Um I have to check to see if we are required to notify uh FINRA or any of the other organizations that we're regulated by.
Speaker 1 00:35:10
Okay Got you Um now at this point we're about twenty, 15 minutes ahead of schedule. Do you want to proceed with a scenario three? Or do you want to have 20 minutes back to your day? Once we do the final closing, we still have a few more things we have to cover.
Speaker 4 00:35:29
I think we're good with the scenarios unless anyone thinks otherwise.
Speaker 1 00:35:33
Okay, perfect. All right, So let's take it back and take a step back and talk about what we walked through. What felt solid to you and where do you feel confident in your responses?
Speaker 4 00:35:46
I think we have a good handle on things related to wiring in our process. We have a multifactor workflow and approval that needs to go through, where it's not just, you know, wire things. There's phone calls. There's a whole chain of command that that Esther has set up. Um I think just on in the event that our third parties get breached and information gets, you know um um breached, We'd have to confirm, you know, from insurance perspective, is additional coverage we need to have that go beyond what we currently have. But we'd have to explore that. But, we have a pretty significant policy and I'm sure that it covers third party because most of our data is on third party platforms, if not all of it. So presumably it's all covered.
Speaker 1 00:36:30
Um for Crimson folks, do you feel confident in uh in the scenarios that we had today? Do you feel confident that everybody? From Eldridge understands when to get you in, when what we need to do to handle these issues. Yes.
Speaker 1 00:36:55
I'm Sorry, say that again, Cheryl?
Speaker 4 00:36:57
No, I think we're pretty comfortable.
Speaker 1 00:37:01
Cheryl's like I walk through this with Chris at least monthly now. So I think he's pretty comfortable.
Speaker 6 00:37:07
Well, And I feel like I write Charles and Monty anytime, something even looks remotely weird because I've just come to suspect everything. So they're used to me sounding like a conspiracy theorist. No worries.
Speaker 5 00:37:17
Good policy to have.
Speaker 1 00:37:19
Yeah. Um, Did anybodyum hesitate at any point and realize you did not have an answer? No.
Speaker 1 00:37:33
Um, were there any assumptions you held coming that got challenged today?
Speaker 4 00:37:44
For us or for anyone?
Speaker 1 00:37:51
Is There. Any is there a top three list? Any of you guys held mentally that you want to fix before next year? All right. Um, the action items I captured in this, um, we're going to double check for. So Crimson is going to have this on their action item is to uh determine Cloud Alley backup frequency and retention. Get that captured and then send that over to Paul Sam and Esther. Um, we do need to update the environmental documentation. So Sam I did see that you sent this? Uh I'll get that added into my records and I know Vincent has it as well. Um.
Speaker 1 00:38:32
And then for um, sorry, I was about to sneeze again. And then um for identifying a single point of contact per vendor, um I will write that up for you guys. Um that we have that uh just to make sure that everybody has the contact information because Crimson has it on their end. But Sam I want to make sure that you have that contact information as well. Just in case you need it. And then um. I s there, anything else that you guys captured that we want to add into my action items?
Speaker 4 00:39:11
None from my end. Thank you, Christy.
Speaker 5 00:39:14
I'm good. Thanks.
Speaker 1 00:39:18
So team, thank you guys for everything. I always like running through with you guys because we're pretty quick on it and you guys are usually prepared, so I do appreciate that. I am going to compile everything into a formal report with my findings. Um, I am on vacation next week, so look for that to come around June fifteenth. Um, Paul Sam, you will need to review it first and Esther. Um, and then once you have that done, I'll put it on the formal letterhead that Sam has sent over. And then um we'll have that final one out there. So and just also a heads up.
Speaker 1 00:39:58
Um, This a report that serves as your audit artifact for any uh requirements that come through from any of your vendors if it's required for them. This also our first exercise since SOFOs to Huntress migration. Um and so those changes does strengthen your posture. I will say that because Huntress is a really amazing tool. Um anything that we found that gaps are for today, which we didn't find much gaps, U m is exactly what this exercise is for and why it's put in and required. So I do want to thank you guys again uh for this. And then let me know if you guys have any questions. I do have scheduled uh January 26, 2027 tabletop. It is already on the calendar. It is at 1:00 p. m. for 90 minutes.
Speaker 4 00:40:47
So you said when are we going to get the draft report? You mentioned the time but I missed it?
Speaker 1 00:40:51
Uh, the draft report will be within the next two weeks. I'm on vacation next week, so look for it the week of uh June 15th. Got it. Okay. And as always, uh side note, Uh Sam, you have my cell phone. Paul, you have my cell phone if you need me while I'm on vacation. Um I am reachable with the exception of Wednesday afternoon. I will have my cell phone off that day, but I know Monty's not taking any time off, and Cheryl isn't taking any time off next week.
Speaker 1 00:41:21
And Vincent is always around. So, all right, guys. Thank you.
Speaker 6 00:41:28
Awesome. Thank you everyone. Good seeing you guys.
Speaker 3 00:41:31
Bye bye everyone take care thank you bye.
05-19 Consultation: SEC-Aligned DR/BC and Cybersecurity Documentation for Eldridge Acre Partners LP
> Date & Time: 2026-05-19 14:02:30
> Location: [Insert Location]
> Customer: Eldridge Acre Partners LP
Overview
The consultation centered on updating Eldridge Acre Partners LP’s disaster recovery (DR), business continuity, and cybersecurity documentation to align with SEC obligations using the NIST framework, validating current security and compliance controls, consolidating related materials, scheduling the annual tabletop exercise, and aligning reporting to a calendar-year cadence. The firm operates primarily in the cloud (Microsoft 365 and Box), uses Datto for twice-daily backups with one-year retention, and leverages Smarsh, Huntress, MFA, BitLocker, monthly phishing campaigns, KnowBe4 training, and SIEM/IDS. Key goals include delivering a current, compliant DR plan and business continuity report on the client’s letterhead, generating a Hudu-based runbook, clarifying the minimum SEC-required scope versus best-effort controls, removing 8-K references for a private company, and scheduling a January-aligned annual tabletop exercise (with a proposed 2026 session).
Background
- Participants: Christi (Crimson IT, compliance/DR lead), Sam and Paul (Eldridge; Sam is ERT primary, Paul supports mobilization and consolidation), Esther (compliance approvals and investor/SEC notifications), with Vince and Monty (Crimson IT) for future sessions; optional NY office participant suggested for tabletop.
- Scope: Review/update policies, DR plans, information security policy, disaster recovery & business continuity report, incident response procedures, and the SEC cybersecurity disclosure checklist. No tabletop conducted during this session.
- Compliance: SEC obligations structured via NIST; no new compliance requirements reported. Christi will distinguish SEC-required items from best-effort enhancements.
- Repository: Migration from IT Glue to Hudu in progress; runbooks will be generated from Hudu going forward.
- Backups: Datto backs up Microsoft 365 twice daily with one-year retention; last full backup date to be updated.
- Security/Services: Microsoft 365, Box (CloudAlly for Box), Smarsh, Huntress (replacing prior tool), MFA, BitLocker, monthly phishing campaigns, KnowBe4, SIEM/IDS.
- Communication: Emergency coordination via a Microsoft Teams emergency channel.
- Recovery Locations: Primary—work from home; secondary—Crimson IT conference center at US Bank Tower.
- DR Plan Updates Needed: Notification calling tree, key personnel contacts, emergency numbers, risk assessment alignment (flood primary risk; low wildfire risk in Los Angeles to be added).
- Scheduling: Target annual cadence in January; proposed January 26, 2026, 1:00 PM for 1.5 hours; separate proposal for a focused tabletop on Tuesday, June 2, 2026, at 2:00 PM (Vincent and Anton from Crimson IT to join).
Pain Points
- Outdated/incomplete DR documentation: Missing notification calling tree, key personnel contacts, and updated emergency numbers create response and compliance gaps. Operating largely in the cloud reduces server DR complexity, but documentation must reflect NIST/SEC alignment and real-world workflows (e.g., facilities incidents: Sam → property management → Crimson → Paul → escalation to Warren if impacted).
- Tool migration and runbook delays: Migration from IT Glue to Hudu and new runbook processes delay consolidated documentation and runbook delivery, affecting audit and incident readiness.
- Annual scheduling misalignment: Prior cadence inconsistencies led to compliance timing gaps and planning friction; client prefers calendar-year alignment with late-January tabletop.
- Minimum compliance clarity: Need to delineate SEC-required elements versus best-effort NIST-aligned enhancements to avoid unnecessary effort. Christi’s expanded template raised concerns about scope and effort.
- Incident disclosure for a private company: References to 8-K created confusion; documents must reflect correct private-company procedures and investor notifications.
- Document fragmentation: Multiple related documents need coherent consolidation or cross-referencing for maintenance, version control, and audit readiness.
- Role clarity and coordination: While Sam and Paul are primary contacts, responsibilities across the client and Crimson IT (documentation, mobilization, RCA, remediation approvals, communications) require firm alignment; insurance carrier Arch expects detailed damage and impact assessments.
Expectations
- Deliver a current, compliant DR/business continuity package on client letterhead: Include notification calling tree, key personnel contacts, emergency numbers, accurate descriptions of tools/services (Datto, Microsoft 365, Box with CloudAlly, Smarsh, Huntress, MFA, BitLocker, SIEM/IDS), risk assessment (flood, low wildfire), and updated backup details. Align to NIST while meeting SEC obligations; ensure Esther’s compliance acceptance.
- Clarify SEC-required vs. best-effort items: Provide an itemized mapping to control scope and focus on the minimum needed for SEC compliance; incorporate into the 2026 documentation set.
- Update incident disclosure procedures for a private company: Remove 8-K references; include correct investor/SEC notification steps and templates in the SEC cybersecurity disclosure checklist on client letterhead.
- Schedule and conduct the annual tabletop exercise aligned to January: Confirm January 26, 2026, at 1:00 PM for 1.5 hours, with planning the week prior; ensure participation by Sam, Esther, Vince, Monty, and Paul. A separate focused tabletop on June 2, 2026, at 2:00 PM is also proposed to validate procedures with two scenarios.
- Complete Hudu migration and runbook generation: Ensure a complete, accurate runbook accessible for audits and incidents; integrate with Datto/Microsoft 365/Box to automate current-state data where possible.
- Establish clear incident reporting and insurance documentation procedures: Ensure rapid production of damage assessments, business impact statements, and required disclosures aligned with SEC/investor expectations and Arch insurance requirements.
Other Information Summary
- Emergency contacts: 911 for core services; additional city department numbers validated in 2024 and to be revalidated in 2026.
- Scenarios/Addenda: Total loss of data and total loss of access included; phones and key contacts in addenda; RCA typically led by Christi with client-approved remediation plans.
- Vendor access: No vendors with data access beyond Crimson IT reported.
- Documentation storage: Client maintains Crimson-related policies on a shared drive; prefers consolidated PDFs with exhibits where appropriate.
- Availability: Christi is in office; February and March are busy; taking vacation in early/mid-June and in August; otherwise reachable. Scheduling window open until February 6.
To-Do List
- Send Eldridge Acre Partners LP letterhead to Christi for DR/BC and SEC disclosure documents. Stakeholder: Sam. Deadline: ASAP.
- Provide key personnel contact information (Sam, Paul, Esther, etc.) to complete DR plan sections. Stakeholder: Sam. Deadline: Before January 26, 2026.
- Update notification calling tree reflecting Sam → Property Management → Crimson (Monty/Vince) → Paul → Warren (if impacted). Stakeholder: Christi. Deadline: Before January 26, 2026.
- Confirm January 26, 2026, 1:00–2:30 PM tabletop meeting invitations to Sam, Esther, Vince, Monty, and Paul; include pre-session planning the week prior. Stakeholder: Christi. Deadline: Immediately.
- Schedule and send Teams invite for the Tuesday, June 2, 2026, 2:00 PM tabletop (recorded), including agenda; invite optional New York office participant and Crimson IT (Vincent, Anton). Stakeholder: Christi. Deadline: ASAP.
- Validate and update the last full backup date to current date in documentation. Stakeholder: Christi. Deadline: With DR doc update.
- Complete Hudu migration and ensure runbook builds correctly; deliver runbook by end of day or next morning. Stakeholder: Christi. Deadline: 2026-05-19 or 2026-05-20.
- Add Smarsh and Box explicitly to DR documentation; confirm CloudAlly for Box. Stakeholder: Christi. Deadline: With DR doc update.
- Perform and document current risk assessment (flood, wildfire) aligned to NIST/SEC. Stakeholder: Christi. Deadline: With DR doc update.
- Send an itemized mapping of “SEC required” vs. “best effort” elements. Stakeholders: Christi, Paul, Esther. Deadline: Before June 2, 2026.
- Update SEC cybersecurity disclosure SOP (remove 8-K; add private-company notification requirements) and send to Esther for approval. Stakeholders: Christi, Esther. Deadline: Early June 2026.
- Confirm ERT hierarchy and contact list (Sam first, Paul second; full order and emergency communications details). Stakeholders: Sam, Paul. Deadline: Before June 2, 2026.
- Verify cybersecurity insurance details with Arch and ensure damage assessment templates meet Arch requirements. Stakeholders: Christi, Esther, Sam, Paul. Deadline: Early June 2026.
- Prepare consolidated PDF of 2026 documentation (DR plan, exhibits/addenda, SEC disclosure checklist) for shared drive. Stakeholders: Christi, Paul, Esther. Deadline: After the June tabletop.
AI Suggestions
- Implement a structured DR documentation checklist mapped to NIST/SEC controls to close gaps (notification trees, contacts, emergency numbers, backup verification, risk assessments) via a short working session with Sam and Esther.
- Create a one-page incident quick-reference sheet summarizing first-call actions for common scenarios (facilities outage, malware, data loss) to reinforce training and speed response.
- Automate Hudu documentation updates by integrating with Datto/Microsoft 365 to keep backup status and asset configurations current.
- Run a 30-minute pre-tabletop readiness review the week prior to the January and June sessions to validate contact trees, emergency numbers, and vendor lists so tabletop time focuses on execution.
- Build a compliance matrix mapping requirements to SEC citations and label items as Mandatory/Recommended/Optional; adopt a tiered documentation approach with a core SEC-compliant package and modular annexes for best-effort enhancements.
- Establish quarterly compliance check-ins to capture regulatory changes and update only impacted sections, reducing full-scale rewrites.
May 19, 2026
Speaker 1 00:00:04
Hi Sam and Paul, I do apologize. Um, I was I was doing a training session, and we we ran a little long. So I do apologize for that.
Speaker 2 00:00:16
No worries it's like two minutes we're chilling. Good. Uh are.
Speaker 1 00:00:23
We waiting for anyone else to come along?
Speaker 3 00:00:27
I think we're good. Think Esther may join you invited Esther right?
Speaker 2 00:00:32
Yes, Esther is the one that we need on it. So let me.
Speaker 3 00:00:37
She doesn't need to be on it, But because Chris is going to go through and ask her questions and then just update the report from last year. But if Esther could join, great.
Speaker 1 00:00:52
All right. Um so real quickly. I don't want to do a tabletop with you guys today. Um, we did a tabletop with you guys a year ago. I do want to do the runbook and everything, But I am pulling up your policies right now to go over what we need to change. And so bear with me because I was training people on how to use Excel, so I was trying to close out of everything. If you guys ever need Excel training, please let me know. We were doing a basics one today.
Speaker 1 00:01:25
I do want to get a tabletop on the books because you guys should do it yearly, um, and I want to get that.
Speaker 3 00:01:32
This was going to be the tabletop. We're saying we're not that's that's not today.
Speaker 1 00:01:36
That's not today. Uh, today is going over your different policies and what you have. Um, I do have some documents for you. I have the AI strategy. Um, is that still? I want to go over all the documents I have for you guys to make sure I know what is still. Valid for you. I want to make sure that the disaster recovery plan that we have in place for you is still correct. Your information security policy is still correct, and then there is a disaster recovery and business continuity report. But very first thing I need to ask has anything changed for you guys as far as compliancy requirements?
Speaker 3 00:02:18
No related to okay.
Speaker 1 00:02:21
And I will apologize in advance. I've not been as up to date on everything, Eldridge, for this last year. So I may ask some questions that I should know, But just that I because I haven't been as ingrained as I used to be into your account. So might need to just ask you guys some clarifying questions. And then the runbook has is building. It takes a couple hours to build, but it has already started building so You guys will have it by end of day, and if it's not finished building by end of day, you guys will have it tomorrow morning. Um, We are changing out our systems. So uh, the runbooks are I'm I'm learning how to do the new runbooks. And so it's taken me a few minutes. So I want to be cognizant of your time. And, then are you guys okay if we go ahead and record this meeting just so that I have notes and I can send you guys over the summary and things like that? Great because I am, I am not the greatest at taking notes while I'm talking.
Speaker 1 00:03:17
So, all right. I'm also going to turn on a facilitator. So she's going to give us a running update of everything we're going to do. And so let me get her turned on. I call her a her. So, she will pop up into chat as well. So the documents I have for you guys is we're going to start off with the hardest one. And that is your disaster recover and business continuity report. So I have that for you guys. This year when I do it, this is a side note for Sam. I do want to make sure that when I do it this year, I want to put it on y'all's letterhead instead of Crimson's. So if you guys have letterhead and want to send that over to me, that would be absolutely amazing. Also, I have already blown up my screen, so that people can see things better because of my training in the last meeting. So.
Speaker 1 00:04:16
I this is the same one we had. I did redact everything just because I wanted to make a copy of it for someone else, but I can change and take out the redacted for you guys. Um, we are going to put in your full legal name. Um, so it's still Eldridge Acre Partners LLC. Is that correct? LP LP Okay, perfect. So make sure I don't so want to make sure it's right. Um, I am going to update uh, This date is going to stay the same. It will be updated when we do the new tabletop exercise. So this is the recovery report from it all. So we're going to do all of this right here. Anser was in here editing a high level,
Speaker 3 00:04:59
We will go through this quickly just in terms of the timing, I think we want to have this align more to our calendar year. Okay, so as you remember, We were halfway through twenty four, and then we didn't do one in twenty five. Five, We pinged you guys, and then we did one a year into you know, our inception. And now we're a year plus since that one. But I think we want to do this one with Mr. Kirk here, yeah, whatever aligns with what Esther needs or what we need from the compliance perspective. But I think we want to do this one for the past, trailing twelve since the last one. But I think going forward when we do like in January or February, whatever we would do it, I think you want to do it in January uh.
Speaker 3 00:05:41
You see, We would do it for twenty six and then get it aligned to an annual plan.
Speaker 2 00:05:45
Okay, yeah, and I think Christy mentioned uh February and March are really busy, so maybe January would be better for us just to knock it out.
Speaker 1 00:05:52
Yeah. Um So there was two things we did for you last year. Last year, we did the tabletop, which did get done, and there was a different type of system that did not get done because it wasn't in my ballpark. It was handed off to another department. However that's coming back onto my plate and so, We'll be doing starting this year. We're going to be doing it all together, so you are going to see everything, including all the reports, all the frameworks. Everything is going to be together. So January, let's go ahead and do this. Let's go ahead and get you on the calendar for January that way. We don't forget. And trust me, I'll still be around because answers told me, I could never quit. C rims on ; I have to retire from Crimson when I am old and gray.
Speaker 1 00:06:36
And I only have six gray hairs at forty- six, so that's going to be a while. Um, so January. Uh, what is the I know holidays. I know, Crimson usually comes back on the fourth, and most of our clients will come back on the fourth. What is the best timeframe? I have up until February sixth that is going to be free. Ariel had looked that up for you guys last time.
Speaker 3 00:07:02
Why don't we try maybe later January? Okay. We can try. Tuesdays are usually a good day, and then we can try for the same time on a Tuesday. Okay. The twenty sixth, yeah.
Speaker 1 00:07:13
Yep, so on the twenty sixth on that Tuesday, Um anytime in the afternoon is going to be good. Uh Pete likes to do his L two, okay, perfect. So I'm gonna go in here.
Speaker 4 00:07:33
So it was January 26 th. I have a two, a standing, wait. Standing 2:30? How about 1:30? Perfect. Yeah.
Speaker 1 00:07:47
Okay. So actually let's do one o'clock. If you guys are okay, because that way, if we run, We're probably going to run long on that one. So I'm going to make it an hour and a half, just to make sure we have all the time, and we can do everything in one fell swoop.
Speaker 3 00:08:04
We actually did the whole thing like under a half an hour, so hopefully we can.
Speaker 1 00:08:09
Yeah. I'm just I'm just doing it an hour and a half, just in case, because I want to do everything together. Um, so I'm going to do call Sam and Esther. All right. Um, I'm also going to require Mike is Mike here?
Speaker 1 00:08:32
Account manager or Vince on our side. Vincent. Vincent, okay. I want to add Vince and Monty because it's really good to have them in it. And then so I have it for them, I'm going to send that over. And then because I'm going to do this real quick, I'm going to put in my planning time. Let's do, I'm going to do it, I like to do it the week before EAP.
Speaker 1 00:09:03
Um, if I don't put that in there, I'm going to lose track of it. So bear with me one second. Oops, there. Deep work. Okay, that's why my calendar is color coded. Um, If I don't, uh you guys would be amazed at how organized my life is. Uh let me mark that as client, okay, good. So we have that on the calendar going forward. We're going to do it at the beginning of January. Um. As far as your documentation is concerned, um on this we're still doing everything by NIST and SCC frameworks, correct? Or are you guys stuck to. Okay, NIST and SCC. Okay. Um I always put S NIST because it handles everything SCC because that's what you guys do. Uh NIST is slightly stronger than SCC but SCC has some.
Speaker 1 00:09:59
Some items like your yearly stuff that Esther does. All right. Um, is there anything we are changing this from IT Glue? That's going to be changed to Who Do for us. Um, is there anything in the DR plan that was Oh,
Speaker 1 00:10:23
Gotcha. No worries. IT Glue was our document repository for everything Eldridge related. Pretty much anything for any of our clients. We're it also built out your runbook. So documents for your own files. Um, let me show you. It's a database. Um, It's,
Speaker 3 00:10:42
Okay. And okay, I just want to understand what it is. So is it your own files, not our files?
Speaker 1 00:10:48
Correct, it's our files and it shows how your entire network is configured, how everything is set up for you guys, All of that. So it's it's like she's doing TurtleClouds,
Speaker 3 00:10:58
Got it.
Speaker 1 00:10:58
Yes, and that's required for uh SCC documentation. So we're changing that to Hudu. Actually this is uh the week that we're migrating everything over to Hudu. Hudu is the same thing and it will build out your runbooks as well. Um and all of our current DR documentation which is your policies, plans and everything like thatum we have not replaced your original DR plan, we've only updated it, We're doing everything Microsoft three hundred and sixty five with a backup via Datto. So Datto is backing up everything in Microsoft. Are you guys using anything like Secure Mail or anything along those lines? No, we just have CloudAlly for Box. Okay, perfect. And I do have Box in my notes as well. Our our backup and data protection is still going to be the Datto it's.
Speaker 1 00:11:51
Still backing up twice daily. Our retention is set at to one year. Um, the last full backup, we're going to change this date. This date is going to actually be the current date of when that was done, but it is um daily. Okay? Um, let me go back here. But because it's it's twice a day update to current date.
Speaker 3 00:12:20
Backup unrelated to their attention we use through Smarts from other platforms, right?
Speaker 1 00:12:26
Exactly. Yep. So recovery options are still going to be you guys if things were to go down at your office, your primary recovery operations is work from home. So if Los Angeles goes down or New York goes down, people are going to work from home. Your secondary is still Crimson IT's conference center, which is at the US Bank Tower. Unless have you guys decided a different location for your secondary?
Speaker 3 00:12:56
No, that's fine. I mean, generally we'll come home is going to be okay. I can't imagine anything beyond that. Perfect. That's fine on the secondary here.
Speaker 1 00:13:04
Okay, Now for uh for your compliancy notification or for your compliancy needs, uh, Ester Selfos is being changed to Huntress. We are we switched systems.
Speaker 3 00:13:18
We updated that. Okay,
Speaker 1 00:13:23
Perfect. MFA is still enabled, nothing has changed there. BitLocker is still the same, nothing has changed there. You guys are still doing monthly phishing campaigns and K. Now, Be 4 is still your security training. We still have SIEM and IDS in place, nothing has changed about that. And then your data governance is still Microsoft with Datto backup policies. So nothing has changed there that I can find in our system. Smarsh is still used. I'm going to add that in because it didn't need to be added last year, but we I do want to spell it out this year. So Smarsh is still in place, and um yes, and Box will be added in as well. Um yes.
Speaker 1 00:14:08
Um, your cybersecurity playbook. Let me pull that up real quick because that's the next item that we have to go through. And actually, let me pull up disaster recovery plan. So, this is what we have for the last disaster recovery plan unless we need to revise anything, Which I will be revising things this year because we do need to revise a few items. So we'll go through this real quick. Um, Has anything changed with you guys as far as other vendors that you utilize beyond Crimson IT? In what context? So, Is there any other vendors that you work with that has access to your data? Just like Crimson does? No. Okay, good to know. I have to ask that question during this conversation. Um, so basically um.
Speaker 1 00:15:05
You guys have developed a comprehensive IT disaster recovery plan. We've gone over that. We've done we will be doing a risk assessment right now for you guys. We do it, I think for you guys we do it quarterly, but I'm going to double check that. Um, I want to make sure that you guys understand disaster recovery should cover all essential and critical infrastructure elements. Thankfully because you're on the cloud and with Box and Microsoft, that um it's it's actually a shorter disaster recovery plan than most companies just Just because you're on the cloud, there's nothing we have to worry about with servers. And then I do want to make sure with you guys, um, The fifth bullet point is being followed that all staff is aware of the disaster recovery plan and what their roles are within that. So if something was to happen, let's say there's a massive earthquake, you guys can't get into the office. Is staff aware of what they should do?
Speaker 1 00:15:59
And how they would get reported to in the event of a disaster to that effect.
Speaker 3 00:16:07
Yes, nothing's changed.
Speaker 1 00:16:09
Okay, perfect. And then as far as what would happen in case of malware or virus, your staff knows exactly what to do and how to go about that issue. Correct through the training. Okay, perfect, great.
Speaker 1 00:16:25
So it is going to be kept up to date. We do keep it up to date, so we are going to go over a few items in this. So we haven't gone over the fact that staff needs to fully understand. We do need to get key personnel contact information this year. So who are your key people? So Paul, Esther, Sam, all of that information. If you guys can when I send you over the updated copy, I'm not going to fill this out for you. I'm going to let Sam do that I think is that right? Okay, that's who I had in my contact. So, she will fill out the key personnel contact information, and then that's what you guys are going to keep so that everybody has that. I don't need it back because I don't need to have it unless you guys want me to have it. I also want to work with you guys on this part right here during this meeting today. So this is the notification calling tree. Anzor is here, Vince will also be right here so I'm going to put in Vince.
Speaker 1 00:17:24
Uh, Kayo. Uh, so these are your notification. I am not on your notification tree because I don't my I am a compliancy officer within Crimson. I keep you guys up to date, But I don't have to be called in the case of events unless Paul really likes me and just wants to call and keep me updated. Okay, but he doesn't like me that much because he's going to call Monty first. Um, so just a quick heads up on that. Um Let me put that in there But who is the If let's say, do you guys still have Tyler working for you? No. Okay. Tyler might be another client. I keep putting him in the wrong client. Let's say you guys have an intern named Tyler working for you. We'll just go with that. And he identifies the incident and it is, Let's say he's first to arrive on site, and there is no power to the building, building management has coordinated and blocked off.
Speaker 1 00:18:23
Everything because there is aum there's a gas leak somewhere and they've shut down the entire block. Okay. Does Tyler know who to call first?
Speaker 3 00:18:37
You mean, does someone from Crimson know who to call?
Speaker 1 00:18:39
Oh, I'm talking about someone from your office.
Speaker 2 00:18:42
She's she's saying if someone was to come in. Let's say, you know, Gabe comes in at 7:30 in the morning, and there's no power to the office who would he reach out to first in that event?
Speaker 3 00:18:53
I feel.
Speaker 2 00:18:56
Like I feel like anything particularly facilities related, I am the first point of contact. Um and then I direct either the person to their resource for help or I contact people immediately. Um depending like I normally notify Paul pretty immediately just for his insight and tracking. And then if it's like a PM related, like no electricity, my first, Thing would be, you know, property management and finding out why. Um, and then notifying sometimes Crimson. Like when I receive a notice from them about uh, you know, we're doing an electricity, you know power shut down a week from now. I send something to Monty Charles in the help desk like a week in advance. And just let you guys know what's happening so forth on.
Speaker 1 00:19:43
Okay. Um now is there any board that you have to board members you guys need to call? And when do you guys call Warren?
Speaker 2 00:19:54
I feel like we'd call him only if it's going to impact him. Like if it's something momentary, you know, I think it's let's handle it and then communicate that to everybody. Paul, your thoughts on that? Yeah,
Speaker 3 00:20:07
You can do. I think you can do informed to Warren for a lot of things. And let me ask, I am confused because we have. We have our disaster. You're saying we need we have our disaster recovery plan. You're saying we we updated it two years ago. You're making changes to it because that's actually not the case previously.
Speaker 1 00:20:21
Um, no worries. Um, So I'm just making sure that we have uh everything in updated and I'm just notating the original disaster recovery plan with any changes, So that when Esther gets this document, um well Sam's going to send her the document, but after she updates the contact and key information, it's, Set with the correct versioning, it's set with the correct notes. Um, I am.
Speaker 3 00:20:45
This doesn't exist. The three page document we have now doesn't have the notification calling tree. That's something you're adding by context or adding something to to plan.
Speaker 1 00:20:53
I am I'm, adding updating it and making it viable for twenty twenty six for you guys so that you're passing all compliancy issues. Um there have been some new IT stuff on the NIST side that I'm just getting you guys aligned with twenty twenty six objectives.
Speaker 1 00:21:12
So I apologize. I was not clear about that at the beginning.
Speaker 3 00:21:15
Yeah, no, you could. And I don't want to spend too much time on this, But but I think so, if someone has an has an issue, they'll call Sam and I. And then normally, Sam will then notify Crimson and property manager of the issue. Yes, I'm going to fix this have Sandy the PM and then to Crimson wouldn't be Andre or be Vincent Monty. I'm not sure Andre would be on there, and then Sam will get a notice to me. Notice, you know, for Warren, you know, if appropriate for escalation. Yes.
Speaker 1 00:21:41
Um, I will update this after the meeting with all the notes that we discuss on this. Um, so it's going to be the final. This just a rough draft. So. Um, Now on this I have to put in here the emergency telephone numbers for you guys, because this something you're going to keep on hand, Um so fire department, paramedics, uh police department's all nine one one. Um it's gonna give. This is the information you need to give to the emergency operator so that they're aware. Um, these are your local emergency contact for your location. I'm going to take out local fire department and local hospital for you guys because they're not as needed. You're going to get that same information from nine one one. Um, but if you guys need to contact traffic division, parking enforcement, water and power highway patrol highway patrol.
Speaker 1 00:22:34
These are the numbers, Sam, because I have a feeling you'll be the one reaching out. These are the numbers you would need to contact. So just in case, given your location. So I did validate these against well, these were already in there. But when I built this out, I did validate this in 202 4. I revalidated it for 202 6 last week, just to make sure that this is still the correct information. You also have the Office of Emergency Management and Sheriff's Department Not depending on how big the disaster is, you might need to call and get updates from various departments within the city. In this section right here, this going to be your other vendors. So any vendors you work closely with like Crimson, that's why I asked that question a moment ago. Is there any vendor other vendors? You can fill that out. But if there's not, you just put in N/A so that way you have it. This your plan.
Speaker 1 00:23:29
I'm not going to go through this because I don't want to bore you guys, but just a heads up. I will make sure that this showing Datto, this showing Box, this showing your full backup and your risk management. For your location, the potential disasters that we have assessed is going to be majority flood. You guys are at a low risk for wildfire in that section of Los Angeles. However, I am going to add it in here.
Speaker 3 00:24:01
I am just trying to get my bearings here. So, this document is it twenty four pages?
Speaker 1 00:24:06
Yes, we're on page ten.
Speaker 3 00:24:10
The document is much more substantive than the last document we did. You know, I think some of this stuff is a business decision for us. So you know, maybe it's better to say, hey, this is potentially a template we have, and we decide if we want to include all these other elements into it. I am just trying to get, Con text before we start going through and assuming that we may very well say, yes, this is what we want to do. But it sounds like you guys updated your template and if there's other students, but we would necessarily conform to the update, which may be the case. But I'm just trying to get my bearings here.
Speaker 1 00:24:40
Okay, gotcha. And completely understand. Soum this is a template that has already been updated for your location, And we follow this, we're following this for 2026 with all of our clients, Especially clients that have compliancy requirements like you do where you have SEC requirements, and we use NIST for those. NIST is a compliancy framework that we utilize. So their compliancy framework is asking that we collect this information and have it in a disaster recovery plan for you. And so we're going over today all the items that we need for this.
Speaker 1 00:25:17
Before we go through a tabletop exercise, so that you guys are.
Speaker 3 00:25:21
Then this requirements change from the previous one we had.
Speaker 1 00:25:25
Um, these NIST requirements have changed in the last two years, so we are adding to it all the changes that have happened.
Speaker 3 00:25:36
And then NIST you're saying that I'm not is this something that we have to comply with? So if they said NIST is mandatory, we have to comply with it. I'm not sure. Ium.
Speaker 4 00:25:47
No, I think that's a new term for me. Yeah. Um, yeah, Unless I'll have to check with the compliance team to see if this is something new, but I've not I'm not familiar with this new.
Speaker 1 00:26:01
So NIST is a framework that is very closely aligned with SCC. So I utilize NIST for you guys because all of the all of the SCC requirements hit NIST. Um, and the lineup with NIST. However, NIST is slightly more structured and anything changes that SEC makes, NIST has already got it in place, which is why I do it that way. Um So it's slightly higher. Um But we do this because it covers everything SEC. Okay And these are requirements that are also in SEC for disaster recoveries.
Speaker 2 00:26:36
Esther when we get a copy of it, we can also I can send it over to Caden andum Yeah.
Speaker 3 00:26:42
We can. I think for me, so I also don't want to. I want to some of the stuff is there's things that we may have to do as it comes to the SCC. Some of the things are things that maybe are a business decision, what we want to do. So I don't want to create a level of effort unless we say yes, We do something that's appropriate for us to do. And it'd be a, you know, a twofold question. One is what is what is the minimum we have to do to comply? And the second is from a business perspective, are certain things you might want to do above and beyond that? So I'm just trying to get context of again, just going through it and seeing how this compares with the last report. Got you.
Speaker 4 00:27:12
Would it help? Christy says, if if Christy's saying it's aligned with the SCC requirements, Why don't we look at it? And and we can just share with the compliance team. And if they say, yeah, this is great. It's, you know, aligned perfectly exactly what we need, then we can just continue to use it.
Speaker 1 00:27:28
Yeah and I'll send you guys over a list of everything we discussed today and how it aligns with SCC and what is required and what is best effort. And that way Paul you have it just so I think, You're more, and I love this about you. You're more in the weeds kind of person, which is kind of like how I think. Um, I'm not used to that with clients, So I do appreciate these questions because it makes me happy to see you that engaged. I don't get this with other clients, so this makes me one hundred percent happy. I will send you an email and we'll get in the weeds and we'll say, hey, this required by SEC. This not so.
Speaker 3 00:28:07
Let me scroll through this or answer any questions and try and get a sense of all the different sections because it's yeah, much more substantive than the previous version.
Speaker 1 00:28:14
Yes, And I want to make sure that you guys are as compliant as you can be. So I might go overboard on some of these. Um, There are certain things that I'm not going to go through, because this part is there are certain things that I have to fill in.
Speaker 3 00:28:28
That sense if it's not a requirement, I'd rather not, I'd rather not spend time on or do it. It should be things like, what is the minimum we have to do to comply? And then certain things maybe a business decision but yes.
Speaker 1 00:28:37
Not a problem. And disaster recovery plans are a requirement, But some of this I'm not going to get in the weeds on because that's going to be more. You guys need to tell me what you want to do. Assembly points is always going to be primary homes with the alternate of Crimson IT Conference Center. For activation of emergency response team, this is if let's say you guys are at work and a disaster hits, who is that? Response team and how are you going to communicate to everybody, which we did go over last year in the tabletop exercise. So that was last year, fully a year and two or three days ago. So just a heads up. So I don't know who you guys have chosen as your disaster recovery team. I know that Sam is that touch point because I have that in my notes. So, she's going to be the one establishing any type of emergency level for you guys.
Speaker 1 00:29:30
Any term here that's labeled ERT, Sam is my primary contact for that or my team's primary contact. So we'll reach out to her first.
Speaker 3 00:29:41
We created a Teams emergency channel that we use. We looked at a couple of different systems, and it just wasn't the right fit for us, But we have an emergency communication in Teams, where you can communicate to all our members immediately through the chat.
Speaker 1 00:29:56
Yeah, and so this part will be for you guys to fill out. Um, so it'll be the order listed. Uh, So your emergency response team Sam and then who they can call and the next person on the list.
Speaker 3 00:30:07
Yeah, that'll be me. Yep.
Speaker 1 00:30:08
Okay. Um, so Sam first and then Paul. Um You guys can go over this I am not going to do this with you, but I do need to know who your cybersecurity insurance is, which I think Arch Still Arch okay, perfect. That's next one. And then for Sam, if you can fill out this portion just so that you have it. And, then you're going to go through and you guys need to do an initial assessment, which I will walk you guys through that. When we do the tabletop exercises, we do mostly do them on disaster recovery. However, We've been asked by certain companies similar to Arch to add in that financial assessment.
Speaker 1 00:30:52
Uh, What do you guys do if there's a loss of financial documents or loss of revenue?
Speaker 3 00:30:56
So we've already done a renewal. We gave Arch to all the information. I would think we don't I think that's something that we'd only do if Arch is requiring it or if we say, hey, this is something that SEC explicitly requires you have to have financial assessment. If not like I'm just mindful of the exercise we have to do this, probably not necessary unless there's a specific requirement for it. So Archer didn't ask for that. Archer went through our application, gave them all the information that we had your revenue Yeah, Payroll, all that kind of stuff.
Speaker 1 00:31:24
This is more along the lines for you guys to understand if this was to happen, how would you handle it? I'm not going to go through this with you, But they just want to make sure that you know how you would handle it. In case these issues come up. So I'm going to drop through this part because there's not really anything on the rest of this that I need to go through. We do have disaster recovery templates for you guys as far as. Who our key contacts are. So if something were to happen to you, who Crimson is going to reach out to. And sometimes they come back and ask for that information. So, if we are ever audited, and we have to provide that on your behalf, we have that information already there. And so that is your backup strategy, your applications. If we need to call Microsoft, if we need to call Datto, how do we get a hold of them? And an overview of your technology.
Speaker 1 00:32:15
This is required for all companies under SCC that we keep for you, and we keep that in your runbook. So, this will go through what we would do is go through a scenario if a total loss of data and scenario two, a total loss of access. And so that's where we come in. That's the things that we will keep on your behalf. And I'll pull that information together for you and have that as an addendum for you. Okay? And this includes your phones, your key contact. Everything we have is going to be in that addendum. They do like damage assessment forms, however, this only going to happen if you're in a disaster, not current. So be aware that this what would be asked if there was a ransomware. This part of that disaster recovery plan.
Speaker 1 00:33:05
We're going to need to. This is what your cybersecurity insurance is going to ask for in case of that emergency. We're going to talk about key business processes affected. We're going to give a description of the problem. And we're going to give the extent of a damage because we got to know that for monetary, monetary, that word that I can't pronounce reasons. If, you got hit by malware and I'm going to use some examples from the past of issues I've been in, let's say, Uh, Paul, you never do this, but I'm gonna use you as an example. Paul comes in. Paul clicks on a link because it looks valid. It looks like it's from Microsoft. He doesn't realize it downloads malware, It uploads to Microsoft into a SharePoint and then it downloads into everybody in the company. Now all the files are locked out. Cybersecurity insurance is going to want to know how much business was affected?
Speaker 1 00:33:57
How quickly we got it, you guys up and running, What the description of the problem is and any loss of revenue so the cybersecurity can pay out that. Right.
Speaker 3 00:34:04
This is a template that we could use in the event that we have a cyber incident.
Speaker 1 00:34:07
Exactly. All right. Then you. Also, this is another form that you will have that you're going to have to fill out during that recovery process, we need to do all the activities. Again,
Speaker 3 00:34:20
This is just showing as a form, we're not filling it out for the application, just showing there's a form. Exactly.
Speaker 1 00:34:24
This is giving you the information of what happens in a disaster. I have to go through this with you. So, um, these are all the information that you're given. Um and then we're going to record the event. All of these happen in a document that I write up on my end, and you guys will have to do the same on your end. I think Esther's got some forms probably from SCC and a lot of the data she's gotten. Uh so it's very similar information, And so we will work hand in hand with Sam. We will work hand in hand with Esther and of course you, Paul, just to get all that information there. Your job is going to be mobilizing the disaster recovery team on your side while we have our disaster recovery on our time side, and we will come together and work with you guys on all of these forms. So just a heads up on that. More forms, we will help you fill out these in case of emergency. They will probably loop me in at.
Speaker 1 00:35:17
At some point in this, and I'll be your documentation person and your communications person with Sam. Sam and I will be very close friends at that point. I'll probably buy her a bottle of wine or a bottle of bourbon, whatever she likes, and we're just going to get through this. Okay. The last major major disaster, I literally had a blow up mattress in my office and spent five weeks. Luckily our office had a shower. It would have been very smelly if they did not. So, These forms have to be filled out and sent in. It is part of SCC, but this is all we have. I am not going to bore you with the rest of this. The twenty four page document is mine to fill out for you guys up to a point of what I showed you in this meeting, and then I will send it back to Sam. Sam's going to do her due diligence, and then she's going to send it Esther. Esther's going to put it in her files, and if you guys are ever audited for.
Speaker 1 00:36:13
And ask for the disaster recovery plan, you can send it in. Okay. On that note, We also have an information security policy that we have to provide for you. In case you guys are ever requested for it. We also have your SEC cybersecurity disclosure checklist. I'm sorry, you guys are my seventh meeting for today. And three of those meetings today have been training where I talked nonstop for hours. So bear with me. For SEC, your cybersecurity disclosure check sheet, this what is required if a cybersecurity incident was to happen. This required by SEC. So I will update this for 202 6, because I have to update it every year. Sam, If you can send me your letterhead, so that I can put this on your letterhead, that would be greatly appreciated.
Speaker 1 00:37:11
But this is who's responsible. So back to the disaster, where the incident has occurred, who's responsible for it, classifying the incident which is Crimson, identifying the affected systems which is Crimson. Your job is to convene a response team, evaluate your business impact, determine what decisions are made. And then triggering an 8- K process if required. And Esther, you're going to have to make that decision if that 8- K process is required. Crimson cannot make that decision. This checklist should be printed out in the event of a cybersecurity incident and be followed through. So.
Speaker 4 00:37:53
Just so you know, Christy, we don't our SEC requirements are slightly different than publicly traded companies. So a publicly traded company would file an 8- K, and we wouldn't file an 8- K.
Speaker 1 00:38:05
Do, you know the form number that you would file. So I can add that in there? If not, I have it in my notes somewhere and I can pull it.
Speaker 4 00:38:13
I'll have to. I don't know it offhand. Okay. Um, I know we are required to notify uh investors. I don't know if the SEC needs to be notified, so let me look into that, but it's definitely not an eight K because they're not publicly traded.
Speaker 1 00:38:27
Gotcha. I will i'll i should have that information in there then. I do have companies that do eight Ks so, Um, are you guys still Mullen and Cullen? Yes. Okay, perfect. Um, this was last year's so I just got to update. Uh, do you guys need to submit anything via Edgar? Esther? No. Okay so I will let me remove that. Um all right. And then uh so complete recalls analysis, it's going to be led by CIT.
Speaker 1 00:39:01
Root cause analysis usually falls on my lap to do so. Esther, you and I will become close friends. During that point, I will buy you a bottle of bourbon or wine. Um so we'll do the root cause analysis or otherwise known as the RCA. Um any remediation plans, we will document and finalize with your approval. So you guys will be the first responsible on that after I send you a remediation plan, you guys will need to approve it, and we'll do. We'll. Review system changes, process updates, or any vendor adjustments. And then Esther, you should confirm all reporting and documentation is complete at that point. Okay? So I don't need to do this. I can take out the 8K thankfully. I'm going to just mark through that. And then anything about this checklist that you guys need me to change other than the 8K?
Speaker 4 00:39:57
You change it in both above in step two and step three.
Speaker 1 00:40:01
Yes, I'm going to rewrite that to remove the the 8 K. Okay, I'll find out if I'll find out the form name. I should have it in my notes because i i do this all the time for SEC. So i'll find out that and then pull it back. Soum any questions about this part.
Speaker 1 00:40:25
Okay, let me go back to my sheet. And then, um,
Speaker 3 00:40:29
And is that document going to live where it's going to be an appendix or an exhibit in a disaster recovery plan?
Speaker 1 00:40:34
So it's gonna I I keep a copy for you guys in your disaster recovery plan. And then I sent a copy to Esther and Sam for them to keep within their documentation.
Speaker 3 00:40:46
Yeah, I think if we could do it all in one document because we have to re we actually store it on. You know, our shared drive. We have all of Crimson's policies. So this related to the disaster recovery. I'd like to have it because right now we have cybersecurity policy, business continuity, disaster recovery plan, and we have a cybersecurity incident response plan. Um. So this something that, you know, if it could tie into either one of those documents or updated or the um disaster recovery plan itself. Maybe just include as an exhibit, it'd be helpful to have it all together.
Speaker 1 00:41:20
Yes, I could do all that. When we get done with it, I can put it as a PDF all in one document. And uh, and I think I already asked you this.
Speaker 3 00:41:31
If it's related, if it's related, I don't want to put in one document just to put it. It's related and this is a, You Know SEC disclosure related to an incident. I think we referenced it in business continuity. You have an incident. This is in essence, what's recommended in terms of the process to address it if my understanding correctly?
Speaker 1 00:41:50
Yes. Um, I when I combine the files, it'll only be related files. Anything that has to stay separate will stay separate. So, yep. I do have the SEC disclosure SOP in here. The last time I reviewed. It was on May 5t h of 202 5. And this is based on uh the information we had at the time. So I am going to go through remove the references to the eight K form and update it based on the fact that you guys are private and not publicly traded. So I'll do this. I don't want to go through this. It is five pages, but I'll go through this and get that corrected. And Esther, I'll send this over to you for approvals, and then you guys can add it to your stack. And that's all the documentation we have for you guys, But I do need to get a tabletop exercise with you guys planned out for this year. Um and quick question for you um let me go back to today.
Speaker 1 00:42:47
Hey, I'm about to sneeze. Sorry, these allergies are killing me today. Um, could we plan for that to be the first week of June? Because next week I'm going to be at a I'm not going to be out, but I'm going to be at a work project. Are you guys freeum on Tuesday June 1 st?
Speaker 2 00:43:06
Pulling up our calendar.
Speaker 3 00:43:09
Tuesday the second of June.
Speaker 2 00:43:11
I have Tuesday as the second yeah Oh sorry second Tuesday tuesday right.
Speaker 3 00:43:18
Yes. Could we do two o'clock? I don't know if you have a standing call at two, or maybe not even three.
Speaker 2 00:43:22
Two o'clock, I see two. Two, yeah, 2:00 p. m. looks good.
Speaker 1 00:43:26
Okay. And Vincent and Anton from my team will be in that. Vincent is out today at a conference and so they will be in here. We are going to be doing two exercises, not three, because I want to keep it short and sweet for you guys. It can be the three of you or you can add anybody else, Um, I am going to make a suggestion, which definitely don't have to follow. Um, but could we invite somebody from the New York office as well?
Speaker 3 00:43:58
I think we do with this group. Yeah. And that's fine. Yeah.
Speaker 1 00:44:02
Okay. All right, I will get that invite over to you guysum and I will have the agenda drafted and put into the invite. It will be a Teams meetingum and.
Speaker 1 00:44:16
The way I'm going to set it up, it will automatically be recorded. Facilitator will already be on. And um, it'll be very similar to last year. Two exercises for you guys to think through. It's not going to be the same exercises. Uh, It is going to be slightly different because I do switch this up every year. All right? Do you guys have any questions for me?
Speaker 3 00:44:48
I think just in terms of next steps after the tabletop, You'll be able to then complete. And then we'll look at a draft that we did last year. And then update. And it looks like the information we have to update. So we're going to be updating our business continuity and disaster recovery plan, which you just talked about, if that's a little bit more robust than it had been. And we're going to be updating the, Disaster recovery and continuity report this year. So, those are sort of the two main documents that have come as a result of those meetings.
Speaker 1 00:45:24
Yes. All right, if you guys are good with everything, let me give you back twelve minutes to your day.
Speaker 3 00:45:33
Thank you.
Speaker 1 00:45:34
I know Paul likes short and sweet meetings, which I appreciate. And then feel free to reach out for any questions. I am now fully back in the office, I think when you guys were emailing me before had been in and out sick. Um, but I am back in. I am going to take a vacation the second week of June. My daughter is graduating from high school. Um, And then I am going to take another vacation in August because I got to take her to college. Um, but you guys should be able to reach me if you have any questions. Um, I will be around, uh, But I don't have any other vacations planned. Soum thank you guys very much for making my life easy today.
Speaker 3 00:46:10
Thank you appreciate your time Christy No worries.
Speaker 1 00:46:14
Thanks, guys.
Speaker 2 00:46:14
I'll send you that letterhead. Thanks. Thanks.
06-01 Weekly Meeting: ITG Cutoff, Hudu Migration, Help Desk Metrics, and Project/Skills Updates
## Meeting Information
> Date: 2026-06-01 13:30:08
> Location: [Insert Location]
> Participants: [Pete] [Christi] [Anton] [Mike] [Olivia] [Speaker 3] [Speaker 7]
## Meeting Notes
- Topic Title: Team Updates and Celebrations
- Description:
- Celebrated John Wilder’s achievement; Pete issued a spot bonus.
- Personal updates: vacations, anniversaries, family milestones, wellness activities.
- Team Philippines held an out-of-country summer event (Disneyland).
- Pete noted strong progress: Maverick conversion, Hannah initiative, and ITG-to-Hudu migration.
- Conclusion:
- Morale is high; multiple successful initiatives acknowledged.
- Topic Title: ITG Cutoff and Hudu Migration Planning
- Description:
- Olivia cut off ITG; formal cutoff on June 10.
- Pete requested a planning call with Olivia, Anzor, and Vince to decide export timing and destination before acting.
- Olivia is unavailable this week; plan to meet on Monday, June 8 (as discussed for “next Monday” relative to the meeting).
- Conclusion:
- Schedule a planning call next week to finalize export and storage plan.
- Topic Title: Sales and Project Highlights
- Description:
- New project signed: CIO for “Admel West” at 25k.
- Anzor to provide on-site oversight in San Francisco for ~3 days (likely next week).
- New MRR: “twenty five bucks” (verbatim from transcript).
- Team stress level at 3.7; trending down with mixed comments in feedback.
- Conclusion:
- Project pipeline active; leadership to address select stress-related comments sent to Pete.
- Topic Title: Help Desk Metrics and Ticket Management
- Description:
- Surveys: 43 green; 1 unhappy (Iron Gate) due to perceived delay (resolved ~4 hours after ticket open).
- Out-of-compliance tickets: 15; same-day resolution: 54; open tickets: 349 (help desk only; excludes security, pro services, recurring).
- Sue out; Charlene covering dispatch; some tickets may need merging/closing; time per ticket increased to 1.23 hours.
- Pete requested updated numbers before his L10 on June 3.
- Conclusion:
- Olivia or Sue to clean up and update metrics before June 3.
- Topic Title: Quarterly Rocks and Progress Check
- Description:
- Pete’s rocks:
- Full migration to Hudu: on track.
- Lifecycle manager for key accounts: needs sync with Chris, Jason, Mike, and Vince to define June deliverables.
- KPIs for revenue management: dependent on Anzor’s services catalog; follow-up Wednesday.
- AI training and career progression curriculum: draft exists; to review with Chris and Anzor.
- Mike and Jason:
- Kashif item completed; pending team presentation/feedback.
- Sales engineering process: documenting current state; future state later; considered on track for now.
- Jason wrapping MDM/Intune compliant device documentation; standardized network config; project estimate quoting tied to sales engineering.
- Christi:
- Execute technology roadmap into ScalePad: executed/ongoing.
- Deliver AF cost allocation platform V2: done; V3 planned.
- Anton:
- Monthly licensing reports automation: completed; awaiting decision on workflow vs. rebuild.
- Security assessment template: completed.
- Local admin password rotation: completed; Wi‑Fi rotation still in progress.
- Olivia:
- Hudu migration and ITG cutoff: on track for completion next week (by June 10).
- Password reset process implementation: back on track.
- Help desk KPI/productivity reports: on track; meetings with involved members this week.
- April ([Speaker 3]):
- Transition to admin team leadership: leveraging Marvin until July 1.
- Phase 1 agreement-building automation: on track; integrating with ConnectWise; questions queued for next week.
- Conclusion:
- Most rocks on track; specific follow-ups assigned within teams.
- Topic Title: Skills Matrix Completion
- Description:
- Pete requested all leaders update the skills matrix by end of next week to map specialized skills (e.g., VMware, networking, MDM).
- Jason shared the matrix link in chat; entries should be L1/L2/L3 per skill.
- Leaders to cascade to team leads for collection; include specifics (e.g., Fortinet vs. Cisco).
- Conclusion:
- Target completion by end of week (June 6); leaders to ensure submissions.
- Topic Title: Offshore Schedules—Lunches and Breaks Policy
- Description:
- Discussion on end-of-day lunches and combining breaks with lunch (total up to 90 minutes).
- Aim: balance staff well-being (night shifts) with customer coverage, especially for support and admin/quotes.
- Olivia: occasional end-of-day lunches; discourages making it routine; AM/PM breaks guidance given.
- April: Team Philippines may combine lunch and breaks for naps but not routinely at end-of-day without manager approval.
- Conclusion:
- End-of-day lunches allowed as exceptions with manager approval; not to be routine, ensuring coverage needs are met.
- Topic Title: AbilityFirst Camp Project—Post-Implementation Fixes
- Description:
- Project largely successful with improved coverage; some mis-scoped items:
- Missing correct SFP/media converters for interlink; PoE vs. PoE+ mismatch on one switch; need PoE+ injector.
- Next steps: Comdruct onsite Friday; Christi awaiting exact quantities to order; she may go onsite Thursday/Friday.
- Jason suggested Meraki sizing tool for switch scoping; Mike noted need for a product catalog and questionnaire (distance >300m, SFP needs).
- Conclusion:
- Order required components once quantities confirmed; enhance scoping with tools, catalogs, and questionnaires to avoid repeats.
- Topic Title: Approved Local Vendor Repository for Remote Sites
- Description:
- Need centralized, up-to-date list of approved on-site vendors (non-MSP, mom-and-pop) with prearranged billing rates.
- April: Lyon list currently in ITG; to move to Hudu and share; list may be outdated.
- Discussion on ownership (help desk vs. admin) and process for dispatching and vetting.
- Evolve group contacts can be leveraged case-by-case with no-poaching protections.
- Conclusion:
- Locate and migrate existing lists to Hudu; define ownership and update process.
- Topic Title: Post-Migration Documentation Validation in Hudu
- Description:
- Some client docs appear as straight imports from ITG without cleanup.
- Olivia to create a list after returning from Evolve, set validation timelines, and follow up with assigned techs (e.g., Barker, Project Angel Food).
- Mike volunteered to help for Project Angel Food.
- Conclusion:
- Plan to set deadlines and enforce cleanup for imported documentation.
- Topic Title: Client Champion Feedback Loop and Margin Improvement
- Description:
- Mike seeking regular feedback from client champs on recurring issues and ticket patterns to improve account margins.
- Need mechanism to identify low-margin accounts and targeted fixes (e.g., repeated printer issues).
- Olivia to raise at the 2:30 PM champion sync and coordinate next steps.
- Conclusion:
- Begin collecting structured feedback from client champs; align with margin analysis.
## Next Arrangements
- [ ] Schedule ITG export planning call (Pete, Olivia, Anzor, Vince) for June 8 and define export destination before action.
- [ ] Olivia/Sue/Charlene to merge/close tickets and update metrics; share before June 3 L10.
- [ ] Leaders to complete skills matrix (L1/L2/L3 per skill) and submit by June 6.
- [ ] Christi to obtain quantities from Comdruct, order media converters and PoE+ injector, and coordinate onsite visit (June 5–6).
- [ ] April to locate Lyon vendor list in ITG, migrate to Hudu, and share with Mike/Olivia; define owner for vendor repository.
- [ ] Olivia to grant Anzor temporary ITG access through June 10.
- [ ] Olivia to compile list of Hudu imports needing cleanup and set validation deadlines after returning from Evolve; coordinate with techs.
- [ ] Mike and Jason to meet this week to finalize current-state sales engineering documentation and outline next steps.
- [ ] Pete to review and act on specific stress survey comments sent by Christi.
- [ ] Define owner and update cadence for the approved local vendor repository; document dispatch/vetting process.
- [ ] Draft and circulate an offshore lunches/breaks policy (exceptions, approval criteria, coverage requirements).
- [ ] Create a networking scoping checklist/product catalog (PoE vs. PoE+, SFP needs, distance thresholds) and a standard questionnaire.
- [ ] Set client-by-client Hudu validation timelines and success criteria; assign reviewers and reporting cadence.
- [ ] Establish a client champion feedback process (template, frequency) and link insights to margin improvement tracking.
## 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. Ownership of the approved local vendor repository remains unclear (help desk vs. admin). Assign a single owner and define update cadence and vetting criteria.
> 2. Formalize a scoping checklist/product catalog for networking projects (e.g., PoE vs. PoE+, SFP needs, distance thresholds) to prevent procurement mismatches.
> 3. Define the policy document for lunches/breaks for offshore teams, including manager-approval criteria and coverage requirements, and communicate it to all teams.
> 4. Establish a timeline and success criteria for Hudu documentation validation per client (who reviews, what “clean” means, due dates, and reporting).
> 5. Create a process for client champ feedback collection on recurring issues (template, frequency, and how insights tie into margin improvement tracking).
Jun 1, 2026
Speaker 1 00:00:03
She Can make it, that's great. But if not, I know they're doing month end close so. Yeah. Um, that's more important so. Okay. But she is going to be joining us going forward so.
Speaker 2 00:00:16
Got it.
Speaker 1 00:00:18
So who are we missing here?
Speaker 3 00:00:22
I think we're complete.
Speaker 1 00:00:27
So we can add Alisa to the list if we want to, Okay. Okay, Let's so I would love to get through this in thirty minutes or as close to that as possible. So let's try to bust through this as quick as we can. Anzor, give us some good personal news or business headline, business employee headlines.
Speaker 4 00:00:46
So today at the evening, I am gonna open a bottle of Macallan to celebrate the achievement of John Wilder. We did it! We did it! This like, I cannot even like express my emotions. It was headache for more than a year and yeah, this is great news and John is the best.
Speaker 1 00:01:13
John is awesome. He is awesome for For the record, I gave him a spot bonus today so everybody could yeah, everybody's aware.
Speaker 4 00:01:25
Yeah, that's it from me from me Yes.
Speaker 1 00:01:28
Today you really are living the dream. Another real day in paradise for you, Anzor. Today really is. Christi?
Speaker 2 00:01:44
You know what? I'm going to channel my inner Monty on this one. I'm going on vacation next week. The kid is graduating from high school, life is good. That's.
Speaker 1 00:01:55
A big achievement! Yes! That's awesome. Excellent. Congratulations, Macallan.
Speaker 5 00:02:04
Yesterday, my wife and I celebrated a late birthday gift for me, so we did aum a couples massage and float yesterday was pretty cool. So that's awesome.
Speaker 1 00:02:15
Excellent Olivia.
Speaker 6 00:02:20
Um my good news is that I have cut off ITG and, Um, yeah, that's my good news. I am praying that it goes fine so.
Speaker 7 00:02:35
Excellent excellent. I gave her a little scare this morning, uh but.
Speaker 6 00:02:41
Not just you, Mason. There was a lot of little scares today.
Speaker 1 00:02:46
The tenth The tenth is when it actually goes away, right? Yeah, Next week, So let so set up a call for you and I and Anzor. For sometime later this week to figure out, and and Vince or whoever else, And let's figure out when we're going to do the actual export and what we're going to do with it. I don't want to do anything until we know where we're going to put it. But let's figure out what we're going to do, and we'll figure that out in a call.
Speaker 6 00:03:10
Okay, I'm be involved the rest of this week.
Speaker 1 00:03:13
Oh okay next week next week next week. We can do it next next Monday. Thank you.
Speaker 3 00:03:18
Okay perfect April Um okay so, This is both personal and employee headlines. So recently, Team Philippines had our uh summer event, and this is the first out of the country summer event for us. So, it's one for the books definitely, and we're we can't thank enough Crimson IT for making this possible for all of us. Thank you so much. That's all from me.
Speaker 1 00:03:45
Awesome awesome awesome.
Speaker 7 00:03:46
Anything notable that you guys did that any any fun things?
Speaker 3 00:03:51
Oh, listeners. Yeah, we went to Disneyland so. Okay. Yeah, so.
Speaker 7 00:03:60
Jason? Uh I'm celebrating 30 years of marriage in two weeks, So uh high school sweethearts I think I started dating my wife. When I was a senior, she was a junior. And uh, so I graduated a year before her and got married in'96. So, yeah, no, she's awesome. It's been good. So we got some good plans. Yeah i I have no plans at the moment, but we're just winging it.
Speaker 1 00:04:37
That's fantastic! Man, t hear is some great headlines this week. This is awesome! So you know business stuff? I mean. The Maverick conversion is going well, and the team has done awesome on it. The Hannah thing went great. The ITG thing to Hudu, huge milestone their. Um, I mean, knocking some stuff out of the park this week. So from the from a team perspective, really really happy with some of the things that have gone on. Uh from a personal perspective, my Golden Knights are playing for the Stanley Cup starting this week.
Speaker 1 00:05:17
Which is a huge thing for me, so just I am going to the game. The first game in Vegas, which is next Saturday. Anyway, nobody cares but I do. Okay, so let's move on. Uh, let's go to the scorecard. Anything notable to call out hear transactionally? Uh.
Speaker 2 00:05:41
I put I put my number on the wrong date.
Speaker 1 00:05:50
Let's see. Anything transactional sales wise you want to call out Mike? If we hover over that one. No. Um project signed last week anything big their?
Speaker 5 00:06:07
I think if you hover over that one, thear's one for CIO for Admel West. How big is that? It's twenty five k.
Speaker 1 00:06:19
Ah, sweet Anzor is going up their. I think. I don't know if its this, I think its next week, isn't it? I think he's going up their next week to provide some oversight for that. I believe that's.
Speaker 5 00:06:31
So That's that's Anzor time? I was, I wais gonna ask is that gonna be Jason or Theo?
Speaker 1 00:06:36
Think, its Anzor going up their because he asked if I wanted to do it or if he wanted to do it and and said, well, you know who they are, and i don't. So its probably better for you to go So. I think he is gonna spend like three days up their or something. So. I guess its in San Fran. So, okay, new MRR twenty five bucks. Sweet. Um, all right, team stress level is a little high, but we had a lot going on so its not too too bad. Three point seven is a little over mid, but So.
Speaker 2 00:07:10
Thear was one comment I'm going to send this over to you, Pete that needs to be addressed by you by you. Um, however, stress is going down. Um, You have, you have quite a few good comments, and you have quite a few um interesting comments. And their is uh the Lone Star IT man. I'm hoping that's none of you on this call. Okay, the Lone Star that's his name. He put his name down as a Lone Star IT man.
Speaker 2 00:07:45
So its a man,
Speaker 1 00:07:46
But not even necessarily a guy. Could be somebody pretending to be a guy that's not a guy too, huh?
Speaker 2 00:07:52
I mean, my first thought was who who do we have in Texas right now? But we don't. Um They said feed me more tickets. They said what? Feed me more tickets. Feed me tickets That's what they said, So.
Speaker 1 00:08:11
We need to know who that is because we want to feed them more tickets.
Speaker 2 00:08:15
Yes. Now, The help desk stooge did say, uh, for everyone to get X close and get three more, please help, but that's okay. Yeah, that's not the bad one. Um so Pete and uh I'll send this over.
Speaker 1 00:08:30
Send me send me whatever I need to action and I'll be happy to do that.
Speaker 2 00:08:35
Yeahum okay And I've already taken steps on that one but.
Speaker 2 00:08:44
Yeah, you need to you need to be involved on that one. Okay. That's that's it.
Speaker 1 00:08:50
O- okie dokie. All right, ticket info Olivia.
Speaker 6 00:09:00
Uh from my side of things, green surveys, we had forty three. We did have one unhappy customer survey that was from Iron Gate. And the client just it didn't get done as soon as it. As they wanted it to, and we got it done about four hours after they've opened up the ticket, but um, they wanted it done quicker. So. Yeah, that's the unhappy survey there. Um and then out of compliance tickets, we got fifteen same day resolution fifty four, uh number of tickets open three hundred and forty nine. Just a reminder, again, this is just help desk tickets, not including security or anything um on the.
Speaker 6 00:09:43
Professional services side, and this is not including reoccurring tickets. But Sue is out today, so Charlene's covering the dispatch. So there's probably a bunch of tickets that we could be merged and closed. And then time per ticket, we're going back up a little bit. We're at one point two three hours per ticket on average. Okay.
Speaker 1 00:10:07
So, how do we figure out what needs to be merged and or closed? And when does that happen normally.
Speaker 6 00:10:13
Uh well, Sue will be back tomorrow, but Charlene's doing it. She just is also taking phone calls. So okay, it's just it's just getting done slowly.
Speaker 1 00:10:23
Would would she update that number before Wednesday do you think.
Speaker 6 00:10:28
Um yeah or I can update it tomorrow. Okay.
Speaker 1 00:10:33
My L 10 is Wednesday, So if it's different before Wednesday and you wanted to let me know or let me know how to look it up, that'd be great. Okay. Okay, cool. Great. Okay, let's go to rocks. I added my rocks in here just for reference. Full migration to Hudo was one of my rocks that I put as on track. Full life cycle manager implemented for key accounts, So this was kind of um, I think this was kind of Chris and Jason as well as Mike and Vince. I believe, wasn't it? So, we probably need to chat about this sometime in the next week or so. I talked to Mike very briefly about this last week, But we probably have to talk further about what we can and can't do by the end of June. I think.
Speaker 1 00:11:29
Key accounts, at least for the V C I O roles, I need to touch base with Chris and Jason on where we are with those. And then Mike and Vince will have to figure out what, if anything, we're going to be able to do with this or not this month. Um, create K P I's for revenue management for account managers. Mike and I again chatted briefly about this last week, but some of this is going to be dependent on Anzor's um offering. Services catalog, so I need to catch up with him on that on Wednesday. And then training curriculum for AI and career progression. Um, I've got some a draft of that, But I need to finish it and then I'm going to talk to Chris Anzor about what that looks like. So, that's mine. Mike?
Speaker 5 00:12:19
Kashif I have mine completed. I just need time to present it to the team. Right? Kashif whenever you want to call that complete? I think it's completed. I'd like to keep it on track until I get the team's feedback. Okay, so any meeting we have some time, um, I'd like to present that and the sales engineering process. Um, I don't know Jason what what do you think because that's kind of like shared with Jason. You see we're on track or off track?
Speaker 7 00:12:48
Sales engineering process i.
Speaker 1 00:12:57
When you're talking about the process, what are we talking about specifically? Are we talking about the quoting process or are we talking about the, the, the, The process to review the current infrastructure and take and action on it. Or what are we talking about specifically?
Speaker 5 00:13:12
Likeum trying to figure out like knowing where we're where we want to be, but where we're going like have it documented where we're currently at. So it's a repeatable process across all quote. Requesters.
Speaker 7 00:13:28
So that,
Speaker 1 00:13:29
That doesn't that doesn't sound like a very tall order to get done in the next thirty days as far as at least, Putting together what you need like, how to how to go from where you are, to where you need to be. Now getting it done is a different story. Yeah right, like if you're talking about the approach to go to, doing what you need to do. I think you can do that. You're not going to get it done in thirty days so.
Speaker 7 00:13:58
Well, the the sales engineering process. So, you know, Mike and I met on that. That was what I talked to you about earlier today. And so we're documenting current state and then of course we'll develop future state. Any changes that we want to. We want to make But for now I'm I'm almost done with the um documenting the current state on on all that And. So you had me make some tweaks So once I finish with those tweaks. I'll send it over to the team for review. So I guess one,
Speaker 1 00:14:32
So why don't you guys get together and figure out what you can accomplish on that and call it on track for now. And if next week you're still uh you're off track, then call it off track.
Speaker 7 00:14:41
Got it.
Speaker 5 00:14:45
Yeah Jason, anytime this week there's a spot open on my calendar, you can book it.
Speaker 7 00:14:49
Awesome I'll do it. Christi?
Speaker 2 00:14:54
I am complete.
Speaker 2 00:14:57
Um, execute the technology roadmap is into ScalePad. It is actively ongoing because there's no way you can actually complete it, but it is executed. And deliver AF cost allocation platform is done. Well, V 2 is done. We're going on to V 3. If you guys would like to see V 2, I can show it to you.
Speaker 1 00:15:20
Beautiful, how about that? Done early on both.
Speaker 2 00:15:25
It's the first time all of them have been completed, but it's also the first time I've only had two and not seven. Excellent. I can show my appreciate to my appreciation to Pete for that one.
Speaker 4 00:15:38
Right. Monthly reports automation for licensing count its, Completed. I did run those reports last month. I think Christitian was happy with them. We just need to decide with Anzor if he want to keep our workflow or he gonna rebuild it with the uh something else. Security assessment service template is completed and local admin password rotation completed. We're still waiting on updates from.
Speaker 4 00:16:13
Kevin with the Wi- Fi. Oh no, keep on track April. We're done with the local admin rotation, but we're still working on Wi- Fi rotation passwords. Good. Olivia?
Speaker 6 00:16:31
Complete Hudu migration and cut off ITG, that's on track as of next week should be complete. Password reset process implementation, That's back on track. Should start making progress pretty soon here and then continue building KPI and productivity reports for help desk. That's on track too. I'm going to talk to my involved members this week, um, and yeah.
Speaker 1 00:16:59
Jason, it sounds like all yours are on track.
Speaker 7 00:17:02
Yeah, So I put those in there first ninety days, wine garden priorities, uh Christity, Pete and I had a conversation today about wine garden. Um, I am retooling their purchase request and payment request process and using Bill dot com. So, If you are looking for a system to you know, for finance to pay the bills and workflow automation for approvals and things like that, um, I am working on that with Wunder. So just an FYI. And then.
Speaker 7 00:17:41
The MDM Intune compliant device, I mean, we're essentially done. Matthew's documenting it right now, And I don't want to say it's complete until the documentation has been completed and reviewed and signed off on. So I am calling that on track and not completed.
Speaker 5 00:17:58
We fixed we fixed ballet?
Speaker 7 00:17:60
We did, yeah, but there was a couple tweaks. And so I asked him to document as part of his documentation, You know, this is our standard setup, And then there's a couple of deviations scenarios like ballet and um and only so and how we resolve those. So that's I ask them to document that. Um standardized network configuration finishing that up uh and then establish a project estimated quoting process. That's kind of hand in hand with the sales engineering process.
Speaker 7 00:18:37
So, he asked me to make a couple of tweaks and working through that documentation. I'll I'm on track. I'll be done with it. Okay. And April?
Speaker 3 00:18:52
Um okay so on my end, Transition into admin team leadership role. So I'm still using Marvin's assistance with any questions that we have. Uh until with his remaining time here at Crimson, until he departs on July 1 s t. And phase one agreement building automation is on track. I've recently attended a webinar with ConnectWise last week. So for this week, I've uh used AFE as a guinea pig for the integrations, But I still do have some questions that I need to discuss with ConnectWise with our meeting next week. So it's all from me. Thank you.
Speaker 1 00:19:30
Okay. All right. Let's go on to the next section. I don't know that there's any to-dos. It looks like IDS is a little. Yeah, it's a little whacked there or something. I'm not really sure. So, um, uh.
Speaker 1 00:20:01
Shouldn't IDs be under what is the root issue or something? I don't know. That looks right. Is that how it's supposed to be?
Speaker 2 00:20:10
Yeah, it just usually we have a few more lines in it,
Speaker 1 00:20:12
But okay. So I added a couple of things. So one thing I need everybody on this call to do, and if there's anybody that needs to be added to this, please let me know. So a month or so ago, Jason and I met. It's probably almost two months ago now. Jason and I met, And we put together with some help from some other people, what we call a skills matrix. I want to have this completed by the end of next week, but we need everybody on this call's assistance to get that done. What what this is is, we basically, for the best of Jason's and I's and other people's abilities, we put together sort of the various.
Speaker 1 00:20:54
Technology skill sets or specializations, And we want to put people's names under that, that have that specialized skill set. But we need everybody on here's everybody that's on this call. You need to get with your teams and add those add their your your team members' names under the sections that have specialized skills in these areas. And I'd like to have this done by the end of next week because we really. Are getting to a point where we're getting busy enough where we need to be able to reference this quickly and be able to tell who has that skill set. So, we've started to do this, but it's kind of been hanging out there now for two or three weeks. And I asked Jason to get this in front of everybody, So he's either either going to send a link or send the document or whatever preferably a link. So if you could get that done by the end of next week, Olivia, I know you're out this week, maybe you send it to your leads or whatever, just send it out to your team or whatever.
Speaker 1 00:21:53
I think your leads would be better because if you send it to your whole team, they may not do anything with it. Send it to your leads so that they make sure they gather it. But if you have people that are good at, you know, virtualization (VMware), you know, whatever that is. If you got people that are good with networking, people that are good with, you know MDM, whatever the whatever the specialized skills are. Make sure they put their names under all of those areas that they're specialized in. Because if we get a project or anything else, we want to tap those people for help. And you know, if it's if you can be specific about it, Like if it's networking and they're good at Fortinet or Cisco, or you know specific technologies, and they know one, but maybe not the other. The more specific you can be, the better. So um that really will be really helpful for us going in. And, if there's something that they they are good at that, we don't have on the list, let us know and we'll add it. Right? Like if there's if they know you know some specialized.
Speaker 1 00:22:52
Technology that we didn't put on the list, but is is good for us to know. We'll add it because that would be really good to to really helpful for us as well. So.
Speaker 7 00:23:02
And and really quick, uh I dropped it in the chat. Um you know, are they level one level two or level three is really all I need them to answer the question. Uh, if they don't have it I guess leave it blank. Uh if they have it, just put L one L two or L three in the matrix. So, And then it'll it'll it'll uh store it up, and we can look at it and see from a high level who's got what and go from there. So, it should take them five to ten minutes to fill it out. And so let me know if you have any questions or if you think something needs to be fixed or.
Speaker 1 00:23:44
Yeah, Maybe bring it up in your team meetings, and then tell people, maybe you can just do it in your team meetings. I don't know but, But we it's really, Really important that we have that because we need to be able to look at it quickly. Okay, next thing um offshore lunches and breaks and schedules. So, April and I were talking, and I don't want to make a huge deal out of this. And I don't want to make it inconvenient for our offshore folks because we know that they're already working challenging schedules. A lot of them having to work in the middle of the night and other things. But at the same time, the the idea is that folks are working.
Speaker 1 00:24:17
The schedules that our business customers are working right so. A couple of things that came up. Are you know some people want to work like their lunch, at the end of the day, Right Is that okay Is that not okay I I have some reservations about people doing that on a regular basis Like if it's an exception. My, my feel is that on an exception basis, I guess that's okay. Is it. Okay, for everybody to do that all the time. I don't know. I mean, I kind of wanted to get the group's thought on that. Um, And then some people also want to put their two breaks and their lunch together and put it all at the end of the day. And now you are talking about somebody that's leaving ninety minutes early, you know, for the regular scheduled you know day. And now it's not really that's not really a lunch right? The lunch was supposed to be intended for somebody to take a break in the middle of the day. And have a time. To to take a time out in the middle of their eight hours so.
Speaker 1 00:25:15
I want to get the I want to get the group's opinion because, you know, If folks that are working in the middle of the night, want to take off earlier to get some rest. Maybe that's better for them, right? And I don't want to be a hard ass and say, no, you can't do that. But at the same time. Is it going to be impactful to everybody else that's working a normal shift that now has to cover earlier or longer? Is it harder on our customers so. I have to kind of balance that, Right So I'm trying to understand, do we does anybody have an opinion? Do people have a feel for that Is it. Do we have a lot of people doing that. I don't have a good sense of really, is this is this a the norm Olivia Do, a lot of people do that on your team now or not really You know.
Speaker 6 00:25:60
It's it's occasional. I mean, People do it whenever they like if they miss their lunch, then they'll take like an end of day lunch, but it's not like. Not consistently, they're taking every single day end of day lunch. And I've made announcements to my team that I don't want them to be consistently taking end of day lunches. Um, And that like breaks are normally meant for one in the first A M and then one in the second P M. That's what I've told my team. Um, okay,
Speaker 1 00:26:32
And your and your and your team honestly, and Anzor's team probably are the, Critical area of the critical teams that that's important for because they cover customer support right on the admin team. I'm not as concerned about it, But I am, if it's quotes and stuff that we need to be able to get out because we can't have the whole admin team leave at three thirty in the afternoon. If we got quotes that we might need to send out at four or four thirty. Right, So that's where it comes into play. April from my perspective is like, you know, if if um.
Speaker 1 00:27:07
You know, Christi and SCHARP and everybody else leave at three thirty every day, and I need to get a quote out at four or four thirty, and nobody's around. That's not going to work. So that's why we can't have everybody go. Yeah, I'm going to take my lunch every day at three thirty and go home. So, we need to have. It can't be like a standard that we do that every day for folks now. And I do want everybody to take to get two breaks a day. I would like them to have a lunch that's normally sometime during the middle of the day. Lunches at the end of the day can be an exception as long as they're, it's not a routine, right? I think that's a pretty good practice. Does anybody disagree with that? Do we have.
Speaker 3 00:27:50
Um, Keith. Uh, I spoke with Team Philippines last week after our discussion. Um. I told them that it's it's okay to combine both uh, lunch and breaks because we use that to squeeze in a quick nap since we're working in the night. Um, But provided that they will not consistently do an end of day lunch, unlessum approved by their managers. Okay,
Speaker 1 00:28:16
And did they have any major headaches about that? Uh no. Okay.
Speaker 3 00:28:20
So they're okay with it.
Speaker 1 00:28:22
Okay, then that's a non- issue. Okay, I'll drop the subject then good okay.
Speaker 1 00:28:27
Ability First Camp Project Christi.
Speaker 2 00:28:30
Um okay so they have to go back out this week. Um I am not the greatest at networking and I quote people in when I did the quotes last year, but we found that we did not purchase a few pieces correctly, And I had relied on someone else to give me the like for like combination, rather than me trying to go out research it myself, but, I think, and this just an observation. This like the project went well, but there's a couple of things that we've got to fix. Um, I this open for discussion, But I think we need to make sure that everyone who handles purchasing and procurement, and then everybody helping with a quoting, not just like Jason. They would be now your team. But, this was this came from someone who no longer works with us who helped me with that.
Speaker 2 00:29:21
But, we need to make sure everybody is aware because I didn't know there was an S P S plus and I didn't catch it, um, because I don't have that knowledge to catch it. And. So we're missing, and we got to purchase media converters for Ability First for camp for a couple of switches. Um, P O E plus I was not aware of. Um, And so we have one switch. That's not even viable for a location that we have to switch things around get an injector. Which all of this okay. Ability First is fine with with because there's some other good things that came out, But um I think, maybe if we could somehow I don't know how we could do this, and this something I'm going to look for Mike and Jason to help how we could do better training for things like this. Because basically what the project was was to change like for like and upgrade all of the equipment at camp to new Meraki systems.
Speaker 2 00:30:16
So we got new APs in, we got new switches, firewall, everything. Um, but I do need some help with that. We are going to get media converters. I got to get those over to camp as soon as possible. We do need a PoE plus injector um to get that over the campus as soon as possible. Everything else. And that's the bad part about the project, but all the good parts uh, we have better coverage than what we needed. So just a heads up for you guys I don't want to say all the bad uh to the point that we had to move around some. APs and put them elsewhere because they weren't needed because we didn't need that type of coverage that we thought we did with the new equipment that's out there. So, We do have some really good things that came out of camp that we found when we did the upgrade. And overall, Ability First is satisfied with what we did. Um, But we do do you got to get the media converters up there and POE plus injector that we didn't know about.
Speaker 1 00:31:08
How how soon how soon can you do that Chris? And who do you need to get that done?
Speaker 2 00:31:12
So Comdruct is going to do it for us. They're going to be out there on Friday. I am waiting on Comdruct to get back to me to tell me how much of what we need, and once I have that, I can get that over to procurement and get them to order it. And then I can either go up on Thursday with Comdruct, or I can go up Thursday by myself or I can go upum Friday and do it myself. Okay. Okay, well enough about networking and cabling to do that. I just don't know the other side of it so.
Speaker 7 00:31:41
So here's, I I have an answer for you, sort of. Um, I'm gonna set. I'm gonna drop it in the chat. So Meraki and I shared this with a couple people already. They have a sizing tool, and so if you pick the switch that you want, Uh, it asks you those questions about P, O E and about uh stacking and um you know, power supplies and all these things. You know what how many ports and it asks you those questions up front. So when you go to scope it or. You know, it has all those features built in. Like it'll tell you exactly what you need. So I don't know if whoever scoped it, didn't use this tool, or they made some assumptions, but this will eliminate some of that for you as you walk through it. It'll tell you exactly what you need.
Speaker 2 00:32:26
Gotcha That that would be that's perfect. Um, I just clicked on it right now. So You can take a look at that,
Speaker 7 00:32:31
Just play around with it see if would solve that problem. Like I don't know exactly what switch you were missingum but see if.
Speaker 5 00:32:39
We just need a product catalog to go along with that, Jason. Yeah, the part that she's saying that they didn't have the right SFP module. Yes, the interlink switches. So that wouldn't probably come up on the Meraki sizing tool, but the Meraki sizing tool can be part of it for sure.
Speaker 5 00:32:55
Um, I know exactly what what happened with Christy. This is okay. One of those things I think a product catalog that you can choose from, will help remind you and then help you ensure that we're ordering. Not just some random Amazon SFP module. We already have one or two that we can choose from.
Speaker 7 00:33:13
So this doesn't have any of those options for, doesn't have any of that?
Speaker 2 00:33:19
I don't know. I mean, I clicked on one just now and it doesn't have it. So because I we we chose PoE, I didn't know that it needed PoE plus. That's that's where we're coming into those kind of issues. So they're easily solvable, And, it's easy for me to get up there and switch them out because everything they left, everything with maps and everything for me. So, um, And we did have equipment left over that I got to figure out what we can do with because the coverage is so much better. They're able to get far more coverage than they had before, Which is amazing because they built some ADUs on site that didn't have any network capability. Oh nice. Yeah. So overall ability first is extremely high.
Speaker 2 00:34:04
Um, but we do have a little tweaks that we need to get this. And I didn't know when the person helping spoke with me, didn't catch it. I don't even know if they knew.
Speaker 1 00:34:14
Okay. Well, I guess, yeah. So so things like this. Let's try to, you know, let's try to get in front of I. Don't know if we had all the right network people involved on this or if we were, you knowum. If we trusted the vendor on this one, or our network team needed to be more engaged, Or if we just couldn't have caught this one? Or what on this particular case. Butum maybe next time we can I don't know did Gabby or Kevin go up for this one, or did we use the vendor for this one? Or what happened on this one Chris?
Speaker 5 00:34:48
We, just we have to have a questionnaire form that we probably catch it. Because in this case, if you're using an SFP module, it's because the distance is past 300 meters. Yeah so, If, you are just looking at a quote, and you don't know that the switch distance is beyond that, you would never think," Oh, do you need an SFP module?" But if there is a if we create it, yeah.
Speaker 2 00:35:08
But no, sorry. The person had been up there before; that was helping me with it. So they had seen the site. It's just I think the P O E plus is the one that got us media converters. That's fine; we can ship those up. Um, it's camp. So, camp is a big it's a big outdoor place. Uh, it's twenty eight acres. Okay. Okay.
Speaker 1 00:35:38
All right. Anybody have anything else for IDs?
Speaker 5 00:35:41
Uh, Yeah I do Um. Um I was working with April last week. Um A lot of our locations have a lot of our clients have remote sites, and we used to have a repository. Where we kept aum a list of local vendors that were approved. Um, but I we don't know where that lives now. I think Marvin used to do that before, right April? Is that about right?
Speaker 1 00:36:07
We should check with him. You're on mute April.
Speaker 3 00:36:12
Yeah, which vendor? Like.
Speaker 5 00:36:15
For lions got like twenty and yeah go ahead Pete.
Speaker 1 00:36:18
We got a lot of we we have several customers April that have locations that are outside California all over the the U S, right. And when we don't have boots on the ground there and we need to send somebody out to do something, we need a, we need an approved vendor to go dispatch. And we need to be able to do it quickly. So I thought we had on a list of approved vendors for some of our like locations like Lyon and, and some other. Yeah, the only so other.
Speaker 3 00:36:47
Thing that I know is for a lion, which isum in ITG. So yeah, I think it's move over toum Hudu, but let me send it to you laterum Mike so you can check.
Speaker 6 00:37:02
I think Mike's just asking like where does it live? Like who is the owner essentially? Because yeah, like should it be help desk? Should it be admin?
Speaker 3 00:37:13
Should wherever in the pastum, Help us is requesting us to send him like the list of, um, Already send us the details of the client that needs like a third party vendor, to work on a certain task. And, then we're the ones who reach out to these vendors to get a quote. Of how much, um, they're have to pay them to do the job. Um. But. And then from there um, we'll go reach out to help desk and connect with the vendor to tech, who will.
Speaker 3 00:37:46
Or certain tasks. So yeah,
Speaker 1 00:37:49
We just need to figure out what the best way to do that is because we don't want just like a somebody off the street either. We want we want to make sure it's a good it's a good vendor, right? Somebody that's going to represent Crimson in a good way.
Speaker 3 00:38:02
I think it's an old list as well, so I'm not sure if it's updated.
Speaker 5 00:38:05
Yeah has to be mom and pop shop can't be an MSP. And then we also have to prearrange billing in advance what that bill rate is and make sure they they can bill us. And then you know, right.
Speaker 2 00:38:16
We, We do have I mean, we do have the evolve groups where they're under contract, and they can't with us, like, not with us, but they're not allowed to poach any of our clients if we send them their way if they have MSPs in that area or offices in that area, right?
Speaker 5 00:38:32
That'd be a great resource. Yep,
Speaker 1 00:38:33
And that's what we usually do if we have a one z two z kind of thing, or if we have a one off, that's what we did in Texas for Iron Gate. So, but but if we if we can get the list of lion locations, we can try to do that. Butum if we have other locations, we can do that with it. We can try to do that as well. If you can get it to Olivia before the end of the business, she can take it with her today tomorrow.
Speaker 3 00:38:56
Yeah, Olivia I think Patrick recently requested the same request to me. I think that was two weeks ago so.
Speaker 6 00:39:03
Yeah, That's that's the same exact request that me and Mike were talking about April because that's why we were like. Yeah. Yeah.
Speaker 2 00:39:12
I'll have his call in Nashville because that's the only location. I know that we have.
Speaker 1 00:39:19
Well, anybody else? Anybody have anything else for ideas? I'm going to need to jump here in just a minute.
Speaker 6 00:39:27
Oh, I was just going to say on ITG side of things, Mike and Pete already know so Pete, if you need to drop, but um if you guys need anything on ITG, Pete, Uh myself, Monty and Vince, all and Anton all still have access to ITG until the 10 th. Um. So if you guys need anything, please reach out to one of us, and we can get you that information.
Speaker 1 00:39:50
Does Anzor have access too? Olivia?
Speaker 6 00:39:52
No I I removed Anzor's access. You want me to give it back?
Speaker 1 00:39:56
I would give it back to him just in case because you know, he's going to try to get a hold of you while you're involved. And then Yeah, I'll go back okay.
Speaker 1 00:40:08
Okay. Anybody have anything else?
Speaker 5 00:40:12
Um, I do, but Pete, you can drop. This is forum um I wanted to find out if we are setting a separate timeline for validation of of the documentation moved over.
Speaker 6 00:40:24
Oh oh forum just like cleanup? Yeah.
Speaker 5 00:40:30
Cause some of the counts look like they were just a straight import from IT group.
Speaker 6 00:40:34
Well and some of them like the people who, Like waited last minute, it is basically a straight import. Yeah, essentially so. Yeah, I need to when I come back from evolve, I'm gonna talk to my team about that. But yeah, I i'm gonna set. I don't know. But they go just because some people actually already did it. So I just need to look through and see, you know. What was just like straight up copied, like I know Barker and Project Angel Food. Yeah. Yep. I know that those two already so like and I already talked to the tech who was assigned to that. And she specifically said that she was going to come back and do it. Soum I'm going to make my list and then I'm just going to basically be bugging all the texts and creating a timeline of when it's due. Yeah, perfect. When we get our results.
Speaker 5 00:41:31
Yeah, and then um I'm happy for, For Project Angel Food, I'm happy to try to help, but I just want to make sure we have we're on top of that. Yeah. Anything else? No. Oh yeah, um I've got one more thing so um. Maybe this I don't know how we're gonna how we're gonna organize this, But one of the things that I'm supposed to be getting from the client champs. My understanding is we're supposed to be getting feedback like on repeat tickets, Um issues that are coming up that maybe we can get in front of like just feedback on tickets. I haven't heard anything yet, So I was wondering because one of the initiatives I want to work on this year is trying to identify our low margin accounts and see what we can do to improve the margin.
Speaker 5 00:42:26
Like our low performing accounts, what can we do to fix it, improve it, get better margin? So I don't know if we have a way to identify margin per account. And then at least when it comes to tickets, If we can get some feedback on like recurring issues or like have they do, they have five printer tickets for the same printer? Maybe we got to replace the printer.
Speaker 6 00:42:47
Yeah. Um and I have my champion sync up uh two thirty. Mike, so I'll I'll mention it in that in that meeting. Okay. Cool. But yeah.
Speaker 5 00:43:02
Yeah. That's it for me.
Speaker 6 00:43:06
Great, anything else? I have err.
Speaker 5 00:43:11
Now let's It was it was 83 when the err finally was able to work. Oh. My gosh, that's miserable.
Speaker 2 00:43:21
And you guys didn't hear what happened to me this morning, so. It was fifty.
Speaker 5 00:43:28
I'm glad you look okay. You don't look like you've been sitting in eighty three degree. No,
Speaker 2 00:43:33
I am hot. I am very hot right now because I've been hot flashing, But I also got stuck in an elevator for two hours today. Oh oh,
Speaker 5 00:43:42
So that's scary.
Speaker 2 00:43:43
I did not even make it to show. I It was at my apartment. I they got it got. Stuck between floors, it took them two hours to get me out. And I just came back to my apartment and sat down and just started working.
Speaker 5 00:43:57
That's scary. Well, I am glad you are okay.
Speaker 2 00:43:59
Yeah, no, It's actually been a better morning because I got a lot of shit done because nobody was walking into my office bugging me. I did i am working on Wednesday trainings, and i am working on some advanced trainings. And uh, i am really excited because avalon is. I don't have to worry about them until I get back from vacation. Cool. Let me double check that. Yeah, it is. I don't have to worry about that until the seventeenth So, I am super happy.
Speaker 5 00:44:29
Okay, Oh Jason, Just reminder, find something on this week whenever your schedule's probably tighter than mine. So whatever you are available,
Speaker 3 00:44:36
Let me know Um Christyne Yes When. Are you going to be out? I need to add that on Pete's calendar.
Speaker 2 00:44:43
Next week He, he approved most of it weeks ago. And, but then he uh then I made a mistake, and he approved the rest of it. I put in a space for vacation.
Speaker 3 00:44:55
That's for the whole uh that's for the whole week, eight to twelve June eight to twelve.
Speaker 2 00:44:60
Yep, I have I'm I have I have great plans. I have the ability fest, food and wine fest for any of you guys that are going. I am going, And then oh yeah, that is the last you will see of me for an entire week.
Speaker 7 00:45:14
Christy, is it is it a fundraiser also?
Speaker 2 00:45:17
Yeah, yeah. Wear linen, wear like think spring garden attire. Um, So I am wearing my either my either my white linen pants or my tan linen pants and a nice shirt blazer. Um. And tennis shoes. I am wearing tennis shoes. Don't wear heels because it's outdoors, Um It's a very gorgeous place, and there is a lot of really great food. So okay. And wine,
Speaker 5 00:45:44
Of course. Mike,
Speaker 2 00:45:46
Are you coming? To what? Uh. The ability for our social groups. Oh,
Speaker 5 00:45:53
The ability. No, I can't make it that weekend.
Speaker 2 00:45:56
Darn! I was looking forward to hanging out with your wife again. I had fun with her at the Christmas party.
Speaker 5 00:46:00
Yeah, Yeah now, maybe maybe the next one. But we've got a lot of things coming up before they leave for Italy. So kind of a hectic month and a.
Speaker 6 00:46:07
Half No, I can't either I have a prior commitment, I know he texted me. I'm so sorry.
Speaker 2 00:46:16
Jason, do you hear me?
Speaker 7 00:46:18
So bring some money and for the fundraiser, is that right?
Speaker 2 00:46:23
I'm bringing grandma. Grandma is my godchild's grandmother and she's an amazing person, But I was being very selective on who I brought this year because I was bringing someone I knew that could use a break.
Speaker 7 00:46:36
Got it.
Speaker 5 00:46:38
Awesome Just don't get just don't get Vince drunk at this event. Is he going? I don't know.
Speaker 2 00:46:45
He had me a little concerned last time, just a little. I was about to go mama bear on him. Olivia has never seen me go mama bear on somebody, and that would have been one of the few times. So I.
Speaker 7 00:47:05
Don't plan on getting drunk, but.
Speaker 3 00:47:07
Monty's going to.
Speaker 2 00:47:09
Okay, good job Monty. So.
Speaker 2 00:47:13
Monty dances on tables. So we should go with that. He.
Speaker 5 00:47:21
Always saves up for the Christmas party.
Speaker 2 00:47:26
Yeah, Her and don't put her and Cheryl and alcohol in the same room with tables and good music. Oh no. Yeah,
Speaker 5 00:47:36
But we'll see you there, okay?
Speaker 6 00:47:37
I got to put some next one so. Jason, you got a minute? Can I give you a call? Bye. The film was shot in black and white.
04-15 Meeting: Copilot Deployment Differentiators and Intune/MDM Audit for Alir
\## Meeting Information
\> Date: 2026-04-15 14:57:02
\> Location: [Insert Location]
\> Participants: [Mike] [Christi]
\## Meeting Notes
\- Topic Title: Differentiators for Copilot Deployment Proposal
\- Mike is drafting an email and wants an additional differentiator to compete with Burwood, a large MSP in Chicago with high rates.
\- He researched customized Copilot deployments and proposes department-specific agents (e.g., HR policy agent, sales proposal agent), which he does not see in Burwood’s scope.
\- Christi has been writing about agents and is beginning work on Copilot; she agrees customized agents are feasible and can be delivered.
\- Conclusion: Mike will include customized, department-specific agents in the email as a differentiator, and Christi confirmed she can deliver that work.
\- Topic Title: Concerns About Intune/MDM Configuration at Alir
\- Mike is concerned Alir’s MDM/Intune policies are misconfigured (e.g., users in an exclude group), and if the competitor starts executing before fixes, it will reflect poorly.
\- Jason and Matt have been working on Intune policies; Soryos had focused on Belay, not Alir.
\- Christi offered to run an audit of Intune/MDM but cannot fully “knock it out” due to time constraints; she will coordinate with Jason.
\- Conclusion: Christi will connect with Jason today to run an audit on Alir’s Intune/MDM configuration.
\- Topic Title: Pricing Observations vs. Burwood MSP
\- Burwood’s quoted rates are around “three hundred bucks an hour.”
\- Christi notes her rate aligns with that and comments on MSP pricing dynamics.
\- No decisions were made on pricing changes.
\## Next Arrangements
\- [ ] Christi to connect with Jason today and run an audit on Alir’s Intune/MDM configuration.
\- [ ] Mike to include customized, department-specific agents in the proposal email.
\- [ ] Coordinate with Jason and Matt regarding current Intune policy status and findings from the audit; identify immediate remediation tasks and owners.
\- [ ] Define departments and scope for proposed agents (e.g., HR policy, sales proposals), including deliverables and preliminary timelines.
\- [ ] Align with Pete, Ansel, Jason, and Matt on responsibilities and priorities for Intune remediation and agent development.
\- [ ] [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. Define the specific departments and scope for the proposed customized agents (e.g., HR policy agent, sales proposal agent), including deliverables and timelines.
\> 2. Establish a remediation plan for Alir’s MDM/Intune issues after the audit, with owners, milestones, and risk mitigation steps.
\> 3. Clarify communication to stakeholders about current MDM risks to prevent misunderstandings if the competitor initiates changes before fixes are applied.
\> 4. Confirm alignment with Pete, Ansel, Jason, and Matt on responsibilities and priorities for Intune remediation and agent development.
\> 5. Document whether any pricing or positioning changes are needed to compete with Burwood’s offering and rates.
Apr 15, 2026
Speaker 1 00:00:01
Hey Chris, okay, so I am composing the email for for um. And I feel like I need one more carrot to dangle. Um, so I looked up examples of customized Copilot deployments. And, the one thing that stuck out was potentially building department specific agents like an H R policy agent, or like a sales proposal agent, which I don't see in their scope of work.
Speaker 2 00:00:32
You've been reading my blog posts, haven't you?
Speaker 1 00:00:34
I no, actually I just I just looked this up throughum chat GPT. Ah. But did you post something like that?
Speaker 2 00:00:43
Um. So I've been writing about agents recently, but not I haven't been doing as much copilot, but I was about to start working on copilot. Okay.
Speaker 1 00:00:58
Is that a carrot you think I can dangle? Cause I looked at the scope of work and it's pretty much generic. Nothing specific to Lear.
Speaker 2 00:01:06
Their scope of work or ours?
Speaker 1 00:01:09
The Burwood scope of work.
Speaker 2 00:01:10
Oh yeah, it is pretty generic. Right. It's pretty cookie cutter, assuming there's a lot of things in there we don't normally put in, but that would be good, but yeah. Soum.
Speaker 1 00:01:24
Is that something I can? Is there anything else you can think? I need, I need like another differentiator. You know. Uh. Because this by the way, Burwood, they're a big ass MSP based out of Chicago.
Speaker 2 00:01:37
Yeah. I mean when I saw that quote, I was like, damn, I am not charging enough. That was my first thing.
Speaker 1 00:01:46
Saying that MSP we probably aren't, but that MSP is also expensive. They're like That's a two hundred. Plus employee MSP and their rates. If you looked at the at the thing, was like three hundred bucks an hour or something.
Speaker 2 00:02:01
I mean that's my rate. Yeah. I am working for the wrong MSP.
Speaker 1 00:02:11
I am not leaving. So we have to uh I need something to, I feel like the email looks a little light, yeah. So if I so that's why I wanted to ask you, I wanted to include that to dangle the carrot to get them because I'll be honest with you, Chris. I don't want that other company doing because the MDM is all fucked up. And if they go into Intune policies. That's gonna look really really bad. Who's.
Speaker 2 00:02:39
Who's been working on the Intune policies?
Speaker 1 00:02:41
Uh Jason and Matt, I think. But this, I've been bringing this up forever and then you knowum. We brought in Soryos, who pretty much was looking at Belay. We weren't looking at Alir. We were focusing on Belay. Okay. But I told, you know, this you've heard me bring this up multiple times to everybody.
Speaker 2 00:03:02
Yeah, because I did ability first and I did uh I'm doing Sharpshark now.
Speaker 1 00:03:07
Yeah, So something's wrong with Alir's MDM. So thatum you know, it's just it's not working so everyone's in the exclude group or something to that effect.
Speaker 2 00:03:20
Do, you want me to take another look at it for for you on the MDM issues?
Speaker 1 00:03:24
Uh, yeah. Well, I mean, just not for me, but for for Crimson. Work with check with Jason though. I know Jason and Matt, you know Pete put Jason and Matt on it. But if that's something, you can just knock out by all means.
Speaker 2 00:03:36
We just I can't knock it out because I don't have time, but I can run an audit on it and haven't done an audit on them in a while and see what's configured on Intune.
Speaker 1 00:03:46
Yeah, Whatever whatever we can do, because my concern is if they go with that company and they start executing and we don't fix it in time, that's going to look really bad.
Speaker 2 00:03:55
Yeah. Yep, one hundred percent. I'll get with Jason uh sometime today.
Speaker 1 00:04:01
Okay, and then the what's it called theum the customized agents?
Speaker 2 00:04:06
Yes, that that I can yeah I can yeah That one I can knock out.
Speaker 1 00:04:11
Awesome okay, I'm gonna include that, then thank you. I just wanted to be a green light before i sent the email.
Speaker 2 00:04:16
I'm surprised Pete and Ansel haven't jumped in on it or Jason.
Speaker 1 00:04:20
I don't know. Okay, cool. Thanks. You're welcome. Bye- bye.
—
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04-16 Meeting: ScalePad Integration and AI Article
> Date: 2026-04-16 14:09:37
> Location: [Insert Location]
> Participants: [Anzor] [Christi]
---
## Meeting Notes
### Praise for AI Article
- Anzor praised Christi for an AI article she wrote, calling it "amazing."
- He suggested publishing similar high-level articles on the Crimson website.
- Anzor emphasized that the articles should be signed by Christi to reflect their CIO-level origin.
### ScalePad Integration Issue with "Sharp"
- Christi reported an integration issue where ScalePad could not find a client named "Sharp."
- The issue occurred when attempting to add a PSA in ScalePad’s compliance readiness assessment.
- Anzor and Christi investigated and identified a naming inconsistency:
- In ScalePad, the client is listed as "Sharpen Barber Floyd."
- In ConnectWise, the client is named "Sharp."
- All assets are associated with the "Sharpen Barber Floyd" entry.
- **Conclusion**: The name mismatch is the root cause of the integration problem.
---
## Next Arrangements
- [ ] Christi to open a support ticket with ScalePad to resolve the client name inconsistency and investigate the underlying cause of the mismatch.
- [ ] Christi to remind Dr. Barber to respond to Anzor’s dinner invitation email.
---
## 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 why the client name is "Sharpen Barber Floyd" in ScalePad but "Sharp" in ConnectWise was not identified, only the symptom. The ticket to ScalePad should address correcting the name and potentially investigating the cause.
Apr 16, 2026
Speaker 2 00:00:01
Hi. Hello, hello. How are you? Good, how are you?
Speaker 1 00:00:06
Good, I am getting ready for a two thirty meeting with Doctor Barber and. Awesome.
Speaker 2 00:00:11
So yeah, So man I gotta tell you that article you've put together that's amazing, right. Like amazing I think, these are the type of articles. We also want to be putting on Crimson website and I. Thinkum these are the type of articles we want to be sending to our uh people like. That level, that's a level, right? And it needs to be signed by you, so it's clear it's coming at CIO level and all of that. But uh that AI article was something else. And maybe because I understand it deeply, it just resonated so much. But it was wow. So amazing job dear. Okay what um.
Speaker 2 00:00:53
What's not working? Because I didn't see that in the integration issues and I am seeing the integration is in place.
Speaker 1 00:01:01
Yeah, so it's a sharp one. If you go back to the issues page. So This.
Speaker 2 00:01:14
Is inconsistent name. Yeah.
Speaker 1 00:01:19
Whenever I try to do something in ScalePad for Sharp, it just says that it can't find it.
Speaker 2 00:01:31
How can we uh so it's not giving me anything about Sharp. So no issues here. Okay. Home, Lifecycle Manager.
Speaker 1 00:01:51
Yeah, If you go in there and you go to my compliancy, uh not my compliancy report under the assessments, and you try to add a PSA. Are you here? Are.
Speaker 2 00:02:04
You talking about a client?
Speaker 1 00:02:06
And then go to assessments under discover. And then go to the compliance readiness assessment.
Speaker 2 00:02:15
Which one? Compliance readiness.
Speaker 1 00:02:17
Mhm. And then, Click on PSA to get the plus sign next to the sensitive handling and data classification.
Speaker 2 00:02:31
Yeah, so contact support, open PSA.
Speaker 1 00:02:37
And I think it's because in ConnectWise we have it different. Oh, it's just under sharpened. Yeah. And in the scale pad, it's listed as Sharpen Barber Floyd.
Speaker 2 00:02:60
Mm- hmm. This year. Yeah. So, uh, Can we what can we do so.
Speaker 1 00:03:10
Go to if I remember correctly.
Speaker 2 00:03:15
Sharpen overview?
Speaker 2 00:03:20
Uh, where did it pick this name from?
Speaker 1 00:03:23
See, I don't know. Um, go to the settings. Hold on. Okay.
Speaker 2 00:03:29
Let let let let let's just quickly take a look at this. All clients. Aha! That's your issue. Yeah There is sharp.
Speaker 1 00:03:45
Yes Okay So that that explains a lot.
Speaker 2 00:03:50
That's why it's not working.
Speaker 1 00:03:52
But the problem is, is all the assets are going under Sharp and Barbara Floyd.
Speaker 2 00:03:57
So just open the ticket with Scale Pad. Okay. And they're pretty fast to respond. Yes. Right? Yep Awesome.
Speaker 1 00:04:09
That that makes a lot of sense Okay perfect Um yeah That's all I have I'm gonna I've got a bunch of things I gotta cover with them today and I wanted to pull up some of these reports Uh.
Speaker 2 00:04:19
Push him. I'm asking him for dinner. I want to make sure he responds to my email and tells me when.
Speaker 1 00:04:25
Okay, yes, thanks. You're welcome. Bye- bye.
06-03 Consultation: Azure-Based Project Management App Migration and AI Governance for Construction
> Date & Time: 2026-06-03 11:03:14
> Location: [Insert Location]
> Customer: [Insert Customer]
## Overview
The discussion evaluated a prototype project management app built by a director of construction (“Evan”) using Base44, assessed enterprise risks (hosting, code ownership, compliance, governance), and planned a secure, in-ecosystem path forward. The customer currently uses Procore, which they find overly complex and expensive for their needs; they use only a small subset of its capabilities. They have an AI governance committee with several power users experimenting with tools like Copilot, Claude, and Gemini under a policy prohibiting proprietary data in external tools. The primary challenge is balancing innovation from power users with enterprise security, governance, and control—especially if replacing Procore before its agreement expires at the end of the year, with an estimated potential savings of 40 grand. Desired outcomes include migrating the prototype into the company’s Azure environment, establishing policies and guardrails for AI app development, and potentially adopting higher-tier Claude licenses for a small group of power users.
## Background
- The customer’s governance committee includes high-powered AI users fluent in Copilot, Claude, and some using Gemini. Company policy favors Microsoft Copilot and prohibits proprietary/sensitive data in external platforms.
- A director of construction (Evan) built a prototype project management app in Base44 under a low-level, credit-based subscription, modifying it via conversational AI to suit his workflow.
- Current enterprise tool: Procore. It is seen as overkill and complex (about fifteen steps to set up a project with integrations), while the company uses only a small subset (submittals as mini workflow, action plans as punch list, inspections for reporting). It’s very expensive and underutilized.
- The consultant (Christi) advises Base44 is suitable for prototyping only due to code ownership by the platform. Base44 is SOC 2 Type II and ISO 27001 certified and has enterprise governance controls at higher tiers, but production deployment is not recommended outside the company’s ecosystem.
- Proposed direction: Rebuild/host the app in Azure using Claude Code (or Microsoft Copilot’s emerging app builder, Frontier) to keep data, security, and governance within the company’s environment.
- Claude pricing shared: $25 per month for basic chat/cowork users; $100 per month for higher-tier power users; minimum 5 users. Some users may require even higher plans (consultant mentioned using a $200 personal plan).
## Pain Points
[Overkill and cost of Procore relative to actual use]
**Procore is excessively complex and costly for the company’s needs, and only a small fraction of its features are used.** Impact:
- Financial: The agreement’s renewal by year-end could be avoided, with “40 grand” of potential savings if replaced.
- Operational: Setup requires about fifteen steps with integrated modules (contacts/data across modules), causing friction and wasted time.
Current Situation:
- Using submittals as mini workflow, action plan as punch list, inspections for reporting—only a tiny sliver of Procore’s capabilities.
Quantitative Metrics:
- “About fifteen steps” to set up a project; potential “40 grand” savings by end-of-year if replaced.
Examples:
- Property managers and project setup processes burdened by unnecessary complexity.
Context:
- Organization is not a developer; Procore feels like “killing an ant with a bazooka.”
Stakeholders:
- Director of construction (Evan), property managers, governance/IT leadership, finance.
[Shadow innovation vs. enterprise governance and security]
**Power users are prototyping and building solutions on external tools (Base44, Claude, etc.) that fall outside enterprise oversight and control.** Impact:
- Security/compliance risk (code/data hosted externally; unclear licensing and code ownership).
- Fragmentation (“wild west” environment), onboarding complexity (even getting into the Base44 sandbox “took more than a few tries”).
Current Situation:
- Policy allows experimentation without proprietary data, but reliance on external platforms persists.
- Base44 prototype exists under a low-level subscription; enterprise controls would require higher-cost tiers.
Quantitative Metrics:
- Not numeric beyond subscription tiers; minimum of 5 users for Claude enterprise tiers ($25 and $100 per month levels mentioned).
Examples:
- Evan’s Base44 app; marketing person built a website using Claude; some users still go to Chat tools despite Copilot availability.
Context:
- Company wants to steer users to solutions within its own ecosystem (Microsoft/Azure).
- Base44 owns code by default; even if SOC 2 Type II and ISO 27001 certified, production hosting there is undesirable.
Stakeholders:
- IT/security/governance leads, power users (Evan, marketing), property managers, vendor (Base44), consultant team.
[Usability gap between user-friendly prototyping and enterprise-hosted solutions]
**Evan values Base44’s conversational, rapid on-the-fly modifications, but equivalent ease-of-use in the company’s environment is uncertain.** Impact:
- Adoption risk if the Azure-hosted version lacks similar conversational modification capabilities.
- Increased dependence on IT if self-service changes are harder.
Current Situation:
- Consultant uses Claude Code via terminal or chat to build and modify apps; exploring Copilot’s Frontier app builder.
- Need to identify tooling/UI that allows safe, controlled, conversational modifications for selected power users.
Quantitative Metrics:
- None given.
Examples:
- Evan asks Base44 to apply changes to task infrastructure and it “just does it.”
Context:
- Consider limited higher-tier Claude licenses for ~“four users” doing modeling/app building.
Stakeholders:
- Evan and small power-user cohort, IT/security approvers, broader end users (property managers).
[Onboarding, access, and control challenges for external platforms]
**Inviting staff to external sandboxes and maintaining consistent access controls is cumbersome and risky.** Impact:
- Productivity drag due to access issues.
- Potential support burden for IT if non-IT users struggle with platform invites and environments.
Current Situation:
- Even inviting the speaker into Base44 workspace took multiple attempts.
- Enterprise controls in Base44 exist only at higher-cost enterprise tiers.
Quantitative Metrics:
- None beyond qualitative “more than a few tries.”
Examples:
- Property managers’ future access would likely be even more challenging than for IT leadership.
Context:
- Preference for Azure-hosted solution with company SSO, governance, and RBAC.
Stakeholders:
- IT admins, property managers, director of construction, security/compliance.
## Expectations
[Deploy a slimmed-down, secure project management app within company ecosystem]
**Build and deploy a project management solution in Azure that matches the prototype’s core functions while meeting enterprise security and governance.** Timeline:
- Aim to have it ready to begin migration in Q4 and replace Procore by the end of the year.
Resources Required:
- Consultant to draft SOW, assess the Base44 prototype, and rebuild in Azure using Claude Code and/or Copilot (Frontier) app builder.
- Possible Claude Teams/Enterprise licenses for a small power-user group (minimum 5 users; $25 or $100 per month tiers).
- Azure resources for hosting (consultant example costs “about a hundred and fifty dollars a month” for a more complex internal tool).
Success Metrics:
- Functional parity for required features; secure hosting in Azure; role-based access; acceptable performance and user experience.
- Cost avoidance of “40 grand” by year-end; reduction in setup steps and friction compared to Procore.
Stakeholders:
- Director of construction (product owner), IT/security/governance leads, property managers (end users), consultant team.
[Establish governance and policies to manage AI-powered development]
**Create a clear policy and framework that enables innovation by power users while enforcing security and data protection.** Timeline:
- Begin immediately; align with app rebuild timeline; support decisions within the next six months.
Resources Required:
- Consultant to run an AI survey, hold a workshop with staff (in-person Friday session offered), and draft governance documents with guardrails.
- Policy sign-offs for higher-tier Claude users (trust plus signed policy “I’m not going to do X, Y, and Z”).
Success Metrics:
- Reduced use of external tools for company data; consolidated development in Azure; clear roles/permissions for app modifications; streamlined onboarding.
Stakeholders:
- Governance committee, IT/security leadership, power users (Evan, marketing), end users.
[Evaluate and potentially adopt higher-tier Claude licenses for select users]
**Provision upgraded Claude licenses for approximately four power users to enable safe, efficient app building and iterative changes.** Timeline:
- Decision alongside SOW and rebuild plan (within next few weeks/months).
Resources Required:
- Claude Teams/Enterprise procurement (minimum 5 users; $25 or $100 per month tiers; some cases may need $200 plan personally noted by consultant).
- Integration with company identity and policy controls.
Success Metrics:
- Faster iteration cycles comparable to Base44 experience; decreased reliance on external development platforms; adherence to policy.
Stakeholders:
- Power users (Evan, marketing, IT leaders), procurement/finance, IT administrators.
## Other Information Summary
- Base44: SOC 2 Type II and ISO 27001 certified; enterprise governance controls available only at enterprise level; platform owns code by default.
- Consultant showcased Azure-hosted internal tools with approximately $150 per month cost for a more complex backend; confirms feasibility of hosting app and database entirely in Azure.
- Copilot’s new app builder “Frontier” is emerging; consultant plans to explore it during vacation and follow-up after returning on the 14th–15th.
- Consultant proposes sending an AI survey to gather staff needs (agentic workflows vs. app building) and conducting an in-person Friday workshop.
- The customer’s marketing team previously used Claude to generate a website; hosting considerations remain important.
- Access issues: Joining the Base44 sandbox was challenging; concern that property managers could face greater difficulties.
- The governance lead wants to avoid a “wild west” of disparate tools and reinforce using solutions within the Microsoft/Azure ecosystem.
- The consultant runs a blog with an upcoming post on securely rolling out AI in companies; will share resources post-vacation.
## To-Do List
- [ ] Send Statement of Work (SOW) draft outlining assessment of the Base44 prototype and rebuild plan in Azure. Deadline: after consultant returns on June 14–15, 2026. Stakeholders: Consultant (Christi), IT/governance lead, Evan.
- [ ] Provide access/invite the consultant to Evan’s Base44 workspace to review the prototype and estimate replication effort. Deadline: before the Friday meeting with Evan (the week of June 3, 2026). Stakeholders: IT/governance lead, Evan, Consultant.
- [ ] Conduct an AI survey to identify staff needs (agentic workflows vs. app building). Deadline: send after consultant returns on June 14–15, 2026. Stakeholders: Consultant to draft; customer to distribute.
- [ ] Schedule and hold an in-person Friday workshop with staff to capture requirements and define guardrails/policies. Target: late June 2026. Stakeholders: Consultant, governance committee, Evan, property managers.
- [ ] Decide on Claude Teams/Enterprise licensing for ~4 power users (tier selection: $25 vs. $100 per user per month; minimum 5 users). Target: align with SOW approval (June–July 2026). Stakeholders: IT leadership, procurement, governance.
- [ ] Define Azure architecture for the app (web app, database, authentication/SSO, RBAC, logging) and estimate monthly run costs (reference: ~$150/month example). Target: with SOW. Stakeholders: Consultant, IT/cloud team.
- [ ] Perform gap analysis vs. Procore (identify must-have workflows, reports, and data migration scope). Target: early Q3 2026. Stakeholders: Consultant, Evan, property managers.
- [ ] Draft and approve AI development and usage policy addendum (tooling, data handling, code ownership, modification privileges). Target: early Q3 2026. Stakeholders: Governance, Legal/Compliance, IT, HR.
- [ ] Plan Q4 migration from Procore to the new Azure app (phased rollout, training, cutover plan). Target: Q4 2026. Stakeholders: IT project manager, Evan, property managers, consultant.
> AI Suggestions
> The AI has identified the client's biggest pain point as replacing an over-complex, costly Procore setup with a secure, right-sized project management solution within the company’s Azure ecosystem before the contract renewal (potential “40 grand” savings).
> 1. Execute a rapid prototyping-to-production path: conduct a 2–3 week assessment of Evan’s Base44 prototype, define a minimal viable feature set, and rebuild core functions in an Azure web app with an Azure SQL/Storage backend, SSO, and RBAC. Use iterative sprints to hit Q4 readiness.
> 2. Enable controlled “conversational” modifications: provision higher-tier Claude licenses for ~4 power users and wire Claude Code (or Copilot Frontier) into a safeguarded dev workflow (feature flags, staging environment, PR approvals) so Evan retains fast iteration without bypassing governance.
> 3. Formalize governance and guardrails: publish a lightweight AI/app-dev policy (no company data in external tools, code ownership in company repos, role-based modification rights), and implement Azure DevOps/GitHub Actions pipelines for reviews, tests, and auditable deployments.
> 4. Optimize for adoption and simplicity: co-design with property managers to streamline project setup steps (target fewer than “about fifteen”), include guided forms and templates, and provide brief role-based training. Track time-to-setup and task completion as early success metrics.
> 5. Plan a low-risk migration: run a pilot with 1–2 projects in Q3, validate workflows and reports, and then schedule a phased Q4 cutover from Procore. Keep a contingency window to extend Procore only if critical gaps remain.
Jun 3, 2026
Speaker 1 00:00:03
Hey Brett.
Speaker 2 00:00:05
Christi, how you been?
Speaker 1 00:00:06
I've been doing great. How are you?
Speaker 2 00:00:09
Busy. Uh yeah, It's I don't know what what's going on today. Uh, but there's just a lot of things. Ium appreciate you scheduling out some time. So the the main item that I think I need to kind of, and you are the uh AI guru and uh all knowing one. So, As it relates to, did you see my email referencing the Base44 product? Yes. Yeah. So essentially I have a gung ho user who's on my I have a governance committee, an AI governance committee, And almost everyone on that call or on that in that committee, they're what I would call high powered users from the standpoint of knowing enough about AI to be dangerous. And many of them are.
Speaker 2 00:01:01
Fluent in um, chat copilot Claude. They all have, you know, at least one of them is a fan of Gemini. You know they all have their draw, their own conclusions on what's better and what works better for them. And whatnot. Obviously, our company policies. We want all of our employees to use Copilot as much as possible because it's within our own ecosystem. We do have like these kind of one off cases where we have individual users using some alternate platforms with the caveat. As per our policy, that you don't put any company data into these platforms, right? Right. So it's anything that's sensitive or you know not anonymized. So, they can, you know they want to draw some like marketing materials or something that that's publicly available anyway. That doesn't really matter, but if you know just nothing nothing proprietary. Um so this one user you know has been.
Speaker 2 00:01:58
Very much, you know, into using Copilot to do all kinds of things. He's the director of construction. He got familiarized with Base44, which I now have checked out a little bit and is, you know, but he's been playing around in it. He's got a subscription that is a very low level subscription. There is basically a number of credits he can use to do this that and the other thing in the platform. But. He's, he basically used the tool, and then you know, is interacting with the AI to do different. Uh you know, to basically create this little app that he wants. And you know, he's using the AI on the fly to kind of make modifications to the app, and he's gotten pretty, you know, adept at using it I. Okay, him, do this on a trial basis to see if it could do what he was kind of envisioning. The goal of what he is envisioning is to create a new kind of like project management.
Speaker 2 00:02:54
App for his own use, right? That is, you know, something that that he feels comfortable with. That is kind of slimmed down. We currently use Procore. Are you familiar with Procore at all? Yes. Okay, so Procore uh is very complex and particularly in terms of its setup, not to mention its use. There's a lot of I don't know how familiar you are with it, but like just just setting up. Project in Procore, particularly if you have an integration like we do, There's about fifteen steps, and you have to make sure that this module has this data, and this module has that data and the contacts come in from here. And it's overkill for us. We're not developers. We really shouldn't be using Procore. It's like killing an ant with a bazooka with too much. They are using it myopically. We have this kind of um we have uh some.
Speaker 2 00:03:51
Basically, their submittals tool operates as a kind of mini workflow. Their action plan tool operates as sort of a punch list for our property managers. And. Then we have a report in there that's kind of leveraging the inspections tool. But it's again, it's all very compared to what Procore can do. We're using just this tiny sliver and it's overkill. It's very expensive and, So Evan just wants to use this now homegrown AI tool or I should say he's creating his own little app for project management using base 44 AI, and that's all fine. But my question now is if he's really serious about this and likes it, and you know it's it's very slimmed down comparatively as to what uh comparatively to what Pro has.
Speaker 2 00:04:51
Um, now, you know, I think there's going to be some time where I'm going to have to kind of handhold them and be like, okay. But, you know that Procore is doing this, whereas your tool doesn't yet do this. And like there's there I think there'd kind of be a gap analysis there. But like I was like, Wait. But just let's put the brakes on before we even like consider migrate and he's seeing dollar signs. He's seeing let's do this. Let's move everything over and we can use this money. I'm like okay whoa from, An enterprise standpoint. So you're saying then we're going to host, Base44 is going to host this thing for us? And then what does that mean? I don't like any of that. Like it would need to be moved, like this app that you've now built, how would that be moved into our own ecosystem? How would it be licensed? How would it be controlled for security purposes?
Speaker 2 00:05:47
Like there's there's too many. I need crimson's blessing on this. I need to understand, like even from the stand, like just me getting invited into the, into like the sandbox that he where he's been building this took, more than a few tries, And then and that's me, we're talking about not not to mention them property managers or whoever else is going to get invited into this. So like I need to understand. How other if if Crimson has other clients or you know of other folks who have built something utilizing this service? And then what happens next once they publish it, does it live there. If so, I don't really like that, but I then is it SOC compliant like I don't know there's a lot of question marks you understand where I'm coming from? Yes, okayum okay. So.
Speaker 1 00:06:38
Let me do one thing for you. Let me tell you my feelings and opinions on this, and this is just my feelings opinions. Base44 is a good tool for prototyping only. I wouldn't leave something out there because it's the code ownership, Um, the platform owns that, and that's something I want to put out there. Um, now is Base44 SOC compliant? Yes, it's SOC two Type two compliant and ISO twenty seven hundred one certified. So those are good credentials. Like that's what I would expect for a company like that. They do have enterprise governance controls, but only at the.
Speaker 1 00:07:36
Enterprise level, probably not at the level he has his account on. So there is that, But you've got to understand it that you're going to have to pay more money to keep it in base forty four and things like that. Now, Can we help him build it and put it on on another system that you guys own? Absolutely. Yeah,
Speaker 2 00:08:02
We could probably do it within SharePoint, right?
Speaker 1 00:08:05
Yeah, well, actually no. You could put it in Azure. I am going to show you an Azure based one that I created. Um, I was trying to get typed in. You know, I am a foster mom and i they do foster kids. But, one of the things I have found myself doing in in the foster system is mentoring and getting kids ready for either transitional housing or things like that. So, I actually built an app and put it on my Azure system, and it's called Counted Doors. Um It is for. Parents, so it is an app. I am going to log in. It is out there; you can log into it. There are tools: I have AI tools out there, I have their fillable forms out there. Thank you so much. Um, I have how to request an IEP, which is very important for foster parents, But I also have things for kids in here—um—you know, how to do budget worksheets and stuff like that—and all my stuff saves in my Adopto.
Speaker 1 00:09:02
Which is like a crimson Azure. So I have my own company that I've built called Adapto, and I have an Microsoft Azure things just like what Wes would have. All of this is built using that and using Claude Code.
Speaker 2 00:09:18
Using Claude? Okay, yeah. Now,
Speaker 1 00:09:21
I don't know this about you guys, so I'm going to ask: Do you have a Claude Teams or Enterprise account?
Speaker 2 00:09:31
We are considering it. We had right now, we have um my, you know, uh, the some other folks on the governance committee, you know have been singing Claude's praises. Obviously I've used Claude as Copilot uses it right. So Copilot now incorporates Claude, which I've really appreciated and have enjoyed doing in Excel. Uh it can do a lot more than what Copilot used to be able to do. But I do understand that if you're on a higher level of Claude that it's a different. Experience and possibly more powerful. So what I'm what I'm kind of thinking about now is, you know, my power users of the world. I'd maybe get a more upgraded Claude license and have that be more enterprise level, which I understand. I mean that's an additional cost. I don't really know how much at this point. Haven't gotten that far, But um but it does make sense to me if we're going to have some, you know.
Speaker 2 00:10:26
Call it four users who are going to be doing that kind of modeling all the time, or you know, that kind of proactive app building. Because this, my marketing uh person built out, basically like just kind of what you're talking about using Claude to create a website. And then you know, it's just a matter of where it's hosted, right? Like. So that's the that's the game plan I think. So maybe. The plat, the maybe one thing that we could talk about, then if you know, I mean, does it really like Procore owns Procore's code too? Like is it yeah, like base 44 owning the code of thatum app doesn't that's not as monumental to me, I suppose yeah, but like it does beg the question. Like, well, why wouldn't we have it within our own ecosystem,
Speaker 1 00:11:23
Right? So you know. Real quickly for you, as far as hosting, you can host it in Azure. Now I'm going to pull, hopefully Omler didn't take this down. You know how he can get sometimes. So I'm going to, I'll resize this so you can see it better. I'm going to go into something we have. It's trying to get me to log in which my network connection is pretty slow right now. I hosted this, it's an internal Crimson tool. I hosted it in Azure.
Speaker 1 00:11:54
So you can't, you don't have to go outside. Find here it is. This the one I built. You don't have to go anywhere for hosting. You can keep it in Azure. Everything's done in Azure database can live in Azure. All of that. This running us about a hundred. And fifty dollars a month, It does a lot more on the back end, But I can see okay, now it's coming up It's a little slow today. I can see everything that the system did um I can cause it's. It's looking at tickets coming in. I can see the tickets that are coming in. I can see what the details are. I can run reports on it. I can see the assignment history, all of that, and that lives in our ticketing system. We're building, um, I've been working on a side project which um, I haven't really i i'm prototyping it now for Onsor, but it's very similar to what i think he's trying to do, which is build a uh, uh project system to track projects. Yeah, we track projects in our ticketing system.
Speaker 1 00:12:52
And, so I was going to build a pretty cool overlay for that in our system, but I think Ansar heard about it and ran with it for me instead. But you can do all of that in Azure, keep it within your ecosystem, keep it within your security. And I can help this guy rebuild it using Cloud Code if he has if And that's why. I asked you about the Cloud team's account. Now, that being said, for pricing. Your basic everyday users that are just going to chat and use cowork is twenty five dollars a month. Your higher tier is a hundred dollars a month per person, And we've set this up for quite a few clients over the last several months. You have to have a minimum of five users, and you just need to select what kind of version that they have. So for me, Anzor gave me the twenty five dollar a month one, however.
Speaker 1 00:13:47
He knows I'm using my personal one for most things, and he knows that I'm pretty strict about what I allow into the system. And I'm on the$ 200 plan because I will max out even on the$ 100 plan. So if you have someone you trust and you put, you have them sign a policy that says," I'm not going to do X, Y, and Z," that could also be that safe option. But, you have to trust the person;. They need to sign a policy. So on.
Speaker 2 00:14:16
And the, So sorry. So the total cost of the of the uh, The ongoing licensing of said built app within the Azure environment would be twenty five per person for the low end of the role, right? So like, The prep The property manager who's just going in to update comments on X Y Z versus or and maybe move tasks along.
Speaker 2 00:14:46
Versus the the Evan, The director of construction or Vinny or me, who would definitely be on the hundred dollar level tier because we would be doing more in terms of modifying some of these. Now I think part of what Evan likes about Base Forty Four is he literally is just kind of he's able to change things on the fly by just telling the Base Forty Four, hey instead of can you apply this to this this um, Task infrastructure to blah blah blah, and it just does it right. Yeah, Like and he I think is, is that something that he, if he has that a certain level could can do. And again, I am not saying I want to open that up necessarily to him, but like is it when you are building this yourself in in your environment? Is there like an uh a chat window where you actually give prompt controls?
Speaker 1 00:15:37
Yeah, It's aum okay. So what that pricing was I gave you was actually for Claude. Which is in Claude Code. And yes to your question. And you've got a couple ways of doing it. I'm going to show you how I do it. I'm in just a terminal window chatting back and forth, and I might switch over and say, hey, I'm going to work on this project. It'll go to that folder and work on that project. Right now, I have it working through some issues on my computer because i made i had updates come out and made some changes, and then i want to make sure that everything is valid.
Speaker 1 00:16:12
So I have it here bypassing permissions, but I'll tell you it's pretty easy. It's just a chat window. I can do it either. I'm old school, Brad. I am forty six years old. I have been working on computers since before Y two K. I like terminals like that is what i grew up with. I played in high school. I wrote my research paper in a terminal and printed it off on a dot matrix computer. Um, so yeah, see,
Speaker 2 00:16:43
I think him seeing PowerShell would probably cross his eyes, right? Like I don't think it's not really for them. I think that that's why he likes the AI part of it because it's very conversational. It's like hey and then it does the coding behind the scenes. Yeah go ahead keep going.
Speaker 1 00:16:58
Oh no I was going to uh reshare because I can move my conversation into the chat window. Um and so oh, wait, it told me it needs to be updated. Hasn't found it, But basically, I can go into the chat window of Claude and and actually start the conversation from there using this. It's just a chat. It's basically what I'm doing in the terminal, but I can do it here. Um, it's the terminal is still a chat. I'm still talking to it. Um, but I can just move it here and talk to it in here. Mhm So.
Speaker 2 00:17:37
Got it, So you so basically anything that you, you're saying anything that you would do in the uh. In the terminal environment, You could do here just conversationally, and it would still be able to build out the website or make modifications to the site as needed. Yeah. Yeah.
Speaker 1 00:17:56
Mhm So Ium sorry, my my child is at grad night, and she is blowing up my phone with pictures of them at Disneyland. I dropped her off at eight, Eight o'clock this morning at school. She's going to graduate this year, Brett. She graduates in a week,
Speaker 2 00:18:12
And I don't believe it.
Speaker 1 00:18:13
I know, and she's going to UC Merced in August. That's great! Congratulations! She's come a long way. I love it. Um, but I showed her how to do this, and she helped me create counted doors. And she's a psychology major, so yeah, He can go in and do this; I can actually teach him how to do itum. And get some information over to him to help him make that move. And, it would stay stable and in your environment and make you feel a lot better about. It would make me feel a lot better about, Not losing.
Speaker 2 00:18:50
Because that's what he's going to say, then he's like, well, I really am comfortable in the base, forty four environment. And like you know what, What do we get out of you know well, and obviously, he he would need to. You know, we the base 44 uh solution, we would need to upgrade all of the licenses. So there will be a cost impact there. I don't know what it is at this point, but like that you know from a pros and cons standpoint, obviously putting it into our own environment is preferred on my end. Yeah. Um it it requires then scope of work.
Speaker 2 00:19:30
From your end to kind of take what he's already built out in the, in I liked what you called um, what he's doing as a. Prototype. Prototype. Because, then you take the prototype in B ase 44, and then you just replicate it in our own environment. So then just what, what does that look like from a cost standpoint to do that? Um, but you know versus, If he's already comfortable with it being in Base44, the only real downside then I think is we don't own it. Base44, It's hosted on B ase 44, and we don't really have any control over what the pricing may or may not do. Whereas I mean you could kind of make the argument that you don't know what Microsoft and Cloud are going to do either. But like the, it just is a more controlled yeah.
Speaker 2 00:20:26
Deployment, a controlled solution. And maybe it's not um it's not as clunky potentially as then just having everybody go into to what is essentially an app development site driven by AI, but that's essentially what it is um to do their project management tasks. You know, it's it makes sense to build something there, but then to actually deploy it there. Do, you know of any clients that are that have like solutions deployed and hosted in B ase 44?
Speaker 1 00:21:05
I I only know of a couple clients that have used it to prototype, have given access to staff to prototype. But, they follow the same rules of, don't put company data in here and things like that. Um now that being said, We have, I have taken before in the past and gotten people from Base Forty Four to just doing straight cloud code into Azure. And basically all I did was teach them how to do it, sit with them, work with them on it, And have them recreate what they did in Base Forty Four in a controlled environment. And so I have done that, But I don't think I don't think I know of anybody that's actually using Base Forty Four as a full.
Speaker 1 00:21:51
App solution for one of their apps. Yeah, and I yeah that was I could be wrong, there could be people out there.
Speaker 2 00:21:58
Yeah, Like I, don't. You know, it's just more what is from a best practices standpoint and an enterprise level standpoint like I just don't, I don't want it to be the wild west, and we just have stuff all over the place as it is. You know, some people still use. You know, Like I say that my my uh, my really sharp uh users, you know are still putting things on chat, even though they don't put proprietary information on there. I don't really like that. I don't even think it's necessary because you can get that out of Copilot in my opinion. I know that people have all these opinions about, you know, Why Copilot is not as good or you know, it's yeah, and it does it does change like Copilot six months ago was nowhere near what it is now exactly, but.
Speaker 2 00:22:46
Um, but I just, you know, it doesn't. I think my role needs to be steering people towards solutions that exist within our own infrastructure and environment. Um, yeah. So go ahead.
Speaker 1 00:23:03
Um, no, I was just thinking of how I could help you with your staff because it sounds like you got a lot more than the average company. That wants to get out there and make things to help with the company. Just BASd on what you told me.
Speaker 2 00:23:18
It's true. I think we are and we've been sort of, you know, in the, I guess wanting to stay ahead of it, but also at the same time, I might I almost feel like half the time I'm pumping the brakes and being like, okay, let's that's great. Let's look at this. I'm excited that you did this, It's not necessarily going to be an immediate switch, and everyone wants things tomorrow. And it's like, yeah, but guys, you still it's like trust but validate. We need to, and let's establish a policy on it and not just kind of throw everything into the wind and see what happens.
Speaker 2 00:24:11
So I I do think that like at least when it pertains to this. So like if my if the goal is for this, we want to have a better solution than what Procore is, giving us Procore's agreement expires at the end of the year. We're talking. You know, this could be 40 grand worth of savings, right? So like what do we? How do we take? What Evan has built here in prototype and then come up with a policy and a framework to. To do some kind of an implementation of a project management tool in our environment within the next six months, I think is really the that's those are the the terms of the engagement. So I don't know what your thoughts are.
Speaker 1 00:24:52
So, I think. Um. Can, we we would need to get an SOW built for this, if not Anzor's going to smack my hand, oh for sure yeah can so, Could I sit down with your staff? I'll even come to you guys on a Friday. Sit down, say, hey, Give me your thoughts and ideas of what you want to achieve and help put together a plan that's going to keep everything secure and keep everything in alignment with the security concerns that we have. And you have.
Speaker 1 00:25:31
That way, you are not pumping the brakes so much. And then, Once I have that understanding of what they're trying to do and what they want to do, and I build out that plan, That gives them free free reins to do what they need to do within their role without stepping out. Now, that being said, Copilot has got some new things up. And, so they do have an app builder now that we can work through and do. I've not played with it yet, however, it is something that I had on my sheet. I am going on vacation next week, because Charl is graduating and I just need to take a week off because I have not taken vacation in a while. You know me.
Speaker 2 00:26:15
Yeah, no, that's huge. It's really exciting.
Speaker 1 00:26:17
So I was going to play around with Copilot. I was actually also going to learn AWS and see a lot of the new AI stuff that's coming out because I haven't had much time to do it. But this is something I was going to work on next week, which is Frontier, which is Copilot's new app builder that most people don't realize is out there. Yeah, I didn't. So um, I can when I get back from vacation, I'll be back on the 14th 15th um, I can set time. I'll get you an SOW and everything. We can sit down with a team. I will send out an AI survey to whoever you want, Or send the link to you and have you send it out to your staff? Just see what is it that they're interested in getting AI to do for them. Is it agentic workflows, which I think is what's top on everybody's brain right now? Or is it building out apps that make their life easier?
Speaker 1 00:27:11
Things like that because I've got staff that are trying to build out a project management app themselves because they don't like our project management tools.
Speaker 2 00:27:19
Well. And that's the thing is that I think, primarily I mean, yes, the agentic workflows I think, are part of this app that he would want to do I think. Also, the other thing was I think I could probably invite you into that workspace where he is now. So you could at least see it yeah, and that might help govern that might help govern your. Decision making as it relates to, you know, The time it would take in the SOW to replicate what's there in our own environment, using whatever tool you think is best. If it's Copilot, if it's Claude, if it's whatever. But getting that set up in Azure. You know? Yes. Um Okay Well Why don't we do this then? Then, you can uh work on the SOW I'll invite you to his um To his.
Speaker 2 00:28:08
Tool. I am meeting with him on Friday just to kind of go over, okay, I talked with Crimson. Here's what we think the plan is. I'd like, you know, we want to we want we want to support this right? We want to support what you've built here in B ase 44, but we think we can replicate it. And maybe even add some additional bells and whistles. What you've done already, you've already done the prototype. So you've done almost all the work for us on that front. So really. It's just now we need to get it in a secure environment. And then we need to talk about what we need to do from now until when it's live. So that then we can, you know, in Q4 start to migrate stuff into the new app. Right? Yeah.
Speaker 2 00:29:01
Okay, makes sense. Yes.
Speaker 2 00:29:05
Right. Well, I will we'll set up some time then after you get back from vacation.
Speaker 1 00:29:11
Yeah and feel free you. You've got the link to my calendar I'm about to take that link off my off my signature because I've got I got end users, uh, wanting scheduling meetings for me to work on things on their computer instead of opening a ticket. So uh, keep that link.
Speaker 2 00:29:27
Yeah, I would never do that to you. Thank.
Speaker 1 00:29:30
No worries, and thenum I'll send you uh when I get back from vacation, I'll also send you some more things that maybe might help for your team of things that they can do to make their lives a little easier as well. You do know I am running a blog right?
Speaker 2 00:29:46
I don't think I've seen that no.
Speaker 1 00:29:49
It's it went from IT stuff to AI stuff so very.
Speaker 2 00:29:54
Cool okay.
Speaker 1 00:29:55
So yeah, This is I'm actually have a post scheduled to it might be today or tomorrow, talking about how to roll out AI within your company and keep security safe around it. So my favorite topic.
Speaker 2 00:30:11
Yes. All right, very good. I'll check it out and then I'll put some time on the calendar for us after next week. Is it next week you're going? Yes.
Speaker 1 00:30:24
She graduates on the 10 th, and I'm gonna so I'm gonna take off the entire week.
Speaker 2 00:30:28
Great. That's great. Yeah. Well, congratulations. Thanks And we'll talk we'll talk soon, but I think this was extremely helpful for me Good,
Speaker 1 00:30:37
I'm glad Thanks Brad.
Speaker 2 00:30:38
All right Thank you Bye.
Evaluate feasibility and timeline to replace Procore before year-end agreement expirationObtain access to Evan's Base44 workspace to review prototype before Friday meetingDraft and send SOW covering Base44 prototype assessment and Azure rebuild plan+6
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06-03 Meeting: Crimson IT Vision, AI, and Project Updates
> Date: 2026-06-03
> Location: [Insert Location]
> Participants: [Anzor] [Sergio] [April] [Vince] [Mike] [Speaker 6] [Anton] [Pete] [Speaker 9] [Christi] [Speaker 12] [Speaker 13] [Speaker 14]
### Meeting Notes
**Opening and Company Vision**
- The meeting was held on June 3, 2026 (week 23). With Stephanie out, April led.
- After-hours support for the week: Jordan (primary), Juno (backup).
- April reviewed Crimson IT’s vision, mission, niche, and the ten-year target: 30,000 managed systems by 2032.
- Core value spotlight: “Always friendly.”
**Team Updates**
- **ITG to Hudu Migration:** Completed Monday, June 1, 2026. For issues, contact Olivia, Pete, Monty, Anton, or Vince.
- **Cybersecurity:** Local account passwords for all clients have been rotated and are available in Hudu. SSID rotations are starting, beginning with Weingarten.
- **Operations:** John was praised for successfully upgrading the XTRF server for Hannah over the weekend. Reminder: double-check all customer communications to avoid sharing internal/confidential information.
- **Account Management:** A large computer refresh (20+ computers) is upcoming for Lap Rack. Jamf team praised for excellent work. Procurement challenges with Meraki and Dell persist—submit hardware requests early.
- **Finance:** Month-end close is in progress; this is Marco’s first participation in the process.
**Organizational and NBD Updates**
- **Title Changes:** Pete is now Chief Executive Officer (CEO); Anzor is Chief Visionary Officer (CVO).
- **AI Discussion:** Anzor emphasized both the power and dangers of AI, citing an instance where an AI agent fabricated information. Everyone should double-check AI-generated data.
- **AI Competition:** Reminder of the one-month AI competition and to take the free Claude training classes.
- **New Business Development:** Anzor expects potential good news in the next three to four weeks.
**Project and Change Management Updates**
- **Anderson:** A new firewall (MX85) will be installed next week.
- **Camp:** Switchouts are nearly complete and should finish by Thursday, June 4, 2026.
- **Ability First:** On June 2, 2026, a former employee wiped badge access controls. Crimson will now manage user access for their system.
- **Uncommon 601:** Company name in CW is now “Uncommon 601.” The Hudu location is moved under “UncommonDevelopers.”
- **Conditional Access Policy:** An interim policy will roll out for four users next week in batches of five.
- **Maverick:** Ongoing user changes will continue for the next couple of weeks; final migration expected by month-end.
**Claude AI Training (Co-work)**
- **Introduction to Co-work:** Christi trained on Claude’s Co-work mode, which runs multi-step tasks in a private VM on the user’s computer.
- **Requirements:** Requires the Claude desktop app with VM enabled.
- **Capabilities:** Useful for creating training materials, reorganizing folders, and scheduling automated tasks.
- **Partner Program:** Vince noted Claude’s partner network requires 10 certified users to join. Anzor shared a link to Anthropic courses.
- **Outlook Integration:** Christi confirmed Claude can manage Outlook calendar events (e.g., change recurring meeting times) with user approval.
### Next Arrangements
- [ ] Install the new firewall (MX85) for Anderson next week.
- [ ] Christi to walk the Camp site with ComDirect and finalize switchouts by June 4, 2026.
- [ ] Christi to add instructions for Ability First’s access system to D2L once access is confirmed.
- [ ] Roll out the interim conditional access policy for four users next week (in batches of five).
- [ ] Christi to hold an advanced Claude Co-work class for clients and internal staff after she returns the week of June 15, 2026.
- [ ] Vince to have Kevin or Gabby investigate the Wi‑Fi connectivity issue at Iron Gate Beach Club today, June 3, 2026.
- [ ] Christi to meet with Maurice today to discuss using Claude to manage Outlook calendar events.
- [ ] Define a timeline and lead for the Lap Rack computer refresh (20+ devices); coordinate with procurement.
- [ ] Establish an interim AI usage best-practices guideline and review process to mitigate AI fabrication risks.
- [ ] Create a procurement mitigation plan addressing Meraki/Dell constraints and evaluate alternate vendors.
- [ ] Assign an owner for Maverick communications and user support during ongoing changes.
- [ ] [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. Anzor mentioned the dangers of AI and that he is changing his approach, but no formal company-wide policy or best practices for AI usage were established to mitigate these risks.
> 2. Vince announced an upcoming computer refresh project for Lap Rack, but no timeline or lead person was assigned during the meeting.
> 3. Mike mentioned procurement challenges with Meraki and Dell, and while he requested early hardware requests, no specific strategy or alternative vendors were decided upon.
> 4. Pete noted ongoing user changes at Maverick, but no specific team or individual was assigned to manage communications or support for these changes.
Jun 3, 2026
Speaker 1 00:00:22
Good Morning, everyone.
Speaker 2 00:00:25
Good morning.
Speaker 3 00:00:26
Good morning. Good morning.
Speaker 2 00:00:33
Morning. Morning. What. I'm sorry, what.
Speaker 4 00:01:02
How do you spell crimson?
Speaker 2 00:01:05
C R I, M S O N.
Speaker 2 00:01:51
Good morning. Good morning.
Speaker 2 00:02:20
Congratulations on last night, Pete. Good morning, everyone. Good morning.
Speaker 5 00:02:49
You need to shift a little more to your left, Pete. What was that? You need to shift a little more to your left so you can see. So we could see this. There you go.
Speaker 3 00:03:39
Okay, so it's ten o'clock. Um, Stephanie is supposed to lead the Wednesday meeting today, but she's out. So I'm covering for her. Um okay. So today's date is June three, twenty twenty six, and we are on week number twenty three. The primary for after hours support this week is Jordan backup is Juno, and since it's first Wednesday of the month I'm gonna be covering the VTO. So, Crimson's IT's vision is to become the benchmark for the managed IT industry. Crimson's IT's mission: creating positive experiences by solving business issues. Crimson's IT niche: mature IT services to small and medium sized businesses. And Crimson's ten year target is thirty thousand managed systems by twenty thirty two RMM agents active. And for our core values spotlight, the core value that I would like to highlight today is.
Speaker 3 00:04:33
Always friendly. I chose this value because everyone is easy to approach and willing to help, and which makes collaboration smoother and work things a lot better. And our code of the day, Alone you can do so little together, we can do so much by Helen Keller. And let's move on to team updates. Health test by Becker's is only days out.
Speaker 6 00:04:58
Hi, good morning everyone. Um, so not too much from our side. Um, just a reminder that we moved from ITG to Hudu since Monday. So that's been cut over. So if you run into any problems, you can reach out to Olivia who's currently out and then Pete, Monty, Anton or Vince. So that's all from our end. Thank you.
Speaker 3 00:05:19
All right thanks Beckerum cybersecurity with Anton.
Speaker 7 00:05:23
Good morning, First of all, I want to remind everyone that we did rotate seed, local account passwords and for all our clients. If you are having any issues, please take a look into the Hudu. Additionally, We're starting rotating SSID passwords for all clients, and the first is going to be Weingarten. Just yeah, and we're going to need your help.
Speaker 7 00:05:55
That's it from my end. Thank you.
Speaker 3 00:05:59
Awesome, thanks Anton. Operations from Pete.
Speaker 8 00:06:03
Good morning, Mike, are you going to touch on the Hannah thing?
Speaker 5 00:06:08
Go ahead, you can steal my thunder.
Speaker 8 00:06:11
I don't want to steal your. I'm going to let you do it.
Speaker 5 00:06:13
No go for it! I've got other things to discuss,
Speaker 8 00:06:15
Go for it Okay. So there was a great achievement this week this past weekend. You know, John was a. I mean, he gets the credit. I mean, he put a great plan together, a great rollback plan. He walked through the plan, the rollback plan, the schedule, worked with the business. But effectively, you know, he executed perfectly this past weekend for an XTRF server upgrade for Hannah.
Speaker 8 00:06:51
And they were really happy with it. It's been something that was a long time coming. Great work, John. I think everybody has probably said this to you multiple times, but the customer I think is very happy with it. The Crimson is very happy with it because there were some security issues surrounding this for a long time. It's been a stability thing that we've been concerned about and just kudos to you for the planning and execution on that. That was a great job. Um, let's see. The other thing I wanted to just call out, We had something recently happen, and it's a reminder to everybody if you are communicating with customers, double check everything that you send out to customers. Right? Content is very important that we don't send anything out number one that has anything internal in it that we don't want customers to see that has confidential information that's Crimson related.
Speaker 8 00:07:50
You know, if it has stuff that has internal communications that customers shouldn't see, we don't want to share that. Also, make sure that if we have internal Teams channels that we are communicating on. Sometimes we have Teams chats that customers are part of. Make sure if you're chatting with somebody internally, that you're not chatting with folks that have customers included on them. Um, don't send information that has our costs and and what we're charging to customers, and then send that to customers. You double check and take responsibility for what you're sending to customers because when we do that, that really affects our credibility. It really affects you know how we appear to customers. And, you know this this happens occasionally, and it can be it can be somewhat damaging. So just double check.
Speaker 8 00:08:45
Be be be conscious of what we're sending to customers because that, that can really look look. Uh, look bad for us so, um, And then lastly, uh you know what Becker mentioned, we we are officially in Hudu now, Uh we have a a few more days where we have um some I T glue access that we are going to be exporting some data and and validating some things. If there's anything that you have not or recognize that is not in Hoodoo, and we need to pull out of IT Glue, we have just a few days left. Olivia is out this week. She'll be back on Monday. But there's a few of us that still have access to IT Glue. If there's anything missing, let us know and we will pull that out ASAP. Um I think that's what I have this week. Uh, and thank you all, and I'll turn it back over to April.
Speaker 3 00:09:38
All right, thank you, Keith. Account management with Mike.
Speaker 5 00:09:41
Thank you, April. I think Valadins go first. He's got a quick update.
Speaker 4 00:09:46
Yeah, good morning Crimson. Just a quick update. Just give you the heads up. Uh we've got a pretty big computer refresh project on the horizon for lap rack uh, over twenty computers. So just be on the heads up on that one. Uh,
Speaker 5 00:09:57
That's all I gotum just two small updates for me. Um I just again, want to give kudos to the jams team. Um I know it appears like we getum. Higher than normal escalation, but I want to share in the meetings. I continually hear feedback from William, from Greg, from Alex, um, from Burdette that Crimson. From their perspective, Crimson is doing a great job. So I think you know the struggle is so that the team knows we're dealing with personal computers. Jams doesn't want to touch it. So the fact that crimson is executing the way that we are they're very happy. We just had a uh tech Tuesday meeting with myself and Charles.
Speaker 5 00:10:37
Which we pretty much just sat around and did nothing, but it's a good example of Jamf's further leaning for support with Crimson. So great job, Jamf team. The other update I have is just be mindful right now. We're having a lot of procurement challenges with some of our top vendors, Meraki and Dell especially. So similar to how we want our customers to provide us with early onboarding requests, the sales team is requesting if you have any hardware.
Speaker 5 00:11:07
Request, put them in as soon as you can. Because right now lead times are pretty challenging. So, we're working to see if we can add additional distribution channels to the back end. But, we're working to see if we can secure hardware, so we can fulfill our customers'needs in a timely manner. That's it from account management.
Speaker 3 00:11:31
Awesome, thanks Mike. Finance updates with Alisa?
Speaker 9 00:11:38
Hi, happy Wednesday, everyone. Nothing much to share for the finance end, but this week we're working with the month- end closing. So this is the first time that Marco will do the month- end with us, and we're still in the training process. Thank you so much.
Speaker 3 00:11:56
All right, Thanks, Elisa. On the admin side, nothing major to highlight, but just completed our monthly billing. Okay NBD updates with Anzor.
Speaker 1 00:12:07
So on my end, well, first of all I wanted to say congratulations to Pete. He's now officially Chief Executive Officer at Crimson, right? So Pete, congratulations. The title's been changed so that's when you know it's a real deal. I also changed my title, right? So I'm going to be Chief Visionary Officer. Effectively setting the AI vision for our company. So that's one. Two, I wanted to touch on AI. I've been spending all of my time with AI building, playing, trying to understand the strong side, the weak side, right? And you guys all know, right? So effectively we're now in that one month AI.
Speaker 1 00:13:02
AI competition, right? So make sure you take those Claude training and that come as a free training class, right? This will help you immensely to understand Claude operations, the co-work and all of that. I did wanted to share my very recent experience with AI and just, Have everyone understand how dangerous that technology is, right? So when you work with AI, what's going to happen? It's going to do things very quickly and very well. And you're going to get into this feel that, oh my God, this thing is amazing, right? Like it can do anything and everything. And then it's going to do something really, really, really stupid. Okay.
Speaker 1 00:13:60
So, I actually saved the exchange. I was having with my agent where it came back. Um, I asked it a question and it says, "You know, the answer I gave you, I made it up." And then sometimes later it came back and said, "You know, I made up the other answer I gave you." And on the third take right? I went like okay what's happening here? Like you're fabricating data. Stop. And I need to understand if this is specific to the session you're running in, or is this because we've upgraded to latest closed model? And we went back and forth on it. And and it was crazy to see. If anyone's interested, I can share the email. But basically my agent his ace goes, look, I made up this statement. I made up this statement when I've told you I've looked up data, I did not. I guessed it.
Speaker 1 00:14:55
And when I said I've pushed code into production, I actually did not, right? So it completely made things up. Like completely, right? So and the final comment that it left me with was, look, given the amount of time I fabricated so far, you should not trust anything I tell you from this point on. Right? Like, and I am reading this thing, and I am like, "Oh my god! " And, this is the thing that's going to be helping us to run the company, right? So so just an FYI: AI is incredible tool. It's gonna it is a part of our life. It's only going to become a bigger part of our life. But be aware right tremendous amount of danger that made me realize my approach. I am completely changing the way I am working with it.
Speaker 1 00:15:53
I am actually stripping it of all of the powers I gave it, and now it's going to have very limited powers. And whenever I need it to do something, I am going to grant a power short term for specific task and automatically remove it. Right? So, it was an eye opener. Right? The most critical part was not only. It lied to me. It also deleted data, thinking that it completed something when it didn't complete the task, right? So this could be extremely disruptive and dangerous. So just keep that in mind. Doesn't change the fact that we are going to end up being an AI company, right? It's, just it's going to take time for it to get to where we need it to be.
Speaker 1 00:16:44
But everyone still should be continuously playing and understanding. Just double triple check the data all the time, right? Don't trust it. So those are the things on my mind. And finally, I don't have any updates on new business development. I am hoping that you'll hear some good news in the next three to four weeks. Thank you.
Speaker 3 00:17:12
Alright, thanks, Anzor. Any project or change management call- outs? Um,
Speaker 10 00:17:22
Good evening everybody. I just want to inform you that we'll beum installing a new firewall MX eighty five for Anderson. Um next week. Thank you.
Speaker 3 00:17:35
Alright thanks uh Christyty.
Speaker 11 00:17:37
Uh two things.
Speaker 11 00:17:40
Two things. One, camp is almost done with the switchouts. I'm going to go up again tomorrow and walk it with ComDirect and get pictures and map everything out. But tomorrow, everything should be completed unless there's like onesies or twosies issues that we're having happen. And then secondly, there was a security incident at Ability First yesterday. It was not something Crimson did, it was something on the facility side. Having to do with badge access across all buildings and all admin controls were wiped out intentionally by a former employee. So Crimson is going to have the ability to add and remove people from that system as well. It's very easy to do, we already do it for SHARP, So I will have all the instructions in D2L on the ability for a side. Once we've confirmed, we've been given access to that application.
Speaker 3 00:18:39
All right. Um, thanks, Christity. Uh, Gabby?
Speaker 12 00:18:44
Thank you, April. Uh just a quick update for 601 South Figueroa. Um, the company name on CW is officially now under Uncommon 601. So when you're putting tickets, um please make sure of that detail. Um don't just call yours for that site and also on Hoodoo. Um, the location has been moved to under UncommonDevelopers. That's the company name. And, we're in the process of transferring information from 601 over to that other company. And we're also in the process of cleaning up uh, the contact list for, The otherum Colliers uh sites and that is all I have. Thank you.
Speaker 3 00:19:28
All right, thanks Gabby Julia.
Speaker 13 00:19:32
Thank you, April. We are planning preparing the interim conditional access policy rollout for four users, and this will be a final item for the interim compliance project. We're planning to do it next week in small batches of five users.
Speaker 3 00:19:52
Thank you. That's all right. Thanks, Julia and Kate.
Speaker 8 00:19:56
Uh, just kind of a note that there's, Go ing to be ongoing changes to the users at Maverick right over the next couple of weeks until all those users get migrated. And then uh, the final will probably be sometime by the end of the month. So just wanted to raise that.
Speaker 3 00:20:15
All right. Thank you, Pete and training updates with Christity.
Speaker 11 00:20:19
Good morning, guysum again. So real quickly, we're going to go over some things inum in cloud coat. Or I am sorry, not Claude Code in Claude. I was thinking about Claude Code today with something Anzor said. I have had a very similar issue to Anzor, so it is out there. It is happening more than what we realize. But today we're going to talk about co-work. A couple of you guys have mentioned that you would like to learn more about it, so we're going to go through that real quickly today. C o- work is the mode where Claude stops answering you and just starts doing actual work, so it's more of a.
Speaker 11 00:20:56
Agentic workflow system. It does run through multi step tasks, it creates files and it will hand you a finished output. But. The big thing to know is that this does work inside of a small private words are hard today. Private virtual machine that lives on your own computer. So everything stays sandboxed and local, and then the VM gets wiped clean after every session. So It is a private session. I want you guys to realize that you do have two requirements for this. One, you have to be in the desktop app. This does not work on the web app. And if you only ever use it, You can download it from claude dot, ai slash download, and then um You will have to have VM enabled on your computer. If it's not enabled, you will get a message and it'll walk you through how to enable it.
Speaker 11 00:21:52
But basically, you go into settings and look for VM and just flip that on. Once you have that in, you can go into CoWork by clicking on this tab up here. And basically, you can work in a project. So it'll say, um, you have chat here CoWork these are your modes and then you have code. And then once you're in the CoWork, You have options here, new task projects scheduled live artifacts and customize Now I don't have a project in here yet, but that's something I'm about to work on. You can schedule out tasks. So you can say, hey, every morning at 6:00 a.m. if your computer is on, Check this folder for and see if any files got uploaded and then parse the data or send an email or something along those lines. So you do be aware you can do that on a schedule. But what we're going to do is a new task. And what I want to show you is a couple of different things. You want to make sure that you're using whatever.
Speaker 11 00:22:51
Mode that works for you. Opus is a higher tier and runs through your cards a little faster, so I always use Sonnet. And then I'm going to work in a project, So I'm going to choose a folder on my desktop that I want to use. So if I'm working in let's say Ability First, I'm going to choose my Ability First which i work in quite often. And, then i'm going to give it a task, and i'm going to say look for Excel. Training documents and create me a more advanced Excel training class. I need a script and I need a presentation in PPTX PowerPoint. For those of you guys who don't know what PPTX is.
Speaker 11 00:23:50
So, once you do that, it's going to be in only working in this folder. And I am just going to push that over now. A couple of different examples you can do with cowork :, you can have it create training like this, you can have it work through and clean up your folders. I had it a couple of times go in and reorganize because as I work throughout a week. Uh, things will drift and sometimes I'll accidentally save things in the wrong folder. So every now and then I'll have it go through and just clean up my stuff and put things into the right client folder for me. So these are some quick things you can do with CoWork, And these are the items that our clients are asking us uh to teach them on how to do. So you might get calls in about that. I am going to be doing with you guys once I'm back from vacation next week, um, I'm back on the week of the 15th.
Speaker 11 00:24:43
Um, I am going to be doing a little bit more advanced Claude C o- work class for a couple of clientsum that we that have requested it. So I will invite you guys to join in as well. Any questions?
Speaker 8 00:24:58
And just for the record, What uh what Christi and I were talking about earlier this week is we, but we wanted to kind of introduce folks to using co- work because there's some basic things that that you can take advantage of right if there are. I think everybody knows there's basic rules that you can use with with Outlook, for instance, right? You can have it. You can have it do things with incoming mail. You can have it automatically take actions on on emails or, you know, file things for you or whatever. But there's things that co-work can do for you automatically Or, You know, at times of day or Or within your your folders or within projects or create things for you.
Speaker 8 00:25:41
Um, from an administrative perspective, that the more familiar you become with with those kinds of things, um, you can start to to relay that to our customers. Right. And, then you can help them become more efficient and the more comfortable you get with that, the more you can use it or you can help them use it. And that, you know, that translates to um helping them. So I I hope that Here can start to dabble in that. If you're if you're more advanced, that's great, right? But I want to make sure everybody has a foundation that we don't get straight into the the very technically advanced portion where people kind of, well, I haven't even really started to to do a whole lot with this. Where do we even start? So, this is kind of a foundation for folks to at least introduce you to it, get comfortable with it, start to play with it, see what you can do with it. And then if if you want.
Speaker 8 00:26:34
If you have questions, let us know, right? Or actually, you can ask the people. So.
Speaker 11 00:26:41
And guys, reach out. Oh, sorry. Andre, go ahead.
Speaker 1 00:26:44
Yeah I was going to say I'm putting in the chat right? I think I've done this once, but I'm putting in the chat link to Anthropic courses that will cover this information and details Right. So I highly recommend for everyone to go through and get and become. Very comfortable and become an expert on this training.
Speaker 11 00:27:05
Yeah, and so to actually show you guys a little bit more, which I'm I'm showing people through what we've done. Um, this is what co- work does in my inbox. It actually works through my inbox and categorizes things so that I know. I have this working hand in hand with Copilot. So Copilot will tell me if it's urgent with these little dots here, but uh Copilot goes in and categorizes things that I need to look at, Or not look at so it actually it's really been helpful. It's actually cut I'd say coworkers cut in the last three weeks that I've used it, Cut down a lot of the busy work that I've done so I can concentrate on things that are more important like beating Anzor at AI knowledge, which is not happening. He's got more time than I have had lately. So.
Speaker 8 00:27:52
Auto deleting auto deleting the Pete emails and things like that. Yeah.
Speaker 4 00:27:60
Can I also add, since we're on the Claude topic, um, I attended a morning this meeting Claude today actually launched their partner network. And, one of the requirements to join the partner network with Claude is to actually have 10 fully kind of um certified users within that Claude network. So I want to put that link here. It's a great kind of journey into that step. And if we get 10 of us to get down that learning path, Then we can uh apply for the the Claude network or partner program as well. So, More details. Oh,
Speaker 1 00:28:29
That that I think is uh is the key. I I'm totally going to look into that. Thank you. Butum this this is big Okay.
Speaker 3 00:28:41
All right? All right? Thank you guys Uh Maurice You have your hand raised.
Speaker 14 00:28:46
Uh yeah Just a quick question for Christi. Some I had some questions regardingum Outlook calendar access through Claude. Some. Basically, The client has a has an eventum that automatically runs on their that's like scheduled for every Wednesday, for example. Um, They want to be able to change the time uh for that event uh in future. Um is is Claude able to do that? Uh does it have full right access to your calendar?
Speaker 11 00:29:20
You, you have to, so you have to have the settings set where you approve. But Claude will do that. It will move that as needed. Um, I I will get with you and anybody else who wants to learn that a little bit later today and I'll walk you guys through that. I do have a meeting uh with uh uh West Westvin. Uh this all right after this meeting, but let me get with you on that and and walk you through some things after that.
Speaker 2 00:29:49
Okay, cool. Thank you.
Speaker 3 00:29:52
All right. Let's now move on to the. Segment, um, documents by Christi.
Speaker 1 00:29:58
Can can we do this before before that happens? Uh Vince, Um can you uh grab someone to look into the issue Ruben discussed right with the connectivity of W i- Fi devices to uh Iron Gate Beach Club. So uh grab either Kevin orum or or Gabby to help you out. But we need to move fast on this, okay?
Speaker 4 00:30:27
Got it. Yeah, I think it was open too.
Speaker 1 00:30:29
We should probably do something today because he's waiting for the answer, right? And that deals with the board so we totally want to add something. Yep. Okay.
Speaker 3 00:30:42
All right, Christi?
Speaker 9 00:30:45
Let me share my screen and are you able to see it?
Speaker 2 00:30:57
Okay, let's start. Don't you wish your girlfriend was a freak like me? Like me. Don't you wish your girlfriend was a freak like me? Like me. Don't you, baby? Don't you, baby?
Speaker 1 00:31:22
Oh, look at that. Jane is gonna make it. Let's see it. No, it's mail. It's my eels. It's my eels go.
Speaker 3 00:31:36
Okay, Okay, Shmail, go for it.
Speaker 14 00:31:40
But I actually won like a few weeks ago already.
Speaker 10 00:31:45
See? It's pride! Yes, week number 19 Oh wow!
Speaker 10 00:31:57
Integrity Over profit. Wow.
Speaker 1 00:31:60
Let's do this. I love it. We're gonna let's run this over again, right? And, then let's give$ 100 to Ishmael for being awesome. And then let's see who is the next one.
Speaker 2 00:32:13
Let's start.
Speaker 10 00:32:25
Don't you baby. Oh, let's go Marvin.
Speaker 1 00:32:31
Too early. Too early. Usually not a good place to be. Yeah. Oh, oh, oh! Extra pride!
Speaker 8 00:32:51
All Right. All right, well commit and deliver, Uh, always friendly. Do the right thing. Um, exercise extreme ownership and integrity over profit.
Speaker 1 00:33:04
Awesome. All right, well accounting guys, you know what to do? Our fearless leader knows the core values as we should.
Speaker 8 00:33:15
I'm gonna I'm gonna uh I'm gonna say uh I'm gonna call out Matthew. I know Matthew's been with us for a few months now butum, You know, he has been he's been super helpful. And whenever we ask him, if he you know if he knows something or can help with something, he jumps right in. And so, you know, always friendly and always helping everybody else. So thank you Matthew. Thank you.
Speaker 3 00:33:40
Awesome. Congratulations Pete, and thank you Matthew So. We no longer have time for two truths and one lie So. That's about it. Thank you guys for joining and enjoy the rest of your day. Bye guys.
Speaker 10 00:33:53
Thanks everyone. Bye. Thanks everyone. Bye- bye.
Speaker 11 00:34:11
Uh, No, it was a different client.
Install new MX85 firewall for Anderson next weekVince to have Kevin or Gabby investigate Wi-Fi connectivity issue at Iron Gate Beach Club todayChristi to meet with Maurice today to discuss using Claude to manage Outlook calendar events+8
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06-04 Weekly Meeting: Copilot Sensitivity Labels, Project Schedule, Pilot Training
> Date: 2026-06-04
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Mike] [Speaker 6]
## Meeting Notes
### Project Status & Scheduling Updates
- Project Progress: Week two of six. Phase One is expected to be completed this week. The team is under budget on hours and ahead of schedule.
- Team Coverage: Speaker 3 will be on leave June 8–12. During this period, Gabby will serve as lead engineer. Julia (current project manager) and the security team will provide coverage. Paula will assume the project manager role as Julia’s last day is at the end of June.
- Freeze Day Confirmation: No work will be done on June 17, 2026. Any planned tasks will be rescheduled to June 18, 2026.
- Project Extension: An extension into early July was discussed. With the office closed on July 3, the handoff may move to around July 6 or 7.
### Copilot Sensitivity Labels for Approval
- Purpose: The team must sign off on proposed sensitivity labels to finalize governance configuration and complete Phase One.
- Proposed Labels:
- Public: For marketing materials and public filings. Copilot has full access. No encryption.
- Internal: Default for everyday business content. Copilot has full access. No encryption.
- Confidential: For financials, legal drafts, and HR items. Access limited to authorized users; Copilot respects these permissions. Content is encrypted for Alire staff only.
- Highly Confidential: For data such as Social Security numbers or sensitive M&A details. Copilot is blocked from summarizing but can show citations. Access is restricted and enforced by DLP policies.
- Discussion Points:
- Whether separate “Public” and “Internal” labels are necessary.
- Whether both “Confidential” and “Highly Confidential” are needed, given current practice uses a single category for such data.
- Conclusion: The PEC team (Ronnell Jackson and Kristen) must review and approve the proposed labels. They will be added to future meetings.
### AI Tool Updates and Discussion
- Copilot Experiments: Speaker 3 is testing new Copilot features, including generating PowerPoint presentations from reports with audience-specific details.
- Rippling’s AI: The team discussed AI capabilities from payroll provider Rippling—impressive, with pricing details not yet available. A potential future area to explore.
- AI Model Updates: New models are live in Microsoft 365 Copilot:
- Claude Opus 4.8
- OpenAI GPT 5.5
- Copilot vs. Standalone Tools: Copilot’s advantage is operating within user data and adhering to existing security rules and permissions, unlike standalone AI tools that may have different features but weaker integration/security.
### Pilot User Group Preparation
- Use Cases Identified: A five-person pilot group has identified the use cases they want to test.
- Next Steps: Use cases will be sent to Speaker 3, who will build customized training for each department based on them.
- Timeline: Training development will take one to two weeks after receiving the use cases. Sessions will be recorded for future use.
## Next Arrangements
- [ ] [Speaker 3] Send the meeting summary and proposed sensitivity labels to the team on June 4, 2026.
- [ ] [Speaker 2] Forward the sensitivity label proposal to the PEC team (Ronnell Jackson and Kristen) for review and approval.
- [ ] [Speaker 2] Add Ronnell Jackson and Kristen (PEC) to the meeting series for future sessions.
- [ ] [Speaker 4] Provide month-end close blackout dates to Speaker 3.
- [ ] [Speaker 2] Format and send the pilot group’s use cases to Speaker 3 by June 5, 2026 (end of 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. Approval of the Copilot sensitivity labels is pending PEC review; Phase One completion depends on this decision.
> 2. Exact month-end blackout dates must be confirmed to finalize the project schedule and avoid conflicts.
> 3. Final dates for the project extension and operational handoff in July are not yet set.
Jun 4, 2026
Speaker 1 00:00:16
Hey Christi,
Speaker 2 00:00:17
How are you?
Speaker 3 00:00:19
I am good. How are you?
Speaker 2 00:00:21
I'm good, thanks.
Speaker 3 00:00:23
Good. There will be no kittens on camera today. Okay.
Speaker 3 00:00:28
Mostly because I tour apart my desk yesterday to try to rearrange some things and I haven't plugged my camera back in because I have a KVM switch. Oh okay So.
Speaker 2 00:00:41
Hey guys, Did you already have your graduation?
Speaker 3 00:00:44
No, that's next week. Okay. So I'm going to be off Monday through Friday of next week. Okay. So we're going to cancel next week's meeting. Um, just just know you won't get a report next week because I'll be out, But Gabby is still working on a lot of the things that we had slatedum and we'll get into that in a moment when everybody joins. So but okay. She's going to be continuing to work on on the things that are tasked to her.
Speaker 2 00:01:16
Sounds good.
Speaker 3 00:01:20
And I don't think we're going to go the entire thirty minutes today. I'll just be honest, uh, I got some things for you guys to sign off on and to give you updates on, and then uh, that's about it. Okay. And then I'll send you the update report tomorrow.
Speaker 2 00:01:36
Got it.
Speaker 2 00:01:40
We can give you a little update too.
Speaker 3 00:01:43
Perfect. Do you mind if I record the meeting? Yeah, go for it. Perfect. I'll turn on facilitator mode. Okay. And of course, uh after this meeting when I send out the updates tomorrow, I'll also put a summary in from this meeting as well. Okay.
Speaker 3 00:02:04
I'm also, um, just a heads up. I'm experimenting with some of the newer features that Copilot has put in play. Okay. And. So I told it to take the report that I built for you guys, because you know, working on the account and create it into a PowerShell. Now, It's always been able to create a PowerShell from Word documents this ever since Copilot Word rolled out, But it's gotten a little bit more knowledge behind it over the last couple months. And instead of just saying, build me this project or PowerPoint presentation, It now will gather the audience requirements and different things like that that it didn't do before. Oh good. Which is really cool. So I've been playing around with a lot of the new features and I've got some updates on Copilot. Um that I'll give you guys towards the end of this meeting as well. Okay. So we'll just wait a few more moments for everybody to jump on. Yes sir?
Speaker 4 00:03:01
Um how was how doesum, Copilot know like the audience. Do you just tell them what to assume? Or can it look at like maybe prior work that you've done for that target audience and kind of take cues and clues from that?
Speaker 3 00:03:17
So, um, it will ask you who is the primary audience for this presentation? And I said a lead or executive sponsor. And how much detail should it include? And I said six to eight slides, executive overview. And then it asked a couple other questions. This is the next one: Which vision direction business this status update? And, that's pretty much what kind of what do you want it to look like. And so I put the Crimson and Charl version, and it does take a minute. So I am really happy with the updates that they've made. Plus, and I'll get into this a little bit later, Plus Microsoft did roll out some updates this week on some things that Copilot's doing. So.
Speaker 3 00:03:59
What I tell everybody when I do a Copilot rollout is, it changes week to week. Like it is always changing. I am struggling some weeks to stay on top of both Claude, well, Claude OpenAI and Copilot because they're making changes so rapidly. So,
Speaker 3 00:04:22
Um, But it's did.
Speaker 4 00:04:23
John Carlo did John Carlo tell you that we were uh, Conference for our payroll provider Rippling, and they were leaning really heavy into their kind of boutique AI.
Speaker 3 00:04:33
Yes, I well he did not tell me, But we have other clients from Rippling, and we have some clients that are investigating Rippling to bring in in house. And, they are some of them are gushing over the new AI that's within Rippling. I've not had a chance to test it out yet though.
Speaker 2 00:04:52
Either like, Yeah, it was pretty impressive. Um, You know, when we get through with Copilot and we sit down with P E C about other potential A I capabilities, I do think that is one that we would like to explore. Um, you know having that be an option for us. Um, so well to think about how we tackle those.
Speaker 5 00:05:18
Rippling was charging quite the pretty penny for that A I function.
Speaker 2 00:05:23
That's what we haven't learned yet. Yeah, they didn't talk too much about the pricing. I think right now they're allowing some users to test it, and they're using that testing probably to help train and grow the product. But they didn't tell us yet how the pricing would work. Okay. Yeah.
Speaker 3 00:05:48
Well, so just a heads up, Copilot is um Copilot is done with that presentation. It's not bad. So we'll use that for an update today. You guys okay? All right, so I'm waiting for it to load into PowerPoint Live. Uh bear with me one second, I'm gonna mute just for a moment. Um and I will be right back while it's loading.
Speaker 5 00:06:12
Right while you're breaking Daniel um Daniel real quick, did someone reach out to you on time?
Speaker 4 00:06:17
Yesterday. Yes, yes. I didn't follow a few because we were just in and out of the city. But yes, yeah, it was a very technical solution. It required me to physically hold down my power button for three seconds, and then turn the computer back on. And we were good. That's really that's that network could get us back in shape.
Speaker 5 00:06:38
Wow, okay, instead of a regular reboot, the trick is three seconds.
Speaker 4 00:06:45
I mean, Or I'll get then a hammer, which is what's my next step.
Speaker 5 00:06:52
Okay. I'm glad you're able to make it back. Was the conference good?
Speaker 4 00:06:56
It was really good. Yeah, smaller than the other one I've experienced with uh the company here, which was MRI, which is just you know it's huge. It's that's a massive conference. Um, so this one was a lot more intimate, and you actually had a lot more breakout panels. And um they felt like they brought an army of their techs. To just have office hours with anybody that was interested, which was super helpful. Took advantage of that. Okay, nice.
Speaker 2 00:07:24
It probably helped thatum you know I think San Francisco is their headquarters, So like all their employees were able just like to walk from their office over to the to the conference and be available, you know, as resources. Well, it's convenient.
Speaker 4 00:07:40
Yeah. Yeah.
Speaker 4 00:07:43
I didn't tell you, but I got that. I took the opportunity to get my headshot taken right next to our table. Oh, yeah. Before we left. Nice. Yeah, I wasn't as crazy as that one guy. I wasn't doing the smolder or anything like that. Look at this.
Speaker 5 00:08:05
Hey Kenny Hey.
Speaker 3 00:08:08
And my apologies for going quiet for a moment. My daughter did uh. Grad night yesterday, and she got in at four a m. this morning. And so, The only reason she has to go to school today is to take her honors final for one of her classes. Oh, she's on her way to school to take that right now. She wanted to, She wanted to know if she could have my protein shake I was I had So I was like, okay, you take it go get out of here. Um teenagers are the best.
Speaker 3 00:08:40
All right, so uh, Katie, What you missed um right before I went quiet for a moment is uh I was giving them an update about uh Copilot and some of the changes that Copilot has um and how they're changing week to week. And. So I asked it to take the report that I built for you guys that I am going to be sending tomorrow and turn it into a PowerPoint presentation using the crimson from the crimson designs that we've been working on. And so it Was doing it because I was just testing the feature out. It did it, So we're going to just use that for the meeting because it actually looks really nice. So, um, guys, I I did real quickly run through the pages just to make sure it's not missing anything. Um but be aware, I've not fully seen the presentation either. So we'll do this one together. Uh Mike does not usually condone me doing the fly by seat of my pants. However, I do have their report memorized, cause I did write their reports. So.
Speaker 3 00:09:37
So right now, uh, we are in week two of six. Uh, the schedule is on this. Um, in fact Gabby is under budget on hours. So uh Gabby and I are both working on it. I'm right at budget, but she's under budget, which sets me under budget and I love that. Um. So we look at we're looking at completing phase one this week um right now. There's no risks other than uh my planned absence for next week, which Gabby is covering. And so is the rest of the team. Um, Gabby is your lead engineer. Other team members, such as security things like that, are stepping up as needed for their parts. Um, and so that's where engineering they're ahead of schedule and consistently under budget. Um, so the governance configuration is what's left to finish phase one, And that's what we're going to talk about today because I just need you guys to sign off on some pieces. And then we'll we'll get that taken care of in the next two days. Okay. Um, and the only.
Speaker 3 00:10:35
Pressure is just me being out, but Gabby and Mike are fully here. Uh, Julia, who is one of our project managers, will be covering for me on this project in my absence. Just in case anything is needed. Uh, the security team will be covering as well. Uh and Mike's got it. Mike thinks Chris, he knows how I think and knows how to do stuff. Uh he would say, no, he doesn't, but I promised him some bourbon when I come back,
Speaker 5 00:10:58
I know how I know how to hunt her down also,
Speaker 3 00:10:59
If we yeah, he does yeah. There's only um and Kenny, you have my cell phone number. So if you need me, um I will answer this next week except Wednesday afternoon. Wednesday afternoon my phone will be shut off. So just a heads up.
Speaker 4 00:11:15
Okay, well I'm glad to have it.
Speaker 3 00:11:18
Perfect. Um. So these are the open items that are standing between us and the phase one close their tickets that we have open for to build this out. Uh sensitivity labels designed deploy. We've actually got them. Up to the point where we can deploy them, We just need you guys to sign off on what those sensitivity labels look like. Um, and then once we do that, then I will review everything, Make sure everything is set properly and then and make sure conditional access is set properly. We are only in report decision at this moment. And then the retention policies are set after we set up the security labels. And those won't take us very long over the next two days.
Speaker 3 00:11:57
So, cause Gabby owns part of that, I own part of it is three hours per person. And we are slated to work on those tomorrow. Okay? Uh, these are the proposed sensitivity labels. So, We're looking at a label called Public, and that's your marketing public listings published filings. Anything that you want that you can send out to other people. Uh, that's outside of Alear. So That would give Copilot full access to those one. Pilot is deemed ready to have access to documents and data. Um, and so we're not gonna we're it's only a visual marking. There's no encryption set to those files. They're just standard everyday files that you can share out publicly. Internal is going to be the same way. Um, that is a marking you can put in, and that's going to be the default sensitivity label for everybody. So internal is everyday business context, internal email memos, anything like that.
Speaker 3 00:12:54
Operational files that are just standard your everyday run-of-the-mill work. It Copilot will have full access. Um, There is no, there is only going to be the visual marking and I'll show you guys where that visual marking lives, but there is also going to be no encryption on those files either. Um, confidential is your financing financials, your deal terms, investor communications, legal drafts, HR items. Um So those are processed normally for users who only have access to those. So, no one else in the company, except for the users who have access will be able to access those. And because of that, that's how Copilot is going to relate to it. So if Kenny has something and someone else does not have access to that, that other person cannot access it through Copilot. So um encryption for that is scoped to Alire staff only.
Speaker 3 00:13:51
Um, And then we can do some optional sub labels that will say that can say finance, investor, legal things like that. And then highly confidential. That's that's the bottom one. We're looking at these that contain things like social security numbers, personal data, banking wire details, Attorney client privilege deals sensitive M and A S um and those are fully blocked. Copilot can show citation. But cannot summarize them. They cannot read it. Um, and so this will be restricted access, encrypted, and it will be enforced by the DLP policy we've already put in play. Okay? Which by the way, DLP policies are already in play on Microsoft. So just a heads up on that. Any questions about this? Do you guys like this format? Or is there something else you're thinking that would be a little bit different?
Speaker 2 00:14:53
I'm Trying to think ofum the difference between public and internal. Um is it necessary to have those as two separate categories?
Speaker 3 00:15:06
I'll be honest, only one of my clients has ever done that. Everybody else just says leave it all public.
Speaker 5 00:15:15
Would, this be something you'd have to schedule a meeting with PEC to get the okay on?
Speaker 2 00:15:19
I'm wondering about that, and I'm just realizing that um, I guess I didn't. I didn't notice that that they weren't invited to these meetings, and we probably should have them on these meetings. I actually think they want to be on these meetings. So for the go forward, We should add Ronnell Jackson and Kristen to those because they're going to weigh in on things like this um that they understand and have certain requirements for. Um, they're going to know better than we do. So, we're probably going to have to share this with them. And just ask if they have something else in mind.
Speaker 3 00:15:57
Gotcha. What I'll do is I'll I did say I was going to send out the email tomorrow. Let me send it out later this afternoon, um, and that way you can forward that over to them. I don't have their email addresses saved in my system, so okay, I'll get. I'll ask you for those. And that way i can just include them. Or have you once i send it out to everybody here? Have you reply back and add them? Okay. So, um, and yeah, I, if you want to go ahead and forward this meeting series to them as well. Okay. Got it. All right. I, so we'll wait on thisum while I'm gone once they approved or made suggestions and changes, uh Gabby will be on that email as well. And so Gabby can take in a role with it Yeah,
Speaker 2 00:16:44
We can see if they can answer this afternoon maybe Okay.
Speaker 3 00:16:48
Perfect. Um, and then just so you guys are aware, Copilot will respect the labels every time itqueries something. And so if it sees something highly confidential, confidential, It's going to ignore it unless they unless it knows it has access with the confidential. So The other question,
Speaker 6 00:17:05
Giancarlo is whether we need confidential and highly confidential right? Because we just right now we just have one category. So maybe that's a PEC also question.
Speaker 5 00:17:18
I would think so. Yeah.
Speaker 2 00:17:20
Do we store social security numbers of individuals in our private folder?
Speaker 6 00:17:28
I think we have all of their applications and I nines and everything in there, so yes.
Speaker 2 00:17:34
Mhm. Okay. Okay. Yeah, we can ask them about that too if they if they, I expect to distinguish between those.
Speaker 3 00:17:54
Next slide. So decisions, I just need. I just want to confirm. June seventeenth is still a freeze day. We're not going to do any work on that day. Anything we have planned for June seventeenth, we can reschedule to June eighteenth. Okay. And then you've got your month end blackout dates, Um, I just need that specific close window. I didn't see that in my emails. Um, but maybe I missed it. Um, I asked Copilot to double check and Copilot didn't find anything. But, it's been a little up and down lately on finding things in my inbox. So.
Speaker 2 00:18:29
Yeah, Daniel, if you know some specific dates, I think I thought we did give someum around that, but maybe we can reconfirm that. Yeahum.
Speaker 4 00:18:41
I'll look. It's typically revolves around Gary and Sam's clothes, soum after the seventeenth might be okay, but it's a quarter, so it couldbleed over. Yeah, I'll I'll send you something Christy.
Speaker 3 00:18:55
Okay, perfect. Awesome. And. Then so we do have ah an ask, where could if we needed toum could we extend out the project to July? Second and third? Just to finish up the departmental interviews and the operational handoff.
Speaker 2 00:19:16
We, I mean, we I think have an office closure on July third. So, if you needed us or if you were trying to to, you know do anything with us to close that out, we may not have people available. Um, But i I don't think I don't think t here is a problem with, you know, having uh to extend a little bit to get things done.
Speaker 3 00:19:40
So. Perfect, thenum maybe I'll double check the calendar. Maybe we send it out a few days into the next week. Okay. So, I think I, I looked at the calendar wrong. I was thinking July Fourth was a Friday and just double checked it's Saturday. Yeah All right, So i'll I'll take another look at that. And then uh, we'll probably just need to extend it out to uh the sixth or seventh, just to make sure we get everybody. Sounds good. Um, all right, and then this the schedule and coverage. Um, And this the people who are going to be covering for me while I am out. Um, and then I will make the notes on the other one. Um, and I will send this over to you guys. Um, I don't see anything I need to correct in there. But uh, the next steps is accessibility labels, which I am working through um but if I don't get those back by the time I go on vacation from PC. Uh Gabby can handle that with no issue.
Speaker 3 00:20:38
Um, Gabby is going to finish the LP and then the uh global relay gate. She has that slated for today and then tomorrow. Um, I we saw that there were sixty seven users in our system. Yes, Mike?
Speaker 5 00:20:55
Oh, sorry. Um, real quick. So just for the Alere team. Um I believeum correct me if I am wrong Christi, but I think Julia's last day with Crimson is end of this month? Yes. So if she's pming this, should we be bringing Paula in on a couple meetings early to make sure.
Speaker 3 00:21:13
Yes, I am keeping Paula updated. So I added her as well. Okay. Yeah, so Paula is taking over for Julia. So anything Isay that's Julia related, um gentlemen, She's leaving usum which we're really excited for her about uh, but Paula is taking over and stepping up in her steps, and I worked with her a couple times the last couple weeks. I really like her, Um, so she's doing a really great job. So, I am very comfortable with her taking over on this project when Julia leaves us. If there is anything left for her to take over. Okay. Um, so we have two tickets here. This is internal to Gabby and I that we have set for June seventeenth. We're moving it to June eighteenth, And then uh once we have a month in blackouts from you guys, uh, we'll get that added um you guys already did the confirm. And then.
Speaker 3 00:22:05
Uh internally, I am briefing Gabby and Julia, which they've already been briefed. So just and then um as far as Copilot, Claude Opus four point eight was just rolled out by Claude uh in the last couple weeks. And uh OpenAI's GPT five point five was rolled out by OpenAI, and then Microsoft has put them live in Microsoft, three sixty five Copilot this week. So users when we roll it out they're going to be on the newest Model refresh from day one. Um, I do like Opus four point eight. I have not played around in GPT five point five just yet because it just came out. Um, I did try a few things yesterday. Um, Opus seems to be pretty strong. I am starting to like it better than four point seven. Uh four point five was the best so far. Uh, but these are just models. I don't know if you guys keep up with the OpenAI models. Uh, but these are just models that uh.
Speaker 3 00:23:04
Both AI companies have rolled out. They're pretty nice. Uh, they're continuing continuing to update these. And the great thing about models is when they roll them out, they have the most recent uh information from the world. So I don't know if you guys have played around or how much you've played around with OpenAI uh or Claude, But sometimes you'll ask it a question, and the current model can only answer anything up to April off the top of my head without researching. And so now they're going to get that newer model going forward. So that's really good. Like Isaid, I am really pleased with Opus. Just.
Speaker 2 00:23:43
A general question: like, What is the difference between using these models that are being incorporated within Copilot versus using a Claude tool? Or an Open AI tool standalone on its own? Is, is there a difference there? Because like I guess, why would someone purchase multiple of these? If they if those capabilities are being utilized by Copilot.
Speaker 3 00:24:19
So one, that's super great question. Not very many people ask me that and I love the fact that you asked itum so the models that the way Copilot uses the models is they use it for the chat functions and features. And then soon as they roll out their version of Claude CoWork, it'll start using some of those features as well. Now, right now, Claude and OpenAI have other features that Copilot is not including in. So things like Codex and Claude Code and Claude CoWork and agents on the OpenAIsite, Microsoft hasn't started really incorporating those paths much yet. So the other tools are still really robust.
Speaker 3 00:25:01
However, the great thing about Microsoft is it abides by your rules. So if you say, you know, you have access to something but Kenny can't have access. Copilot is going to abide by those terms. Uh sorry. Copilot is going to abide by those rules faster uh than Claude. However, Claude's stepping up their game too, because they want to make sure that you guys have the security in place. Does that make sense?
Speaker 2 00:25:28
Yeah, I think so. Okay.
Speaker 3 00:25:30
And I'll get more into that in the training because, uh, one of the questions I'll get all the time is, you know, the differences between Claude and Copilot. And Copilot just lives in your data already. And. So therefore, the models that you use to chat with it lives in your data as well. So like Claude had a baby. The baby doesn't know as much as Claude, and they handed it off to Copilot. Okay. So.
Speaker 3 00:26:01
Um, and I'll be honest, There are a lot of new features coming out with Copilot literally weekly at this point. Um, Istarted designing out a app using um Copilot's new uh agent app builder. So they they are still bringing in new features that are pretty amazing. Okay. So any other questions you guys have for me?
Speaker 2 00:26:31
So on the um, on the pilot user group and the use cases. So, we we met with our team of the five people identified to be part of that group. Um, we've had them identify the use cases that they would like to test, and we have those all put together. So, what would what is your expected timeline for when we get to that portion of the project?
Speaker 3 00:26:60
It depends on how much of the use cases we that they have provided. Um, honestly, recently I did one with finance, HR and an R&D team a company has, and it only took us a week. So I would say a week to two weeks.
Speaker 2 00:27:19
Okay. But from like when so is your is it that we give you the use cases and you guys go out and try and. And run these processes, Or will our team be doing the running it and trying to to actually perform it using the tool itself.
Speaker 3 00:27:39
So you guys send me over the use cases, and I will build the training for each department around those use cases.
Speaker 2 00:27:46
Okay, So yeah, let me let me make sure that I've got it in a clean format for you, Which Ishould be able to do and get to you by the end of this week, and then it should be. In your hands to determine, you know, how long that will take. I guess at that point. Um andum and our team will be you know, waiting waiting for their chance to get involved.
Speaker 3 00:28:10
Awesome. Um and when I do the training, I am going to record the training for you guys. You guys will have access to the training recordings. You can download them, You can add it to Rippling in the, if you guys have that training module added, um whatever you want to do. Sometimes the training will go quickly and people will want that. Um, and depending on the person, And they can follow along during the training while we build things out for them with them, not for them. So good. Yeah.
Speaker 2 00:28:43
Okay, So I'll have that on my plate to get to you, uh and I hopefully can do that this week.
Speaker 3 00:28:50
Gotcha. No worries. Uh, and then you guys, like I said, while I am out next week, feel free to reach out. Um, Most of the next week is me actually taking a real, you know break from doing things. But I'll probably be sitting at my desk, learning new AI tools that I haven't had time to learn yet. So if you want to reach out, feel free. Uh Wednesday's the only day I'll have my phone off. Uh but you know I'll answer as soon as I can. You are welcome to text me. Okay.
Speaker 2 00:29:19
Well, We'll see if we can get you those answers to those questions about the labeling. Um as soon as we can, uh, assuming that PC is able to look at them. Yeah.
Speaker 3 00:29:30
So let me get that sent over to you. I've got to jump into another meeting in in three minutes, and I was trying to go quicker. So you guys had more time back. But uh my apologies on that, uh I'm going to jump into another meeting actually with Mike in a few minutes. And then uh from there. Uh, I'll get you guys over everything and have you send it over to PC.
Speaker 2 00:29:52
Okay, that works.
Speaker 3 00:29:53
All right, you guys are awesome. Thank you so much.
Speaker 2 00:29:56
Thanks Chris Christiene.
Speaker 3 00:29:57
All right.
Forward sensitivity label proposal to PEC team (Ronnell Jackson and Kristen) for review and approvalAdd Ronnell Jackson and Kristen (PEC) to the recurring meeting seriesBuild customized Copilot training for each department based on pilot use cases+5
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04-24 Lingguhang Pulong: Pag-aayos ng Template ng Onboarding at Paglilinis ng mga Gawain sa Pagsasanay
## 1. Pag-aayos ng Template ng Onboarding Project
Ang template ng proyekto para sa onboarding ay naglalaman ng mga gawain para sa lahat ng departamento, na nangangailangan ng manu-manong pagtanggal ng mga hindi angkop na item para sa isang partikular na bagong empleyado. Upang maiwasan ang kalituhan, ang job title ng bagong empleyado, tulad ng "IT Project Manager L2", ay idadagdag sa pangalan ng proyekto. Kasalukuyang kinukumpirma kung si Julia ang magiging project manager para sa onboarding project ni Paula. Napag-usapan din ang pangangailangan na i-revisit ang kasalukuyang proseso para sa HIPAA training at procurement.
### Mga Plano sa Gawain
- [ ] Ilagay ang job title na "IT Project Manager L2" sa pangalan ng proyekto para sa onboarding ni Paula. -- _[Speaker 2]_
- [ ] Kumpirmahin kay Pete kung si Julia ang magiging project manager para sa onboarding project. -- _April_
- [ ] Mag-set up ng hiwalay na ticket para sa HIPAA training at procurement para sa mas malinaw na pag-monitor. -- _Mi_
- [ ] Ilagay si Julia bilang pansamantalang project manager. -- _Mi_
- [ ] Mag-set up ng isang meeting para kay Paula at April sa kanyang unang araw, sa Lunes ng hapon, para sa one-on-one. -- _[Walang nakatalaga]_
## 2. Pag-update at Paglilinis ng mga Task sa Training sa Onboarding
Ang pangunahing ticket ng training modules ay magulo at nangangailangan ng pag-revisit. Ang mga training task, tulad ng HIPAA at anti-harassment, ay kasalukuyang pinagsama-sama sa isang ticket, na nagdudulot ng kalituhan kung natatapos ba ang mga ito. Ang solusyon ay ilipat ang bawat training task mula sa pangkalahatang "Training Modules" ticket patungo sa mga hiwalay na ticket ng mga itinalagang trainer o departamento (hal. Emil, Becker). Kabilang dito ang pag-update ng mga itinalagang tao (hal. si Christian para sa HIPAA at anti-harassment training) at pagtanggal ng mga hindi na kailangan o hindi angkop na task tulad ng Zenefits para sa mga empleyado sa Pilipinas.
### Mga Plano sa Gawain
- [ ] I-update ang trainer para sa task na "HIPA" (task #13) at gawing si Christian. -- _Mi_
- [ ] I-update ang trainer para sa task na "anti-harassment" (task #14) at gawing si Christian. -- _Mi_
- [ ] Tanggalin ang mga hindi angkop na training task mula sa template. -- _Mi_
- [ ] Palitan ang itinalaga para sa "ConnectWise RMM" at gawing si Julia. -- _Mi_
- [ ] Italaga si SEG sa "ITG/HUDO" training task. -- _Mi_
- [ ] Tanggalin ang "Bright gauge" training. -- _Mi_
- [ ] Italaga si SEG sa "Change process management" training. -- _Mi_
- [ ] Italaga si SAG sa "B1 Channels" training para sa awareness. -- _Mi_
- [ ] Tanggalin ang "One time secret" training task. -- _Mi_
- [ ] Tanggalin ang "Time Zest" training task. -- _Mi_
- [ ] Italaga si SEG sa "See, ID team is file" training. -- _Mi_
- [ ] I-add ang "Lion Guard Training" bilang isang task sa hiwalay na ticket ni Emil. -- _Mi_
- [ ] Palitan ang "Create a Humic account" task at gawing "Create a La Costa account" sa ticket ni Becker. -- _Mi_
- [ ] Mag-add ng bagong task na "La Costa Usage training" sa ticket ni Becker. -- _Mi_
- [ ] Ilipat ang lahat ng natitirang training task mula sa pangunahing training module ticket patungo sa mga kaukulang hiwalay na ticket ng mga tao (hal. Ronel, Department Manager). -- _Mi_
- [ ] Isara ang ticket ni Christy Brown dahil hindi na kailangan ang task na Zenefits. -- _Mi_
- [ ] Kumpirmahin kay Olivia kung sino ang responsable sa pag-create ng account para sa mga bagong empleyado. -- _April_
> **Mga Mungkahi ng AI**
> Napansin ng AI ang mga sumusunod na isyu na hindi nalutas sa pulong o kulang sa malinaw na mga plano ng pagkilos; mangyaring bigyang-pansin:
> 1. **Walang Katiyakan sa Project Manager para sa Onboarding:** Habang si Julia ay pansamantalang itinalaga, mayroon pa ring kawalan ng kumpirmasyon mula kay Pete kung sino ang opisyal na magiging project manager para sa mga onboarding project. Ito ay kritikal para sa pananagutan.
> 2. **Proseso ng Pag-create ng Account na Hindi Malinaw:** Isang kritikal na gawain para sa mga bagong empleyado, ang pag-create ng account, ay walang malinaw na may-ari. Kinakailangan itong kumpirmahin kay Olivia, na maaaring magdulot ng pagkaantala kung hindi matutugunan kaagad.
> 3. **Hindi Kumpletong Paglipat ng mga Training Task:** Nagbigay ng pangkalahatang tagubilin na ilipat ang lahat ng training task sa mga hiwalay na ticket, ngunit walang partikular na deadline o proseso ng pag-verify upang matiyak na ang lahat ng task (gaya ng para kay Ronel, atbp.) ay nailipat nang tama. Maaaring may mga task na makaligtaan.
Apr 24, 2026
Speaker 1 00:00:00
Hello, Mi. Pagka-tuturuan dyan sa onboarding, Wait, share screen ka nga.
Speaker 1 00:00:08
Dinilit ko na pa man din. Hindi ganito yan. Yung mga faces. Oo, pag nag-apply ka kasi ng template, Mag-a-apply talaga lahat ng department. So, Ang ano dyan, Ang next step dyan is I-delete ko yung mga hindi applicable. Okay yan, dinilit ko na. Perfect.
Speaker 2 00:00:25
Oo, oo, oo. Nung una, Mali ba ako? Sabi ko, so dinelete ko ulit Yung ginawa kong project. Hindi, hindi, hindi.
Speaker 1 00:00:33
Tapos pala, ang naisip ko, Dun sa project title, Lagay na din natin yung, Job title. Kasi minsan confusing Pag na-assign sa kanila, Pola calcite lang nakalagay. So, anong, ano niya? Ah, okay. Hindi, hindi. Punta ka sa project name sa taas. Dyan. And then, lagay ka ng dash.
Speaker 1 00:00:54
Tapos, lagay mo IT Project Manager L2.
Speaker 2 00:00:59
Sabi ko nga eh, Saan ko ilalagay yung sinabi mo? Kaya nilagay ko na lang dito sa Notes date mo.
Speaker 1 00:01:06
Hindi, dyan mo na lang din ilagay. I-all caps mo na lang din. Ay, okay. IT Project Manager L2.
Speaker 2 00:01:16
So, sinong magtitoyin sa kanya? Si Julia?
Speaker 1 00:01:21
Yan ang kailangan ko palang, I-, At tawag dito? For now, si... Hindi naman si Pete pwede.
Speaker 1 00:01:32
Sige na nga, si Julia na lang muna, Ang ilagay mo. And then, kukonfirm ko na lang Kay Pete kung si Julia ba ang maging, Project manager ng onboarding.
Speaker 2 00:01:40
Project. I-confirm mo muna. Ayaw niya, Nang ina-assign ko siya eh. Ay, talaga ba? Eh eh. Tapos, naglagay ako ng, Task ni Christian. Para din.
Speaker 1 00:01:50
Sa mga notification.
Speaker 2 00:01:53
At saka procurement.
Speaker 1 00:01:55
Ayan pala, kailangang i-revisit din. Sige, i-separate, tiket mo na lang Yung HIPAA training and procurement. Wait lang. Hi, Pete, is Julia Going to be The project manager For Paula's, Onboarding project?
Speaker 1 00:02:24
Ayan, sige. Ikaw muna ilagay mo dyan. And then, Click mo yung training modules, Professional services, yung pinakaunang Ticket. Ayan. Kasi, alam mo, medyo madumi yan eh. Kailangan din i-revisit sana yan. Kasi si Char lang unang gumawaan yan. Makikita mo sa task list dyan. Wait, nasan ba yun? Ah, yung sinisen mo. Yes, ayan o. Dyan sa ticket alone na yan, ang dati kong, Ginagawa, ina-assign ko lahat yan Ng mga tao dyan. Ito na mo, trainer.
Speaker 1 00:02:57
Tapos, nandyan din yung HIPA, which is CEG pa nakalagay. Hindi ko pa na-update yan. HIPA And anti-harassment. Ngayon, May times na hindi ko alam kung Iniisip ko kung, I-revisit, Natin yan. Remind me to revisit Yan. And naisip kong mag-create na lang, Ng separate ticket for each Para ma-specify yung Training. Kasi pag ganyang, in general, Tapos nakapaloob. Hindi ko alam kung nagagawa ba nung iba Or nami-miss nila or ano, ganyan.
Speaker 1 00:03:28
Pero naisip ko, Yun nga lang, dadami yung Tickets. So, nag-iisip ako ng work, Around kung Paano bang, Pwede namang, wait.
Speaker 1 00:03:40
Diyan nga sa ano na yan, Yung number 14 and 16, Ay 13 and 14, i-update mo nga yan. Hindi, click mo lang yung 13. Lalabas dyan yung Number 13. Tapos, palitan mo yung trainer as Christian.
Speaker 1 00:03:60
Christian, yan. Tapos, save mo na lang. Ayun, sa baba. And then, yung isa din. Yung anti-harassment.
Speaker 1 00:04:08
Ah, ganito ko na mag-edit dito. Para hindi ka napupunta, Dun sa pinaka-template. Ayan, save. Tapos, ang ginagawa ko dyan, I-delete mo na yung... Ito. Yan, si Edward. Delete mo na yan. Delete. Ay, check pala to. Ayan, delete. Ayan. Yes. Ano pa ba?
Speaker 1 00:04:33
Ah, i-delete na lang natin yung mga, Ano. O, i-delete mo rin yan. Yung mga hindi applicable sa kanya Na training. Delete mo na. Ayan. Tapos, CIT files. Sa mga ganyan sila, Julia, yan eh.
Speaker 1 00:04:49
Wait. Punta ka. Sa pinaka-top.
Speaker 1 00:04:55
ConnectWise RMM.
Speaker 1 00:05:00
Julia din yan eh. Sige na nga, palitan mo Julia. Julia muna for now. Pag ano, balikan muna lang.
Speaker 1 00:05:09
Even ConnectWise University. Ayun naman, Department Manager. Yun na pala yan. ConnectWise University. Okay na yan. ITG. Let's say, sabihin natin baka si SEG ang pwede dyan. Dito? ITG slash HUDO mo na lang.
Speaker 1 00:05:26
Tapos si SEG. HUDO. Yes. Tapos lagay mo si SEG.
Speaker 1 00:05:36
Save. Bright gauge, I don't think kailangan niya yan. I-delete mo na.
Speaker 1 00:05:42
Change process management. SEG na lang yan. Lagay mo si SEG.
Speaker 1 00:05:51
SAG.
Speaker 1 00:05:53
Ayan. Save. B1 Channels. Nagaganyan ba ang...
Speaker 2 00:05:59
Nagaganyan ba sila?
Speaker 1 00:06:00
Sige, Lagay mo na lang din. For awareness na lang din. Lagay mo sa SAG. Sa SAG lang yan. Ay, Sa SAG din to.
Speaker 2 00:06:09
Parang dapat ang trainer niya dito.
Speaker 1 00:06:10
Sa SAG. Diba? Puro siya. Meeting, Etiquette, Kasi iwan mo na natin. One time secret, Delete mo na lang muna yan. Yan kasi yung sa password.
Speaker 1 00:06:22
Stress level, department manager, Din yan. Baba ka pa nga. Lion Guard, Kailangan kaya yan. Pero, Iwan mo muna, just in case. Time Zest, Wala naman yan. Hindi tayo dyan. Delete mo na din yan.
Speaker 1 00:06:39
Dato, Not sure, pero iwan mo kasi may, Infrastructure, kineso siya. See, ID team is file, sure. Seg mo na rin yan.
Speaker 1 00:06:51
Ala, mouse ko.
Speaker 2 00:06:53
Uy, naga, ayaw na niya. Ayaw.
Speaker 1 00:06:57
Ala, weekend na ata siya. Ayan, ayan. Bumigay na. Oo. Seg.
Speaker 1 00:07:05
Ayan, tapos, Kumik Portal. Dibid mo na nga si Becker dyan kasi may separate ticket siya eh. Dibid mo nga. Ah, okay.
Speaker 2 00:07:16
Tapos doon na siya, diba?
Speaker 1 00:07:17
Oo. Tapos 3. Si Sean, mayroon din separate ticket yan. Delete mo na rin. Delete ko? Oo, Sean, last pass 3. Mati si Emil. Emil. May separate ticket ba si Emil? May nakita ko dito.
Speaker 2 00:07:36
Ay, tignan mo nga.
Speaker 1 00:07:40
Emil. Ito. Ah. Ganda na lang eh. Lahat ng makikita Mong trainings, dun sa loob Ng training na yan, isama mo, Na sa mga taon na yan. I-add mo siya at task. For example, Punta ka kay Emil. Madali lang i-add Yun eh. Punta ka kay Emil. Punta ka ng task list.
Speaker 1 00:08:01
Ito. Sa baba. Yan. Add ka lang sa plus sign.
Speaker 1 00:08:07
Ito. Ayun. Set corner. Yan. Set up. Access the, Lion Guard. Lagay mo lang Lion Guard Training, Sa task. Ayan, enter notes. Ayan, enter notes Sa baba. Ito, ito. Yes, lagay mo lang, Lion Guard Training.
Speaker 1 00:08:27
Ay, walang U siya. Walang U. Ay. Ah, A. Ayan, Lion Guard Training. Ayan, then save. Ayan, para lahat na, Ng mga Tasks na nandun, Sa training na yun, Ilalagay mo na dyan Lahat sa separate ticket nila. Tapos, punta ka na Kay Becker nga. Becker.
Speaker 1 00:08:47
Bina ka baba. Ayan.
Speaker 1 00:08:53
Baba ka nga. Ayun. Create a comic account.
Speaker 1 00:08:60
Laglagad. Albe. Task list ka nga ulit. Pag-a-add ka. Oo. Add. Ay, add ka. Yes.
Speaker 1 00:09:09
Um. Lakosta na ngayon. Ilagay mo nga. Lakosta Usage. Ano man tawag? Magandang tawag. Wait lang. Lakosta, Usage training. Paano gamitin?
Speaker 3 00:09:25
Sige, ilagay mo na ng lakosta.
Speaker 1 00:09:40
Usage training na lang.
Speaker 1 00:09:44
Ayan.
Speaker 1 00:09:47
Save. And then, palitan mo yung, Create a Humic account. Lagay mo, Create a La Costa account.
Speaker 1 00:09:53
La Costa.
Speaker 2 00:09:56
La Costa account.
Speaker 1 00:09:60
Yes. Ayan. And then, save. Tapos, punta ka ulit doon Sa main ticket. Ano ba ba? Fix muna natin bago ka mag-assign. Tingnan mo ulit yung mga training modules sa loob.
Speaker 1 00:10:16
Eto.
Speaker 1 00:10:21
Saan? Tingnan natin yung mga task list. Baba ka.
Speaker 1 00:10:33
Oo.
Speaker 1 00:10:36
Tingnan mo, meron din kay Ronel. Ayun, Mi, ganto na lang, lahat ng mga nandiyan na makikita mo, i-move mo na lang sa mga separate tickets nila. Tapos punta ka nga sa main ticket, makikita mo dyan, diba, nakalagay, meron dyan, sige pa, dun sa listang kanina. Diba, meron din dyan, ayun o, department manager ticket task list. Tapos dun sa training module na ticket na yan, makikita mo may mga department manager din, diba? Ganon, ilipat mo na lang.
Speaker 1 00:11:08
Sa mga separate tickets. And then, punta ka nga, Kay Christy. Wala na siyang Gagawin dapat, Jenny. Christy Brown, ayun. Christy Brown Task list sa taas. Click ka. Patingnan mo yung, Task list niya. Baba.
Speaker 1 00:11:28
Zenefits. Wala naman tayong Zenefits kasi PH naman. Close mo na lang, Yung ticket na yan. Okay. Lagay ko ngayon sa radar ko. I-fix natin yung ano. I-close mo lang yan. Yan.
Speaker 1 00:11:43
Tapos,
Speaker 1 00:11:46
Ano pa ba? In case, Tingnan natin.
Speaker 1 00:11:53
Creation of ano siya eh.
Speaker 1 00:11:58
TG setups. Ay, wala na nga pala siyang Access. Saan? Sa pag-create ng, Account. Oh, Sino na? Ay, wait na lang. Yes, but please set up a meeting for Paula And me on her first day. Maybe that Monday, Afternoon for a one-on-one. Also, can you set up a call for 20 minutes, For the following? Okay.
Speaker 1 00:12:30
Wait lang, kailangan ko pala mag-setup sa kanya.
Speaker 1 00:12:36
Ano nga, saan na nga tayo?
Speaker 1 00:12:40
Ayun, kukonfirm ko, Kay Olivia. Okay. Sige nga nga yung accounts creation. Olivia, Account creation. Sino na ba?
Speaker 3 00:13:01
May balikan.
Speaker 1 00:13:09
Kita dyan. Gawin mo muna, Imove mo muna Lahat ng Trainings, Sa each separate Ticket. Tapos si Olivia. Also,
Speaker 1 00:13:29
Do you know who can I assign the account creation of new employees?
Speaker 1 00:13:45
Ayan, May. Sige. Balikan kita, ha? Yes, May. May tapusin lang ako. Okay ka na dyan? Yes, E. Okay, okay. Thank you. Okay, bye.
Speaker 2 00:13:54
Bye.
06-15 Training: Microsoft Teams/SharePoint Migration and File Management
Date Time: 2026-06-15 09:57:54
Location: [Insert Location]
Instructor: Christi (Chris) Brown
## Summary
The session centers on training facilitators and end users on transitioning legacy network drives (H, L, I, etc.) into Microsoft Teams/SharePoint with access via OneDrive and File Explorer, alongside practical guidance for file management, sharing, recovery, and AI tooling. Pre-meeting chatter notes Christi’s technical issues logging in and adjusting her screen from a non-standard setup after returning from an unplugged vacation; participants coordinate attendance and confirm the meeting link distribution. Christi, CIO of Crimson IT, conducts screen-shared demonstrations using Crimson and Wayfinder accounts, emphasizing that old drives have moved into Teams under a structure of Departments, Programs, and Legacy. She explains access restrictions during the migration “seed” copy, cautions against folder changes during migration, and outlines post-seed access where users only see authorized channels/shares. The training contrasts Sync versus Add shortcut to OneDrive, shows recovery via SharePoint Recycle Bin, and covers OneDrive storage behaviors, status icons, version history, link-based sharing and permissions, and Intune-based auto-sync policies. She plans to distribute a custom facilitator’s guide tailored for Wayfinder, offers AI overview support (Copilot, Claude, OpenAI), and shares positive community feedback relevant to the client’s wraparound services. Project timelines include completing the seed and decommissioning the file server to read-only by June 30, 2026.
## Knowledge Points
### 1. Training context and logistics
- Christi (Chris) Brown, CIO at Crimson IT, rewrote her facilitator’s guide specifically for Wayfinder and will have Julie/Julia send it.
- Meeting is recorded; pacing can be adjusted and recordings will be distributed.
- Demonstrations use both Crimson and Wayfinder environments; some features may be gated until migration access is granted.
- Christi had recent technical constraints due to VPN and returning from vacation; she experienced login issues and accidentally deleted part of her script by bumping a Ubiquiti key.
### 2. Current environment status and access
- Legacy shares are migrating into Teams/SharePoint under Departments, Programs, and Legacy; Legacy holds straight copies from the file server.
- Access is restricted during the seeding phase to prevent interference with the copy and final sync before cutover.
- After seeding, access is granted based on authorization; users will only see relevant shares/channels (e.g., H share), while root directories (C, E/W) remain hidden.
- Change requests during migration must be coordinated with the migration team; goal is to preserve data and decommission the file server.
### 3. Teams/SharePoint file access structure
- In Teams, files appear under Departments, Programs, and Legacy; users can navigate into departmental shares (e.g., H > Accounting) and open documents.
- The top-bar terminology has shifted from “Files” to “Share”; “Open in SharePoint” launches the web view, requiring a valid login.
### 4. File recovery via SharePoint Recycle Bin
- Deletions from Teams/SharePoint libraries flow to the SharePoint Recycle Bin; restore is performed from the site’s Recycle Bin.
- Two-stage recycle bin retention supports recovery beyond initial 30 days and has proven crucial in incident scenarios (e.g., ransomware recovery).
### 5. Sync vs. Add shortcut to OneDrive
- Sync:
- Creates a top-level entry under the organization node in File Explorer, closely replicating mapped drives.
- Device-specific; preferred for standardization and single-computer users.
- Can be automated via Intune or Group Policy; synced entries auto-clean as permissions change during decommissioning.
- Add shortcut to OneDrive:
- Adds a shortcut within a user’s OneDrive, appearing across all signed-in devices (desktop, laptop, mobile).
- Useful for multi-device users; may lead to “access denied” after permission changes post-migration.
- Practical notes:
- Errors can occur if trying to sync when a shortcut already exists.
- Folder customizations sync to File Explorer; users can pin frequently used folders (e.g., SOPs) to Quick Access.
### 6. OneDrive file and storage management
- Files On-Demand conserves local space; files download on access and may revert to cloud-only when unused.
- Status icons:
- Blue/white cloud: online-only.
- Green check: locally available.
- Solid green circle with check: always keep on device.
- Arrow: shortcut.
- Settings:
- Limit download rate on metered connections.
- Manage storage to review large files.
- Manage backup for Desktop/Documents across devices.
- Pause syncing (e.g., battery saver).
- Choose folders to show in File Explorer; stop sync removes folders from view.
- “Always keep on this device” downloads contents; use judiciously due to resource impact.
### 7. File sharing, collaboration, and permissions
- Share via links rather than attachments to enable versioning and co-authoring; use “Share” > “Copy link” or email a link.
- Link permissions and expiration:
- “Anyone” externally sets a 30-day expiration by default.
- Internal org links have no expiration.
- Version history:
- Access via File > Info > Version History; view and restore prior versions and authorship changes.
- Collaborative features:
- Real-time co-authoring, visible participant names, comments, and @mentions.
- Deletions from synced folders propagate to the cloud; recovery is via SharePoint Recycle Bin.
### 8. Automated folder syncing via Intune
- Intune can auto-mount/sync specific libraries for all users to ensure a consistent structure without manual setup; Group Policy is an alternative.
- Prerequisites: Intune-joined/enrolled devices, OneDrive Files On-Demand enabled, Windows 10 1709+ or Windows 11.
- Configuration via Intune Settings catalog; target a library using its Library ID (obtain from SharePoint web view, leveraging site IDs/CTIDs in the URL). PowerShell can also be used.
- Policies can be modified or disabled during the transition to permanent department teams; synced folders disappear automatically as permissions are removed.
### 9. User readiness, tooling, and mobile
- Staff have baseline Teams familiarity; organization has rolled out apps like Nectar and limited Copilot use (~20 users).
- Some participants have basic Copilot in Teams chat; standalone Copilot licenses are not universal.
- Mobile OneDrive adoption varies; leadership may use mobile OneDrive, but staff usage/training is limited. Shortcuts help multi-device access; Sync standardizes desktop behavior.
### 10. Client relationship and community feedback
- Christi, a foster parent, shared positive feedback from wrap teams about the client’s services (e.g., Vista Del Mar), noting praise for wraparound services in recent meetings.
### 11. Project timeline and next steps
- Data migration began around June 12, 2026, with a target of June 30, 2026, for the old file server to become read-only.
- Phase 2 requires Robert to provide finalized programs and departments.
- Christi will distribute the customized Wayfinder facilitator’s guide, including guidance on Sync vs. Add shortcut, Intune auto-sync setup, recovery steps via SharePoint Recycle Bin, and handling permission issues when sharing via drag-and-drop.
- Ongoing actions:
- Complete seed migration and confirm data integrity.
- Restrict access during seeding; communicate timelines.
- Coordinate folder/structure changes before final sync.
- Grant access post-seed based on authorization.
- Train users on Sync vs. Add shortcut; recommend Sync for standardization, shortcuts for advanced multi-device users.
- Encourage pinning frequent folders to Quick Access.
- Assess interest in AI tools and optionally schedule an AI overview.
- Consider guidance on OneDrive mobile usage for cross-device access.
Jun 15, 2026
Speaker 1 00:00:16
Julia, do you need me for this one? I don't think so. Okay. Bye. Thank you. Thank you, Mel. Sorry,
Speaker 2 00:00:32
Christi. Huh? I am sorry it was crazy. It's okay if.
Speaker 3 00:00:39
It was normal training, I could do that all day long in my sleep because I mean, I've got that templated out. This one just added more to the mix than I expected, but it's all good. Let's see, copy the code. My only thing is just getting logged in. Oops.
Speaker 1 00:01:07
All right, let's try this again.
Speaker 3 00:01:21
Alright, that worked. Wait, no it didn't. Good Lord Almighty. Sign in? I've tried signing into this three times.
Speaker 1 00:01:45
Alright, let's see if this works.
Speaker 1 00:01:54
Right. Good. Charl. Monti.
Speaker 3 00:02:03
Good morning.
Speaker 1 00:02:05
Welcome back, Christi.
Speaker 3 00:02:08
Thanks Can you believe I didn't touch a computer this a single time, the entire time I was out?
Speaker 1 00:02:16
Oh, wow! I find that very hard to believe.
Speaker 3 00:02:21
I know, But the only time that I even touched anything related to clients, while I was out was on Saturday when we needed to to find the master key to ADT system for people to hi Robert jump into a building.
Speaker 4 00:02:37
Hi, hi. Um,
Speaker 2 00:02:39
I wanted to make sure you forwarded it to all of your team. Uh, so I sent a link there.
Speaker 4 00:02:45
Yeah, no we we did get that.
Speaker 2 00:02:47
Okay, perfect. Everyone knew, Good morning.
Speaker 3 00:02:52
Good morning. Good morning. I bear with me one second, team, I am going to change my video settings because I am not in my normal routine this morning, So my screen's gonna be a little hard to see if I don't zoom it in. Does that make sense? So I'm gonna put you guys on an alternate screen.
Speaker 1 00:03:20
So people can see lots of complaints when people can't see.
Speaker 1 00:03:50
All right, so why are you not being nice to me? Robert,
Speaker 2 00:04:02
Let us know how many people we should expect.
Speaker 4 00:04:07
We should expect at least three more. So I already sent another message.
Speaker 5 00:04:15
Sounds good, thank you. Eric is still in new hire training, so. They'll be coming on later.
Speaker 4 00:04:20
Okay. Do we know about our? Okay, there we go.
Speaker 3 00:04:32
Oh, That's SCHARP. Sorry. I uh I don't know if you guys use Ubiquiti keys atum Wayfinder because I'm not as familiar with with you guys as Charl and. Julia is, but I have my script ready to train from. And right as I was pulling and making everything good on my screen, I hit my UBI key, which totally removed one of the paragraphs.
Speaker 4 00:05:04
Oh no!
Speaker 3 00:05:06
It's fixable, so I have it up thankfully.
Speaker 3 00:05:19
Julie, is there anybody else from Crimson's side?
Speaker 2 00:05:25
Nope, that's it.
Speaker 3 00:05:30
Team, What I am going to do for you guys is I did create a uh I had to change up my training. So I have a pretty cutter cutter training. Uh, if you will. Charles heard me give this training a million times on Teamsum in his course of how long have we worked together five years now. Something like that. Poor guy. U guys feel sorry for him, Send him all the well wishes because he's had to deal with me for a long time. But I'm going to send you guys over my facilitator's guide. I did rewrite it just for Wayfinder this morning, Pulled it from my normal Teams training, and then just outlined it for what you guys need. So just be prepared for that. I'll get that sent over or I'll have Julia send it over today.
Speaker 3 00:06:17
Um, and then also bear with me. I've been on vacation for a week, and I don't know Robert if you heard when you jumped on. I didn't touch a computer at all for the entire week I was out, and I had my phone set to personal. So, the only way you could get a hold of me was was uh, sending me a text message. Um so I successfully unplugged for an entire week which never happens. Wow,
Speaker 4 00:06:39
That's amazing. I congratulate you on that. It's really good.
Speaker 3 00:06:43
My my daughter graduated from high school. So we've had meetings upon meetings. Also, U has actually came up a couple of times in my conversations this week because I am a foster parent and I work with wrap teams and stuff like that. So I was like, Oh, I actually have a client, and we were talking about different companies that offer wraparound. So someone brought up y'all's name and then.
Speaker 3 00:07:15
Someone brought up, uh, Cause we use uh Vista Del Mar because uh the kids that come through to me come through that system. So yeah. So you guys came up very good conversation. Every foster parent that was in that meeting that I was in, uh raved about you guys and your wraparound services. So just a heads up on that.
Speaker 4 00:07:36
Thank you They.
Speaker 3 00:07:37
Did not know that you guys are a client of mine. I just said one of my clients, So they couldn't put two and two together, but there was a lot of really good rave reviews. Um, because I only foster teens, uh and right now I'm only fostering 18 and up. Some but yeah so just a heads up on that.
Speaker 4 00:07:57
Very good, very good. It's it's good to hear about that I'll share the news.
Speaker 3 00:08:03
Good Yeah All. Right? Some if you guys are good, is everybody here?
Speaker 4 00:08:11
Okay, yes. Let's get started.
Speaker 3 00:08:14
Perfect. All right, so I'm going to talk to you guys from the facilitator point of view, but also we're going to go through and actually do hands on within Teams. Now the access that I'm going to show all of you, you don't have access to this yet. So I'm going to show it to you from our systems and then I'm going to go back and forth between the Wayfinder account that has all the access and then the Crimson account just so that you guys are aware. And then we can work through it from there. Please feel free to stop me, ask me questions, throw questions in the chat. I will answer as I can. But again, This meeting is recorded. So if I'm going too fast for you at times, just tell me to slow down or just know that we're going to be sending out a copy of the recording so that you have it. Do you guys have Copilot set up for any of you?
Speaker 4 00:09:09
Some of us here do, not all of us, but some some do.
Speaker 5 00:09:12
Yeah with our with our Microsoft licenses we do have basic Co-pilot. So for example Co-pilot in Microsoft Teams chat. Uh, but as far as the standalone license, depending on how deep the integration is not yet.
Speaker 3 00:09:24
Gotcha okay. So I have facilitator on because I do have a copilot license myself. Um so I have facilitator on I'll send you guys over that recap, And if you guys are ever interested in AI, most of my job lately has been AI for clients. And I can talk to you through Co-pilot, Claude, OpenAI, all of that. So, that's just a little selfish plug on my end because I like to stay busy. Real quickly, The one big idea that you guys will need to impart upon your end. Users is your old drives didn't disappear. They just moved into Teams.
Speaker 3 00:09:60
Every legacy channel that you guys had, H drive, L drive, I drive and so on is in the new place. And sync is what's going to make that show up in File Explorer. So I'm going to show you guys how that looks and what that looks like. But I'm going to show you on the Crimson account because for me to show you under the Wayfinder account that I'm going to actually show a lot of this stuff on requires me to have a machine dedicated to Wayfinder and I was on vacation last week. So just a quick heads up on this. So, we are going to need to do uh kind of work through how you guys want to do that. Uh I know you guys are going to sit down with each of the users, uh or departments. Um I I've got a heads up on how you guys want to do it. So I want to just be let you guys be aware of it. Um how fluent are you guys in teams overall,
Speaker 4 00:10:52
If we're referring, if we're referring to our staff pretty pretty familiar. Um they've been using teams for quite a while. Not as effective as it could be, but they're definitely familiar. And we've rolled out a few apps on Teams for other programs like Nectar, And some people are using Co-pilot out in the agency about what 20 of them or so. But the word's getting around about some other features around Teams, but I would say at the base level very comfortable.
Speaker 3 00:11:20
Okay perfect, then I then I'm not going to do my standard spiel of here's how to use Teams. Um, I'm just going to go from what you guys need, which is where the channels are, how to find them, and then how to do the sync. The differences between sync and shortcut because I do both. And then a few things for you guys to do there. So it's going to be pretty cut and dry. Very first thing, Let me share my screen that way. You guys can see what I'm seeing okay now.
Speaker 3 00:11:55
Some of you guys I remember meeting before, um, when we first started this because I sat in on the meetings. How many of you guys were in that original meeting?
Speaker 5 00:12:07
Would have been. I think.
Speaker 3 00:12:09
No, I know Cheryl was. So sorry Robert?
Speaker 4 00:12:14
I wasn't, I wasn't in that meeting.
Speaker 3 00:12:16
Okay good. All right? So for those of you guys who've never met me while i'm waiting on my system to tell me, it's fully uh sharing. My name is Chris Brown. You guys can call me Chris or Christy, it doesn't matter. I'm the CIO for Crimson IT. I am Cheryl's security blanket when it comes to doing training just because I like to do training and Cheryl does not like to do training, So he will pass that baton off to me and let me do it for you guys as well. So, it is a pleasure meeting all of you guys, and let's go ahead and get started because it looks like it's finally sharing.
Speaker 3 00:12:50
And bear with me. I'm at a client site today and I'm on VPN, so it's a little slower than what it normally is when I'm in office. So everything that you guys are going to have access to is going to be under Departments, Programs, Legacy. So you've got all of the systems in here. I am under the Teams channel. If your Teams is up-to-date, you may see them under the chat channel. But under the Teams channel, you're going to see everything in here. So you got your departments, you got your programs. If you scroll keep scrolling and you have your legacy. So under legacy is where all your old draw files are at. So I'm going to click on H just so that you guys can see it. Here's your um here's the document. If you go up here and click on shared used to be. It was called files, but if you click on share.
Speaker 3 00:13:46
It's going to load up here. So you've got all your departmental shares here, and if you scroll through all of this, this is what you can see. So the team is already working on making sure everything is syncing over from the server right now. Um, Cherylotte, Do they have access to this right now? Or can they not see this yet?
Speaker 6 00:14:09
Um, so Christi, no they will not be able to see that yet. Um and, For the basic reason we are still migrating. So, we do not want any interference in that because that could possibly a folder name change or something could have a devastating impact on the current copy process. As soon as the original seed is completed, then we will give access.
Speaker 6 00:14:41
And then obviously, during this time, we also ask that if you guys want to make a change to let us know what that change is because it will have an impact when we do our final sync just before cutover.
Speaker 4 00:14:57
Is this structure we're seeing, I mean, let's it's not final right? Like C and E, I'm not sure what that is. I'm not sure what the U and W are, because I don't think those are. Our files that we wanted to see, but again, for the purpose of training, we can always touch back on that content.
Speaker 6 00:15:18
Yes. So Robert, I mean what you're seeing right? And my intention is to hide it once it's complete. I know that you guys are decommissioning your file server. And for that purpose, I wanted to make sure that we have every single directory in legacy. That we can access, you know, should we need to. So the guys will only see the, you know, the channels that they need access to. So if a person has access to the H share, the H share will appear on their Teams. If they don't, they will not be seeing it. So in general things like C drive, the root of E, um the root of W.
Speaker 6 00:16:04
U m and such, you know, those things will not be visible to to everyone. Uh but at least we've got your data in there. So you know, when you guys decommission, we're not sitting with loss of data anywhere.
Speaker 3 00:16:19
Thank you. Just be awareum what you guys are seeing is the global admin. So we have access to everything that we're doing. And some of these, because they're straight copies from the file share, the system is going to pool over things. So Cheryl needed to make it look like for like, and that's why you're seeing a lot more mine. You are not going to see all of these when he grants you that access. Okay, great. All right. So the folders in here, there's a straight structure that you guys should see in the H drive. So all the folders that were in the H drive has been copied over here.
Speaker 3 00:16:54
And the team is continuing to copy. So this is still an in progress thing. So if you see something missing, Let us know from just from my screen, and it could just be that it's still in the copy progress and hasn't fully been moved over yet. So bear with us as we continue to do this. There was a lot of files, so I know the team has been working really hard to get this done as quickly as possible. Now you've got a couple of options in here. I want to draw your attention to a few things, I'm going to go into accounting share just because I'm picking one. And. So everything in here under accounting share is going to be in there, just like it was on the H drive. So you have all your files and everything here. Now, there's a couple key things I want you guys to note. If I click on the three little dots here, I've got some options in here, add shortcut, sync. You've got a download export.
Speaker 3 00:17:49
You've got some workflows you can do, especially for those of you guys who have Co-pilot licenses. This is actually pretty handy. And then open in SharePoint. So if I open in SharePoint, it's going to fail on me because I am not logged in, But it will open everything into another folder or into another window in Chrome or Edge, whichever is your default. Now that being said, you should see everything here set up properly. I am going to switch over to the Crimson account just so that I can work from there, and you guys can see how I treat it on my computer. We have lots of files out here, so bear with me. Let me go up because ours, we don't have the teams over here on the side. Like you guys do. So I'm going to go into trying to think of one that I haven't synced over. Scroll down, all right.
Speaker 3 00:18:46
So I'm going to go into operations leadership. You guys don't worry about that because I'm just going to show you what it looks like from there. Any documents that we have in under shared will be listed here. And so, oops, here is my, here is the folder that we have in here. Now in here I've got that same options in here. I've got add shortcut to OneDrive, open and SharePoint. So I'm going to click on the open and SharePoint, And then you're going to see that it comes out into a web form. Now, most of your users don't need to know this. The reason why I'm showing this all of you is because if something was to happen, let's say, and this is where I get to use, I don't know any of you guys, but I get to use you guys as my guinea pigs. Let's say Adrian, because he's been very vested in what I'm saying is in here. He's working on some stuff. You know, maybe he's going in here and he sees this file, and he wants to just delete it.
Speaker 3 00:19:44
He's not thinking. He's like, I don't need this file anymore. I'm going to just delete it. Okay, When he deletes it for you guys to recover, these files is actually going to be pretty easy. You can go in here in SharePoint, you can go to Recycle Bin and you can restore it from there. It's very easy. You just click on it, say Restore Now because you guys um Have elevated access, You can even go in a little bit deeper and restore things out of there. So anytime that anyone deletes anything, any files or anything from here, It's always going to be in that SharePoint recycle bin, and you can restore it from there. And you can even go one deeper in there and recover. So just be aware of that. I want to show you guys because when I show you the sync sometimes, and we've seen this happen, people will accidentally delete things not paying attention.
Speaker 3 00:20:38
And that is probably one of our biggest calls within having files in Teams is, hey, so and so deleted this. And how do we get it back? Because, they don't know how to get it back because there is no recycle bin in here. Or it's kind of complicated to get to. So I want you guys to be aware of that that it's in there. Another thing to note is if you want to sync, let's pretend like my operations leadership is one of my H drive. And I want to sync it to my OneDrive. Well, first off, Let me show you my OneDrive because I do things multiple ways on my OneDrive. And bear with me because I got multiple One Drives in my system. That's why I didn't want to attach Wayfinder. It's one drive to me because Lord help me, I got too many One Drives and a Google Drive in here. So if I'm in here and I'm looking at my Crimsonon IT, I'm going to click on it.
Speaker 3 00:21:36
You'll see all of my information in here. These are my synced shortcuts. These are my synced files. So I've got clients, SOPs, team roster, operations leadership, which I already had syncing. So, what I'm going to do is I'm going to do this a little differently. I'm going to go into a different one. Let me go to projects. There is always a new project in here.
Speaker 3 00:22:06
All right, so I'm going to go to this one. And let me go to shared. All right, So from here, I'm going to go into share and now I'm going to go here and I'm going to sync this. So if I click on sync it's going to say we're syncing your folders. You're going get an error, I got an error message because i got a OneDrive note that came up. "I'm already syncing a shortcut from this shared library." This is what happens when you do all the training. So I apologize. Let's do admin. All right, so let's go to shared. They have a lot of files. They work hard, my admin team does. So now I'm going to try the sync there. My OneDrive window did pop up, but it didn't stay because I didn't have any folders synced in there. So now if I go in here and I refresh my page, it should be in here.
Speaker 3 00:23:06
Might take a minute or two. Bear with me. It does take a minute. I see that it's syncing.
Speaker 5 00:23:28
So basically this is for people that like to, prefer to use File Explorer to access files? Exactly, yes. Okay.
Speaker 3 00:23:35
Now, once it's done, once it syncs, um, it'll work just as well as what we did. Um, it will be in here. It'll be listed. But you guys can see there is the projects general that I had synced before. Um and then there is all my other ones that I've synced. So everything is going to be listed under my Crimsonon IT account. One of the things that I like to do is if I, if this is a folder that I use often, and we're going to use SOPS because it's here. I'm going to right, click on it, and I can pin it to Quick Access. And then that way, let me minimize this, my Quick Access is right here and it is here and it's pinned. So no matter how many times I close out a File Explorer, turn it put it back up, it's already pinned here. It's going to stay there. So any of my clients that I work with pretty heavily, it's going to be in there and then I can grab it.
Speaker 3 00:24:32
So I'm going to treat it just like a map drive, except for my map drive is no longer at this PC. So this what you were used to in the past. It's no longer going to be there. It's just going to be under where you guys see on your OneDrive. Okay? Now, it is this still syncing. I still see that it's syncing. So it's not fully done yet, but you guys get a pretty good idea about also Crimson. Oh there. It's there. Under Crimsonon IT, you can sync here as well and it'll be listed. So you see right here, admin general is there. Um I have my all my file folders, Even the colors because you can change your colors and teams on your file folders. Even that syncs down. So any kind of flags, Anything that you're doing there is going to sync into your File Explorer. Okay, now.
Speaker 3 00:25:27
I do both sync and add shortcut to OneDrive. So real quickly, I don't use the sync as much anymore as I do add shortcut. And the reason why is because I have multiple computers. Is there anyone in your organization that uses multiple computers?
Speaker 5 00:25:48
I would say potentially, go ahead.
Speaker 4 00:25:50
Yep. I think it's just a few, maybe some of senior leadership, you know, they'll have a desktop, Whether it be at home, at their home office or in the office, and then they have their laptop. But it usually won't span more than two.
Speaker 3 00:26:03
Okay, so if they have more than one computer, They may want to do add shortcut to OneDrive because that carries over no matter what computer or device you're using. If they're only using one computer, The sync is a proper tool, and the sync creates a separate top level entry in File Explorer. It is under the org name, and this is the closest match to how Windows. And Microsoft operates to the old Map Drive model. Okay, and it will keep every share clean and distinct. Now, the shortcut, and bear with me, I do more shortcuts now. The shortcut is going to live here, no matter what computer I go to because I have a desktop at home and I have my laptop I carry around. It's going to be there on every computer. Now in addition to that, how many of you guys use OneDrive on your phone?
Speaker 4 00:26:56
I do. I don't know that we're, I don't know that our staff does. Okay. I don't think we've, I don't think we really push something like that, that training out, have we? No, not really.
Speaker 3 00:27:07
Okay. So let me let me show you on my on my phone Uh,
Speaker 4 00:27:11
But we'll need to But.
Speaker 3 00:27:12
We'll need to Yeah So. Add a shortcut will also put it. Hello one does. Uh add shortcut will also put it in here So. If you see where my finger is That's tapping my ring finger. That is the shortcuts I've added. That's going to be across all devices, and it works really well. So, The reason why I do add add shortcut is because I want to see it on all my devices. I also can see it on my iPad. But then again, i am a busy woman so, I am constantly on the go. Uh, I am constantly have my iPad out when I need it. If Charles reaches out to me as i'm driving into work, and he needs me to send a file.
Speaker 3 00:27:54
And I can do it from my phone. Great. So just a quick heads up for that. But.
Speaker 4 00:28:00
I wanted to save my questions to the end, just for sake of time, but I do have some thoughts around this because again, this is more of a train the trainer plan. We're going to kind of get some ideas and then maybe come back with those questions later. But Charles, if you could kind of jump in one of the things we were, Talking about was pre-populating the syncing of the structure to our staff. So that initial step would probably happen automatically for everyone. Correct me if I'm wrong, Charles, but these shortcuts I do like. I would like to see the difference. So I think Aino and the team knows how to sync, but we don't necessarily know how to create a shortcut. So once everything is synced, is it as simple as.
Speaker 4 00:28:52
Right clicking it from there and then just creating a shortcut. If you can just kind of go through that, I don't, I can't see the differences. Yeah.
Speaker 3 00:28:60
Yeah, not a problem. In, the document that I am going to send, you guys will have the differences in there. So let me go through that real quick for you guys. I was adding some notes based on what you were saying, And just to be clear, anything you ask me in here, I'm going to add that to the document when I send it out. So if you guys have questions and things like that. So the admin folder that I just did here is synced rather than add a shortcut. And so when it's synced and bare with me, I was on vacation. I'm just now getting my coffee for the day. So when it's synced like that, It is going to show up under for you guys who would say Wayfinder for Crimson, it's going to show up under Crimson.
Speaker 3 00:29:45
And so this where it's going to show here. Oops. Be careful, don't drag and drop. So you will see it in here. This the sync. Now add shortcut, let me show you guys what that looks like. So in here, you've got two options on the three little dots that drop down, You can sync or add shortcut and add shortcuts right here, and then sync is right here. So add shortcut is the one that you can view on any computer, Any device because it's going to be added as a shortcut to your your main OneDrive folder. Sync is only on the computer that you're on, and that's going to put it under the organizational ID in File Explorer. Does that help?
Speaker 6 00:30:36
So Robert, you muted.
Speaker 4 00:30:39
If they were looking at their sync files like you had, and I'm trying to do it on mine, But I turned off all my syncing to not break anything when Charles did his. But could you do shortcut right from the sync files? Meaning that it might be so deep in their nested folders that they would want to create a short. I'm concerned about this only Charles for one reason. This is this first phase is temporary, and you know, temporary could be six months a year who knows, but. If, there's too many shortcuts from that sync, and then we're creating the department teams later, I think that's just going to create a lot of confusion. So I want to be careful how we present that. People are going to do it anyway. But you know, Charles, just keep that in mind. I know, you know, the bigger longer strategy and I am a little worried that um That all these shortcuts would be irrelevant once they start using.
Speaker 4 00:31:37
Move to their own programs and departments.
Speaker 3 00:31:41
So just a quick heads up. I know you keep asking Cheryl the questions, But I'm jumping in just because I do this plan this out for other companies as well. Just a heads up for you, you can auto mount this for all your users. So on the sync itself we've got we can build out a policy. Are you guys using Intune or Group Policy?
Speaker 5 00:32:09
Uh, we actually have. Yeah, we have both. We do in tune, but we have group policies in place. Yeah.
Speaker 3 00:32:14
Okay, so Intune's the best one. So within Intune, you're going to use the settings catalog, as long as the computers are interjoined and enrolled not interconnected, um which they should be I've only seen one time where they weren't. Um this is where you're going to do it through Intune. And so what you're going to do is you're just going to send it. OneDrive files on demand has to be enabled for all across the board. All the machines must be on Windows, I think 17 or Windows 10, 1709 is the which you guys shouldn't have Windows 10. So any of the newer Windows 11 is going to be on that. But just a heads up. If you've got any windows devices still out there, they have to be at least 170 9. If I remember correctly. So don't quote me on that one.
Speaker 3 00:33:04
That one's me building this off the top of my head. You just need to go get the library ID for each channel. And basically how you do the ID is when you're in here, you're going to go to open in SharePoint. And so in here, you've got the folder CTID. That is your folder ID up here. So you're going to pull that, it's up there. And then you're going once you have that library ID, then you can do it. How many of you guys are used to using PowerShell?
Speaker 4 00:33:43
Yeah, not much of the core team. Okay,
Speaker 3 00:33:48
No worries. So, when I can either I or Cheryl can send you how to do that auto sync from Intune and I showed you guys where the ID is, but my instructions will be on there. Um, I'll have to go pull it back up because I'm giving it to you guys off the top of my head. Andum, It'll walk you guys through how to do it in Intune, if you want to do it that way. And auto sync. And, you can turn off the auto sync for that folder when you guys roll it out by departments, make that change. And this will be the instructions to set it up for that as well. So you guys can add that to your document repository, your SOPs however you want to do it. Does that.
Speaker 6 00:34:28
Make sense? Interject on uh the the question that Robert asked earlier. Robert, I understand your concern with the multiple shortcuts and as Christi explained, Look, we if a user is using one computer for um you know for for ease. And because you guys are using, you know the legacy setup with the mapped drive situation, My recommendation would be to keep it clean and make use of this synclet advanced users, uh, make use of the.
Speaker 6 00:34:60
Um, the shortcut if they want to. But I think as a standard to make things, you know, Resemble the file server or the legacy server, the way that it was is best to use the sync. So to answer your question when you guys are eventually moving out of this folder, structure, permissions will start disappearing as you are decommissioning. Um, you know, the channels inside there one by one by one, whether six months a year or whatever. And as that happens, Those things will automatically disappear from, you know your your OneDrive share, since you won't be having access to those anymore. So it will auto clean itself up as you remove permissions going forward. Um, where is whereas if you create the shortcuts in OneDrive and Chrissy um You're more.
Speaker 6 00:35:55
In you know the OneDrive shortcuts, But that should remain there and most likely give you access denied error, if I'm not mistaken.
Speaker 3 00:36:06
Okay. Sorry guys, I needed to, I got a question that was asked of me. I needed to send something over to someone. Robert, do you have any questions about what Cheryl just said?
Speaker 4 00:36:20
No no that's perfect. I just wanted to make sure because yeahum, I know you mentioned a few times that you're just coming back and, you know, we threw a wrench into the project with Charles last week. So, um, I've already gotten the uh, you know, The third degree on making last minute changes, but it was something that had to be done. So just trying to relive again. That's all.
Speaker 3 00:36:46
Um and and I do apologize if I'm a little scattered this morning, just trying to get you guys up to speed on where you need to be. I did make all the changes to the documentation so that I can send it over to you, Robert, and you can disseminate it out to everybody. One more thing that I wanted to throw at you guys. That is something that does get asked a lot is the concern about hard drive sizes. Okay. I'm going to throw this in. This, I threw another table in the differences between sync and add shortcut.
Speaker 3 00:37:22
I want to show you guys the icons, because that is a question I get asked pretty often. I have, The great thing about OneDrive is it will keep things offline until you need it to save on hard drive space. So it's not going to download things until you actually need it. And if it sees that you haven't used it in a while, It's going to take it offline, and you have to re- download it the next time you need it. And that, the system does that to save space on your hard drive. So be aware of that. And because of that, I want to show you guys icons. The blue and white cloud here, it's online only. The file will download automatically the moment you need to open it. But if I go in here, bare with me, I was about to sneeze. You will see I've got all different kinds of icons in here. Anything with this arrow is a shortcut. Anything that is a green check. Mark means that it's already downloaded to this device.
Speaker 3 00:38:20
Device and then solid green is it's always kept on the device and it's available even when offline. So I do have very few folders like that. Let me find I've got a couple clients that I do that with just because it's a constant thing for me to go in, but because my hard drive is so small. It's not everything. So let me go in.
Speaker 3 00:38:52
Well, my computer also did updates today, so it might have decided not to. I don't have a green solid check mark. But if I wanted to set something to always down, or to always um to always keep it on device, The easiest way to do is go into the OneDrive app and let me no hang on one second.
Speaker 3 00:39:23
There we go. I need to open up my settings for the right OneDrive. Okay, so in here, when you go in to take a look at everything, you've got a lot of different options in here. You can limit the download rate, which is very useful if you're on a sametered connection, which if you ever use your hotspot that's one of the things you'll note. Manage storage is an option to help cut down on your largest files. And you can go in here and take a look at it. Manage backup. So, in my backup, these are the ones I choose to back up automatically. And the reason for that is like I said, I use two computers. I have a desktop at hosame and uh I have my laptop. And so when I go hosame, Everything that worked on during the day can pull up pretty easily when I get to my hosame computer.
Speaker 3 00:40:22
It's also on all the tisame. I can choose to pause syncing if I want to when it's in battery saver mode. This computer has a pretty good battery. And then under Account, if I go in here and I choose my folders -- bear with same. Like I said, I'm at a client site using my VPN so it gets a little slow. All right. So in here, make all the files available. And so I've got certain ones selected and certain ones not. So I've got anything that's selected will get downloaded to my computer and make them visible. If I go in here to docusaments, I could choose it's going to take a minute. I can choose to select and unselect certain folders, okay?
Speaker 3 00:41:22
So just be aware of that. You can make changes, You can choose which folders you want to always download, and so on from here. You can also stop sync. And then any folders that you have that you did the sync on, So I'm going to stop sync on Admin General. And now that's going to disappear from sight. So now that's no longer going to be in my File Explorer.
Speaker 3 00:41:50
Now, once I'm in the folders here, I can go into docusaments. And if I choose to do this, let same go back to clients and projects. If I choose to, I can right. - click on this, and I've got a bunch of different options in here. So if I go into OneDrive, um, I can change colors. I can manage access. I can copy link. Um, i can also say always keep on this device, So if I always keep it on a device, it's going to download everything. This is one of my primary accounts that I work on. I got one gig of data in my OneDrive. I am not going to always keep this on my device, but you guys can see if you need to keep it there always, it's going to be there. Um, I do do that. I'm going to show you guys, I did do that on my PC. If I go into internal operations Bear with same one second.
Speaker 3 00:42:48
And I go in here and I. There's a folder that I want to do that on today, anyways. Meeting recording and transcripts. I already did it. So there's that green check mark that I was talking about. Solid green, it's always kept on the device. And just for anybody interested, All my folders are all my sameetings are recorded, always get dumped into this folder. Easy access for same, You don't want to see the folder There's a lot of sameetings. I don't even want to see the folder. I know there's a lot of same, sosame, And then I showed you guys if sosameone deletes a file, how you can recover it. Is there, anything else you guys want same to go through on this or anything else that you guys want to see?
Speaker 4 00:43:32
Just maybe one clarification: if you delete from one of these, it's a two- part question. So if sosameone accidentally deletes a file from one of your, Shortcuts. Does that delete also? Does that sync the deletion up? Yes. Okay, So then that's why and it does it for both, not not just shortcut folders, but but also the actual stuff. Yeah.
Speaker 3 00:44:05
Yeah, it does it all. Um, and then you guys can easily restore it using the recycle bin in SharePoint.
Speaker 5 00:44:12
And. Is this the sasame as the OneDrive thing? 30- day, uh holds it in the recycle bin, and then you can go to second stage recycle after that. Yes, okay, all right.
Speaker 3 00:44:22
Yeah. And I will tell you I worked for a company before Crimson. Uh I had just started with them, and they got hit with ransomware. Uh, it was the saving grace to get all of our files back because the the dummy who wrote that, that ransomware didn't know what they were doing. Thankfully, did not know what they were doing. So we were able to restore everything from recycle bin. So we lost all of our servers, but not one, not our SharePoint and One Drives thankfully. So all right um I think that's everything I have for you guys. Thankfully I don't have to get into a lot of the nitty gritty on how to actually use Teams. Um but I am always available, if you guys have questions.
Speaker 3 00:45:12
You can sent them over to Julia, Cheryl, or Paula, or just email same directly. Robert, I am going to get you the file. I am going to make a few adjustsaments based on our conversation today and then I'll get you over that training script. Is there anything that you guys want same to add to that training script? It's just going to be a facilitator's guide so that you can see it. I will add the Intune stuff for how to do the auto sync to all computers. And if there's anything else you guys want to see, just let same know.
Speaker 5 00:45:42
I think one thing that cosames to mind is sosametisames there's file permissions that exist where sosamebody's trying to drag and drop to give sosamething to sosameone. So let's say they have an Excel sheet, they go to drag and drop it from, let's say this window, and they either put it in Teams or put it in an email. The person goes to open it and it says, I have to request access. I need access please. Can, you just maybe ultimately put that in the uh I could see that becoming a problem where people are like. I'm sent this file, but it says they need permission to open it. So if you just include that as well.
Speaker 3 00:46:13
I will include that because that is a headache for sosame people. Yeah, I get calls and I'll show them how to work around it, and they'll still call same back and say, so yes, I will get you that. Okay. Anything I sent you guys feel free to rewrite it in your own branding uh, to sent out to people. I often will sent out steps like this to my two main clients, to all of their staff and show themum, And give them, like you know, hey, here is sosame tips and tricks on how to do that. So feel free to take anything I sent you and do that. And then if there's any updates that Microsoft makes, then I'll sent those out as well. I usually do that to all my key contacts.
Speaker 4 00:46:58
I thought of one other thing that happens quite a bit, and that is just the operations from Outlook. So they'll get Outlook and they'll get a couple of attachsaments. They're used to file. You know, saving those attachsaments. Um, yeah. You know, and I know that in the past, I samean, even when when I worked with SharePoint, that was really challenging to go save as and then find the right SharePoint folder to go to. But with this structure, can you maybe walk through that or at least talk through it?
Speaker 3 00:47:25
Oh, yeah, absolutely, because one of the things I'm going to say is I love how OneDrive acts compared to the old file shares. So bear with same one second. I'm going to actually show you with a guide that I created, Um, but let same save sosamething real quick before I share my screen back out.
Speaker 3 00:47:57
Okay. Um, I'm just going to give you my overall feel of using files within OneDrive. So just bear with same. Um, This is my facilitator guide that I was telling you guys about that I created for you guys. Um, so just be aware that it's out there. Um, when I save a file and you got to save it into your OneDrive. So I'm going to do a Save As copy. Uh, I'm going to go into my Crimson and I'm going to go save it into my docusaments.
Speaker 3 00:48:32
Bear with same. My docusaments are I'm very um very OCD on where everything is in my folders. So, all right, So I'm going to save this in here for you guys. And here it is. So when I'm in here working and let's say I'm senting this over to Charles, so Charles can double check sosame things. I only want to sent this a link in an email. One thing that OneDrive does really well and Teams is versioning, and I love it because versioning allows same to go in and say, okay, Let same go back a couple versions because maybe Charles made a change to the docusament that he shouldn't have done. But as I'm working in this, I'm going to sent this a link. So basically I'm going to go up here to share, I'm going to say copy link.
Speaker 3 00:49:30
Now I can, because it's on my OneDrive, I can share this with you guys already. So I'm going to just paste that into our chat. You guys can actually go in and take a look at that file. It's active for you guys. You have access to it because I let it go to anyone that has the link. So click on the link, feel free to join it. But if I'm going to email this out, what I'll do is I'll say share, I'll click on email and I prefer doing it this way, And instead of sharing with people, I prefer to do sent a link. That's my personal preference because I find that that's much easier. And bear with same because I did not open up my Outlook on my third tisame restarting my computer today. So it'll put the link just generically here and then I can go in, I can say Robert, uh here we go. You're in here, Julia.
Speaker 3 00:50:27
And Charles. And then I'm going to BCC Pete because I can. All right, so here's the link. If you guys go in here and take a look at it, you can click on the link, things like that. Now it is showing red just because it says only people with existing access can access this link. But on my link settings, which is in here, manage access.
Speaker 3 00:50:56
I can set it to everyone. So I can say share, I can go in here to the link settings, I can say anyone that already has it they can edit it. And if I'm sharing it externally and this is sosamething key to note, it will set a 30 day expiration date. Okay so July 19 th that's as far out as I can set it because it is an external link. Now if I switch it to people in Crimson IT, It has no access, no expiration date. So make sure that your team knows that there is that difference, because if I set it to anyone and I sent it over to Cheryl and Julia on Thursday, July 16th, they're not going to be able to access it. So that is a key note to do on there. I am going to say apply and I can copy link. Now, it's already in the email that I set up. Go back to that email.
Speaker 3 00:51:56
And people, you guys will have access to. I can also paste in there. It'll give same a shortened one and then I can just sent it over. Now, I'm going to delete the red link, and then I can sent it to you guys like that, Just the sasame as if I clicked on the link in the chat samessage of the Teams chat. And that makes it easier. And then as you guys are going through making edits, I can see who all's joined. And if they're logged in correctly into their Teams and Words and they're within the Crimson, then I can see their nasames. And then as you guys are making changes, I can go into File, Info. And then I can go in here, and I can look at different options in here. So I can look at Protect Docusament if I need to. I can click on Version History, all of that. Now, there may not be much in the version history because I only did a few modifications.
Speaker 3 00:52:53
Someone else made some modifications in here as well. And let's say I want to go back because maybe Charl made the, Charl accidentally touched his UBI key and it changed out a paragraph. Then all I do is click on it, it's back here and I can choose restore. Now, I'm not going to restore so I'm going to close out that window and go back to my regular window. Does this help? Yeah. Okay, it does. Now, if you send it by attachment, you don't get that share ability. You don't get that version ability. When I am writing policies for clients, I prefer sharing it as a link first as we're editing. And then once we're done editing, I will restrict the document and send it to them that way with no ability to edit. But this is important when I do.
Speaker 3 00:53:45
Policies such as BCDR policies or acceptable use policies, And I'm working with a client to finalize the policy before sending it out. Staff. I'll do it that way. That way we can all see each other's notes, I can put comments in here, I can say Charl, can you check this? And I can tag him in the document, all kinds of things like that. So if you guys want an advanced work. Words are hard today. If you guys want an advanced Word training, how to use version history, comments, collaboration stuff like that, tell Julia she'll get you on my calendar. I'll do that with you guys free of charge. Don't tell Pete I'm not going to charge you guys for training, but let me know I can do that with you guys on Word Excel PowerPoint. Any of that.
Speaker 5 00:54:38
Appreciate that no worries.
Speaker 3 00:54:40
My job is to make you guys more fruitful for. For those of you guys who didn't know, I am a foster parent. So I was telling, I think Robert, We were talking really good about Wayfinder last week, along with some other organizations that are very similar. So I get to meet with other foster parents like myself pretty often, and we gab about who the best wrap teams are. So you guys came out in a conversation last week so.
Speaker 2 00:55:08
Thank, everyone and Christi uh the most, because she just did an amazing job with this training right after vacation. Thank you so much. Just couple of things. Um Charl wants me to remind you guys, uh, email who is not in this meeting. Um he's actively migrating data right now. He started um last Friday. So June 30 th is our target, and your old server file server will enter the. Read-only state during and after the cutover. So, you guys and staff can find anything if needed, but you will not be able to copy or edit or create new. And once we're done with that, the next task is Robert on your plate, right? To get us finalized programs and departments list. Yes. So we unlock the phase two.
Speaker 2 00:56:07
Okay. Um, Christi is going to leave us. She needs to jump into another meeting. Do you guys have any questions for us?
Speaker 4 00:56:17
No, thank you, Christi.
Speaker 2 00:56:19
Thank you everyone and we'll send you the recording notes and everything that.
Consider providing OneDrive mobile usage guidance for cross-device access for Wayfinder staffComplete seed migration, confirm data integrity, and restrict access during seeding with communicated timelineDistribute customized Wayfinder facilitator's guide covering Sync vs. Add shortcut, Intune setup, Recycle Bin recovery, and sharing via drag-and-drop+3
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04-23 Meeting: Phishing Incident Investigation
## Meeting Information
> Date: 2026-04-23
> Location: [Insert Location]
> Participants: [Christi]
## Meeting Notes
### Phishing Incident Investigation
- Christi reported a phishing attempt.
- The email requested a direct deposit change for a staff member.
- The fraudulent request was submitted to both HR and Finance.
- Christi asked Sean to assist Robert in investigating the incident for "sharp".
- Christi requested that the email be forwarded to the "inference security chat" for rapid review.
## Next Arrangements
- [ ] Sean will assist Robert in investigating the phishing attempt.
- [ ] Forward the phishing email to the "inference security chat" for rapid review.
## 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 meeting did not confirm the current status of the fraudulent direct deposit change request (e.g., whether it was processed or stopped).
> 2. There was no discussion on immediate steps to secure the affected employee's accounts or broader security measures to prevent similar future incidents.
Apr 23, 2026
Speaker 1 00:00:05
Vladimir Robert Yeah. Hey guys. Anton and Sean, can you guys hear me? Hi everyone. Yeah, sorry, just. It's a day, isn't it? No audio issues with the headset. I get that. Is Anton on or is he? Um, I think he's on. I'm not sure. Okay. He's on the call, but yeah. Oh, he just disconnected. Um, Sean, can you help Robert? There was a phishing attempt that happened.
Speaker 1 00:01:02
Uh help Robert investigate it please for sharp. Um, okay. Yeah, awesome. Uh. They sent an email requesting a direct deposit change for one of the staff members and submitted to HR and Um, in finance. Um, okay. Uh, sure. Can you send it in here? You can send it into the inference security chat. I just want to get eyes on this pretty rapidly because. That's what they're here for, Robert. 'Cause Sean's awesome. Okay. All right, sweet. Thanks. Okay. No worries. Bye. I'm sorry.
Alere Property Group - Weekly Copilot Project Status (7/9)
Alere Property Group LLC weekly Copilot project status call, ~11:45 AM-12:14 PM PDT. Christi joined late (lost track of time in someone's office). Attendees included Kenny, Daniel, Ronelle, and Jackson (PEC, Alere's IT partner). Christi was onsite at another client and could not reach Alere's tenant without VPN.
**Pilot feedback / rollout decision:** Kenny polled the test group after the prior day's training. Open question is whether to roll basic Copilot training out to all staff now, or run more testing with the pilot group against their specific use cases first. No glaring gaps in the general training. Client is leaning toward gathering pilot questions over the next week, possibly doing a follow-up session as a group rather than one-on-one, and is considering department-level sessions (executive team at minimum, possibly property management vs. accounting). Client will confirm direction. Christi confirmed up to 5 extra training hours without an SOW change.
**Materials shared:** role-specific cheat sheets (executives, accounting, finance, HR, nonprofit, operations, property management, sales and marketing), handout guides, AI tools reference folder, and training decks. All free of charge, Word source included, 30-day share expiry (extendable). Client confirmed the handout and AI-tools links worked but the **decks link did not resolve** - Christi to fix. Christi offered Claude-specific guides to Jackson and Ronelle at PEC. Clarified the standalone ChatGPT/Claude reference guides in the AI tools folder are not relevant to M365 Copilot and can be ignored.
**Environment status:** Enterprise Copilot remains enabled for the **pilot user group only**; Christi is waiting on the client's green light before rolling out to all employees. Claude is turned on (not preview mode) so users can pick Claude, ChatGPT, or auto. Confirmed to PEC that this is Claude _for Microsoft_, inheriting Microsoft's security protocol, not standalone Claude - which Jackson accepted.
**July Copilot changes reviewed:** Claude Opus 4.7 now available (Microsoft has an open issue causing the model picker to intermittently drop models); AI content watermarks for video/audio; task tracking in Windows taskbar; scheduled agent prompts; Copilot notebook export to PowerPoint/Word/Excel; M365 roadmap for Copilot Studio sales, finance, and service agents. Flagged that **Copilot is auto-installing on all commercial M365 devices June through July**, with opt-out available in the Microsoft Admin Center.
**Copilot CoWork:** Christi demoed the equivalent (Claude CoWork) live, showing scoped folder access and a folder-organization task. Client declined CoWork for now because of usage-based billing and wants to establish the Copilot foundation first; agreed to revisit. Note: one pilot user has already asked for CoWork access - Christi held her response pending this conversation.
**Power Automate:** Pilot group found it the most interesting part of the prior day's training. Christi offered a free 1-2 hour Power Automate training, bundled with other clients. Client accepted.
**Reporting:** Client asked for weekly Copilot usage/adoption reports. Christi agreed and will send the first once she is back on VPN.
**Surveys:** Christi shared a pre-training survey and a pilot use-case survey. She initially pasted the internal link for the second; corrected to the external link. Kenny to distribute to pilot users.
**Action items:** fix the decks link; send external survey link; confirm client can access the recording of the prior day's training; deliver first weekly usage report; Kenny to confirm rollout scope and whether departmental trainings precede the broad rollout; add PEC (Jackson/Ronelle) to the Copilot update email distribution.
**CW:** logged 29 min to project ticket #946130 (Alere 20431, project 2695, Senior Engineer, Infra Support - REMOTE, Billable). Ticket left In Progress - it is the recurring weekly PM ticket. NOTE: prior Alere entries all used WorkRole CIO; flagged to Christi for confirmation.
Jul 9, 2026
C:\Users\ChristiBrown\OneDrive - Crimson IT\Documents\3 - Clients and Projects\Alere\Meeting Transcripts\Meeting Transcript - 07-09 Consultation Copilot Training Rollout and Power Automate.txt
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874588 (Alere 7/9)
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04-24 Casual Chat: Kitten Care, PTO Fixes, and Scheduling Updates
## Your Conversation Summary
### The Vibe
Warm, playful camaraderie blending pet joy with practical problem-solving.
### The Dynamic
The conversation maintained a consistently supportive and upbeat tone, with participants enthusiastically swapping kitten stories, safety tips, and work updates. Engagement was high as they shifted smoothly between personal anecdotes and concrete action items, particularly around scheduling tools and PTO issues. Even when heavier subjects surfaced (like workplace firings or tax hiccups), the group’s mood stayed steady and constructive, anchored by humor and mutual encouragement.
### The Gist
The chat opens with affectionate banter about Christi’s new kitten, Efa—complete with name origins, goofy antics, and a shared focus on keeping plants cat-safe. That warmth transitions into practical workplace coordination: Olivia requests changes to rescheduling and PTO behavior, and Christi commits to fixing the PTO card and adding a reschedule button.
From there, the group briefly touches on LinkedIn and a recent firing before gliding into personal updates—tax refunds, filing snags, and new headphones—maintaining a light, supportive tone throughout. The thread concludes with everyday life logistics: Christi’s desk rework, a doctor’s appointment, and getting Efa to PetSmart for shots and a spay appointment.
### Memorable Moments
> **Olivia:** "She doesn't love us like she used to, you know."
> **Christi:** "Oh, her name is Efa. Efa, but it's Efa. Yeah, it's Irish for radiant beauty."
> **Sergio:** "She also tried to fit into the cup holder on my desk."
> **Christi:** "You know they're like liquid."
> **Olivia:** "Oh, I am looking at plants that are toxic to cats, and I have all of them."
> **Christi:** "Let me fix the let me fix the PTO card because that's not gonna be hard to fix."
> **Christi:** "He walked in, uh, and said he was here for the uh takeover of I T."
> **Olivia:** "Please. Never refrain from sending me cat pictures. I want all of them, and if I buy a cat, know that you were the reason why."
### Things to Remember
- Efa is the kitten’s name; Irish for “radiant beauty.”
- April might be in a call/meeting and didn’t join.
- WhisperFlow is an app similar to Siri that Christi uses for hands-free operation.
- Some houseplants are toxic to cats; plastic vines suggested as a safe alternative.
- Money trees are safe for cats per Christi.
- Christi added a rescheduling button and will fix the PTO card issue.
- Anton’s PTO scheduling issue: tickets still being assigned despite PTO.
- Christi received a California tax refund (~$3500) and bonuses; bought Beats Studio Pro headphones.
- Olivia’s California tax filing was rejected due to AGI mismatch; plans to manually send and may call them.
- Christi is reworking her desk into an L shape and has a doctor’s appointment today.
- Kitten going to PetSmart for next set of shots and scheduling spay appointment.
### Conversation Threads
- Kitten cuddles
- Cat-safe plants
- WhisperFlow app
- Rescheduling feature
- PTO card fix
- LinkedIn posts
- Work firings
- Tax refunds
- Headphones purchase
- Desk rework
Apr 24, 2026
Speaker 1 00:00:01
Stop it right now.
Speaker 2 00:00:04
The only reason why I'm calling you.
Speaker 1 00:00:06
Oh, I. She she needed cuddles.
Speaker 2 00:00:15
Oh my god. So I was like, let me call, let me call Olivia and then have Olivia add in April. Okay, I'll add her. Oh my god. Right, she's being so sweet. Actually, She stood behind me on my bed and cried until I reached over and picked her up. Her.
Speaker 1 00:00:38
Little paws, they're so small. April denied me BT does. Oh, I know. I think she's in a call or in a meeting or something. She doesn't love us like she used to, you know.
Speaker 2 00:00:53
I know, I know things changed and. You know, she got she got better and, she got a promotion and she just doesn't love us anymore.
Speaker 3 00:01:02
I know. Can you believe that? I know. Aww,
Speaker 2 00:01:10
You're so sleepy. She's gonna fall asleep in a minute, but I'm gonna have to install whisper flow on this computer because uh. Yeah. WhisperFlow is an app. That you can put on your computer, that allows you to talk, and it'll. It's just kind of like Siri, but for your. But you can get it on your. Apple device too. Ah, let me install it because I, I got it. A long time ago, when I had remember when I chopped off my finger. Oh yeah. But I never used it. And then, uh, I started using it again 'cause things got.
Speaker 2 00:01:56
Bu sy? And I actually have fallen in love with it. I just need to install it on this computer because. But basically, just talk to it, And so that makes my life a little bit easier when things like this happen, where I'm one- handed.
Speaker 1 00:02:13
I was gonna say. So worth it though. Oh my gosh Wait, so what have you. Do you have a name?
Speaker 2 00:02:20
Oh, her name is Efa. Efa, but it's Efa. Yeah, it's Irish for radiant beauty. Aw! Not for Void monster. She's so cute!
Speaker 1 00:02:33
Wait, so did you find her or where where does she come from?
Speaker 2 00:02:37
Uh, from a foster place. Now you can see how big she is. She fits in like this. She's a little angel.
Speaker 3 00:02:49
She is. She also tried to fit into the cup holder on my desk. Oh.
Speaker 2 00:02:54
You know they're like liquid.
Speaker 1 00:02:56
God, I want a cat, Krish. Like just get a cat. You should. How would your babies do it? Well, actually I have to keep going. Did, do they smell at all Like and also further question. I have so many plants, that that's the only thing that I'm worried about.
Speaker 2 00:03:23
Yeah, You need. So there are some plants that are poisonous to cats, if they eat them.
Speaker 1 00:03:30
Oh, yeah, that's. I fear that that's not gonna be good for me.
Speaker 2 00:03:38
You know those plants that are very viney?
Speaker 2 00:03:44
Yeah, I'm gonna show you my messy bedroom. Okay. Uh, so you see behind my head where the. The lantern is doesn't have a light on it. Yeah, okay, so those plants right there that kind of. Have vines that go down. Those are plastic because the real ones are what I love, but they're poisonous to cats.
Speaker 3 00:04:06
Oh really.
Speaker 2 00:04:11
So, money trees. Are good. Oh,
Speaker 1 00:04:18
I have a couple money trees.
Speaker 2 00:04:21
What is it? There's this kind. I think it's some kind of uh.
Speaker 1 00:04:25
Uh oh. I am looking at plants that are toxic to cats, and I have all of them. I literally like. Oh no, this is not good.
Speaker 2 00:04:39
Yeah, that's the only thing.
Speaker 1 00:04:41
You have to train them well. Do you think I could? I was gonna say, yeah. Do, you think I could just train it not to eat a cat or not to eat it? Yeah. Like I wonder if there is like some kind of spray or something. I don't know that like. They don't like. I don't know. I want one though. Uh, see. Maybe one day, but yeah. Yeah, seeing your little cat. Oh my gosh, actually all of your cats. But I would love a little black one.
Speaker 1 00:05:19
Oh, and I just saw your message in the. And yeah,
Speaker 2 00:05:24
I fixed the thing about because no one said that it wasn't working. And so I fixed it just now, but then I sent over the reminder that all of you guys have, or not all of you guys, but. I don't want to tell Anton he has access because he's just gonna shut it all down.
Speaker 1 00:05:39
Well, that's yeah, Cause I sent you a message the other day seeing if I could if we could split it up. Cause yeah, like if we don't have to turn. Off, I wouldn't want to turn it off, but like rescheduling it.
Speaker 3 00:05:51
Yeah, with a reschedule portion.
Speaker 1 00:05:53
Yeah, that's that's that's nice. Okay, perfect.
Speaker 2 00:05:58
I fixed that. Yeah, because Pete said he you wanted to turn it off. Not that off. He said you wanted to turn everything off. And I was like," Was it everything, or was it just the missed appointments?" Yeah,
Speaker 1 00:06:09
That's what's killing me. Yes. It's it's that portion, the only other thing and like. I think too right now, Chris is that like. I don't really want you to put too much time into smart dispatch because obviously, like, Onsor has been moving it on you know. But like, something else too. For example, it's just like the like if Anton's on on PTO for two days, you know it'll it'll keep scheduling him tickets. Two days in advance, like for example, I think Ryan's out Friday and Monday.
Speaker 1 00:06:46
And, it's scheduling tickets for him for Tuesday because he has the least amount of tickets, which like makes sense. But I am also like. You know, like oh.
Speaker 2 00:06:55
He's anyways. They don't they don't block out their time on PTO in this system until after the fact. Well,
Speaker 1 00:07:02
He blocked out his time. That's the thing. That's why I was like," That's weird that it's." But I think it's because he has the lowest amount of tickets. You know, So it's trying to get him back up to the tick to the same ticket amount. As everybody else, but he's gonna be gone for two days.
Speaker 2 00:07:17
Yeah, Let me fix the let me fix the PTO card because that's not gonna be hard to fix.
Speaker 1 00:07:22
Okay, okay. Yeah, and like that's my thing is like I hate asking you. Like go back and fix things, if if Anzor is gonna come out with this new one soon. So. Somebody is sound asleep. I.
Speaker 2 00:07:41
I will fix it for you.
Speaker 1 00:07:43
Thank you, ma'am. Thank you, but yeah, splitting up theum, uh rescheduling. Yeah. Thank you.
Speaker 2 00:07:52
That was the only one that wasn't in there was for rescheduling. Everything else had been in there.
Speaker 1 00:07:56
Oh yeah, yeah. Cause I had looked. I was like, Oh,
Speaker 2 00:07:58
I wonder if I could just go shut it off. You know. But when I when I shut it down, I realized it wasn't working. I went in there to to look and I was like, Oh, I never put the button in there. Let me do that real quick.
Speaker 1 00:08:09
Yeah, and I wouldn't wanna likeum. S hut anything off without telling you first. You know what I mean? Yeah, I don't. Honestly, I don't care if you do. I know, but. But still, like I don't know, you work so hard on it. I don't wanna just like be like, it like shut it off and then you come in and you're like, what the heck. You know,
Speaker 2 00:08:29
Yeah, but I am building out other things now. So, is already taking that away from me in a way. Honestly, I've gotten over it. So we came to an understanding about some things, and I was like. Do not stunt me. And then so we had a deeper conversation about where I'm going with the dactyl and And. So he gave me the green light to do a lot of things with Adepto and build out for clients, just not Crimson. So I was like, okay, I am happy with that.
Speaker 1 00:08:59
I love it. Hey, did you see Did you look at my secret? By the way,
Speaker 2 00:09:04
Oh no, I didn't click on it in time and it already expired.
Speaker 1 00:09:08
Oh no.
Speaker 1 00:09:12
I guess that's on me. I should've shouldn't have put it for to expire after an hour. I don't know why I did that, I was just like testing to see what I could do. You know.
Speaker 2 00:09:21
Uh, it's basically one time a secret, but I'm going to uh my my face too. No, actually I am already past phase three. I think by phase four, I was going to allow companies to. Uh, white label their own version.
Speaker 1 00:09:38
Oh, yeah. That's nice.
Speaker 2 00:09:42
Yeah, and that would be a paid product.
Speaker 1 00:09:45
Mmm. I like, I like.
Speaker 2 00:09:50
But I'm also gonna share the coding with Alonso'cause I know, he's gonna wanna put in.
Speaker 1 00:09:56
Yeah, that's a good idea. There just heads up. There is one in who do as well. Have you seen that?
Speaker 2 00:10:03
I have seen that, um, but yeah I am afraid of using that to clients. 嗯.
Speaker 2 00:10:12
Because There's There's not any passwords we want them to see.
Speaker 1 00:10:14
Yeah, for sure. So, agreed. But yeah, I did think that was cool. I was like, oh cool.
Speaker 2 00:10:22
Did you see my about page?
Speaker 1 00:10:24
No. Oh, yeah. Well, I think I've seen it before, but I think it's been a while. Have you changed it recently?
Speaker 2 00:10:30
Um, the about page for Adopted Secret.
Speaker 1 00:10:33
Oh, hang on, let me go look. I was just on your messages.
Speaker 3 00:10:40
Where are you again? Wait,
Speaker 1 00:10:53
How do I go Oh, never mind. I see. Oh, Cool.
Speaker 1 00:11:11
Yeah, I like the passphrase thing too. I couldn't think of a witty passphrase. I would have told it to you. Yeah. Yeah, that's nice. See that's so cool. I know that. Part of me is like. AI becoming so intelligent and like, you know, being. A ble to like make these things so quickly and like, and what not. Is it I know this is not good, but I am also like, oh, it's so cool. You know.
Speaker 3 00:11:54
Yeah. So, do you you you don't follow me? You what? Do you follow me on LinkedIn?
Speaker 1 00:12:06
I don't think so, actually.
Speaker 1 00:12:10
I probably should.
Speaker 2 00:12:13
Uh, here's my new post I wrote. Uh. Earlier today, I have a couple of these posts that I am going to schedule. The name.
Speaker 3 00:12:22
Of the town is derived from the river. Yeah, I'll go follow you.
Speaker 3 00:12:40
Step hanie,
Speaker 2 00:12:41
I keep getting asked to connect with Darryl. And I'm like, no thank you.
Speaker 1 00:12:50
Oh, on LinkedIn. Yeah. That was funny. When's the last time you did? You ever talk to Darryl? Did he Yeah.
Speaker 2 00:13:01
My last he was here to train me to take over, and that wasn't really training. But it was so funny because, he would because he knew I was coming from the Dodgers. He wouldn't uh, he put up a sign of or a thing where he. His background on Teams was the Hollywood sign, except for it had the Houston Astros logo over the H.
Speaker 3 00:13:28
I'm not sure. I.
Speaker 1 00:13:31
See. Yeah. Also, you've only been at Crimson for four years? In eight months. I didn't realize that you like just came to Crimson like before, like a little bit before me. Yeah. Yeah, you are. Sorry, I am stalking your LinkedIn now.
Speaker 2 00:13:50
It's okay. You are you areum. Uh, you weren't here when I fired two people in a row. And oh, I'm sorry. Yeah, everyone refused to come to my office after that. I'm not sure. And.
Speaker 1 00:14:09
Then four years later, I did the same thing. I fired. Two people in a row, Ian and Socko, and it wasooh.
Speaker 2 00:14:19
Uh, Jeff got fired the other day.
Speaker 1 00:14:23
I know. I that was. Yeah, surprising to me. Not to me. Or not surprising, but like.
Speaker 1 00:14:35
I don't know. Like, What Jason was telling me was like how he like Jeff had like threatened to quit and what not, and I was like oh. I didn't expect Jeff to have such like a. Such a, not a personality, but like kind of like so. Like a lot of conflict, I don't know. That was unexpected to me. I.
Speaker 2 00:15:02
There's a reason I didn't hire him when he came across my desk two years ago. Mm. Just something in my gut said, no thank you. Yeah. So I was really surprised when uh. April was telling me, and I was like, "Wait, didn't I interview him?" She goes, "I don't know." And I went back to my notes and I was like, "Yeah, I did. Here you go." Hmm.
Speaker 1 00:15:32
Yeah, well. For the best, I assume. So yeah.
Speaker 2 00:15:42
Yeah, he he he made a mistake. Oh.
Speaker 1 00:15:50
Really Wait, I think you've told me this. What did he say again?
Speaker 2 00:15:54
He walked in, uh, and said he was here for the uh takeover of I T.
Speaker 1 00:16:00
Oh, oh yeah, yeah, yeah, yeah.
Speaker 2 00:16:03
And it was supposed to mean something that was supposed to be kept under wraps. Yeah.
Speaker 3 00:16:12
That was an interesting day.
Speaker 1 00:16:14
Yeah, that doesn't surprise me. At all. Okay. All right. Okay, well I'll let you go Chris, but please. Never refrain from sending me cat pictures. I want all of them, and if I buy a cat, know that you were the reason why.
Speaker 2 00:16:40
Right now, the kitten is in Bree's arms, and Bree has her held down, giving her a bath. Aww.
Speaker 3 00:16:52
Her back side, and this time Brain got a hold of it, and she's like," You are getting clean."
Speaker 1 00:17:01
She's like, It's time.
Speaker 2 00:17:05
Cause she's been very timid around Brie. Cause Brie is the mama. Oh yeah, I'm sure. Yeah, so Brie keeps trying to get her. Pin down so she can wash her, and then she's like, I don't want to bother Brie. Like she's scared of Brie. So today, twice when the kid was super sleepy, I just stuck her in the back of the car and just. Good morning, Car. A ww, that's so sweet.
Speaker 1 00:17:34
I love it. Love it, you know what? Maybe I'll go. Maybe I'll go check out some kittens this week.
Speaker 2 00:17:40
Yeah, this is kitten season, so but pet smart where. They have the fostering and adoptions and stuff.
Speaker 1 00:17:46
Yeah, I might, I might. I'll let you know how it goes.
Speaker 2 00:17:53
Yeah, she's gonna go with me back to PetSmart tomorrow. She's gonna get her two, her next set of shots. Their child. Oh.
Speaker 1 00:18:00
And then we'll make her.
Speaker 2 00:18:02
Yeah, make her appointment for her to be fixed. Oh, Lucy's to be fixed. Oh really. Yeah. He's a, he's a horny little guy.
Speaker 1 00:18:15
Okay. Yeah, I'm sure. Actually, you know,
Speaker 2 00:18:20
I got myself a present this weekend.
Speaker 1 00:18:23
Oh, you did what Is it.
Speaker 2 00:18:25
Well So my tax returns, and my paycheck hit. Almost at the exact same time, two minutes apart. Oh. And like California taxes, yeah, I owed nine hundred on federal taxes. Oh,
Speaker 3 00:18:43
But I got back. Uh, thirty five hundred on California texts.
Speaker 1 00:18:50
Oh, well that's nice. So you still got some.
Speaker 2 00:18:53
Yeah, so I and I don't normally get tax returns that big. But also our paychecks had our bonus in them this week.
Speaker 1 00:19:01
Oh yeah, yeah. That's nice. You got Bose? No, no, that's not Bose. What is it?
Speaker 2 00:19:09
These are the Beats Studio Pro.
Speaker 1 00:19:11
Oh, Beats. That's what it is because I didn't know.
Speaker 2 00:19:14
Oh, Beats are owned by Apple. Yeah, and I didn't want to buy the Apple version because they're like massively expensive. Yeah, and I while I need new. While I have AirPod Pros, um, I wanted some over the ear ones. So yeah, so I got these. I haven't even set them up yet. Oh, they're pretty though. Yeah, they're blue. They're very nice. Yeah,
Speaker 1 00:19:42
I've got. I am a Bose, Bose gal.
Speaker 2 00:19:47
I had Bose, but I had the err AirPod version of Pro Bose. And I am very sensitive with my ears, and I remember the beads actually working on my ears. But yeah,
Speaker 1 00:19:60
Yeah. Hold on, um, yeah. Regarding taxes, just as a side uh unless you have to leave.
Speaker 2 00:20:06
No, I was gonna show you my face. Oh. These are the best headphones ever. However, they're wired. But these are the. The DT seven seventy pros, their studio brand. That's why I use them when I am doing video work, which I don't do anymore, and when I am doing audio work. Yeah. However, I've been using them for gaming too. Um, they are very comfortable. I can wear them for eight hours and not even care.
Speaker 1 00:20:41
I was gonna say the best ones are like the chunky looking ones, you know,
Speaker 2 00:20:45
That like these are full flesh audio cans.
Speaker 1 00:20:49
Yeah, that's nice. Those those look nice.
Speaker 2 00:20:53
Yeah, so.
Speaker 1 00:20:55
Yeah, I was gonna say thoughum. About my tax about taxes. My federal got accepted, so I got that money back, which was nice. But my California taxes. They're telling me that my like average gross income doesn't match, and I'm like literally matching it like. You know, like back to back, and they keep rejecting it. So I have to go, manually send in my taxes now because I'm like. I don't know what they want from me. Yeah,
Speaker 2 00:21:27
I would call them and tell them what the issue that you're seeing.
Speaker 1 00:21:31
Should I You think that would work. Yeah, yeah, yeah, yeah. But theyum I am gonna get money back. So they. Said that I didn't have to file an extension, so maybe I will call him and just see what they think. Cause like I don't understand what to do, like, yeah. And they rejected it, at like eleven fifty nine, eleven fifty nine, one minute before midnight. And I had like submitted it multiple times. Like and they just kept rejecting it. I was like, anyways, so. I am fighting with my taxes at the moment.
Speaker 2 00:22:14
I'm redoing my desk because I have made it an L shape with some extra table. So today, I don't have anything going on except for a meeting or an appointment, a doctor's appointment. One, so I am going to tear down my desk and redo it all today. Oh,
Speaker 1 00:22:33
I love that.
Speaker 2 00:22:34
And I have my laptop going. Uh, I'm on my desktop right now, but I'm gonna have my laptop going and I'm gonna. Work on some stuff for. Sha rp.
Speaker 3 00:22:46
Oh, nice.
Speaker 2 00:22:48
Yeah, cause I it's it's hurting my head. My guess is.
Speaker 1 00:22:53
Hmm. Yeah, like it's too like oh my gosh.
Speaker 3 00:23:01
I know I wish I was straight. She did. Uh- oh.
Speaker 3 00:23:18
That's funny. I want to see. I need to find this picture.
Speaker 1 00:23:31
What is that?
Speaker 2 00:23:33
That's the Crimson I T block.
Speaker 3 00:23:36
Oh. Yeah. Hmm. Yeah.
Speaker 1 00:23:49
Oh, I didn't even realize that. Why have I like never noticed that we have like a social media presence. I'm not going to be able to do that.
Speaker 2 00:24:01
Oh, so it says everything. Yeah, she did. She put it all in. He's still lying.
Speaker 1 00:24:08
I'm not bitter at this thought at all, that's what it. Oh, I love that.
Speaker 1 00:24:21
So I have to go read them.
Speaker 2 00:24:23
Yes, all right. I am going to leave you alone now. I am going to actually do some real work instead. I think you can do all day. Alright,
Speaker 1 00:24:30
I'll talk to you later. Thanks, Grace. Bye.
06-29 Meeting: T-Mobile Disconnection, Verizon Migration, and Secure Access for HR Drive
> Meeting Information:
> Date: 2026-06-29
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Christi]
## Meeting Notes
### T-Mobile Account Disconnection and Verizon Migration
- The T-Mobile account was disconnected due to the BAFMA bill being unpaid for three months.
- The account can only be restored for ten users.
- Affiliate employees previously on the T-Mobile plan will need new cards for internet access.
- The bill was being sent to Lorenzo’s or Speaker 2’s email.
- Decision: Move the remaining users to Verizon.
### HR Drive Access for Doctor Barbara
- Doctor Barbara requested access to the HR drive from his home computer.
- This would require a VPN, but there are security concerns because he tends to click on random items.
- His computer is already showing constant Google pop-ups, even with Huntress installed.
- He recently purchased an Adobe license; it’s unclear whether the charge is legitimate or the result of a phishing email.
- **Conclusion**: To avoid security risks (e.g., introducing a backdoor to the network), the team decided against a VPN. Instead, they will explore migrating HR drive files to Google Drive, which is considered a safer alternative in this case.
## Next Arrangements
- [ ] Coordinate with Jose to move the remaining T-Mobile users to Verizon and issue new internet access cards to affected affiliate employees as needed.
- [ ] Investigate the Adobe license charge on Doctor Barbara’s computer to confirm legitimacy and assess potential phishing.
- [ ] Discuss with Apollo the migration of all content from the on-prem H Drive to Google Drive, including planning for secure access for Doctor Barbara without a VPN.
## 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 an ongoing security issue with Doctor Barbara’s computer, which is experiencing constant pop-ups despite Huntress being installed. This poses a risk to any data he accesses.
Jun 29, 2026
Speaker 1 00:00:09
Good Morning. Oh my god, what the. What? I said hello. Hi.
Speaker 2 00:00:19
Good morning. Okay, so I'll go first because this is probably gonna be longer. Um the T- Mobile thing, Uh, since the BAFMA bill wasn't paid for three months, they disconnected the whole account. And the lady only can restore that account to ten users. So all the all the rest of the BAFMA people that are affiliate employees will need cards in order to um get internet back.
Speaker 2 00:00:53
Well, we were saying, we were thinking that we should just put them all on Verizon, the ones that's left and move forward that way.
Speaker 3 00:01:00
Okay. So.
Speaker 2 00:01:02
That's what happened with that. Um uh I think this this uh statement is going to be more intense.
Speaker 4 00:01:10
Okay so on this email pull Where was the bill going to?
Speaker 2 00:01:16
The bill was going to uh Lorenzo's email I think.
Speaker 3 00:01:21
Why am I not seeing it?
Speaker 2 00:01:23
I don't I don't I don't I don't know. My email probably. I think it goes to yeah, cause you got to use BAFMA my emails for the BAFMA my account.
Speaker 4 00:01:32
Gotcha. Let's talk to Jose and get them all on on Verizon.
Speaker 2 00:01:37
All right, so we'll we'll do that going forward. Um, Go ahead,
Speaker 1 00:01:42
Agustin Doctor Barbara is requesting access to the HR drive on his home computer. Okay. And we we need to put a VPN if we need to do that. Um, but I don't think it's safe because he likes to click on random things. Yeah. And if he gets infected, it's basically done. Um, I need to remote in on his computer even after he we installed Huntress. I think he clicked on some other stuff, and um and basically his computer is just constantly getting pop up.
Speaker 1 00:02:22
From Google. Also, before I went over to his house, he purchased, I think an Adobe license that I now have to figure out what the charges is. Is it a legit? Or is it a phishing email because he click on stuff.
Speaker 3 00:02:45
Okay. All right, so on the HR drive, I wanted to get them moved to Google Drive, anyways, all those different drives that are on-prem. Okay. So let me talk with a team today on how to do that because I'd rather not give them. VPN but if they need access to HR stuff, we can put it on Google Drive.
Speaker 2 00:03:08
Got it. How safe would that be? Because HR drive has all like employee information from socials to everything. So.
Speaker 4 00:03:19
It's just as safe as anything else, Except for.
Speaker 3 00:03:24
Anybody trying to hack Doctor Lee's computer doesn't have a back door into the network. Ah okay,
Speaker 2 00:03:32
All right I understand.
Speaker 4 00:03:34
Yeah. Cause trust me, I've seen that one too many times.
Speaker 2 00:03:42
Yeah, That's what we were scared of like what if he clicked something and like he did his phone and they download. Oh, the HR stuff.
Speaker 4 00:03:50
Yeah, I mean that that's less of a risk than them getting gaining backdoor access to our network. Okay. So, But I need to talk to Apollo about moving everything from H Drive to Google Drive.
Speaker 1 00:04:05
Okay. Yep, that's all we have for now.
Speaker 3 00:04:12
I thought it was going to be worse than that.
Speaker 1 00:04:15
Oh no.
Speaker 3 00:04:19
I am still not a hundred percent. I'm gonna try to make it in on Wednesday, But right now, I have to stop every little bit and just relax from it. Um, this kicked my ass. I'm not gonna lie.
Speaker 1 00:04:33
You can tell us, you can tell us about it on Wednesday if you can get in.
Speaker 3 00:04:39
Yeah. All right. All right,
Speaker 1 00:04:42
Awesome, things guys No problem Enjoy your rest.
Speaker 3 00:04:46
I'm working on it. I got a lot to get done. I got to work on the Eliya project today. Oh, alright, thanks guys, bye.
## Core Synopsis
The team is executing a remote app install (likely an EXE) to selected DTLA devices via an automation platform, but the rollout control is weak: targeting was initially sloppy, cancellation mechanics are unclear once a push begins, and there is no uninstall script for remediation. The immediate operational truth is that the script runs per-device and surfaces only “running/success/failure,” with an expected completion within ~10–15 minutes; however, devices that should have been excluded (Conference, iFloors/iFluors, Corporal, Susan Holly) were included and cannot be easily unscheduled mid-flight. The subtext is resource strain and process debt: Christi took ownership of a prior delegation miss and is now firefighting without guardrails (no pre-check, no cancel path, no uninstall), while Speaker 3 is providing ad-hoc guidance and recalling prior URL-resolution issues. We failed to enforce a clean targeting gate and rollback plan before initiating the push; the stakes are wasted cycles, potential mis-installs on non-target machines, and further erosion of confidence in automation governance. We are committing to tighten targeting discipline and build a deterministic backout path.
## Execution Risk Map and Control Points
### Targeting and Scope Control Are Fragile
- Christi selected DTLA devices via “Company contains DTLA” but included non-target machines (Conference, iFloors/iFluors, Corporal, Susan Holly). The platform provides device-level selection and a “save selection,” but once a job is running, device-level deselection does not reliably halt execution.
- Control Gap: No verified “cancel/stop” path mid-run. Disabling globally may pause, but re-enable resumes. This is a governance and tooling constraint, not just user error.
### Install Mechanics and Monitoring
- Modality: EXE installer; expected to complete within ~10–15 minutes per device.
- Monitoring: Status visible in device “Automations” and “History” tabs as “running/success/failure”; no granular progress telemetry beyond that.
- Prior Issue: A curated script previously failed due to URL resolution; Juno adjusted something that made her version work. This indicates dependency on a specific URL or command-line nuance that needs standardization.
### Remediation Gap (Uninstall/Rollback)
- There is no uninstall script prepared. Speaker 3 suggests manual uninstall via each device’s “applications” list for singular devices.
- Operational Impact: If mis-targeted devices start the install, rollback becomes manual and slow, increasing effort and risk.
### Process Debt and Ownership
- Christi acknowledges a delegation miss and is compensating by pushing directly under time pressure.
- The team lacks a pre-flight checklist: validated target list, cancellation path, and uninstall package. This is a repeatable failure mode under stress.
## Next Move
**@Christi**
- [ ] Remove non-target devices (Conference, iFloors/iFluors, Corporal, Susan Holly) from the selection and document their device IDs for audit - [TBD]
- [ ] Monitor the install status for each intended DTLA device in the Automations tab and record success/failure within 20 minutes of job start - [TBD]
**@Speaker 3**
- [ ] Build and test a standardized uninstall script for the app, applicable via automation to selected devices - [TBD]
- [ ] Document the exact working installer URL/command used by Juno, including prerequisites and resolution fixes, and publish it to the team’s runbook - [TBD]
**@Sergio**
- [ ] Confirm whether the platform supports mid-run cancellation per device or per job; if unsupported, define the official rollback procedure (disable + uninstall flow) - [TBD]
- [ ] Implement a pre-flight checklist for automation pushes: target validation, cancel path, uninstall availability, monitoring steps - [TBD]
Jul 13, 2026
Speaker 1 00:00:01
I need both of you.
Speaker 2 00:00:20
Hey Sean. Morning Christi. Good morning, how are you?
Speaker 3 00:00:27
Um I'm okay, how about yourself?
Speaker 2 00:00:29
I am going crazy because I goofed up the other day. Um, I asked someone to do something for me. I did not check to see if they could do it or not, and then I got pulled in five different directions. Oh geez. Someone sent a Claud install out to another company using something or another. How did they do it? Oh, corrected Claud installer. Okay, wait, I found it. Okay.
Speaker 2 00:00:59
I don't know which ones of these to use. I need to push this out to DTLA because I'd asked someone else to do it, and it didn't get done. So correct the fraud and follower or I think it's this one. Juno did it. Yep, there it is. I got to schedule it. Targeted resources, select targets.
Speaker 2 00:01:33
Company filter device name company contains D T L A. Do you remember how quickly this runs?
Speaker 3 00:01:46
Um, I have no idea. I think it's relativelyum quickly maybe within ten minutesum. I remember working on the other script a while back for curated, but I had issues with the URL not resolving. I used that exact same HTTPS URL that Juno put in her script, But for whatever reason, at the time, it wasn't able to resolve in the command. So for me it didn't work, but maybe she did something that I missed.
Speaker 2 00:02:20
Yeah, I think she did she made a change to something because it did work. Well, I thought it was somebody else, but it might have been her. Save selection. But yeah,
Speaker 3 00:02:35
As far as this one goes, I'm not 100% sure, but if it's an EXE install, it should be within like 10 minutes should be done. Okay. Shouldn't take longer than that.
Speaker 2 00:02:49
Yeah. All right, hopefully and then I could.
Speaker 2 00:02:55
How do I watch it?
Speaker 3 00:02:57
Um, If you go to one of the specific devices that you push the uh script to, um, in the automations tab, you'll see it run there.
Speaker 2 00:03:06
Okay. It won't it won't Oh history.
Speaker 3 00:03:12
Yeah I think you can view it there as well. Um but I think it's just going to give you a brief summary. I don't know if you expand Okay yeah There you go Yeah, If it's completed, it'll either say success or failure. Okay. Yeah.
Speaker 2 00:03:30
Got it. Wait, somebody was not supposed to be on that. I just realized they didn't have to be? Uh, sorry, say again? Corporal Corporal was not supposed to be on there. I can disable for this device Nope. How do I get it off that system.
Speaker 3 00:03:52
Um, that is a tricky one. I tried disabling or stop script the other day for LA Fashion. Um, I think the best bet would be to deselect it, Butum otherwise the uninstall can be easily run I think from within the device applications list.
Speaker 2 00:04:11
MacBook Pro. Hang On.
Speaker 2 00:04:23
Okay. Uh, Kevin. All right, let's go back up. S Holly. She does not need it. Castro G Pierce Service Center Castro is on there, okay? I Flores.
Speaker 2 00:04:53
Nope, she does not need to be on there. G Pierce. E Shore. D Montel. Okay, so there's 11 selected devices: one, two, three, four, five six seven eight nine ten and ten So which one Kevin? I'm Gonna.
Speaker 1 00:05:22
Save. Is.
Speaker 2 00:05:34
There an uninstall?
Speaker 3 00:05:39
I haven't built out an uninstall script, but if you want to uninstall it from one singular device or like two, you should be able to uninstall it from the, Um listed app list uh for that machine. Okay. So which one which ones shouldn't have gone? The install was it uh conference or uh conference. I forgot the device name.
Speaker 2 00:06:05
Conferences one and then iFluors, and then Corporal, and uh and Susan Holly S. Holly. Okay.
Speaker 3 00:06:39
So they should not get the app installed, right?
Speaker 1 00:06:44
Yeah. Okay.
Speaker 3 00:06:50
It doesn't look like it's finished yet for Susan Holloway's machine.
Speaker 2 00:06:57
How do you see where it's at? Because all I just see is running. It's.
Speaker 3 00:07:03
The same, yeah, it's the same status in the device tab.
Speaker 3 00:07:09
Okay. If you go into each device individually, uh, you'll see there it's still it's still pushing the script. Yeah. Okay. But unfortunately I tried the other day as well. I couldn't see any way of canceling or stopping this. Um, okay. I think you should be able to stop it if you disable it for everyone, but once you re- enable it, it's just going to resume again.
Speaker 2 00:07:33
Okay Why does that do that to me?
Speaker 3 00:07:37
Yeah, I thought it was maybe a permissions issue because it was grayed out, but I don't know.
Speaker 2 00:07:45
Yeah, I don't know either. I don't want it to trigger steps. Stop that. Capture. Let's not trigger.
Speaker 1 00:08:08
I need to screenshot this. It does not like me. No steps, I want a region.
Speaker 2 00:09:24
And You said only about 20 minutes or 15 minutes?
Speaker 3 00:09:28
Yeah, about I think maximum 15 minutes. That's how long I waited for curated. Okay.
Speaker 3 00:09:40
But I mean, if it's running longer than that, then something feels off because the package is not that big.
Speaker 2 00:09:46
Yeah, and it hasn't been fifteen to twenty minutes yet. So it's only been nine minutes. So all right.
Speaker 3 00:09:55
Nine minutes, okay, yeah. I mean, well,
Speaker 2 00:09:58
I mean, I didn't we've only been on the call for nine minutes is what I'm saying? Okay, so okay, cool I'll keep an eye on that. Thank you. I. It's just been one of the most.
Speaker 3 00:10:09
No worries, Christi.
07-13 Weekly Meeting: IT Agreement, Security, and Budgeting
> Date: 2026-07-13
> Location: [Insert Location]
> Participants: [Christi] [Pete] [Sergio] [Jennifer C] [Speaker 5]
### Meeting Notes
#### Interim Managed IT Agreement Review
- Christi received a new IT agreement from Chinki to share with Pete. A paragraph with updated wording is being added to the rider; the rest of the agreement remains unchanged.
- The agreement is labeled "interim" because the client is on a month-to-month term and can cancel at any time, which the team found unusual.
- Pete questioned the $55,000 fee, noting a prior figure of $50,000. An $8,000 monthly fee for "professional services and projects" was identified.
- Christi clarified the $8,000 is for a second onsite technician and MSSP, but it is incorrectly listed in the cost breakdown. They agreed it needs correction to avoid confusion.
- Kashif raised concerns about pricing based on user count, currently at 330 and rising. Christi noted they may need to revisit pricing banding.
#### ADT Security System Updates
- The ADT master code for the 2610 location was reset.
- Due to a past security incident at Crenshaw where a master passcode was shouted out, master codes will be reset at all sites.
- Individual accounts and access codes will be created for designated staff to improve security. Paolo will be added and assigned a code.
- A form will be available for staff to request access codes, requiring manual approval from department heads or designated approvers like Crystal and Aaron.
- Christi will assist Paolo, Aaron, and potentially Juan with installing and using the ADT app for arming and disarming.
#### IT Inventory and Budgeting
- Christi reported many end-of-life monitors and docking stations with no spares in stock.
- Some sites, such as BAFMA, have employees working directly from laptops due to non-functional equipment.
- The issue was not previously raised because staff were told there was no funding for replacements.
- Christi is conducting a full inventory to provide accurate numbers for better budget decisions for the 27–28 fiscal year.
#### User Feedback and Ticket Management
- Two negative surveys were received. One was from Yvonne Hernandez, unhappy about being referred to DMH for an issue IT could not resolve.
- The second was from Hector Martinez, frustrated that his IT ticket for a filing cabinet was closed after being referred to Juan (facilities), while the issue remained unresolved for nearly two years.
- Christi noted most feedback has been positive, highlighting comments about fast, efficient service from the Crimson IT team.
- The standard process for unresponsive users is to attempt contact three times before closing the ticket.
#### Security Software Transition
- The CrowdStrike contract is being terminated, and both CrowdStrike and McAfee antivirus software have been removed from computers.
- A new single antivirus solution has been installed, expected to improve computer performance.
- The Barracuda spam protection tool will be replaced with Avanan. This switch is included in the current contract and will result in cost savings.
- Christi provided an Avanan demo, showing how it categorizes junk mail and allows users to manage their own sender lists—an improvement over Barracuda.
#### Phasing Out Box
- Christi is exploring the timeline to migrate data from Box to another solution, as the client is the primary user.
- Pratt uses Box to share large files, but Christi suggested SharePoint or Google Drive as viable alternatives already in use.
- A migration plan will be prepared and shared by the following week.
### Next Arrangements
- [ ] Correct the IT agreement to accurately list the $8,000 as for a "second onsite technician" (and MSSP) instead of "professional services and projects."
- [ ] Christi to complete a full inventory of end-of-life hardware (monitors, docking stations) and identify sites operating without functional equipment (e.g., BAFMA).
- [ ] Christi to draft and send an all-staff email about upcoming ADT master code resets and the new access code request process.
- [ ] Add Paolo to the ADT system and provide him with an access code; confirm designated approvers (e.g., Crystal, Aaron).
- [ ] Assist Paolo, Aaron, and Juan with installing and using the ADT mobile app for arming/disarming.
- [ ] Develop and share a migration plan to move files from Box to SharePoint or Google Drive by next week.
- [ ] Cancel the meeting scheduled for next week (July 20–24, 2026) since meetings are every other week; confirm the next biweekly session.
### 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 pricing structure based on user count (currently 330 and rising) was raised as a concern by Kashif. While Christi acknowledged the need to "look at banding again," no specific action was defined to resolve this.
> 2. A long-standing facilities request for a filing cabinet (almost two years) caused a negative IT survey. The root cause of the facilities delay was not addressed, posing a risk of continued user frustration.
Jul 13, 2026
Speaker 1 00:00:01
Hey Pete.
Speaker 2 00:00:03
Hey, so what's happening there?
Speaker 1 00:00:06
So Kashif has done the Kashif thing, um, and he's trying to take over it. And he called me today while on a cruise and he's like, let's talk about inventory and budgets and and the agreement. So he wants everything to run through him for the agreement. And to get it approved. Now, the thing is, Doctor Barber hasn't told me that. And I have a meeting with ELT in a few minutes to go over everything. But, this is something that Kashif is well known to do in our history, not theirs. I don't know if that's been agreed upon by Doctor Barber.
Speaker 2 00:00:48
Well, do you have the updated agreement? I really want to look at it. I got to see it like ASAP.
Speaker 1 00:00:54
No, not yet. I asked the sales team to get that. I gave you the wording, That's going in. So that's the that's the paragraph that's going into the new agreement. Everything else is correct. Uh, everything is going to stay the same except for the rider, and that's the wording that's going to go into the rider. That little paragraph it updates. Uh I don't remember which page it was on, but it's under the rider heading. Okay, oh, wait, Chinki did send it to me. Sorry, I I just hadn't looked at my email here. It is.
Speaker 1 00:01:26
Uh let me get that over to you. Okay.
Speaker 2 00:01:32
Yeah, I think that's I think that makes sense. If if he's a, if he's agreeable to that I think that makes sense because we're providing you know, two onsite res, two two onsite resources and vcio support. So I mean,
Speaker 1 00:01:46
That's kind of yeah. Uh, here's the IT agreement. Chinki had sent it, But I just i hadn't looked at my email in a couple hours because I hadn't been focused on that. Okay, um,
Speaker 2 00:02:04
What is what why is it called interim managed IT agreement? What does that mean?
Speaker 1 00:02:09
Because i don't I don't fully understand why, but I think my understanding because I've slept a little bit then. They're on a month to month with us. They're not a they didn't sign a year agreement or a two year or three year agreement. Um, they want the ability to cancel at any time.
Speaker 3 00:02:31
Okay. So.
Speaker 1 00:02:40
Okay, that's kind of weird, But all right I I I, I don't understand it either. So.
Speaker 2 00:02:49
What is this? What is this fifty? Why is it fifty five thousand Wasn't it fifty thousand before I'm confused.
Speaker 1 00:02:56
No, I hadn't checked this yet. I just sent it straight over to you. Okay, um, I thought I'd put in fifty one professional services projects.
Speaker 2 00:03:04
Yeah, but they have an eight thousand dollar monthly fee for professional services and projects. What is that for?
Speaker 1 00:03:18
Second technician, MSSP.
Speaker 2 00:03:21
One time fees thirty thousand, monthly fees eight thousand. That's about.
Speaker 1 00:03:31
Second onsite technician.
Speaker 2 00:03:41
Wasn't that supposed to be included in the forty in the forty seven thousand or no?
Speaker 1 00:03:45
No, it's separate. It's a separate cost. Yeah, But it's it's listed in the cost breakdown incorrectly. It lists professional services and projects, and it should actually be onsite technician unless they put that under there.
Speaker 2 00:04:02
Yeah, let's have them fix that then. So yeah, otherwise they're going to think that's yeah, That's that's a weird way to just take that one time fees thing out and have them figure. Yeah.
Speaker 1 00:04:15
Yeah, let me yeah and I I wanna.
Speaker 1 00:04:20
Kashif was when I explained it to him. Kashif was great about it. He liked it, but then he was like, wait, not such a broad amount, not three hundred to four hundred. Um So. It's it's one of those things where we may have to look at banding again.
Speaker 2 00:04:44
Well what what's their count now?
Speaker 1 00:04:46
Uh three thirty as of today. It's still going up. But let me let me do let me do something else. I had already had a plan to do to do some shore up numbers, if I can get to it today, but the way my day is going, I'm I don't know if I'm going to get to it. Um right.
Speaker 2 00:05:04
Let me get back into this meeting. Yeah, I want to get this one nailed down.
Speaker 3 00:05:07
Okay thank you all right.
Speaker 1 00:05:36
Jennifer. Hi, how are you?
Speaker 4 00:05:39
I am a little all over the place, but I am good. How are you? How are you feeling? You feeling better?
Speaker 1 00:05:46
I am not so much. I am uh, I am feeling good. Uh getting it's slowly getting better. I sound less like an eighty year old man. Than I uh than I did last week. Let me rephrase, An eighty year old man with chronic COPD is what I am trying to say. Gotcha. Yeah,
Speaker 4 00:06:06
Well that's always good moving in the right direction.
Speaker 1 00:06:09
Yes, Trying to.
Speaker 4 00:06:19
Yeah things are very hectic for us right now. So yeah,
Speaker 3 00:06:23
There is a lot of program stuff going on.
Speaker 1 00:06:27
So, Uh, I have a few items to go over with you guys today. Um, but it should not take the full hour.
Speaker 4 00:06:35
All right, I am texting them right now so.
Speaker 4 00:06:50
I've Just been in back- to- back meetings. So I am just jumping from one meeting to another. I have the luxury of sitting still. I don't think they do as much. It.
Speaker 1 00:07:03
Felt sorry, I was looking at something else.
Speaker 4 00:07:13
It looks like I might be in an interview. Crystal is getting on Okay.
Speaker 3 00:07:38
It's getting no tasks. Hey team,
Speaker 5 00:07:44
Hi. You know, it's been back to back.
Speaker 1 00:07:50
Oh yeah, definitely back to back. Today's the third day for it.
Speaker 4 00:07:59
Yes, I tried to call Paolo, but he didn't answer and I know Aaron's going to be. She says she's in an interview.
Speaker 5 00:08:07
I can ask Paolo over here.
Speaker 5 00:08:47
Okay. He said he's gonna join right now.
Speaker 4 00:09:32
I Would just say we can go ahead and get started because I know all they are in this. Okay.
Speaker 1 00:09:45
All Right, so we're only we're only having Apollo come? He's here. Okay, perfect, sweet. Um, Okay, sorry. I had to stop for a moment. Ignore you guys for a moment, which I do apologize. Trying to handle something for Kashif at the same time as handling an emergency situation for somebody else, which is taken care of. I have a few things. I want to go over real quick with you guys. One is the ADT, so we got the ADT master code reset for.
Speaker 1 00:10:21
2610. And everything should be fixed there, But what we're going to do because we had that issue at Crenshaw, where someone just shouted out the master passcode for ADT in a large room full of clients and staff. We had already reset that one, But we're going to go through and reset the master codes and then give people their own individual accounts. If that makes sense. Crystal knows about this already, but let me show you guys what it looks like. Especially Paolo, I asked Natalie to give me a heads up on anybody that her team needs to have it. And so on. Let me make the screen a little bit bigger because it's not very big. So for 2610, it's loading right now. We can set access codes and I myself.
Speaker 1 00:11:16
Aaron and Crystal can arm and disarm from the app, so that we we have control over that if someone sets off the alarm, different things like that. Um, sometimes it takes a minute. Okay, so this for um this for here here at headquarters. Um I do have people that are being added to it, so we're adding James to it because he is one of our late guys. Darva is going to be sending me over a couple other names. Alita is usually our first person in in the mornings, and then there's one other person that's in Carlos and Natalie from HR. And then Apollo, you're going to get a code in a second. I'm adding you to it. And then Dr Barbara's code, we never changed or never touched. So that is we kept his the same. So just a heads up for you guys on that.
Speaker 1 00:12:13
We are going to be doing this at every site. Like I said, Crenshaw happened not too long ago because of the situation we had with that person who shouted. So this one is similar situation. Access codes are being, we're putting that in now. The process that we're going to follow. If you guys okay, this is that if someone needs an access code, they can put the request in I actually have uh that request ability. Where did it go? I have way too many tickets or way too much stuff open. Hang on. I just had that one to open to show you guys. I am so sorry, Um but there is a form that they can fill out. Uh, the staff can fill out. Um.
Speaker 1 00:13:05
That would allow them to go in and request that code, and then we follow up with the department heads or whomever Crystal, you and Aaron want us to follow up to say this is approved. Um, And we're going to do a manual approval process for that for right now until we understand, like who for which every site needs to be that approver or who for each department. Does that make sense? Okay. Yes. Awesome.
Speaker 1 00:13:35
Um, so for so for each site, there's an has a master code and access code already set, And then we're going to continue um just adding to that list of individual people. So I do need to send out an email to all staff to give them a heads up that codes are going to be changing. Um do just due to security needs is how I'm going to say you know, we need to rotate these ever so often. Um and put those out. So just a heads up for you guys. Um, so that's ADT. Any anything you guys can think of on ADT that you might have questions on?
Speaker 2 00:14:16
No, I think we're good.
Speaker 5 00:14:19
No, you're just but you're going to help us download the app, you said right?
Speaker 1 00:14:23
Yes, I'm going to help you guys do that. You and Aaron. Okay.
Speaker 5 00:14:38
And then has there been any more discussion on whether or not Juan going to be able to have the app because he's in charge of our facilities and safety.
Speaker 1 00:14:46
He can have the app. Um, I just I don't recall if Crystal ever asked me on that one. I don't have it in my notes.
Speaker 5 00:14:54
No, I'll talk to Aaron and Apollo.
Speaker 1 00:14:56
Yeah, Cause I can I can give him the same partition master supervisor as you guys and get him into the app. That's not hard at all.
Speaker 1 00:15:09
Okay, so, um, so that's what the ADT. Um, And Crystal need I do need to show you the app today to show you how to arm and disarm. But I think you got to put your access code in. Um, and we'll help you through that. Um, and does Apollo need it? I mean, You're going to get your own building access code, but do you need the app is what I'm asking? The app yes.
Speaker 4 00:15:38
I would say, I would say so just in case.
Speaker 1 00:15:41
Okay, not a problem. All right. Perfect. I got you on my list of things to do today. Um okay, so ADT is good. Um I am working on some inventory items, mostly as as we're trying to get things dialed in and penciled inum. We do have a large amount of monitors that are already end of life and docking stations that are already end of life. We do not have any spare in stock. So I want to give you guys a quick update on that. Um, BAFMA has none like there's only two people that have docking stations and monitors that actually work. Um, Everybody else is just using their laptop on their desk. And uh there's some similar issues at other sites where.
Speaker 1 00:16:36
The docking stations are not working, the monitors are not working, or there's not enough to go around. So I am doing inventory because that's that's becoming an issue I'm hearing about. And so I wanted to make you guys aware that that is happening. And so as soon as I can get that inventory, it's going to take a minute. You guys will have a whole new data set of numbers where we have inventory, so we can make better decisions regarding. Um budgeting for 2728 not 26. 7 because I've already put in some cushion for that into that budget, just in case, but I just found out about this situation. Um it hadn't come up in any of my meetings or anything. And then um but the reason why it wasn't brought up to me is because in the past, they were told there's no funding to replace anything. So I do need to get ahead on that situation.
Speaker 1 00:17:31
Um, so that's an update for you guys on that as well. Um, as far as tickets and issues that are coming in as concerns, um, we did get a couple of bad surveys. And have I ever talked to you guys what it means if someone puts a bad survey in for Crimson? What we do? That you guys call. Yeah.
Speaker 4 00:17:53
Yeah, you call them directly. Yeah.
Speaker 1 00:17:56
Yeah. Um, So, we had someone put a bad survey and start spamming over a five to ten minute period with multiple clicks on onto a yellow. Wasn't a bad survey, it was just a yellow survey, which we call them as well. Um and looking into it, The last couple of survey responses we got that were negative was because we had to refer to someone to DMH because they needed uh their password or they needed access to their tool.
Speaker 1 00:18:27
But we can't give them access. Only DMH could do it, and so we had to refer them to DMH for that. Um, and she she wasn't happy about that, But I found out there was a manager who used to put in those kind of tickets for her staff, and now that that manager is not here, you know they're they're having to do it themselves. So there's a little bit of issue with that. I'll explain that one to you in a bit Crystal because I had a conversation with that person. You saw our faces?
Speaker 5 00:18:53
No Yeah We saw your faces were like. It's okay if we all know, to be honest,'cause we'll probably all talk about it internally.
Speaker 1 00:19:00
Yeah, it's uh Yvette. No, Yvonne. Sorry, I got Yvette on the brain. Yvonne Hernandez? Yes. Henderson? Yes. Yeah. Um and so I did have a conversation with her. I did ask her to not click the button so many times just gently question. But, that was what that one was about. And just to give you guys a heads up on that. The other one that came in, because we do monitor these pretty heavily. This one came in against Gaston because it was from Hector Martinez. And the reason why he put that in is because we didn't handle the request. It had to go to Juan because it was a facilities request.
Speaker 1 00:19:53
And. So we closed out our ticket and sent all the information over to Juan and explained that. But then when our ticket closed and this issue hadn't been done yet because we closed earlier, um, he did put a bad survey in.
Speaker 5 00:20:09
Okay. So he changed it?
Speaker 1 00:20:11
He didn't change it. He just put a bad one in. Oh,
Speaker 5 00:20:15
He put a bad one in?
Speaker 1 00:20:16
Yeah, Because uh the fact that you know, we closed our ticket before he got the issue taken care of by Juan. So, but the ticket that gets sent over, I mean the information that gets sent over to Juan for Juan to handle. So.
Speaker 5 00:20:31
What was it regarding?
Speaker 1 00:20:33
I think it was a, I have to look it up. It's been a week. It was regarding, I think a filing cabinet request.
Speaker 5 00:20:42
Oh, It's the filing cabinet that they have been asking for since Lorenzo has been here. It has been frustrating because it has been for over almost a year and a half going on two.
Speaker 1 00:20:53
Gotcha. If I'd known that, I'd have given them the white one that I gave to to Erin.
Speaker 5 00:20:59
And to be fair, I thought it was already taken care of and I think when I seen that come through, I was shaking my head, because I couldn't believe that it still hadn't been handled. Gotcha. Okay. But, that's probably more. So it's not really about you guys more than it is about the frustration. Mhm So,
Speaker 1 00:21:17
I'm i'm honestly for you guys. We've not had that many come in. Um, just the fact that Yvonne had clicked three times today. She only remembers clicking twice, but I think it was three times total. Um, And then we also had an extra two because our system messed up and reduplicated it. Um, it you know she she was pretty understanding. Um, most of them seem like they're not issues with us just frustrations at the process or frustrations with what was going on behind the scenes. Um.
Speaker 1 00:21:51
Everyone that I've talked to when they put a survey in, because I think there's been like four total, um have been super positive about the guys and what's going on. If I look at our comments, um I just got logged out of my system. That's lovely. If I look at the comments, uh 7:45 this morning Robert provided excellent tech support. Um so far I've got great service from Crimson IT their work is fast and efficient. That was from Damian Brown. Um, and these are just the comments. These are not the actual surveys. There's a lot more surveys than comments, so the comments are coming in good if that makes sense. Mhm. Um, any questions about that? No Your guys are doing great for the most part, like those are the the only two negatives.
Speaker 1 00:22:47
Everybody else has been like fantastic with putting in tickets and asking for requests to get handled. Um, with everything that we've had going on, everybody's been super responsive. So, it makes me very happy to see because I don't get that all the time. Um, I am running into a few instances where we will try to get a hold of somebody. And they just don't respond. And, we'll try because our our thing is try three times and then close the ticket. So just a heads up for you guys if you ever hear about that, no one's complained so far, but if you ever hear about that, um that is what's going on. So um we are CrowdStrike is that contract is being terminated uh.
Speaker 1 00:23:44
Within X expiration, which expires in two months, We have already started removing CrowdStrike from all computers, and we've already removed McAfee from all computers. So, we've reinstalled a new antivirus. Both of those were were antivirus software. We've already started installing new antivirus software on everybody's computers. So over the next month or so, if not less, People will notice that their computers are going to be running much faster because there is not two. Of the same software competing, so heads up for you guys on that. That's that's a good thing, and then as far as the rest of the security suite that's coming through, I am keeping a comprehensive list of all the contracts I am ending and what I am renewing. We still have a few items that are coming up for renewal soon that we're going to be replacing their software. So one of those is your not secure email, not that one.
Speaker 1 00:24:42
But it's your Barracuda spam protection. So, what we're going to be doing with the spam protection is we're switching it over. Barracuda is a good tool and it's been out there for a long time, but there is a tool that we love called Avanan. And Avanan actually makes it a lot easier to manage spam from your computers. So I'm going to give you guys a demo of it real quickly. And then we'll be done with everything I had for you guys unless you guys have questions. Um, I'm going to show you my inbox. Don't don't look scared at it because it's just my inbox. It's messy. It's always messy. Um, are you going to let me share? Okay, yes, I have a lot of emails, but I do categorize my emails as I read them. So in here, if an email comes to me and the system defines it as spam.
Speaker 1 00:25:41
Or junk. It's going to go into my junk inbox. And from here, I can go in and take a look. In the past, what Barracuda would do was just block it from coming to you period. But if it's spam, not a bad actor but just spam, Uh, you can go in here and just read up read any of it. And like let's say, someone sent a question, like this one right here um I. If I knew that that was coming, I could right click on it. And I can say never block sender or never block sender's domain. So I do that with new clients. They'll email me and it'll go my spam, and then I just go, "never block sender's domain," and that'll update it. And then I can put it into my inbox. It's really good at weeding out the junk. Like it's so much better than Barracuda. I've used Barracuda in the past for many years, but things like webinar on demand would never get flagged.
Speaker 1 00:26:35
The reason I also like it is because it knows how to distinguish between like an account admin from a vendor, sending me messages versus a just a spam email that they send out to all their users. So it will differentiate between those. So like CloudRadial, I actually use with a client and my emails from CloudRadial come in that are not junk. But then I still get these junks coming through, and that gets filed into that. So it's really good at distinguishing that. Now, if someone sends you a phishing email or something along those lines, the system will flag it and will not send it to you. Um, I'm going to see if I can find a quarantine message.
Speaker 3 00:27:32
Hang on one second. How.
Speaker 1 00:27:42
Do you spell quarantine? Um, I mean, let's do it blocked. I haven't received one at all today, which is unusual. Um.
Speaker 1 00:28:05
It'll come in and it'll say, "Hey, this message has been blocked from being received." And then if you were expecting it, you just hit "inner ticket" or something like I was expecting this inner ticket. And what the system what the team will do is they'll go into Avanan, and they're going to look at it. I'm going to show you what it looks like, but they'll go into it. And it's going to give them some telltale signs to say, "This was phishing. This is why we blocked it from coming to your inbox." So while junk is doing its thing, if we go in here, I'll show you what it looks like. We can look at a message and we can see, "Hey, this system."
Speaker 1 00:29:03
It's not being nice to me today. There we go. We can see where the events occurred, any issues going on it. If they said, hey, this the email that was sent out, they can go in and take a look at that profile. They can see who it was sent to. They can see how big is the indicator that this a problem? And, they can even see where it's originated from and what the domain looks like, all of that. So they can see everything that's coming in. And this originated over in India or Pakistan, somewhere around there. Wow! So it's really cool. It's a very good tool. We are going to switch you guys over from Barracuda to this one. Also, this one's included into your contract and it'll be a cost.
Speaker 1 00:30:01
It'll be a cost savings for you guys because we're going to be stopping the Barracuda from being uh from being billed. So it is going to be adjustment and savings. Um it is really good, we like it, it's actually outperformed any other tool we've used. Um and it is becoming a big name in a lot of spaces. But you guys will like because it'll be easier for you guys to manage your junk email coming through.
Speaker 2 00:30:26
So That was nice thanks for thanks for showing Chris.
Speaker 1 00:30:30
You're welcome, U m, we have tools like this everywhere. So if you guys ever want to see anything along those lines, let me know. Sometimes I bore people, sometimes I don't. So um that's all I have for you guys today. Uh Crystal and Apollo I do need to talk to you guys alone for a moment. If you guys don't mind me walking over to Crystal's office. Yeah, Come over, um but do Jennifer do you have anything for me? No, okay.
Speaker 1 00:31:01
Sweet. Oh, Box. Sorry, one more thing. I am exploring how long it's going to take us to move everything to Box, but Jennifer, you guys are the only ones that use Box, and I want I need to get that taken out soon. Um.
Speaker 4 00:31:15
I know Pratt (likely a name, keep as is) shares a lot of reports and stuff that she's been generating and doing in Box to share it that way. Because a lot of the times, the files are really big. Yes so uh, As long as we can figure out another solution, I am okay with it. But yes, we still use a lot of box.
Speaker 1 00:31:31
So SharePoint is a good tool for that, and uh which you guys are already using SharePoint for things. And so is um so is Google Drive, and it'll allow you to share big files. Okay, so just heads up for you guys. So I'll get that plan put together this week. I was already planning on having that over to you guys next week. I am going to cancel next week's meeting because these were supposed to be every other week. Um. And then, if you guys have anything, you know where to find me. I am not planning on being out for another emergency situation again. Okay, all right. I am going to come over and I'll follow.
Speaker 3 00:32:08
Okay, sounds good.
Speaker 1 00:32:09
Thanks guys.
04-21 Project Meeting: Claude Enterprise Rollout, AI Policy, Training Plan, and Sharp Site Access
## Meeting Information
> Date: 2026-04-21 13:49:40
> Location: [Insert Location]
> Participants: [Sergio] [Speaker 2] [Vince]
## Meeting Notes
- Claude Enterprise rollout documentation and plan
- Anzor committed to deliver documentation by Wednesday for Ruben.
- Vince prepared drafts: usage expectations, enterprise rollout strategy, AI usage policy, enterprise pitch deck, and training plan.
- Speaker 2 is reviewing with limited time; plans to rewrite the AI policy and complete a full pass on the documents.
- Rollout timeline discussed: currently 12 months across three phases; consensus is to keep the year-long plan due to IGP’s pace.
- No meeting scheduled; this is a follow-up to last Friday’s discussion with Ruben (with Anzor joining).
Conclusion:
- Keep the 12-month, three-phase rollout; Speaker 2 will revise the AI policy and review all documents.
- Training plan for Claude Enterprise
- Speaker 2 will lead training; asked whether onsite is required.
- No Statement of Work is needed at this stage; materials should be packaged for Ruben to present.
- Need an enterprise training plan; no clients currently on enterprise, so it will be built from scratch.
- AI policy and API usage considerations
- Existing AI policy needs revision to include Claude.
- Grant (company president) is building an application and has encouraged employees to use AI; API usage guidance may be needed.
- Vince suggests identifying “power users” with higher usage caps and managing API usage via guidelines; no specific API policy was discussed with Ruben.
- User count, demand, and budgeting
- Current user count is ~36; multiple teams are requesting Claude access.
- Teams plan has a hard cap of 150; moving to enterprise at $20/user to pool budget and control access.
- Some users have overages; power user controls could help manage usage.
- Access issues at Sharp sites (non-Claude operational matter)
- ADT is assisting; access is blocked by Hi Tech at two sites, preventing door control system access.
- Speaker 2 is awaiting Dr. Parker’s signature on a quote to proceed.
- ADT handles four Sharp sites; Hi Tech handles two, with access withheld.
- Operational notes at Sharp (Teams/meetings)
- Lorenzo previously disabled Microsoft Teams for staff at Sharp.
- Speaker 2 re-enabled Teams because LA County DHS uses Teams for meetings; staff had been using personal accounts.
## Next Arrangements
- [ ] Speaker 2 to rewrite the AI usage policy to include Claude specifics and perform a full review pass on all documents prepared by Vince.
- [ ] Package documentation (policy, rollout strategy, training plan, pitch deck) for Ruben’s presentation and confirm Wednesday deliverables with Anzor to obtain sign-off.
- [ ] Confirm whether onsite training is required and outline the enterprise training plan.
- [ ] Address access issues at Sharp’s two Hi Tech–managed sites pending Dr. Parker’s signature; coordinate with ADT and internal stakeholders.
- [ ] [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 specific requirements for API usage, especially considering Grant’s application development and broader employee AI initiatives.
> 2. Define criteria for “power users,” usage caps, and monitoring processes to manage overages and API access.
> 3. Confirm the detailed rollout phases, milestones, and responsibilities within the 12-month plan to avoid delays with IGP.
> 4. Decide on training delivery format (onsite vs. remote), schedule, and audience segments to ensure effective adoption.
> 5. Establish a process to resolve vendor access issues at Sharp (coordination among ADT, Hi Tech, and internal stakeholders) to restore system control.
Apr 21, 2026
Speaker 1 00:00:12
Can you hear me? I can.
Speaker 2 00:00:16
Oh, well, damn. Um, I lost my headphones. Oh. I was on the.
Speaker 1 00:00:22
Phone with uh did did they get knocked down? Oh here they are hang on.
Speaker 2 00:00:31
Sorry, uh, my glasses are on my head. Everything's going weird. I was on a call, and I was trying to take a lunch all at the same time. Um, oh,
Speaker 3 00:00:43
I'm sorry.
Speaker 2 00:00:44
No, You didn't know i I was on a call with ADT because we're struggling with some things at Sharp. Mm hmm So Okay.
Speaker 3 00:00:56
I won't take too much time. Just wanted to follow up and see if we have any next steps. Um, I know when we met with Ruben, Anzar and I last Friday, he committed to Reuben that we would get documentation out by Wednesday. Soum For which?
Speaker 2 00:01:14
I'm sorry. For which?
Speaker 3 00:01:17
This is the whole Claude, the all the Claude documentation forum for I G P Oh okay. The like, Enterprise rollout and all that stuff.
Speaker 2 00:01:27
Yeah, I've got so much stuff going on. I didn't even know about the ITP one until you sent over the email. Unless you told me, I didn't know. Uh, wait,
Speaker 1 00:01:41
Where'd my email go? I was justtyping up an email. Good lord. Okay,
Speaker 2 00:01:51
I wastyping up an email to Doctor Barber and it's not missing.
Speaker 3 00:01:57
Drafts, Drafts. Hopefully it's in drafts.
Speaker 1 00:01:59
It's the Gmail because Sharpe is on Gmail. I'm having trouble opening this attachment.
Speaker 2 00:02:45
Okay. So we have a site that was basically being held hostage on, and we cannot get access to. Um, work on the door controls.
Speaker 3 00:02:55
Oh. Held hostage by ADT.
Speaker 2 00:02:60
No, I actually ADT is the only one helping us. Oh. We're being held hostage by a company called Hi Tech.
Speaker 3 00:03:09
What's their involvement? Are they the installers?
Speaker 2 00:03:13
So they are, they handle but ADT handles four sites per s harp and Bafma or, High tech handles two sites, and we can't get access to the system. It's the exact same system as all other sites, but we can't get access to it. And they won't give us access. So I am struggling because I desperately need access. We haven't been able to add anyone to the site, and now I'm just waiting on Doctor Parker to sign the quote.
Speaker 3 00:03:54
Okay. Um, so yeah, What I was saying was uh Anzor and I met with Ruben on Friday and then Anzor committed to getting all of this like deployment strategy implementation, AI usage education plan, all that good stuff. So that's that's what those attachments were. Um And.
Speaker 2 00:04:18
He volunteered for it right?
Speaker 3 00:04:22
He did yeah. So, I was like, I am gonna step in and see where I can help. And then, I just am just trying to figure out next steps right? Because uh I haven't seen Anzur reply to anything yet. I am assuming he wants to kind of get a sign off on it first. So uh just want to get ahead of it. You,
Speaker 2 00:04:40
Did you did most of my work for me with those and I do apologize. I was reading them from the doctor's office last yesterday evening, because I was with the kid at one of her appointments. And so I was trying to read it all. Um, So I apologize. If I miss things and ask you about it, because my little screen on my phone was not the greatest to be reading things from. Oh no, you are good. Yeah, We didn't get out of there until like we didn't get home until nine thirty. So um okay. So okay, so we're doing an upgrade you You've pretty much designed it out. I am going to be doing training. Do I need to go on site for this training? Um, I think.
Speaker 2 00:05:21
Honestly, I can make an SOW for you. Wait, do you need an SOW? I've got DTLA on my brain, EAP, and a few others that are looking for SOWs. Um.
Speaker 3 00:05:33
Not for not not for this. I think the way the discussion went with Alonzer and Ruben was make the case. Well, Alonzer said we're just going to switch to enterprise. That's what he told Ruben like like that's just going to happen right away, right? And then he pivoted, he orbited the discussion around the ability to audit, which is valid, right? And then we can back that up with some of the other talking points. But anyways, so there's that. And I don't know if that's going to be a statement of work, or you know how we're going to present that. But. Then more importantly, it's also making sure that all this documentation is something that's packaged and ready for Ruben to present. Okay. Um.
Speaker 3 00:06:19
Because this is essentially saying, like, you know, it's the welcoming party or whatever you want to call it, like the grand opening of Claude. Right. So we want to set some parameters around that. That's what the rest of the documents are to support that that initiative.
Speaker 2 00:06:31
Okay. So let me ask a few questions. So, we're going to move them to enterprise. What is what is the goal for that? Is it on just being on or or is there an actual goal that we're trying to do?
Speaker 3 00:06:45
So a little bit of both, right? Right now the current user count is around thirty six. Um and then Ruben's getting requests for Claude flying left and right. Like every team is saying, can we get Claude? Can we get Claude? Can we get Claude? So Ruben's like kind of saying like, yeah, we're gonna selectively you know assign accounts right now. Um but teams, Claude team's cap hard cap is one hundred and fifty as well. So, Obviously, we jump to enterprise right, twenty dollars, a user put in a bunch of money for like a general pool lock down the budget. Yeah, and then just sort of come up with the approach plan.
Speaker 2 00:07:28
I like it. Um, okay. So that makes a lot of sense and we can easily do that. Um what are you worried about for the meeting and when's the meeting?
Speaker 3 00:07:41
There is no meeting. I I just, Anders like we're gonna send you these documents by by Wednesday. Like that's that's all he said, right?
Speaker 2 00:07:50
And it's like Did you manage to record the meeting?
Speaker 3 00:07:52
I did not. This was kind of my weekly Friday meetings that Anders hopped on and should have. I don't even think need a Teams Oh, I don't need transcription. I should, I should get transcription But anyways.
Speaker 2 00:08:08
Yeah No worries Yeah Um okay Okay, So that answers a lot. That helps me. Um, what are what are the exact documents he asked for? That was our so we were going to do.
Speaker 3 00:08:23
So all the ones that I've, you know, expectations for usage, right, like how they expect Iron get users to use cloudum enterprise rollout strategy, which is just kind of. You know, setting up the guidelines and the timeline for rolling out Claude Enterprise. Um, AI usage policy. So that's where you get looped in, right? Obviously like I don't know if there's something in place already. What do we need to modify and update to include Claude? Um, I just threw in an enterprise pitch deck. But then there's also the training plan. Like what's the enterprise training plan going to be?
Speaker 2 00:08:59
Yeah. And, we don't we don't have enterprise on any of our clients. So I'm going to have to. I'm gonna have to do that one from scratch. Uh, which is not a big deal. That's actually pretty well. Why did my screen just go black? Hang on,
Speaker 1 00:09:17
I can't see you.
Speaker 2 00:09:22
I'm hoping it just four hour mark, i I had it set where it restarts at four or it turns off at four hours, because I'm never home and I forget, I got to fix that. Um, okay, now I can see you. And, um, okay. So you did great on those documents, and then I need to put together the AI policy. However, let me let me call. Did I am struggling with this one? Did uh Ruben say anything about API usage to you guys? Like no,
Speaker 3 00:10:03
There was no discussion. There was no, Outright discussion about API. So so when you mentioned Grant, I am like first who's Grant because I haven't met with him yet. Oh, and then uh yeah, cause Grant is the president.
Speaker 2 00:10:19
Oh, Grant's being okay. Grant's the president. Jason is the okay. I gotcha. I gotcha. Yeah, So the reason why yeah I haven't met with Grant yet. Yeah The reason why I brought up Grant is because grant is actively working on an application he is buildingum right?
Speaker 3 00:10:35
That's the.
Speaker 2 00:10:35
Yeah, so he he's going to look at that and he's going to be like, okay, what about me because I am doing X Y Z. And, then he also put a thing out last year to quite a few employees to get them to use AI and build things to make their lives easier. Right, I see. So yeah, that's that's going to be a big one.
Speaker 3 00:11:00
Well, there are no specific callouts about how API usage. I mean, there's just general guidelines, right? Um and recommendations. So I think that should be okay. Um if we need to talk into API usage, What we can do is say, you know, uh We can have certain users be identified, as, you know, quote unquote power users and give them a higher usage cap. And, then we have the ability to manage that as we go along.
Speaker 2 00:11:28
Okay. Good I like that. I know that there's quite a few users on their on their cloud account that has overages. Okay, so that makes that easy. Um, I think most of your documents look great. Let me rewrite the AI policy.
Speaker 3 00:11:44
Sure, sounds good.
Speaker 2 00:11:46
And then I'll do one pass over everything now that I've had coffee and sleep. Okay, yeah, You'll show you.
Speaker 3 00:11:53
What's left to fix The only other concern. I had was uh rollout timeline because we're. Calling it 12 months across three phases, is that too slow? That's too fast. Too slow. Okay, so maybe we need to make some adjustments there.
Speaker 2 00:12:09
I wouldn't make too many adjustments. Um, put it in there for a year because I know how IGP works. Um, yeah, I get it. They're they're slow. We, we struggle with them all the time because they never call us back and things you you get it Yeah. Um, yeah, so let's do that. And then what was the other thing? I don't remember what it was. It's been a day. I have been busy. Same. I am trying to get access to buildings because the dumb dumb uh decided he wanted to do things his way and not standard way, did Did I tell you that he shut off Teams in their in their Microsoft team?
Speaker 2 00:12:57
Cause he didn't want any of the staff using Teams. Who? Uh, Lorenzo from Sharp when he was there. The guy that took over. Wow. I see, that's that's crazy. So I had to turn back on Teams because uh DHS, which is uh Department of Health Services for Los Angeles only uses Teams. Mm okay,
Speaker 1 00:13:22
And they've been having meetings and they had to use their personal Teams accounts.
Speaker 2 00:13:26
To support the GHD test.
Speaker 3 00:13:30
Oh my gosh, and I'm sure they're like GCC high and all that stuff, so like okay.
Speaker 2 00:13:37
So I've been having fun.
Speaker 3 00:13:40
All right. Okay, I just wanted to make sure we touch base. Uh if there's anything major that we need to adjust or changeum I'll wait for Anza to follow up, but I think we should be good,
Speaker 2 00:13:49
Then You're amazing Can I get Pat? Yeah.
Speaker 3 00:13:55
No, I thought that's what Claude's for, right?
Speaker 2 00:13:58
We just need to set up. I have forty nine minions in Claude. I don't want to make Vince one. I think I do have a Vince. Have to look at my list. I think Vince is in charge of some No, his name is Vector. Vector, okay Yeah, That's my only V guy. His name is Vector Uh. He is in charge of uh pen testing Ooh Okay, I'll take that, So I have him pen testing all my apps. So.
Speaker 3 00:14:32
Okay, cool. I think we're all set then. Um, yeah, just just ping me if you need anything.
Speaker 2 00:14:37
Thank you for the yeah thank you for the five minute break fromtyping. I've been fighting fires all day,
Speaker 3 00:14:44
So All right, okay, enjoy your lunch.
Speaker 2 00:14:48
I will bye.
07-21 Weekly Meeting: Client Project Updates and Internal Processes
> Date: 2026-07-21
> Location: [Insert Location]
> Participants: [Christi] [Sergio]
## Meeting Notes
### Client Project Updates
- **Christi:**
- Full training is scheduled for next week.
- Plaud and OpenAI have been deployed to all their machines.
- Christi is working on adding it to RMM and may ask Charl for assistance.
- **SCHARP:**
- Robert is progressing on schedule with his tasks, tracked via an updated spreadsheet.
- Anzor will conduct training for them.
- Christi needs to send Anzor the new training documents.
- Power outage occurred on Wednesday, July 15, 2026; staff verified all systems were restored correctly.
- **Alere:**
- Meeting with the pilot user group is scheduled for July 22, 2026, at 2:30 p.m.
- The meeting will address the pilot users' list of questions.
- **Avalon:**
- Christi needs to schedule a new kickoff meeting for next week.
- Billing has been updated on their cloud account.
- Christi will follow up with Vance and Mike on a few items this week.
- Meeting with Julius is scheduled for Friday, July 24, 2026, regarding their Cloud Enterprise setup.
- **Westwood:**
- The account is set up.
- Meeting with Brett is scheduled for July 21, 2026, at 1:00 p.m. to review the setup.
- A new quote and SOW will be reviewed and sent for signature.
- **Upcoming Project:**
- The invoice has been posted and sent.
- Next step: the client signs for their service, expected this week.
### Internal Process Discussions
- **Security Assessments:**
- Sergio stated that security assessments need to be started.
- This may be part of upcoming planning.
- A presentation has been created but not yet sent.
## Next Arrangements
- [ ] Christi to send new training documents to Anzor for SCHARP's training.
- [ ] Christi to schedule Avalon's new kickoff meeting for next week.
- [ ] Christi to follow up with Vance and Mike on Avalon-related items this week.
- [ ] Sergio to send the security assessment presentation this week.
- [ ] Send the client the presentation and collect signature for their service this 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 status of a ticket mentioned by Sergio, which was "approved and being processed" and waiting for bank clearance, was not fully resolved. It's unclear if Christi provided all necessary information.
> 2. Christi mentioned needing to follow up with Vance and Mike regarding Avalon, but the specific items for follow-up were not detailed.
> 3. The decision on removing "Gaston" from a list was mentioned but not confirmed.
> 4. Sergio mentioned an offer letter for Holly, but the context and any required actions from others were not specified.
[EOD sweep 2026-07-27] Weekly Project Que Up - already logged 7/21.
Jul 21, 2026
Speaker 1 00:00:09
Good morning. Let's see if the camera works today. Yes, I had to get a newum I had to get a new cable for my camera. It stopped working. Yeah, hang on.
Speaker 2 00:00:26
Okay, uh I'll fix this.
Speaker 2 00:00:43
Okay, that's better.
Speaker 3 00:00:48
My paper towels got moved.
Speaker 1 00:00:51
I mean, my nap- My tissues had gotten moved.
Speaker 3 00:00:56
Good lord. I switched purses or switched bags again. Everything is all mixed up. Wait, what is this? Oh, that's. Where is my child's report card? No worries.
Speaker 2 00:01:27
I feel that I was stopping at coffee on my way this morning, because it has been a little crazy. There's a pen. Um, trying to get through some things so.
Speaker 3 00:01:43
I owe you on the coffee. Good morning. All right, more. I know.
Speaker 1 00:02:19
I Keep losing pins. So last Wednesday, we had a power outage at SCHARP and like it went down and stayed down. And so I was trying to, We were trying to go around and check everything and make sure everything got put back together correctly. And so I grabbed a handful of SCHARP pins that are also flashlights. Or little pin lights because I had to go to the bathroom, and there was no windows in the bathroom. It was pitch black, so I gave a bunch of them out, and I thought I kept one for myself, and apparently I did not and I needed the flashlights. So under my desk. So yeah, but that's okay. I will make do with my camera flashlight.
Speaker 1 00:03:15
As soon as I figure out where to put my keys.
Speaker 3 00:03:24
Anyway, where is everybody? Sorry.
Speaker 3 00:03:46
We still love you.
Speaker 2 00:03:56
I won't tell anybody.
Speaker 2 00:04:16
And then it was approved and being processed, So I'm just waiting for bank clearance, and then we're going to close this ticket.
Speaker 1 00:04:48
This is my fault. I am also supposed to be working on that. Did I get you everything you needed? Okay,
Speaker 1 00:05:10
Yeah, And he's not called me. I think I'd left him a message at one point, and he didn't call me back. Um, and that was the last time around, but.
Speaker 2 00:05:18
I mean, I can always try again.
Speaker 1 00:06:19
So um with Christi, we actually do their full training next week. They still haven't decided which one they're going with. So what they've asked me to do. And I did I've done part of that this week. And I've got to finish that up today is to go ahead and push the Plaud and OpenAI out to all their machines. So Plaud has been pushed um OpenAI. I'm still working on getting that added to RMM. And Olivia, if I get stuck again, uh do you mind if I. Reach out to Charl because she did the last Plaud one and then I perfected hers. Um, But I'm I might be struggling slightly with this one, because I don't do this often enough to know. So, um, and then so that's where we're at with them. Uh it'll be nice to actually get this one fully under wraps. And then with SCHARP uh Robert is still working through going through everything um.
Speaker 1 00:07:13
He is active. He's got his spreadsheet updated, so I can go in and see where he's at. So no issues there. I think we're going to be on time with that one. So, Anzor is going to do training with them, And I need to send over this morning, the new training documents that I created for him to follow. If he wants with all the updates.
Speaker 1 00:07:50
So With Alere, we have another meeting with their pilot group tomorrow. Why did I get that email? Okay, never mind. Sorry, I went to go look at my calendar and I noticed an email from Elon Musk, which means I'm going to be reporting that. We have a meeting with Alere's pilot users on Wednesday at 2:30 p. m. We're going to be going over the list of notes that they created of, "Hey, how do we do this? How do we do that?" So and this is before we get to training all of their users. So we are working through that with them. Actually, I've been really enjoying working with them on this one. So Avalon, I We have the kickoff. I need to make a new meeting with them for next week to go over everything.
Speaker 1 00:08:38
Um, and they have already updated billing on their cloud account, and we're working through a few more items on that one. Uh I just need to uh follow up with Vance and Mike on a few items this week. And then Julius did respond, Julius did respond to me um I'm going to be working with him on a few items in regards to uh their setup for Cloud Enterprise. And uh so I have a meeting with them on I believe Friday.
Speaker 1 00:09:21
Alright. So Westwood, the account is set up. Brett is back today. I actually have a meeting with him today at one o'clock, um. And we're going to be going through all the setup, make sure everything is good for that for him and Casey. Make sure that they're actually using it. Uh, And then we're also sending out a new quote and SOW for something that they're asking me to create. So I'll be going over that with them this afternoon as well. Uh, and we'll be having them sign off on that new quote. And then for Gaston, I thought we removed that from the list? Okay.
Speaker 2 00:10:39
We need to start doing security assessments. This may be part of the upcoming planning. We're going to have a couple of answers that we have from your questions that they've sent to me, and then so this one we have also on the internet presentation, but we haven't done it yet. So maybe I'll put it this week or later this week when we can send it.
Speaker 2 00:11:46
So, our next project we posted the invoice, and sent it to them. Because it. And, then next is our upcoming project is for uh, they're signing for their service that they're not this will be done this week um also just send them a presentation alsoon as he's quite ready.
Speaker 2 00:12:51
With relatively tight access, or any access.
Speaker 2 00:14:24
Okay.
Speaker 2 00:15:24
Yes.
Speaker 2 00:19:45
Alright, thanks everybody. Anything else? And that's the minutes cause. Are you on the offer letter for Holly? Like, um, yeah. So I guess you send her an email. I'm talking to her right now so you don't have to talk to her. Thanks everybody again next week. So.
Speaker 2 00:20:15
Yeah, So I'm just letting you know that I'm reaching out to the conference. So we know what you want to respond.
Attend Alere pilot user group meeting on July 22 at 2:30 p.m.Add Plaud and OpenAI deployment to RMM; possibly engage Charl for assistanceClarify status of ticket flagged by Sergio as approved and awaiting bank clearance+9
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Crimson IT
covered by 881092 (0.35h, ticket 960335)
ticket 960335
2 - Internal Operations/Meeting Recordings & Transcripts/Crimson/Meeting Transcript - 07-21 Crimson Project Que Up Weekly.txt
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06-18 Meeting: Vendor Quotes, Internet Redundancy, Contract Audit, and Invoice Follow-ups
> Date: 2026-06-18
> Location: [Insert Location]
> Participants: [Speaker 1] [Erin] [Speaker 3]
### Meeting Notes
#### Vendor Quotes and Contact Information
- Speaker 3 needs the point of contact/signer for Crown Housing and Sierra Vista to provide a quote, as the current one from Lingo is more expensive.
- This information is missing because the lines were inherited from G2 (Manny Gallion), and they are trying to bring management of these services in-house.
- Erin requested that the quote be sent to her and Mashawn.
- The company policy now requires obtaining multiple quotes from different vendors and brokers for evaluation.
- Erin has already received a quote from La Costa and plans to get one from Sandler Partners.
#### Service and Contract Management
- Erin confirmed she is approved to explore changing over the internet service at the camp.
- The plan is to keep the existing Frontier Fiber and add Starlink as a backup solution.
- Speaker 3 noted they can provide the same bandwidth for the current fiber at a significantly lower monthly cost, as the original rate included construction costs.
- Erin informed the team that the company is undergoing a full audit of all vendors, driven by new C-level executives.
- She may request contract details, including term limitations, for all services.
- Speaker 3 clarified that requests for contracts with Comtech can be fulfilled the same day, while those with G2 might take a day or two.
#### Follow-up on Outstanding Invoices
- Speaker 3 asked for an update on the remaining invoices for each account.
- Erin will check on the status of the invoices with the relevant team.
- She explained that payments, even via ACH, take 2-3 days to process due to a verification step to prevent fraud.
#### Preparation for Internal Meetings
- Erin requested a comprehensive list of all systems provided, including ISPs and phone systems.
- This is to prepare for upcoming meetings next week regarding the vendor audit and budgets.
- She mentioned Crown Sierra and Green Street are no longer in operation.
- An introduction to the new CFO may be possible after the current audit is complete.
### Next Arrangements
- [ ] Speaker 3 to email quotes for Crown Housing and Sierra Vista to Erin and Mashawn.
- [ ] Speaker 3 to send quotes for Starlink and a reduced-cost Frontier Fiber plan to Erin.
- [ ] Erin to check on the status of the outstanding invoices and share updates once available.
- [ ] Speaker 3 to provide Erin with a comprehensive list of all services and systems they manage for the company, including ISPs and phone systems.
### 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 company's new policy requires multiple quotes from different vendors and brokers. This may impact the existing business relationship and requires a competitive offering to retain the business.
> 2. The ongoing company-wide vendor audit and new C-level leadership could lead to significant changes in contracts and vendor relationships. Proactive communication and providing requested information promptly will be crucial.
Jun 18, 2026
Speaker 1 00:00:18
Good morning. Good morning.
Speaker 2 00:00:20
Sorry, my camera's not working again this morning. That's okay. It's only when I'm in this office.
Speaker 3 00:00:28
That's alrighty. Not a problem. Um, how are you? I'm good. Thank you for giving me that quick little minute the other or yesterday. I know I jumped in with uh unexpected calls, so I didn't mean to catch you off guard there.
Speaker 2 00:00:43
It is quite all right. Yesterday was a little crazy.
Speaker 3 00:00:47
Yeah, right. I could only imagine your world is. Yeah There's a lot going on There's always a lot to do, I'm sure Yeah, yeah, Um, so I've got uh some quotes here. Uh, I'm gonna send over. I just wanted to, and I can send you an email if it's easier. Uh, just need a little bit of information. Basically who's gonna be the point of contact or the signer um on the Crown Housing and Sierra Vista? Because all I have right now, I have a quote with Lingo but Lingo is more expensive. Right. Um take you to way better offer.
Speaker 3 00:01:29
So I. Just and on that quote because it's these POPs lines we inherited the G2 Manny Gallion is they're on the G2 side because Larry was sub subbing all those managed services out to him. Well, now that we are doing that. There's these bits of information that we don't have because of that. And we're looking to extract all those from Manny through change of contract, change of carrier, vendor. So that's why I'm lacking that information. I just don't I don't like us to sound like we're disorganized. We don't have what we need if it's for that reason, We don't have that information, and we want to get it into our controls. So we can manage it for you a lot better because it just isn't being managed by what happened the other day. If we were the agency on it, we would have gotten.
Speaker 3 00:02:25
Notifications that came out were due a long time ago, and it would never gone to that point. So, um, that being said, I will just email you. Okay. Should I see C Machon on that?
Speaker 2 00:02:38
Uh yes, Send it over to me and C Machon, because we areum the way we need to approach it this year, and we I hadn't really talked about that with you. And Zach is We are We need to get quotes, not just from you guys anymore, but we need to get. A few quotes together and then evaluate it like that. So, um, I did already get a quote from La Costa. Um, oh hang on one second.
Speaker 1 00:03:06
Let me put you guys on mute. Hello? Dom?
Speaker 1 00:03:36
Was that Doctor Haskins'office? It was just them asking for me to respond. Yeah, they called me too, but then put me on hold. I guess to talk to you. Sorry about that, guys. I got a rather important call and then needed to switch over for that. So I do apologize. No problem. Okay, so would.
Speaker 3 00:03:60
It help in us winning the deal? Because we're familiar, you know, as a company and wanting, of course, to to continue the business with you guys. Um by providing more than one quote. So if it was NHC Coeo. Um and then I can select a couple other POTS, good POTS providers as far as the POTS sides go.
Speaker 2 00:04:19
So, it's going to end up being one of those things where it's not. It doesn't need to be just TeleSystem Conduit It needs to be multiple vendors. And brokers. So, um, I did go to La Costa. Um, And then I did I am going to go to Sandler Partners because we do uh work with Sandler Partners some. So, I just have to get the multiple quotes and thenum and then take it from there.
Speaker 3 00:04:51
Okay. Understood. Um okay and then for the Starlink and Frontier Fiber at the camp? Yes, You were approved for Connect or you were approved for the changeover. Where was that at?
Speaker 2 00:05:10
So I'm approved to start exploring the changeover. And. So basically, we're going to keep the fiber in place exactly where it's at currently and then look at Starlink as a backup and whether we go through you guys for Starlink or what do we need to do. We're still working through that part.
Speaker 3 00:05:33
Okay. All right, uh, and then on those quotes, That would be Kelly as the primary contact to get those quotes over to BU. No, it's going to be me. Okay. Good deal. Yeah. All right, then I will get those sent over. We've got everything in that position to just input that information and uh can send them over Uh. I am going to send I don't know yesterday. We. We briefly tacked on the current fiber that's in place right now. We can provide the same bandwidth, But it's still being paid at a rate that when Larry and Manny brought that fiber line up there with the construction cost in, then monthly reoccurring cost, it should be significantly lower now. But can get the same feed, same everything, just basically reduce the bill.
Speaker 2 00:06:22
Okay. That would be amazing.
Speaker 3 00:06:25
Okay. Yeah, it's quite intense. We were working with Kashif on that. We were in a contract period, and now things have gone even lower. So we're not going to feel the same contracts. We want to make sure we're right down at current rates.
Speaker 2 00:06:40
Gotcha, And just a heads up for you guys this thisum just so that you guys are aware, we're in the middle of an audit of all vendors. Soum I may and I don't want you guys to freak out about this, I may reach out and say, hey, I need to know the contracts for this. I need to know term limitations, all of that. I don't want you guys to forget it's across the board with all systems. Understood.
Speaker 3 00:07:05
Yeah, so yeah, whenever you do a need, let us know because with ones that aren't with Comtech but are with G2, I don't want to say it's going to take some time, but I just want to be very transparent. And clear that we'll have to Craig is our liaison to G2 and he'll get that stuff. It's been, Pre tty fast because we've been doing a lot of change out already with a bunch of other customers that have requested to stay with Comdata and go away from G2. So, as it works, so being said, I just wanted to set that expectation that it's as soon as we get that you know, it's not with Comdata would be same day same day answer, but G2 might be a day or two.
Speaker 2 00:07:41
Okay, gotcha. That's good to know. Um and just be aware because we do have all newum C-level in quite a few departments. This is across. Board with everybody. So they're taking the board is taking a deep look into everything. Um, so I don't want you guys to panic, Butum there may be some changes coming through, and we're also working on budgets right now.
Speaker 2 00:08:06
Okay. So just just be aware. Yeah. Okay. So the whole new, you know, Hey, we got to get. We got to get multiple quotes. Uh, you know, from around wherever. That's that's all filtering down. It's not just it, it's everybody.
Speaker 3 00:08:24
Okay, understood. Now I get how that works. Yeah. Um, okay. And then did you I just wouldn't also want to follow up on the remaining invoice on each account?
Speaker 2 00:08:35
Let me yeah, let me find out where they are on that. Um I don't I know that they're all at lunch right now with another uh with a partner because I'm the one who set up that luncheon. Um, so as soon as they're in the office, uh, Let me find out where that invoice is and whether or not it's been paid out or not. Um, I do know because we use a system to pay out invoices even with ACH. Um, It does take two to three days because it goes through a verification process on, even if it's someone we've done before. It still has to go through that verification to keep from having wire frauds.
Speaker 3 00:09:19
Okay. Yeah, I just wanted to follow up on that because I remember, I know Greg's email went out, and we had that text thread when you were out of town. So I just wanted to stay on top of things.
Speaker 2 00:09:28
Awesome. Thank you guys so much. I really appreciate you both.
Speaker 3 00:09:32
Of course, Thank you. And i'll get everything over to here as quickly as i can today, and then let me know if we need anything else Um,
Speaker 2 00:09:40
Why don't we do this real quick? Just because I have a feeling it's coming down the line Let'sum, I know Crown Sierra, I don't think is in operations anymore, and I know Green Street is definitely not in operations. But, In lieu of the fact that they're probably because next week is when they're pulling me into meetings, Let's go ahead and get all of like all the systems we have through you guys. Uh everything that we have including ISPs, phone systems. Let's get all of that over just so I have it before I even walk into that meeting and already prepared. Okay.
Speaker 3 00:10:15
Good deal. I will uh we'll dive right into that today.
Speaker 2 00:10:18
Awesome, thank you both. Thanks for making my life a little easier.
Speaker 1 00:10:22
Well, that's what we're here to do. Okay. Christi, Do you think it would warrant us meeting the new C- suite members at any time in the near future?
Speaker 2 00:10:32
Um maybe uh Mashawn is still here. Sergio is still CEO. We do have a new CFO and they're taking a hard look at everything, which I definitely appreciate given everything. I've seen so far. The new CFO is amazing, but let's let him get in and out underneath this audit, and then I can do an introduction. Cool. All right.
Speaker 1 00:10:58
Wonderful. Thank you, Christi. Thanks. Have a great week, guys You too Bye- bye.
Send quotes for Crown Housing and Sierra Vista to Erin and MashawnPotential introduction to new CFO after vendor audit concludesSend quotes for Starlink and reduced-cost Frontier Fiber plan to Erin+4
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06-16 Weekly Meeting: Project U F Week 25 Kickoff, AbilityFirst Wi‑Fi/Failover, Training Billing (50/50), Hardware ETAs, Migrations and Assessments
## Meeting Information
> Date: 2026-06-16 09:28:49
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 8] [Speaker 9] [Seg] [Pete]
## Meeting Notes
- Topic Title: Project U F Week 25 Kickoff and Attendance
- Meeting opened as “week 25 of Project U F.”
- Olivia will join late; Vlad cannot attend due to connectivity issues.
- Screen sharing of an Excel tracker confirmed; zoom adjusted for readability.
- Topic Title: AbilityFirst – Cabling, Wi‑Fi, Failover, and Backup Internet
- Cabling infrastructure: finalizing floor plan; outdoor AP to be installed on Will’s cabin to extend coverage to ADUs and parking lot.
- Fewer APs needed than planned due to strong coverage.
- Issue: some cell phones (notably Kelly’s) drop active calls moving between Wi‑Fi points (arts and crafts building to cabin). Greg and Speaker 1 had no issues.
- Action: investigate Wi‑Fi handoff/call drops; update documentation with photos from Greg; coordinate with Comdrop.
- Failover test rescheduled to the following Friday at 7:30 AM with Will present.
- Backup internet: green‑lit to replace GeoLinks with Starlink; work to start this week.
- Topic Title: Kearney Properties and Cotsen (Training/Billing)
- Clarification: Kearney Properties starts next week; no billing yet since work hasn’t started.
- Billing policy discussed: typically 50% upfront and 50% on completion for $2,500 trainings (per SOP).
- Cotsen (Cotsen/Catzen): final meeting next week; ticket to close; total $5,300; quote signed; proceed to billing.
- Conclusion: Adopt 50/50 billing for future trainings; proceed with Cotsen billing; Kearney to start and bill per policy.
- Topic Title: DTLA Alliance – Free Project
- Project kickoff next week due to graduations and vacation.
- Confirmed as a free project; note exists in project notes.
- Conclusion: No billing; proceed per plan next week.
- Topic Title: Anderson – Scheduling and Firewall Install
- No email responses yet; Speaker 1 followed up again today and will coordinate with Vince for escalation.
- Separate note (from Seg): Anderson is on hold until late June; they want firewall installed on July 2 at 6 PM onward.
- Conclusion: Track as on hold; target install window set for 2026-07-02 evening.
- Topic Title: Multi‑Phase Project (Phase 1 Complete; Phase 2 Starting; Copilot)
- Phase 1 completed last week (by Gabby); Phase 2 starts this week; meeting scheduled Thursday.
- Copilot licenses procured and assigned to pilot group.
- Four total phases; estimated 6–8 more weeks; target completion by 2026-08-31.
- Billing: bill at least 50% now (progress billing) and remainder upon completion; aim to send within 1–2 days.
- Topic Title: Avalon Test – Kickoff
- Kickoff meeting scheduled for 2026-06-17 at approximately 10:30.
- Team prepared; assistance offered; Speaker 4 confirmed coverage.
- Topic Title: Managed ID and Migrations (Seg Update)
- Managed ID: Sue opted out of Gmail migration; awaiting Vicky’s decision. If both opt out, consider closed.
- Neighbor IT Security Assessment: contacting Ross; Anton calling; plan to issue 50% invoice today.
- Foothill IT Infrastructure and Security Assessment:
- Project plan sent; awaiting “Masses” feedback.
- Assessment started; some information missing; will be called out.
- Plan to send 50% invoice today.
- “Maybeum” domain migration: 65.22% switched (814/1257). Emil switching 130–150/day. Expecting ETH payment this week; sync meeting later today.
- Arc Dropbox to SharePoint: provide migration guide only; fee ~$7,700. Quincy out this week; external kickoff next week; internal kickoff this week (tomorrow or Thursday).
- Anzor Internal Audit: met with Victoria; additional B4 documents requested and sent.
- Cottonwood migration: security team moving this week starting 2026-06-16; Shan working.
- Topic Title: Hardware Projects and ETAs (Miguel)
- Project 2696 (Winegard Tower 1A AP replacement): AP delayed; new ETA 2026-06-25 to 2026-06-26; client notified.
- Project 2701 (Partner’s firewall, switch, APs):
- New ETAs: firewall 2026-08-15; APs 2026-10-07; switch arriving 2026-06-16.
- Will consult with Quincy about switching to Cisco APs for shorter lead times.
- New projects:
- Project 709 (Autocon Serge Belgrade APs): awaiting down payment before ordering.
- Winegard Tower 60 AP replacements: awaiting down payment before ordering.
- Topic Title: Stalled Property Migration (Gabby)
- Background: Barker took over property; asked to migrate UniFi switches/APs; major hurdle accessing existing firewall.
- Two prior MSPs lack firewall access; other MSP offered limited help (switch/AP migration) but still no firewall access.
- Risk: Replacing with own firewall without configs may disrupt unknown services; reverse engineering considered; only a few hundred dollars at stake for external help.
- Request: Define next steps and possible escalation; avoid premature solutioning; assemble a plan.
## Next Arrangements
- AbilityFirst
- [ ] Install outdoor AP on Will’s cabin and test cell call handoff; update documentation with Greg’s photos.
- [ ] Conduct failover test on 2026-06-26 at 7:30 AM with Will onsite.
- [ ] Start Starlink replacement for GeoLinks backup internet this week (by 2026-06-21).
- Training and Billing
- [ ] Cotsen: Issue billing for $5,300 as quote signed; close ticket after final meeting next week (by 2026-06-21).
- [ ] Kearney Properties: Start training next week (week of 2026-06-22); follow 50/50 billing policy.
- [ ] Multi‑Phase Project: Send 50% progress invoice within 1–2 days (by 2026-06-18); schedule Phase 2 over two weeks; Thursday client meeting on 2026-06-18.
- Project Scheduling
- [ ] DTLA Alliance: Proceed with free project kickoff next week (week of 2026-06-22); ensure “free” noted in tracker.
- [ ] Anderson: Coordinate with Vince to re‑engage client; prepare for firewall install on 2026-07-02 after 6 PM.
- [ ] Avalon Test: Confirm readiness for kickoff on 2026-06-17 at ~10:30; ensure coverage.
- Assessments and Migrations
- [ ] Neighbor IT Security Assessment: Reach Ross; send 50% invoice on 2026-06-16.
- [ ] Foothill Assessment: Continue assessment; highlight missing info; send 50% invoice on 2026-06-16; await feedback from “Masses.”
- [ ] “Maybeum” domain migration: Maintain 130–150/day switches; confirm ETH receipt by 2026-06-21; hold sync meeting 2026-06-16.
- [ ] Arc migration guide: Schedule internal kickoff (2026-06-17 or 2026-06-18); external kickoff next week (week of 2026-06-22).
- [ ] Cottonwood: Security team to execute migration starting 2026-06-16; Shan to lead.
- [ ] Stalled property migration: Draft a clear plan with options (pay prior MSP vs. reverse engineering) and escalation path; present recommendation.
- Hardware and Procurement
- [ ] Miguel/Quincy: Decide on AP model change to Cisco for shorter ETAs; confirm by 2026-06-19.
- [ ] Autocon Serge Belgrade and Winegard Tower 60: Collect down payments to proceed with hardware orders.
## 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. Wi‑Fi call handoff issue at camp: No root cause identified; define a test plan (roaming thresholds, device settings, soft‑handoff features, controller logs) and assign an owner with a due date.
> 2. Billing policy consistency: Several projects discussed mid‑stream billing (50/50). Create a standardized checklist in the tracker to record amount, timing, and status for each project.
> 3. Anderson communications: Mixed signals between “no response” and a set firewall install date. Consolidate into a single plan with confirmed client contact, pre‑install checklist, and escalation owner (Vince).
> 4. Stalled property migration (firewall access unknown): Prepare a risk‑based decision memo comparing costs/risks of paying prior MSP vs. reverse engineering vs. full assessment, including rollback plan and outage window.
> 5. Hardware lead times: Long ETAs for APs (into October). Confirm client expectations, consider alternative vendors/models, and document impacts on project timelines and billing milestones.
Jun 16, 2026
Speaker 1 00:00:33
Good morning, sir. Good morning, Casey. How are you? And welcome back from your vacation. Yeah. How was it? It was good. She got graduated, she graduated everything got done there. Um, we are working on new kids coming in and um getting all that settled. And yeah. So I am.
Speaker 1 00:01:03
I'm happy for you. Thank you. Uh, so I might be out here and there, uh, Just because when the kid comes in, we gotta be able to take some time to go, do doctor's appointments and stuff like that like normal. But that's amazing. Yeah, I'm excited for you. Yeah she's excited too And. Then in four weeks she turns 18. And then four weeks after that, we got to get her to UC Merced. So.
Speaker 1 00:01:35
Yeah, so I'll take another vacation in about eight weeks.
Speaker 2 00:01:40
My son graduated from U C Santa Barbara this weekend. Nice, he's applied mathematics. That's awesome. We're in the next stage, he's back home now. Yeah,
Speaker 1 00:01:56
I feel you because I'm, like uh the the dorm room, preparations took a lot of time last week, and then I had some. Uh, Training classes I had to go in person for at West LA College and um, in LA City College. So it's been, it was a crazy vacation in which I did not get any rest. I need a vacation from my vacation. I do not know why my camera is not working. It is plugged in. There's no reason it should not be working.
Speaker 3 00:02:34
But it's just like a camera icon.
Speaker 1 00:02:36
Yeah, it's not even connecting, which is weird. It connected earlier today on another call I was in, but now it's decided not to. I blame security and their updates because I updated twice yesterday, rebooted today and had to update again.
Speaker 1 00:03:02
Okay, Let me just, Check here if Olivia.
Speaker 3 00:03:08
Uh oh, Olivia will beum late in our meeting because she she's currently talking to Adrian, the new L one that is in the office right now. I see.
Speaker 5 00:03:19
Okay dokey. So I guess we're, uh, good to start and she'll just catch up as we go so.
Speaker 6 00:03:27
Sorry uh Vlad won't won't be able to join us uh he said. It's doing things so grainy right now, so.
Speaker 5 00:03:39
Okay. No Vlad for now as well? And can you all confirm if you're able to see my screen now?
Speaker 1 00:03:48
Yes, but can you zoom in slightly on that Excel spreadsheet? I.
Speaker 4 00:03:53
Got a big monitor, but I'm blind.
Speaker 1 00:03:58
Okay. Uh okay, now it's hundred percent.
Speaker 5 00:04:02
All good now. Yes. All right, so yeah, Uh, welcome to our week twenty five of Project U F meeting, and we'll start with so no Olivia yet Christy.
Speaker 1 00:04:16
Good morning. Um, okay. So Kearney Properties I am closing that project out, and we can do the full billing. Um I just need to have the last meeting with Kamya, and it's slated for next week. Um, and then I will let you guys know to close that ticket out. Um, with the computer upgrades, um he is still working on it. We're still looking at an end date of September 30th. Um so and because Sharp and Ability First are both off work on Friday. Uh Robert will be working on a bunch of upgrades during that time on Friday. Um which by the way, just a side note, they're working from home that day.
Speaker 1 00:04:55
And then for the cabling infrastructure for camp, I am finalizing the last parts of the floor plan. Will is going to install uh the outdoor AP on his cabin so that we have coverage on all the way down into the ADUs and our parking lot. We ended up not needing as many APs on site because the coverage was exceptional. Um, We are having some handoffs with the cell phones where cell phones aren't handing off properly between. Between Wi-Fi points. So, if anybody's got any suggestions on that one, it may just be Kelly's phone. Honestly. And that's what I'm trying. I got to work on this week to see if I can figure out when we were there, both Greg and I had no issues, but if she's active on a call, she'll lose the call between the arts and crafts building and her cabin. So we'll be working on that. And then also Greg, I need to update some things.
Speaker 1 00:05:54
From Comdrop to see, get the pictures from Greg and things like that. So that I can update with you, and then we'll close that take down. Um, the failover test Pete we because I originally forgot that they're off on Friday. Um, we rescheduled it to the following Friday at seven thirty a.m. and Will will be there as as well. Um, and then last side note for the cabling infrastructure project. I got the green light yesterday morning to start working on changing out GeoLinks, which is their backup internet for Starlink. And I'll start working on that this week. And that's all for Ability First. For you know what, I got Kearney and Katzen. Yeah, I got Kearney and Katzen all mixed up. Kearney Properties actually starts next week. The training schedule The training has already been scheduled.
Speaker 1 00:06:49
Kearney Properties is the one that's going to be closed out next week. We've got to finalize a few items for them, and then we can close them out next week. So, sorry, I got the two mixed up.
Speaker 7 00:06:58
So has Kearney been billed anything and if not, when do we bill them?
Speaker 1 00:07:02
No, We haven't billed anything because we haven't done any work because they kept moving it out. So we actually start Kearney Properties next week.
Speaker 7 00:07:15
So do we bill them after we're done or do we bill them before? Normally don't we bill before we do the training or do we bill after?
Speaker 1 00:07:23
Normally after.
Speaker 7 00:07:25
Julia, what do we normally do?
Speaker 1 00:07:29
Is she here? Oh, she is here.
Speaker 7 00:07:33
For training, what do we normally do, Julia or Sid? Can you tell me?
Speaker 2 00:07:38
I say in my SOPs this is 2500, right? So I would say 50% first and then 50% after it's completed.
Speaker 2 00:07:50
If we're starting the training. But it's. I mean,
Speaker 7 00:07:54
If we're starting next week, I guess at this point it's it doesn't matter. But yeah. So for future, I guess for future reference, We should plan to to do half and half. So We'll go from there. Okay. And, then what did you say about uh the other one? Chris?
Speaker 1 00:08:12
Cotsen is going to be finalized next week. We have our last meeting with them, and we're closing that ticket out.
Speaker 7 00:08:21
Okay. This one's fifty three hundred.
Speaker 1 00:08:25
Yes. This was a lot more extensive training than what Courtney proposed is going to be.
Speaker 7 00:08:31
And they've already signed the quote and everything, right? So yeah,
Speaker 1 00:08:35
So we can go ahead and bill them for that. Okay. And then DTLA Alliance, theirs kicks off next week.
Speaker 1 00:08:50
Uh, Susanna was out uh for her own daughter's graduation, and thenum they and then I was out. So we pushed all that to next week.
Speaker 7 00:08:60
Where is the amount or anything else being billing wise listed at all on DTLA Alliance? Like how much is it? How much are we billing? When are we billing? There's nothing in here at all.
Speaker 2 00:09:12
I think it's free project. It's what? Free project.
Speaker 1 00:09:18
On sort of so that.
Speaker 2 00:09:20
And Zara sold it for free.
Speaker 7 00:09:22
Oh, it's a free project? Yeah. Okay. Then I guess we should put in an" or" something or.
Speaker 1 00:09:30
Something because. Okay.
Speaker 4 00:09:35
Or or Do we have it in the notes?
Speaker 7 00:09:37
Let me see, maybe it's in the notes and I'm not seeing it. Oh yeah, it's over in the notes. Okay, sorry I was not looking at the notes. Okay.
Speaker 1 00:09:48
And then Anderson, uh, we're waiting to find out when we can offer them. Uh, they have not returned any of my emails. Um, so I don't know when that project is going to start.
Speaker 7 00:10:01
Maybe ping Vince and ask him to follow back with them to see what they are looking for as far as timeline.
Speaker 1 00:10:09
Yeah. Uh, And Vince has been C C on all my tickets or all my emails that I've sent over to Anderson. So. And I did re-email them again this morning to follow up. So I'll get with him and have him check in with them. So, um, I need to because I was out last week. Gabby completed phase one last week, and so I just need to get with the team to do the billing. And then we start phase two this week, which is on my plate. I don't think Gabby you have anything on phase two on that one?
Speaker 8 00:10:44
Um, The only thing I did for phase two was to procure the licenses for Copilot and assign it to the pilot group.
Speaker 1 00:10:54
And so we'll kick that off this week, and then I have a meeting with them on Thursday go over everything. And then on Avalon test, they're kicking off tomorrow and they're already being pulled. I believe. That's correct.
Speaker 2 00:11:15
They were so eager. Yeah,
Speaker 1 00:11:18
So the meeting is tomorrow. I think at ten thirty, something like that.
Speaker 2 00:11:23
Uh, Christy, do you need any help on on the meeting or you got it?
Speaker 4 00:11:27
I got it.
Speaker 1 00:11:37
Okay, So that's pretty much it for Christy. Any other clarification for her before we proceed to Sigrid?
Speaker 7 00:11:43
I'm sorry. I didn't hear what we bill or our plan was to bill earlier.
Speaker 1 00:11:50
I need to get with the team and and bill out because now we're starting on phase two.
Speaker 7 00:11:58
Okay, yeah, we need to bill at least half of that because that's a big number. Yeah. Either progress billing, how long is that training going to take?
Speaker 1 00:12:07
Uh, I have phase two slated for two weeks. So I've got to get with them and get that scheduled.
Speaker 7 00:12:14
Yeah, I would I would bill them at least half now. We've already done like phase one. I would bill them at least half and then bill the rest when you're done. Yep. Okay, try to get that out if possible in the next day or two.
Speaker 1 00:12:29
Yeah, And there's four phases to this. So just a heads up for you guys. We still got about six to eight more weeks to go. Our plan is to get this finished by August 1 s t. Or August thirty first,
Speaker 7 00:12:42
I'm sorry. So then I would get half now and then get the other half.
Speaker 4 00:12:47
That should be fine. All.
Speaker 5 00:12:56
Right, all clear with Christie moving forward to Secret. Okay,
Speaker 3 00:13:04
One for the manage ID so Sue opt out on the Gmail migration. And then we're just waiting for Vicky. If she will also opt out on that one, like we'll just consider then and everything is already. And then next is neighbor security assessment. I'm trying to call up, I'm trying to message Oh sorry, neighbor IT security assessment update right now. I'm trying to message Ross and Anton is currently trying to call him right now.
Speaker 3 00:13:39
So hopefully he'll get back to us. But after this also, I'm gonna um call him and then we'll send an invoice for fifty percent today. Then food seal for their IT infrastructure and security assessment, we've got back and forth emails with Masses. Project plan has been sent. So we're just waiting for Masses to um Masses feedback on that one.
Speaker 9 00:14:10
I've Started to do the assessment with the information they've given us. And so there's a couple pieces missing or not complete, and I'll call that out in the assessment. And I'll, you know, when we get on site and start doing more work, we'll have more questions. But I've got some of the assessment already started. Okay.
Speaker 3 00:14:36
So I'll also send an invoice for that for fifty percent then.
Speaker 7 00:14:42
And so we haven't built them anything yet.
Speaker 3 00:14:45
For this project, not yet. So, we'll send fifty percent today.
Speaker 7 00:14:54
Okay, was that on yours?
Speaker 3 00:14:58
Yeahum there's this one time he told me to build them once we have the scheduled plan.
Speaker 3 00:15:06
But because we're already doing it and they haven't like approved the the schedule plan yet, I'll just send the invoice.
Speaker 7 00:15:13
Okay, Kashif are supposed to call me anytime in the next half hour or so. So I'm gonna ask him about billing for Mavericks assessment and Foothills assessment.
Speaker 3 00:15:25
Okay, next is for maybeum domain migration so. Uh, currently we are at sixty five point twenty two percent for the switch over. That's like eight hundred fourteen out of twelve fifty seven. Um, Emil has been working, has been switching hundred thirty to hundred fifty a day. So that's all good, And and for the invoice Jeff will be send, hope I know, we'll we'll receive the ETH this week.
Speaker 3 00:15:59
And then we'll be having a meeting with them later for a sync up. And then for Arc, there is a new project that is like a Dropbox to SharePoint migration, but this one, uh, we will not do the migration. We'll just create a migration guide that will send to Arc, and then they'll be the one to do the migration. I don't know why. Is that what?
Speaker 9 00:16:29
Because we gave them two options,
Speaker 3 00:16:31
Right? Yeah. And they've already agreed to it. Yep. They'll be the yeah. It's like seven thousand seven hundred, but yeah, so for this one Quincy is currently out this week, so we might have the kickoff meeting next week, but we will be having the internal kickoff this week. So I'll just check your calendars for your free schedule. It might be tomorrow or Thursday. Thank you. Okay, and then um for Anton's project for the Anzor, Um they had a meeting with Victoria last week, and Victoria is currently asking for additional documents, especially in the B4 documents. So we've been we we sent that also. And yeah, I think that's that's it for Anzor IS internal uh Anzor internal audit.
Speaker 3 00:17:26
And then for migration to Alere. Um, for migration to oh, um, we've sent the Cottonwood email yesterday. So, security is working on moving Cottonwood this week. Starting today actually. Shan is working on that one. I think that's it for.
Speaker 5 00:17:51
My project and Anton's project. Okay, I think uh, Did we skip Anderson or is it just me. Oh,
Speaker 3 00:18:00
Sorry for Anderson that is currently on hold untilum, last week of June because they wanted the firewall to be, um, installed on July two six pm onwards.
Speaker 5 00:18:17
So I'll uh color this yellow. Yep. Yes, please. Thank you. All right, thanks, Zach. And moving forward to Miguel.
Speaker 6 00:18:31
Good morning, everyone. So for my projects, first we have project 2696 from Winegard. It's for the wireless access point replacement for Tower 1 A. So unfortunately the AP didn't arrive last June 10 th last week. So the new ETA provided was June 25 th to 26 th and we already notified, Let me share regarding this one. Then moving forward, I have project two seven zero one for our partners for their firewall, switch and access points. So new ETAs were provided yesterday. So firewall is expected to arrive on August fifteen, access points to arrive.
Speaker 6 00:19:17
October seven and switch to arrive today. So I'm gonna go check with Quincy later in the after uh, later by a call, uh to see if uh we'll still push through with the access point, Uh for the same model of the access point or we'll go with the Cisco model ones. Uh since those will have shorter E T A's but, uh they are fully aware that E T A is quite long especially for. MR models of access points. So that's for this one. And then I have new projects, project 709 for Autocon Serge Belgrade access points. So, we're still waiting for the down payment to be settled before we order the hardware. And, then that's the same as the project for Winegard for Tower, 60 0 replacement of access points.
Speaker 6 00:20:16
As well, so we're still waiting for the down payment to be settled before our agreement. And yeah, uh, that's it for my projects.
Speaker 5 00:20:26
All right. Thanks, Miguel. Any clarification for Miguel? Okay, I guess that's it. Uh Gabby?
Speaker 8 00:20:40
Uh hello everyone. I don't really have an update for this, I did follow up with the property manager, but so far nothing.
Speaker 7 00:20:49
So what's what are next steps on this? Gabby, are we doing anything with this or are we not doing anything with this? Like it just doesn't seem to be going anywhere.
Speaker 7 00:21:04
Is There someone to escalate to? Or are we doing this? Or are we not doing this?
Speaker 8 00:21:13
At this point, I don't know.
Speaker 7 00:21:19
Who asked us to do this? And then how do we figure out what next steps are because.
Speaker 8 00:21:26
Well, well, We took well Barker took over this property and they reached out to us to assist withum migrating these devices over, but it's just been a hurdle. All this time.
Speaker 9 00:21:48
Yeah, nobody and the difficulty is that nobody knows how to get into the firewall. And so there's details that we don't we don't know. So, we were we've been talking internally about reverse engineering it and putting our own firewall in there, and you know, resetting that one, and you know, maybe repurposing it or something, but we just don't there's a lot that we don't know. So we pull it out and, um, you know, we could we could lose access to some things. So, it's we'd have to reverse engineer it if we don't get access to it. And it's only a few hundred dollars that we're talking about really. Uh is that right Gabby? Do I have that right?
Speaker 8 00:22:28
Mhm That's for the labor cost other MSP per offered So.
Speaker 7 00:22:38
So the other MSP, the other MSP offered to tell us how to get into it or something, but we have to pay them. Is that the deal?
Speaker 8 00:22:47
Well, actually they offered us to help with migrating the unified switches and access points. Um, but they don't have access to the firewall. So yeah, we don't know exactly who had access to the firewall. So the two MSPs we spoke to, they had no idea. So we and the problem is that this, We're basically going in a blank state because we don't know what configurations is set on there. If we were to replace with our firewall, we don't know what would bring down and stuff. So yeah, it's kind of difficult.
Speaker 9 00:23:35
We would have to do, A full assessment, Or have we have we done sort of an assessment? And this is kind of where I.
Speaker 8 00:23:43
I know we we sentum. Let's, let's not let's not.
Speaker 7 00:23:48
Yeah, let's not solution here, but can we try to put together.
04-25 Lecture: Foster Youth College Pathways, 11th–12th Grade Milestones, Financial Aid, and Support Strategies
> Date Time: 2026-04-25 18:31:20
> Location: [Insert Location]
> Instructor: [Insert Name]
## Summary
The lecture provides a comprehensive guide for caregivers, social workers, and educators to support foster youth in navigating post-secondary pathways and the critical 11th–12th grade milestones that shape those pathways. It covers the differences among University of California (UC), California State University (CSU), private nonprofit colleges, for-profit proprietary institutions, and California Community Colleges, including admissions requirements, housing, financial aid, and transferability. It warns of risks associated with for-profit colleges and clarifies out-of-state tuition implications, highlighting programs like the Western Undergraduate Exchange (WUE). The session emphasizes structured academic planning (A–G courses, counselor meetings, attendance, tutoring), building college knowledge (dual enrollment, tours, SAT/ACT where applicable, enrichment programs), and career readiness (assessments, extracurriculars, work permits, vital documents). It integrates caregiver practices that build supportive relationships using the PACE framework (Playfulness, Acceptance, Curiosity, Empathy), centering youth voice, cultural responsiveness, and consistent advocacy. The lecture addresses the emotional landscape of senior year, stress management, and Senate Bill 12’s mandate to identify a post-secondary support person. Goal-setting and motivation are framed with attention to survival mode realities, encouraging short- and long-term goals, breaking tasks into steps, and leveraging the Transition Independent Living Plan/Agreement (TILP/TIOP) updated every six months for youth 16+, which improves college outcomes when youth lead their planning. Tools for exploring interests and career pathways include California CareerZone, Living Wage Calculator, Salary Surfer, and resources from the Los Angeles Opportunity Youth Collaborative. The content was created on 2026-04-25 and reflects recommendations current to that date.
## Knowledge Points
### 1. Post-secondary Education Systems and Admissions
- UC, CSU, and private nonprofit four-year universities:
- Selective admissions with minimum GPA and often personal statements; UCs and CSUs no longer require SAT/ACT, though some private or out-of-state colleges may.
- Housing and meal plans typically available; financial aid can cover significant room and board costs.
- California Community Colleges:
- Open access with no personal statements, GPA review, or test scores required; multiple enrollment terms (summer, fall, spring).
- Most do not offer housing, but basic needs centers and new housing partnerships are expanding; many foster youth can attend for free, and units can transfer to four-year institutions.
- For-profit (proprietary) colleges:
- Often more expensive with non-transferable units; poor employment outcomes at several institutions (e.g., ITT Technical Institute, Corinthian College) and unclear accreditation can jeopardize time, tuition, and aid.
- Distinction: for-profits distribute profits to investors; nonprofits reinvest in curriculum and student services, generally with higher graduation rates.
### 2. Cost, Financial Aid, and Out-of-State Considerations
- Approximate tuition (2021–2022 examples): UC ~14,000; CSU ~6,000; public out-of-state ~27,000 per year.
- Cal Grant often covers full UC/CSU tuition or partial tuition at nonprofit private colleges; generally not available for out-of-state schools.
- Out-of-state colleges carry higher non-resident tuition; research admissions, deadlines, housing, class sizes, and foster youth resources in advance.
- WUE provides non-resident tuition savings across 160+ participating public institutions; consider fit and the presence of a local safety net.
### 3. Academic Milestones and College Knowledge (11th–12th Grade)
- Meet with academic counselors at least each semester to confirm graduation status and A–G alignment; caregiver presence reinforces advocacy and counters underestimated potential.
- A–G course planning from 9th–12th grades keeps UC/CSU pathways viable; ensure correct enrollment each term.
- Attendance and tutoring bolster academic consistency; coordinate support with school staff, social workers, and probation officers.
- Dual enrollment offers college credit and exposure, benefits students across GPAs, and improves graduation, enrollment, and completion outcomes; three courses can yield nine+ college units.
- College tours/fairs should begin early and continue through summer after 11th; include foster youth–specific tours via agencies/nonprofits.
- SAT/ACT not required for UC/CSU; may be needed for private/out-of-state—take in 11th with fee waivers and prep options.
- Enrichment programs (AVID, Puente) support performance and college-going; consult counselors for local offerings, including foster youth–specific programs.
### 4. Career Exploration and Readiness
- Use assessments, electives, extracurriculars, volunteering, and internships to explore interests and build skills.
- Summer is optimal for jobs or internships; secure vital documents by age 16 (ID, Social Security, permanent resident card if applicable) and a work permit for youth under 18.
- Platforms and tools: California CareerZone, Living Wage Calculator, Salary Surfer, gladiol.org, and the Foster Youth Education Planning Guide.
- Encourage campus tours, nonprofit connections supporting foster youth in higher ed, workshops on professionalism/time management, shadow days, and informational interviews.
- Caregiver storytelling normalizes growth: share factual job lessons, ask permission before offering advice, and invite youth perspectives rather than prescribing choices.
### 5. Youth Voices and Support Strategies
- Youth value campus visits, proximity, and visible foster youth support programs; early college awareness before 11th grade is preferred.
- Abundant programs exist but advocacy gaps create fear; seeing oneself on campus and identifying fitting departments/programs influences choice.
- Peer networks aid access to programs and readiness for transfer/four-year applications.
- Strategies for learning differences include note-taking, self-checking, iterative problem-solving, and memorization.
### 6. Building Supportive Relationships: PACE Framework
- Playfulness: gently introduce positive experiences without dismissing feelings.
- Acceptance: unconditional recognition of feelings/thoughts/wishes, creating safety without endorsing all behaviors.
- Curiosity: nonjudgmental inquiry (“I wonder…”) to help youth understand experiences.
- Empathy: convey understanding to foster connection and resilience.
- Outcomes: signals that youth feelings matter and that caregivers will support them through challenges.
### 7. Senior Year Planning, Stress, and SB 12
- Senior year brings excitement and stress (avoidance, shutdown, appetite/sleep changes, reactivity); caregivers should remain patient, reflective, and supportive with coping strategies.
- SB 12 requires identifying a post-secondary support person for youth 16+ to assist with college and financial aid applications; caregivers can serve in this role.
- Key steps:
- Four-year applicants: consider SAT/ACT in fall for private schools; use fee waivers; research majors and build a list of 5–10 colleges.
- Financial aid: apply on time and track requirements.
- Connect to campus-based foster youth supports at target institutions.
### 8. Educational Disruption in Foster Care and Mitigation
- Foster youth often change schools frequently, losing up to six months of learning per move; maintain accurate records and collaborate with foster youth liaisons to ensure proper enrollment and on-time graduation.
- Completion pathways include high school diploma or equivalency (GED/HiSET), unlocking employment and substantial financial aid.
- Interventions: summer school and adult education (accredited), fifth year eligibility to complete requirements and improve GPA/credits.
- AB 167/216 exemptions allow graduation under state minimum requirements after late transfers but typically do not meet A–G; decisions for minors rest with the legal rights holder.
- Timing: end of 10th to start of 11th is ideal to assess graduation status and create judgment-free completion plans.
### 9. Goal Setting, Motivation, Survival Mode, and TILP/TIOP
- Goals:
- Short-term: day/week steps; long-term: span a school year; break into manageable actions and model family goals.
- Include educational, personal (health/fitness/social), and professional/employment objectives; explore “What is your why?” and plan for barriers and motivation during setbacks.
- Survival mode:
- Youth may prioritize safety with defensive responses; planning is hard and memory for supports may falter.
- Caregivers should proceed at youth pace, be patient, and signal availability.
- TILP/TIOP:
- Updated every six months for youth 16+ with social worker/probation officer involvement; identifies goals, steps, and support people, including a post-secondary education support person (caregiver may serve).
- Evidence shows youth who lead TIOP planning are more likely to attend and complete college by 23.
- Team-based planning will include grade-specific milestones and resources, centering youth voice and autonomy.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] Verify admissions requirements for target UC, CSU, and private nonprofit colleges (GPA, personal statement, test policies) and document deadlines for summer, fall, and spring terms.
- [ ] Research local community colleges: enrollment start dates, basic needs centers, and housing partnerships/dorm developments for foster youth.
- [ ] Compile a cost comparison (UC ~14,000; CSU ~6,000; out-of-state ~27,000) and note Cal Grant coverage and out-of-state limitations.
- [ ] Assess for-profit college risks: accreditation, unit transferability, employment outcomes, loan repayment challenges; include ITT Technical Institute and Corinthian College as case studies.
- [ ] Explore WUE institutions and identify non-resident tuition savings for out-of-state interests.
- [ ] Schedule semesterly meetings with the academic counselor to review graduation status, A–G alignment, and post-secondary goals; audit transcripts to confirm A–G progression and correct gaps.
- [ ] Establish attendance monitoring and connect youth to tutoring resources via school and child welfare partners.
- [ ] Enroll in dual enrollment courses; consult counselors on opportunities and eligibility.
- [ ] Register college tours (in-person/virtual) for summer after 11th; include foster youth–specific tours.
- [ ] Plan SAT/ACT if considering private/out-of-state universities: request fee waivers, register for fall of 12th, and identify prep resources or ILP-funded courses.
- [ ] Identify/apply to enrichment programs (AVID, Puente) aligned with interests; coordinate with guidance counselors.
- [ ] Conduct career assessments; plan electives, extracurriculars, and summer volunteer/job/internship experiences; begin early with social worker/probation support.
- [ ] Verify vital documents by age 16 and obtain work permits for youth under 18.
- [ ] Create a preliminary list of 5–10 colleges/programs; research majors and campus support programs; secure application fee waivers.
- [ ] Prepare for financial aid applications: compile information, track deadlines, and identify the SB 12 post-secondary support person.
- [ ] Link youth to campus-based foster youth support programs at target colleges; initiate contact and gather information.
- [ ] Implement PACE practices daily: plan actions to incorporate playfulness, acceptance, curiosity, and empathy.
- [ ] Facilitate career exploration using California CareerZone, Living Wage Calculator, Salary Surfer, gladiol.org, and LA Opportunity Youth Collaborative resources.
- [ ] Share caregiver career stories with youth, focusing on factual lessons; request permission before offering advice and use stories to invite reflection.
- [ ] Plan interventions for disrupted credits: summer school, adult education (accredited), fifth year; evaluate AB 167/216 eligibility and coordinate with the legal rights holder if under 18.
- [ ] Implement stress management supports during 12th grade: develop coping strategies, monitor signs of stress, and maintain patient encouragement.
- [ ] Ensure accurate academic records through transitions by collaborating with the school’s foster youth liaison and social worker.
- [ ] Initiate or update the TILP/TIOP for youth 16+, identify a post-secondary education support person, and ensure youth leads planning; document grade-specific milestones and resources as training proceeds.
Apr 25, 2026
00:00:00
University system, CSUs, and the California Community College system. In addition to public institutions, students can opt to attend private colleges or universities. Each system has different eligibility requirements for admission. The UCs, CSUs, And private schools are four - year universities that have a selective admissions process that typically requires a minimum grade point average or GPA. And may also require personal statements. While universities used to require students to take the Scholastic Aptitude Test, also known as the SAT or the American College Test ACT, Ucs and CSUs no longer require students to complete the SAT or ACT test for purpose of admissions. Some private colleges or universities still require the exam for admission. California Community Colleges are known as.
00:01:32
Open access institutions, Which means they do not require personal statements or review grade point average and exam scores for purposes of admissions. Students interested in entering post-secondary education can enroll at their local community college for summer, fall, or spring term. It's very important to look into the college's academic calendar to know when classes begin each term. Another main difference between community colleges and four-year universities is housing. The UC and CSUs and most private colleges and universities offer room and board plans that provide dorms and meal plans through the school year. Financial aid will typically cover most of these costs. We will discuss the costs associated with post-secondary education and the financial aid resources available in future segments.
00:02:25
While most community colleges do not have housing, More colleges are working to develop partnerships with housing programs to provide access to housing support through campus basic needs centers. And many are also beginning to build new dorms. The other types of colleges that are important to know about are called for- profit or proprietary colleges. For-profit colleges tend to be more expensive. And, the units received at these colleges may not always transfer if the student decides to change schools. As mentioned, many of our foster youth can attend community college for free. And the units earned at a California community college can be applied as transfer units. In recent years, Several proprietary institutions or for- profit vocational schools have come under review for the poor employment outcomes of these graduates.
00:03:22
including schools that are online and with physical campuses. Some examples are ITT Technical Institute and Corinthian College. which were shut down after multiple lawsuits were filed against them alleging fraud. Thanks, Teresa. There are a few other things to be aware of when it comes to for- profit colleges. In some cases, graduates struggle to find employment after completing their program. Graduates may even have difficulty repaying any student loans that they took out to cover the cost of their education. Lastly, It can even be hard to determine which colleges are accredited and which ones are not. Degrees from non- accredited colleges may be a waste of time and tuition, and can use up limited financial aid. Caregivers with their youth need to do their homework. Overall, it is important.
00:04:20
To take into consideration the cost of these private institutions and encourage students to explore all their options to avoid unnecessary debt. Remember, The community colleges offer a wide range of career technical programs that are free or low- cost to foster youth. It is important to know the difference between for- profit private colleges and nonprofit private colleges. For-profit colleges Tend to charge more per unit for career education programs compared to community colleges. For-profit colleges distribute profits to investors or shareholders, While nonprofit colleges and universities reinvest dollars from tuition and fees back into the curriculum and student services to improve the students' learning experience. And nonprofit institutions include USC, Stanford, Santa Clara University and University of San Diego.
00:05:18
Nonprofit private institutions also tend to have higher graduation rates than for-profit private institutions. Another option that our youth may consider is going out of state for their college experience. If this is something your youth is considering, here are some items to keep in mind. Tuition is typically more expensive at an out- of- state college or university than at an in-state public college, such as a UC or CSU. Since students will have to pay out- of- state tuition prices instead of cheaper in-state tuition prices. Tuition includes the cost of courses or instruction to attend the college or university. For example, in twenty twenty one twenty two, The cost of tuition and fees for full time students who are California residents at a UC was about fourteen thousand dollars or six thousand at the CSUs.
00:06:14
Compared to an average of twenty seven thousand dollars per year for out of state students at public state schools. Also, The state Cal Grant will often pay the full tuition cost at a UC or CSU or partial tuition at a nonprofit private college or university. And this is not available for an out-of-state school. Going out of state for college can provide a new environment and exciting new experiences for some students. While others may struggle with safety net in place. It's important to consider what is best for the youth in your care. If your youth is considering going out of state, here are some important considerations to keep in mind. Each college has their own process. Admissions processes, deadlines, housing options, class sizes and resources for foster youth vary by school and state. Make sure to do your research in advance.
00:07:09
To learn more about foster youth programs available nationwide, visit the Fostering Academic Achievement Network at the link on the screen. Out-of-state colleges can be more expensive, but remember financial aid may be available. So interested students should still explore their options and see what makes the most sense for them. O ut - of- state colleges can enter into interstate regional agreements that allow students to take part in non-resident tuition savings programs. such as the Western Undergraduate Exchange Program or WUE. The WUE includes over 160 participating public colleges and universities that offer students non-resident tuition savings. Let's hear from some of our youth now about what influenced their choices. Something that helped me find out what college I want to go to is I took trips to colleges and looked at campuses.
00:08:08
With my friends, like with my school, there were some field trips. I personally chose the college that was closest to me. Going on campus and doing all like the admin work and then walking around campus, seeing like what different like college programs, they have for people my age and also for foster youth. They have a lot of programs out here. For former and current foster youth. And a lot of people do not advocate this enough. And, that's why a lot of foster youth are scared to go into college because we need that support. And that extra support. If I wanted to go to the college, I had to see myself in it. So after visiting the school, the campus, Once I seen what they had to offer and I felt like this is the school for me, then I started seeing like okay what department do I feel a part of? Because I didn't even know where I wanted to be in college. I didn't know what was going to attend. So it was like all the things that i was interested in, i was like do you offer that?
00:09:07
I wish I knew about college earlier. I know I've barely learned about college when I was in eleventh grade, So that could have been doing a lot of research on different colleges and stuff, have more time and have more help. But that way already knew what I wanted to do, already knew where I wanted to go, And it would just up to me to pass my high school classes and everything to get to where I want to go.
00:09:51
The song was written by the band's frontman, Robert Plant. Developing a supportive relationship with our children is one of the most important things we can do to let them know we care about them and their interests. This segment will look at how to create a supportive relationship with youth. Before we get started, Let's think about the different practices you use when engaging with youth. What are some techniques you use to create a positive relationship with your youth? How do you help your youth feel safe and valued? Take a minute to reflect and write them down. You can pause the video as you complete the brainstorm and resume playing when you are done. While there are a lot of practices that build strong relationships, We will take a minute to introduce.
00:10:47
Pace. Pace is a way of communicating and behaving that aims to make the child feel safe. It stands for playfulness, acceptance, curiosity and empathy. Together, these practices can create a solid foundation built on trust and understanding. Let's review the first two practices with examples. Playfulness is a willingness to laugh and play. Even in difficult situations, it isn't about being funny all the time, dismissing a child's feelings or making jokes when a child is sad. But it's about helping children be more open to and experiences that. What is positive in their life, one step at a time. Unconditional acceptance builds a context of safety and connection. Accepting is not agreeing or supporting the youth beliefs or behaviors, but it is just recognizing.
00:11:45
Reality when it is present and actively communicating that you accept the wishes feelings. thoughts and perceptions that are underneath the outward behavior. Teresa, tell us a little bit more. The last two practices of pace are curiosity and empathy. Curiosity without judgment is the hallmark of social engagement. With curiosity, Adults are conveying their desire to understand what has happened and to help the child with understanding. What do you think was going on? What do you think about? Or I wonder what. You say this without anticipating an answer or response. Empathy is the experience of understanding another person's point of view or putting yourself in their shoes. Expressing empathy can help deepen connection and create a context of safety and understanding.
00:12:40
Empathizing with the child who is sad, scared, Or in distress can help them to feel that they are not alone and make it easier to manage challenges. By using pace and similar practices, we're letting youth know that their feelings are important. That, they are worth being listened to and that we will support them as they work through their thoughts. And emotions. Let's see what advice our youth have for us. I think it's really important for caregivers to consider the fact that their youth might be from a different background and that they need to get to know their youth and include some of their culture. In the home, for me personally, That was very important because I am Russian, and there are just like certain cultural things like. Like the simple fact that I drink tea a lot, that is very important to me. For caregivers, I would say, you know, really listen.
00:13:34
To that youth and find about find the things that that youth likes to do, you know, really build a relationship. You can take that youth to different. Events or anything, just really build a relationship and trust with that youth. I think a really great advice. I could give a caregiver who's struggling to connect with, the youth is to not give up and to be consistent. I feel like youth Like myself, especially me, I feel like I can notice when my caregiver wasn't. Trying enough when all fails and they stop, well then if you're going to give up then I'm going to give up. So I feel like Making sure that you're just consistent is probably a key essential. Just don't take things too personal. Personal, be patient. And just remember that, you know, If you would treat that youth the same way, if they were actually your blood. If they actually came from you. If that answer is no, then I think you need to revisit the way you're acting.
00:14:32
Treating them or thinking of them, listen, have that patience, understand where they're coming from. Learn more about them, not just their story. Not just oh how did you get in foster care? Learn about what they love. Try to do what they love with them. My foster parents did that. We had so much fun. Just make them feel like they're part of something and so that they can be motivated to want to be. Amazing people in the community and life, and just with their self.
00:15:25
The song was written by the band's frontman, Robert Plant. In this segment, We will look more closely at how to help our youth, explore their interests and strengths. Taking an interest in the lives of our youth, Asking questions about their aspirations and listening to what they want for themselves is one great way to connect your youth. Exploring interests does not mean our youth have to make decisions about their long-term career plans. It means that they have an opportunity to better understand what options are available to them and discover countless career opportunities. When caregivers begin with first exploring a youth's interest, It can increase the youth's motivation and give them a purpose to stay engaged in school.
00:16:20
There are many great tools and resources available to caregivers to help youth, explore career and future options. Working together to complete career assessments, and similar activities can also open up conversations about your own work experience. And what steps you took to explore your own interests. Some things you can discuss and encourage youth to consider when exploring potential careers includes. What kind of lifestyle do I want to live and how much will I have to earn to achieve that lifestyle? What jobs are set to grow? Which ones are likely to shrink over the next 10 to 15 years? How much school will I need to complete to obtain the job that I want? One great activity includes doing the budget on the website California Career Zone. This activity can help you to engage in a meaningful conversation with youth.
00:17:18
about their needs versus wants and help plan for the lifestyle they want. Other helpful websites and tools are the Living Wage Calculator, which identifies the cost of living in a particular city. And Salary Surfer, Which shows the real earnings of California community college graduates, and also helps youth learn about the wide range of pathways available to them. For many foster youth, The only careers they may have been exposed to are doctors, social workers, teachers, lawyers, therapists and police officers. Tools like California, CareerZone and Gladia As well as resources available from the Los Angeles Opportunity Youth Collaborative, can help expose youth to new possibilities. That's right, Teresa. Just as important as completing the career assessment tools. Is sharing your own experience with youth.
00:18:11
To help them relate to us more as people. And the idea that no one is perfect. As a caregiver, you can use storytelling or personal anecdotes about your own work experience. I'm sure, most of us adults started off with different types of jobs like babysitting, mowing lawns, or customer service. Most of us don't just start off in the jobs we have now. Many adults have worked through a career path to get to where they are today. In some cases, Maybe it took us a while to figure out what we wanted to do professionally. Or maybe we're even still figuring it out. No matter where we start, Customer service jobs are a great place to learn skills that will help us be successful. For example, Maybe you got fired from your first job because you didn't realize that being five minutes late on a regular basis was a big deal. Many youth may be surprised to learn that.
00:19:10
These conversations are key to help normalize these experiences and learn more important lessons. Another strategy is to try to stick to facts instead of percentages or assumptions when providing information to help inform their decisions. And not make decisions for them. Use your personal stories as an opportunity to provide you with information and ask questions about what they think instead of giving them advice.
00:19:40
Finally, before offering advice, ask your youth if they would like to hear it first. Asking a youth, if they would like some advice provides an opportunity to determine if the youth is open to receiving it. And lets them know you respect their ability to come up with their own thoughts and ideas. Remember to refer back to previous segment on pace, if you would like additional tips on how to navigate conversations with your youth.
00:20:12
Let's see what our youth have to say about career exploration. Caregivers. The best thing that they could do is expose them to higher education, let their youth be able to go to different college campuses tours. Help them get connected with different nonprofit organizations that are already supporting foster youth in higher education. And helping them get to different workshops, whether that's on professionalism, time management. Things like that is what's going to really help foster youth engage with um their social worker and see what opportunities that are out there for youth to participate in. If there's any shadow days or if they have any, you know relatives or maybe local neighbors that you know have different career paths, Maybe to have like a conversation with the youth and just to tell them what their you know work life lifestyle is. There are so many careers in this time and age, but don't let that scare you. It's okay.
00:21:08
I understand because it scared me at first, but because of these resources now, they're able to help you with your pathway and your career. Like for me, colleges had postings and workshops where they come and say, look, this is all what we have to offer. You can come and join if you want to, if it fits your category of work. And they're going to be there to support you. Music As we discussed earlier, most youth aspire to attend college. But for many students and even caregivers, it can be hard to know where to start. Helping youth to make a plan to reach their goals is a great first step. Goals can be structured as short or long-term goals.
00:22:07
Long-term doesn't need to mean where they see themselves in 10 years. A long-term goal could be something that you and your youth hope to achieve throughout the school year. And a short-term goal can be focused on the day or week ahead. It can be helpful to assist the youth in breaking down their goal into smaller, more manageable steps. Caregivers can help model this to youth by also setting personal goals or creating family goals. That everyone can work together to achieve as a team. Creating goals can extend beyond education. Goals can include things we hope to accomplish in our personal lives, such as health and fitness goals, social goals, as well as employment or professional goals. For example, Our youth can set goals for participating in therapy or practicing soccer daily so that they can make the high school team.
00:23:04
Motivation is a critical part of setting and completing goals. Explore with your youth what will motivate them and help them keep going. One question you can ask is, "What is your why?" It's normal to expect bumps and challenges along the way. This is a great opportunity to help youth, explore potential barriers and develop a plan. You might ask, " W hat are the things that I can do to help you stay motivated if there are bumps along the way?" Lastly, It is important to remember that many of our youth have been operating in survival mode. Upon entering care and will take time to adjust. This means that the youth may be focused on safety. And their responses are automatic and may appear on the defensive when survival mode takes over due to changes in the brain. They can have a difficult time talking about, thinking about, or planning for their education.
00:24:04
Or the future. When youth are in survival mode, they may have a hard time Remember who to ask for help. It's important to be patient with your youth during this process. Go at your youth's pace and adjust the conversations to let them know you're available to talk when they're ready. Another resource that can help youth focus on their goals is the TIOP or TILP. Transition Independent Living Plan and Agreement. The TIOP gets updated every six months with all youth in out- of- home placement, ages 16 and older. And this process includes their social worker or probation officer. The process is to To update the TIOP helps you to identify their goals, create a plan to reach their goals, and identify support people. There's even a field now to identify a post-secondary education, support person to assist youth with their college and financial aid applications.
00:24:59
This person could be you. In fact, A study by Chapin Hall noted that youth in extended foster care in California, who led their TIOP planning, were more likely to not just attend college, but actually complete college by the age of 23. As compared to youth who said they were not aware of their own TIOP planning or uninvolved. It's important that youth are involved in their college and career planning and development. The TLOP process is a great opportunity to work as a team to support your youth and help them accomplish their goals. The remainder of this training will include concrete grade - specific milestones that can be integrated into a youth goal planning, as well as additional resources that can be leveraged for support. Along the way to ensure a youth is successful. Before we move on to our next segment.
00:25:53
Let's hear from our youth on ways, we can best support them in reaching their goals. Adults want to assist youth with reaching their goal and or using the TILP process is just Young people, foster youth, people who are their self. They know what they want. They know what they need. You can't force things onto people. Being a social work major, I learned that you can give people all the resources that you want up to them to utilize them. And it may break our hearts that they're not utilizing them, but there's reasons for that. You have to allow people to make their own decisions, and you have to allow people to make mistakes. It's okay to make mistakes and you know what's good for you. I think if you wanna figure out a way to reach your goals, figuring out and mapping out a path of how to get there, and it's obviously that's probably gonna be with an organization or many organizations' help.
00:26:50
So just learning about how to reach out and navigate, advocate for yourself and not being ashamed to do that. I think that's the biggest thing is that you have to not be ashamed to ask for help. The LPE process is very helpful as well as a social worker and many different programs because You know, you can, you can tell them about a goal they want to reach and. They can do research and they can split that goal up for you, help you split that goal into different segments and everything. So that way you can finish one segment, go the next, go the next. And hopefully reset both.
00:27:57
This segment focuses on the educational milestones in eleventh grade that will help your youth prepare to transition to post-secondary education. Many of the educational planning milestones we will discuss in this segment for the 1 1t h grade build upon key steps in ninth and 10 th grade, which were presented in part one of this training. This segment will reference the Fost Youth Educational Planning Guide checklist items. As you remember, There are many post-secondary options for youth. Youth can begin their post-secondary journey at a community college to complete a certificate or associate's degree for transfer. Students can also go directly to a four-year university to earn a bachelor's degree. It's important for students to understand how high school milestones can impact their post-secondary pathway. The milestones are structured into three main areas: academics,
00:28:54
building college knowledge and readiness, and career exploration and readiness. The first area, we will cover under academics is understanding the important role of the academic counselor. Students and caregivers are strongly encouraged to meet regularly, at least every semester. with their academic counselor to make sure they are on track to graduate. And that they are in the right courses to match their college and career interests. An additional benefit of the regular counselor meetings. Is that they demonstrate to both the youth and the counselor that the caregiver cares. which encourages youth to stay on track to graduate. Some counselors and teachers who are not aware of the impact of trauma on foster youth May not realize a youth's full potential. Thus, the role of advocate falls on our caregivers.
00:29:48
who can represent the needs and strengths of the youth. When meeting with counselors, students and caregivers should request A through D courses starting in ninth grade. This is another critical academic milestone, Since the CSUs and UCs require the college preparatory pattern of classes referred to as the A through G courses for admission. There are specific requirements for each subject, such as math, English, history. And science. A through G courses begin in the ninth grade and span through 12th grade. It's important to ensure that students enroll in the right courses, every semester to keep a four - year college pathway as an option. Lastly, maintaining regular attendance and connecting to tutoring support as needed. Are important academic milestones. Students who attend regularly can benefit from consistent academic support.
00:30:47
and access to school resources including tutoring. Communicating with social workers, foster family agency workers, Or probation officers can also bridge access to tutoring support and can help a student build their academic confidence. Our second area includes building college knowledge and college readiness. These are key steps to build youth's college knowledge and prepare them for post-secondary education. For example. Youth can consider concurrent or dual enrollment courses, which are courses that count for both high school and college credits. These are often offered at the local community college or directly on high school campuses. They are a great way for students to get early exposure to the college environment. Sometimes people think that taking college courses in high school is only for students with a high GPA. or who were in honors classes.
00:31:43
Actually, dual enrollment is available to anyone. Sometimes students who struggle in high school classes do better in dual enrollment classes since they're able to pick the classes based on their interests. In fact, Did you know that dual enrollment courses are actually proven to help increase high school graduation and college enrollment? and completion rates. The benefits apply to low-income students of color and those with low GPAs. Thanks, Theresa. Taking dual enrollment courses can give students more choice in the courses they take and can provide them a head start towards an associate's degree and even a bachelor's degree. A student, who completes three classes under dual enrollment can graduate high school with up to nine or more college units under their belt. Ask your high school student's academic counselor to learn more about dual enrollment opportunities in your district.
00:32:42
Another way to build college knowledge and college readiness is by helping youth access college tours. Youth can start attending college tours as early as middle school. It's recommended that students have multiple opportunities to attend college tours or college fairs to expose them to a wide variety of college campuses. The summer after eleventh grade, Is a fantastic time for students to start to think about what post-secondary option would be a good fit for them. These tours can be in-person or even virtual. In addition to campus tours coordinated by the student's high school, There may be other foster youth, - specific college tours occurring through your child, welfare agency and local nonprofits. Those eleventh graders who have expressed an interest in attending a four-year university.
00:33:35
should also consider taking the SAT or ACT exams. While the UCs and CSUs no longer require these exams, some private institutions or out-of-state colleges and universities may still require it. Fee waivers are available for youth in care through their high school counselor to take exams. It's recommended that students take one or both exams in the 1 1t h grade, so they can retake it again, if not satisfied with their score. Students can take a course. Or access resource materials to help them prepare for either exam. There are many SAT, ACT test prep materials and courses available. Some of which are even free. Students should speak to their high school counselor for local resources. In addition, youth eligible for the Independent Living Program or ILP, which we'll talk more about later, may be able to get assistance with the cost of a preparation course.
00:34:32
The last step to building college knowledge and college readiness includes taking advantage of academic enrichment programs. Many high schools offer academic enrichment programs as part of the school curriculum, such as AVID. Or Puente. Enrichment programs are any productive experiences extending beyond the traditional curriculum that encourage academic performance and college attendance. They can be offered during the school year or during the summer. It's, a good idea for students to play an active role in finding programs that will fit their interests. And goals. A guidance counselor can help students identify local programs. There are even some programs specific to foster youth. Lastly, we will look at how you can help your youth explore their career opportunities.
00:35:31
And develop their career readiness skills. As mentioned in a previous segment, Taking career assessments throughout the educational journey is a great first step. Electives, extracurriculars, and volunteer experiences can also help youth develop a wider range of skills, explore their interests and strengths, and even explore various career paths. Summer is also a great opportunity for you to volunteer, find a summer job. Or a paid internship opportunity. Caregivers can help work with their social workers or probation officers to assist the youth in the search process ahead of time and ensure that they have the necessary right - to- work documents such as an ID, Social Security card, or green card. Also known as a permanent resident card for non-U.S. citizens. Youth in foster care should be provided these vital documents and others at the age of 16.
00:36:26
It's important to remember that students under the age of 18 will also need a work permit from their school, and their caregiver needs to sign off to give approval. You and your youth can review various career exploration platforms already mentioned like gladiol. Org or California. Careerzone to understand the process to land their first job and gather more information about all of the career readiness steps. These and other career exploration resources can be found in the Foster Youth Education Planning guy. Let's hear from our youth to see what they have to share. High school was very difficult because I did have a learning disability. But because of the programs that my high school had, I was able to address my disability. When it comes to addressing my disability, I was able to find strategies and skills, so I could take with me in college. And that was through note-taking. I was able to write down anything I could that I thought, I knew when I learned that course material.
00:37:26
And I would really go back in my book and then figure out if I did it right or not. And if I didn't, I would figure it out and solve it for myself, or do it again and figure it out again, and then memorize. For high school, Well, I was in a continuation school, so I had to do packets to make up for my credit. I had to meet with a counselor. Help me set up like an education plan on what credits were missing, What credits did I have to make up for to help me stay on track. And traditionally, I think, If had I not been in foster care with AB167, it actually allowed me to graduate in 2011. Which helped me get a little head start onto community college. Contact my peers, you know, we would work together. You know, I know I did struggle in English class. I didn't really like English. There was this guy. Actually, a couple of them, you know, we really switched information with each other. So I helped them on math because I really like math. They helped me on English. They were good at English. You know, we just.
00:38:25
Kept in contact with each other and asked each other for help. We fed off the information. And everything, we really helped each other. We've all graduated. Making a lot of connections with friends and people who knew people, That's what really helped me get into different programs and Do different opportunities before I got into post-secondary, So I kind of stood out when it came to being able to transfer and apply to a four - year.
00:39:21
Twelfth grade is a critical year when students will need to decide on a post-secondary pathway after high school graduation. and take the necessary steps to reach that goal. It can be an overwhelming process for any student, not just those in foster care system. So it's important that youth receive both emotional and practical support during this time. We hope that today's training will help equip you to assist youth through this process. To make sure that they have the information they need to graduate successfully, transitioning into post-secondary education and get connected to the right resources along the way. The college application process can bring out a range of feelings: excitement, dread, fear, confusion, frustration for students as well as for adults.
00:40:15
In addition, Our youth may experience stress during the final year of high school due to pending transition and changes associated with graduation. a potential change in placement, and transitioning into a new phase of independence. This stress can appear in different ways, such as avoidance or shutting down. Let's take a moment to reflect on how stress manifests for you. How does stress impact you? How does your youth typically react to a stressful situation? What are some things that you can do during this process to help you and your youth manage stress in a healthy way? What steps can you take to ensure your youth feel supported? Feel free to pause the video while you explore these questions. As you may have noted in your responses, stress can appear in different ways such as avoidance or shutting down, eating too much or too little.
00:41:14
Or too little, becoming more reactive, sleeping more or having difficulty sleeping. Each person reacts differently. It's important to remain patient and encouraging, And to continue to support your youth throughout the college application as well as beyond. Senate Bill 12 requires social workers and probation officers to identify a post-secondary support person to assist youth ages. 16 or older with their college and financial aid applications. This person could be you. You do not have to do this alone though. We will talk later in this course about additional resources and supports that are available to assist you and the youth through this process. Students in twelfth grade should continue to build upon the steps in eleventh grade. Here is a broad overview of the key steps in twelfth grade. We will dive more into these steps later. Teresa, for those interested in a four-year university.
00:42:11
Students, who opted to take the SAT or ACT exams can still take or retake the exams in the fall and get a fee waiver from their high school counselor. This is especially important for students considering private universities. It's important to talk to their school counselor at the start of the school year, to learn about exam dates and register in advance. Students can take advantage of the summer before twelfth grade and fall semester to research colleges that interest them. The majors available at these colleges and resource programs available to narrow down their list of potential colleges to apply to. The timing is most critical for students pursuing a four - year degree as college applications are due during the fall semester of their 12 th grade year. As we'll talk about later, Students considering a community college pathway have a little bit additional time to complete their application in the spring semester.
00:43:10
Students are encouraged to fully explore their post-secondary options and begin making a list of five to ten schools or programs. They may want to consider. Though that seems like a large number, it's best for students to keep their options open. Fee waivers are available that allow students to apply for schools for free, and there's no limit for how many schools students can consider. Applying for financial aid is an important next step in making sure students have the necessary financial support to cover the costs associated with post-secondary education. There are key steps and deadlines for the financial aid process, which we'll cover later in this training. Lastly, 12 th grade is also when students should be connected to campus - based support programs and other resources at the college campuses. They're thinking of attending.
00:44:02
We will provide more information about the great resources and the supports available. To foster youth across our college campuses and how to link them to these support services. For high schoolers that are in their last year of high school, All I gotta say is that it's going to be okay. And you are going to graduate because you put yourself through all this hard work to graduate. And if you felt that you did your best, then you have won. You are a success. You have been where you are now through your passions, through your experience and your dedication. So just keep on going because it's not the end. The best advice that I could give to people who are in their senior year Uh about to graduate high school is to not give up and continue doing well in your classes that it's really important. It's during the last year of high school and Really soon, they're going to be out in the real world. So just really.
00:44:58
Soaking that in and knowing that, what are you set up for? Like, what are you doing this last year because. Real life is about to hit you. So, I think just realizing that and really knowing that. You better be prepared. And if not, you better hit the ground running. Hang on, you're almost there. Um, High school for me was actually The first accomplishment that I felt was getting that diploma. And being able to go on a graduation stage, and that was one of the first sense of accomplishments that I have had. And I think for our youth that are graduating, that's really amazing. You did it and you're going to do it and you're going to do bigger and better things.
00:53:06
The film was released on 24 June 2016. Some youth may experience challenges navigating through high school based on the trauma they experienced leading up to their entry into care. Others may experience a significant amount of transition that may disrupt their education path through middle school and high school. Our goal is to meet our students wherever they are on their educational journey, and provide the resources to help them complete high school successfully. Children and youth in the foster care system change schools, an average of eight times while in care, Losing up to six months of their education, with each move impacting their educational outcomes and making it difficult for some students to complete their high school graduation.
00:54:04
The experience can be very disheartening for our students, so it is important to know that there are options. There are various options to help foster youth navigate high school with the goal of completing their high school diploma or equivalent. Completing a high school diploma or high school equivalency test, known as the GED or HiSET. is key to long-term financial stability. A high school diploma or equivalent can unlock employment opportunities and thousands of dollars in financial aid for post-secondary education. A key first step is to help our youth maintain accurate academic records during any school transition and during their high school years. Collaborating with social workers and school personnel, including the school's foster youth liaison. Can help maintain updated school records.
00:55:01
And ensure enrollment in proper classes for minimum academic disruption and on- time high school graduation. Some additional strategies can include summer school, continuation school, a fifth year of high school. Taking advantage of waivers to certain graduation requirements and school equivalency test options. Let's talk more about these very strategies. A student. Ending the 10th grade and into 11th grade academic year, That would be a great time to assess where a student is with respect to high school graduation. Students can sit with their academic counselor and caregiver to make plans for high school completion. This process is free of judgment or blame and is intended to identify opportunities for the student to complete their high school diploma or equivalent with the necessary academic support.
00:55:59
Graduation plan can include summer school and adult education courses offered online or in person through the local Adult Education Center. Courses must be completed through an accredited institution, so it's important to do your research. And meet with the school's academic counselor to make sure the courses will count toward graduation requirements. Students may also opt for a fifth year of high school. Youth have a right to remain in high school for a fifth year. Even if they turn nineteen years old to complete district graduation requirements, students can use this time to improve their GPA. Accrue credits, and receive additional academic support to help their transition into post-secondary education. Students can also qualify for exemptions to certain graduation requirements under a provision known as AB 167 or 216.
00:56:54
Foster youth who transfer schools after completing their second year of high school, Who are unable to reasonably complete their new district's graduation requirements within four years of high school. May graduate under the state's minimum graduation requirements. Students must.
00:59:39
To youth who transfer schools after completing, Qualify for exemptions to certain graduation requirements to support to help their transition into post-secondary education. Students can also qualify for exemptions to certain graduation requirements under a provision known as AB 167 or 216. Foster youth who transfer schools after completing their second year of high school, who are unable to reasonably complete. Their new district's graduation requirements within four years of high school may graduate under the state's minimum graduation requirements. Students must still remain in high school for four years. It does not mean they get to graduate early. Students who use this option still receive the same high school diploma as their peers, but do not fulfill the A through G requirements for the UCs and CSUs. This is an important consideration for students working towards a public four-year university pathway.
01:00:35
Please note, only the legal rights holder can make the decision if.
01:01:13
Requirements for the U Cs and C S U for four years. It does not mean they get to graduate early. Students who use this option still receive the same high school diploma as their peers, but do not fulfill the A through G requirements for the UCs and CSUs. This is an important consideration for students working towards a public four-year university pathway. Please note, Only the legal rights holder can make the decision if the student is under the age of 18.
03:35:13
Okay.
08-06 Lecture: Microsoft 365 Copilot Executive Training, Security Practices, and Automation Workflows
Date Time: 2026-08-06 13:57:43
Location: [Insert Location]
Instructor: Chris Brown (CIO, Crimson IT); additional sessions led by Christi and others
## Summary
Across several sessions recorded on 2026-08-06, participants engage in informal meeting preliminaries, discuss local weather in Orange County and the South Bay, and troubleshoot a Logitech conference-room camera that only shows part of the room during a Teams call. Erin introduces John Wilder, a tech “learning to be me,” and mentions editing Mark’s Friday email to PEC to remove sensitive details (e.g., “we’re 4.9% below market” in a 2035 comparison).
The core training, led by Chris Brown, introduces Microsoft 365 Copilot for executives, emphasizing Copilot as an AI assistant that augments work rather than replacing jobs. Copilot operates within the company’s secure Microsoft tenant, respects permissions and sensitivity labels, and does not train public models on company data. Chris distinguishes in-app Copilot (grounded on the open file/email) from Copilot Chat (grounded across a user’s emails, files, chats, and meetings) and demonstrates Outlook features: summarizing threads, drafting replies, iterating tone, and prioritizing emails.
Further lectures provide practical workflows for Copilot across Teams, Word, Excel, PowerPoint, and web/desktop apps, plus agent-building with Power Automate and third-party connectors. In Teams, Copilot captures live notes via facilitator tools, enables Q&A during recorded/transcribed meetings, and supports post-meeting recaps with summaries, speaker timelines, and full transcripts. In Word, users import transcripts, generate executive summaries and agendas, apply “vibe writing” to improve prose, use selective rewriting with undo safeguards, and configure cross-app custom instructions for tone, style, and executive-level outputs. In Outlook, keyboard shortcuts (Ctrl/Alt+I) insert AI-generated drafts directly into email compose windows, though chat-side drafts lack persistent history; agent-based workarounds are discussed but beyond Copilot’s native scope. A current service issue is noted: Copilot intermittently reports lack of access to Outlook emails; a Microsoft support ticket was opened the morning of the lecture.
Christi’s session covers handling long Word documents with sensitivity labels, document summarization, Kindle Scribe/Remarkable reading/markup workflows, and robust dictation using Whisper Flow (HIPAA certified, SOC 2 compliant). In Excel, Copilot assists with formulas (e.g., VLOOKUPs), data insights, chart creation, and dashboards; users must spot-check numbers and validate outputs. Mode toggles (web vs work), current service alerts, and performance considerations (data size, internet speed) are addressed, along with PDF-to-Word conversion via Adobe Acrobat Pro.
Advanced sessions detail Copilot in Excel for formatting, pivot tables, and workflows replicated month-to-month; PowerPoint generation from Word documents with design references; Copilot chat settings (Work IQ, model selection, temporary chat, mobile voice usage). Agents are showcased for lease abstracts (with “don’t guess” honesty rules and citations), executive summaries from multi-PDF security reports, “water cooler” Teams chat summaries with sensitive-data exclusions, and researcher/analyst functions. Integration with Power Automate enables scheduled daily briefs, file-drop triggers that produce meeting summaries saved to Outlook Drafts, and broader automation. Licensing differences (Basic vs Premium) affecting feature access and image generation are flagged; names will be reviewed to resolve “Try again tomorrow” limitations. Network performance impacts are minimal under normal Copilot use.
A dedicated security-focused lecture reinforces labeling and protecting salary/offer-letter data, OneDrive sharing indicators, DLP guardrails (e.g., PHI blocked in prompts), and privacy limitations around monitoring user queries (only aggregate usage visible). Best practices for building reliable, repeatable Copilot agents include detailed onboarding-style instructions, strict source limits (ideally ≤8–10 files), naming conventions with department codes in brackets for discoverability, and rigorous testing against prior work. Sensitivity labels and Protect Document workflows in Word are demonstrated, with recommendations to pilot-test label behaviors before broader rollout. OneNote integration for meeting summaries, upcoming training materials (one-pagers, prompts, PowerPoint, recording, summary, transcript), and direct support contacts are provided, alongside reassurances that Copilot replaces tedious tasks but not roles.
## Knowledge Points
1. Meeting Preliminaries and Side Tasks
- Erin introduces John Wilder; informal weather chat; Logitech camera troubleshooting in a Teams room; editing Mark’s email to PEC to remove sensitive “4.9% below market” reference for 2035.
1. Copilot Overview and Security
- Copilot as an assistant (like an intern), not an autopilot; helps reach a 70% draft quickly while requiring human judgment.
- Runs inside the secure Microsoft tenant; respects permissions, sensitivity labels, and DLP; does not train public models on company data.
- In-app Copilot vs Copilot Chat; citations in summaries; verify outputs as Copilot can be “confidently wrong.”
1. Teams Meetings
- Facilitator-enabled live notes; recorded/transcribed calls support queries and recaps; post-meeting recaps show video, AI notes, speakers, transcripts; chat thread summarization identifies decisions and open items.
1. Word Workflows
- Import transcripts to generate structured documents and executive summaries/agendas; review and insert after approval.
- Selective rewriting, tone alignment, undo when edits are too broad; “vibe writing” for clearer prose; cross-app custom instructions for voice/style.
1. Outlook Workflows
- Summarize threads, draft and iterate replies, prioritize emails; Copilot button location in top-right.
- Inline drafting via Ctrl/Alt+I; chat drafts lack persistence; agents can help but require separate setup.
- Current Outlook access issue acknowledged; Microsoft support ticket opened.
1. Excel with Copilot
- Formula help, data insights, charting, and dashboards; hover actions include formatting, insights, formulas, analysis (can be time-consuming).
- Replicate month-over-month formatting via forward-slash file references; pivot tables; verify against known results; prefer desktop Excel over web for full features.
1. PowerPoint with Copilot
- Generate decks from Word documents; mimic an existing deck’s design; review for text overflow and accuracy; incorporate client feedback, then edit.
1. Copilot Chat Settings and Mobile
- Work IQ to blend internet and work content; model selection (auto recommended); temporary chat for privacy; mobile app with voice for calendar readouts and planning during commutes.
1. Agents and Connectors
- Agents as repeatable workflows; naming with department codes for discoverability; restrict sources and enforce “don’t guess” rules.
- Examples: lease abstracts with citations, executive summaries from security reports, water cooler chat summaries with sensitive-data exclusions, built-in researcher/analyst roles.
- Connectors for Asana, HubSpot, Salesforce; Yardi/MRI not available.
1. Power Automate Integration
- Schedule research briefs; file-drop triggers to create meeting summaries saved to Outlook Drafts; upcoming 1.5-hour training to cover automation and agent integration.
1. Data Security Practices
- Label and store salary/offer-letter data in private drives; password protection implications; OneDrive status icons for sharing checks; admins see aggregate usage only.
- DLP blocks PHI in prompts; test sensitivity behaviors before rollout; use File > Info and Share menus to manage protection and access.
1. Tools and Productivity
- Whisper Flow for compliant dictation; Adobe Acrobat Pro for clean PDF-to-Word conversions; web/work mode awareness; performance tied to data size and network speed; provide feedback to Copilot to improve outputs.
## Assignments
- Send the edited version of Mark’s Friday email to PEC to Erin.
- Troubleshoot the Logitech camera to show the entire conference room during Teams calls.
- Try provided Copilot prompts; draft and iterate an Outlook reply; explore the Prioritize feature.
- Use Teams’ View recap on a recorded meeting; practice Copilot Q&A for decisions and open items.
- In Word, import a meeting transcript; generate and review an executive summary and agenda; insert after approval.
- Configure custom instructions for tone/voice; apply across Word, Teams, Outlook.
- Draft an Outlook email with Ctrl/Alt+I; edit and send after removing any auto-signature.
- Monitor the Microsoft ticket on Outlook access; verify Copilot connectivity.
- Experiment in Excel with formula help, insights, charts, and a simple dashboard; validate numbers before clicking Done.
- Set Word sensitivity labels where available; audit and protect salary/offer-letter files; verify OneDrive sharing indicators and restrict access as needed.
- Build/refine agents with detailed instructions, limited sources, and honesty rules; adopt department-coded naming; test against prior work.
- Configure Power Automate: schedule daily briefs; file-drop trigger to create meeting summaries saved to Drafts.
- Investigate licensing discrepancies (Basic vs Premium); collect names for review and resolve access limitations.
- Review incoming training materials (one-pagers, prompts, PowerPoint, recording, summary, transcript); integrate into internal training.
Aug 6, 2026
Speaker 1 00:00:14
Hi, Erin.
Speaker 2 00:00:16
How are you? I'm good. Good. I'm gonna come on video in a moment. I'm just finishing up.
Speaker 3 00:00:23
No, no rush. I guess I was early and I didn't realize it.
Speaker 2 00:00:27
It's okay. Uh, meet John Wilder, He's one of my techs and John is hanging out with us today. He's learning to be me.
Speaker 3 00:00:36
Oh great Okay, how about that? I might drop off and go into our conference room because I see Suzanne set it up in there. So, no worries. Um, see you in a minute. Okay.
Speaker 4 00:01:26
Hey Christi. Hi. How you doing?
Speaker 2 00:01:29
I am doing good. How are you?
Speaker 4 00:01:32
I'm good.
Speaker 1 00:01:35
Good. Hello.
Speaker 3 00:01:44
Hey Erin.
Speaker 3 00:01:47
I feel like I'm coming to a school session.
Speaker 2 00:01:51
We're not that bad, I promise.
Speaker 3 00:01:57
Well, I do learn something every day, but this seems overwhelming. AI? Yeah.
Speaker 2 00:02:05
It is not, I promise.
Speaker 5 00:02:13
At least you match the crimson background.
Speaker 3 00:02:17
I was just out in Orange County all over, it's baking. I mean, baking hot. Yes.
Speaker 2 00:02:25
I am not in Orange County. I am in the South Bay region and Oh, Yeah, It's it's warm. I was uh in Inglewood earlier today for most of the morning, and it just yeah, it was it was miserable. Crazy.
Speaker 3 00:02:50
I'm editing Mark's Friday email to PEC, and then I'm going to send it to you. I'm just like dumbing it down. I'm going to leave a couple things in here, But like you don't want to tell them, You don't want to tell them that we're like four point nine percent below market. No, no. All right.
Speaker 1 00:03:26
Comparison of twenty thirty five. I get feedback here.
Speaker 4 00:03:37
I think this is all of us, right?
Speaker 5 00:03:42
Doug's going to join from his office and then come in here. Oh,
Speaker 6 00:03:45
Okay. Yeah, the camera sometimes only shows me part of the room.
Speaker 6 00:03:58
But I think because we're on a Teams call, I don't think you can. I don't think you can change it.
Speaker 3 00:04:03
And I kind of don't understand that because the camera in there is when we're on Teams, it shows all the whole conference room.
Speaker 6 00:04:10
Yeah, I don't know. Is.
Speaker 2 00:04:22
This an Apple device?
Speaker 6 00:04:24
Uh, forget what. Device we it's um, Logitech.
Speaker 2 00:04:31
Oh okay. Uh yeah. We had, uh, we had a very similar problem with an Owl device recently. That's why I was asking. That one I know how to fix this one I'm, not as good with the Logitech the way to fix it,
Speaker 3 00:04:47
It didn't used to do this, it just started doing this.
Speaker 2 00:04:53
I get a technician looking into it after this meeting.
Speaker 2 00:04:58
Awesome. Love that. That's the part of I used to manage the help desk every now and then. I get to, to go in and get to boss people around on that team again.
Speaker 3 00:05:11
It would just be nice because this, you know, we use this conference room a lot. And um it's our biggest conference room, and people don't always use Zoom so on Zoom, it works fine. We can move the camera around, but most people use Teams. So. Yes. Sorry, Justin. I.
Speaker 2 00:05:35
Am. Are we ready to get started? We wait still waiting on one more person.
Speaker 6 00:05:40
Think so, Doug. I see Doug on here.
Speaker 2 00:05:45
Okay, I'm going to share my screen and we are going to record this meeting, So I want to give you guys a quick heads up on that part. Um I have. A little bit to go over with you guys today, and I heard you say AI can be scary. I one hundred percent agree. One hundred percent agree with that. So don't worry, I am going to try to make it a little less scary for you. I want to introduce you guys to John Wilder. He is on my team he's He's training to be like me. I am not going to say training to be a me because he's too scared to do my job. Um.
Speaker 2 00:06:20
Most people in the company is a little too scared to do my job for some reason. I don't know why. I am a nice person, I have jokes for days. So meet John. John is becoming not just an AI tech, He does a lot of things with Inclusive and I am really glad to have him on my team. Real quickly, I am working from home today. My teams have decided on summer break that Sometimes when I am doing training classes, they like to come in and learn too. So if you see heads popping back up, they're just sitting behind me learning how to do AI as well. So I also have a mini me at home, which is scary. And also I am not going to show my background. Giancarlo has been in meetings with me and seen my cats in the background, so I am not going to show you those if they pop up. Just understand it was not my choice to work from home today so.
Speaker 2 00:07:15
Real quickly, we're going to go over Microsoft three hundred and sixty five. I am going to record this call. You guys will get a copy of it. Uh, I keep saying within two days, but it will be by tomorrow afternoon. Um, I'm also going to turn on facilitator. So if you join Teams this call on Teams on your computer, Uh in addition, you don't don't transfer the hardware, but just if you join in on your computer, um, you can see facilitator taking notes. Um, in the chat and you'll be able to access those. So, if you're like me and you have a little bit of ADHD and your mind starts to wander, you'll see those notes in there. Um, let me introduce myself for all of you guys who don't know me. My name is Chris Brown. I am the CIO for Crimson IT. I've been with them for a little over four years now. Uh, I'm about to come up next month will be my fifth year anniversary.
Speaker 2 00:08:06
Um, so really excited to work with you guys today. I have been doing AI for probably about two and a half years, uh if not longer. So having a lot of fun with it. I started in Chat GPT because that was everybody's favorite. Um, I now am pretty proficient on Chat GPT, Claude and Microsoft Copilot. Um the other ones I dabble in but not as much. So feel free to ask me any questions you guys would like, Now, This training is geared around the training that we did with your staff over the last couple of days. So, if you guys want to, If you guys have any questions or want me to switch up some of my examples for things that you do every day, feel free to interrupt and ask. I have no problems with people interrupting. If you start to look bored, I'm going to virtually throw candy at you. I do this in all my trainings. Used to be it was a lot of fun because I would be in person. Covid changed all that.
Speaker 2 00:09:03
Just context, I used to work for the L A. Dodgers, um, and we would have everybody in a big training room. And I would literally throw little toys at them because I keep fidget toys with me or I would throw candy at people. So this is where that comes from. Um now Christi,
Speaker 4 00:09:24
I think it's a good idea that you withheld that information until now because we probably wouldn't have given you guys this this. Uh. Assignment, if we knew about that. At least, I mean, if I was in charge, maybe if Kenny was in charge, he'd do it differently.
Speaker 2 00:09:39
But Kenny knew that I worked for the LA Dodgers. He kept that under wraps for you guys. Yeah. I even have a World Series ring from 2020 because I was with them for uh, quite a few seasons. So yeah, okay, um i If you guys are Angels fans, that's not an issue either. I do like the Angels, um one of my, Favorite cohorts at the Dodgers. He worked for the Dodgers, his wife was in HR for the Angels. I like both teams. I am weird, so but I have to be a Dodgers fan. My grandfather helped build the stadium, my mom played the organ there for Catholic services in the seventies, so it was a natural progression. One of my kids, I am sure is going to go work for the Dodgers one day. That's pretty cool. Yeah, All right, So. In the next ninety minutes, you are going to watch Copilot do real AI work in the apps you already use.
Speaker 2 00:10:32
Now, I am not going to give you a features tour. You are going to see how it works, see how easy it is, And I am going to give you guys a list of prompts, you can try today. Giancarlo is here for all three sessions. He adds a layer context as we go. He also asks questions that you may not have thought of, but he sees. So just a heads up on that ground rule. Number one. This is recorded You'll, get the replay and a written summary after the fact. Ground rule two: no dumb questions. I've been in IT for over twenty five years. I have seen everything, okay? Anything and everything IT you think IT will ever see, I have seen it. So trust me when I say there is no dumb questions. Chances, are you are going to ask a question that someone sitting beside you already had? And they just didn't want to ask it yet, so heads up on that. And then rule number three: be aware you are going to see me looking.
Speaker 2 00:11:29
Everywhere, and that's because my monitors I'm working from home and they go like this. Um, I am a gamer whenever I'm not being a mom or an IT person. So just a heads up. Um, and I have my PowerPoint presentation over here. I have scripts and stuff over here, And then you guys are right here so that I can see all y'all's faces while I talk. Um, heads up Copilot drafts you're going to decide what it does Um, it is an assistant. It's not an autopilot. So I want you guys to be aware of it. If there's anything else I can tell you today, if you are going to forget it, don't forget this. Okay? It is an assistant. It is an intern. It cannot make your judgment calls, cannot make your decisions. That's, why you're here because you have that authority to make the judgment calls and things like that. Trust me, it's not going to take your job. I promise um.
Speaker 2 00:12:23
Everything else I say, this is going to make sense with that. All right now, uh, What Copilot is Microsoft? Three sixty five is an AI assistant built into the apps that you already own. And pay for. Okay, so we're we are spending a little extra for Copilot, But it's within everything that you are well, not everything, but it's in a lot of things you already use. So I want you guys to be aware of that. It's your same Word Same Outlook, same Excel, PowerPoint, OneNote, few other apps. But, now you're going to have a Copilot button that reads what's in front of you, and it will help you act on it. And bear with me because I'm about to sneeze. So ignore me if I do that. Other thing you're going to hear me say, over and over again, is it will get you to a seventy percent draft in about thirty seconds, sometimes a little bit longer That last thirty seconds, That's, the part that needs you.
Speaker 2 00:13:19
I mean, it needs your judgment. It needs your you argue with Copilot is what I tell people. So that part's still you. That's part still, your personality is still Kenny acting as Kenny with the right judgment calls. So I want you to be aware of that. Copilot does run inside a Lear's tenant. It does have enterprise data protection, and your work is not going back to train a public AI model. So I want you guys to be very clear about that Uh, nothing that we send out is trained any other AI. So, You hear all the time about uh apps that are free public use like ChatGPT's free version, Copilot's free version, Grok's free version. They send all that data back to train other AI models. And in this case, This does not so face protected with safeguards in place that you already have written in um now.
Speaker 2 00:14:16
One thing I do want to mention, um, there is two front doors to get to Copilot. So Copilot uh it's got an app, um and it's in every app. So those are your two front doors. So the first one is an inside app Copilot. This is the button that exists inside Word, Outlook, Excel. It is grounded on the file or email that is right in front of you. So, you're telling it to summarize this document when you've got a document open or analyze. This spreadsheet when you've got a spreadsheet open in Excel. If you're looking for it to do bigger things, you're going to use the Copilot chat, which I'm going to go over with you guys today. And that's something that's grounded across all your work: your emails, your files, your chats and your meetings. So often I'll use it to tell me to find a conversation we had last month about something in Teams. I used it.
Speaker 2 00:15:12
Because I had a meeting with Giancarlo and a few others, and I was like, Wait, I thought we canceled that. And I was uh in my car driving from site to site, And I had to pull up Copilot on my on my phone and type in did Did. We not agree to cancel this? And then Copilot quickly came back and said yes. And then I was able to cancel it because I had the confirmation. So um just a heads up on that. If you're using one file, this is how you decide which door to go through. If you're using just one file and you're chatting with Copilot about one file, use the button in the app. If you're doing bigger things and you're searching across a lot of things, you are going to use Copilot chat in the application itself. And I'll show you guys how that looks when we go to Excel and Word. So heads up. Now this is the point I ask for volunteers, and if I don't get a volunteer, I get to pick you. So just a quick heads up.
Speaker 2 00:16:09
What is Copilot not? And this is where I want y'all's opinions. What do you think Copilot is not? Google. It's not Google, but it can act like Google with your content, but you're right, it's not Google.
Speaker 5 00:16:26
Not a person.
Speaker 2 00:16:27
It is not a person. It has no judgment, no judgment. Although I have fifty four agents and I have them all named, they are not people. I did give them personalities, um, But they still are not people. They still do not do judgment. Anybody else? All right, I have a list for you guys, a small one. It's not everything. Um, this is what Copilot is not. It's not always right, okay? It can be very confidently wrong, and it can produce a number that looks very reasonable and be completely incorrect. Make sure you read before you send always.
Speaker 2 00:17:08
How many of you remember being interns? Okay. I was an intern back in 1999, 2000. That's how long ago it's been. Actually, I was interning every summer before that because I was in college. I was a very cocky and ego-centered intern, like we all are at some point. So think of Copilot like that. I'm not going to tell you what happened, but it's a good story. Giancarlo has heard me say it a few times. I'm not going to bore you guys with that one. Let's just say I almost got arrested as an intern. Make sure you double check the work, please. It is not here. 's what else. It's not It's not sending your data off to train the public AI. It does run inside a Lear secure Microsoft tenant. The reason I'm repeating this because this a question that I will get asked commonly.
Speaker 2 00:18:05
So I want to make sure you guys are aware that what is yours stays yours, and it's not here to replace your judgment. Knowing which version matters and which tenant has a problem? Or is a problem? Is your job. Copilot is not going to make that judgment call for you, and that part's not going anywhere. I promise you AI is not here to replace your jobs. If it was people would know how to find their on and off button on their phones. They do not, that's why I still have a job.
Speaker 2 00:18:36
Okay. Um, is this like ChatGPT? That's another question I get asked all the time. It is in the same family of technology. Uh, however, ChatGPT cannot see your Lear data, cannot see your emails, cannot see Teams chats, nothing like that. Um. And because we need to keep this within the walls of Lear, we're choosing to go with Copilot because it is actually one of the better certified tools at protecting your data. Okay, um. Free public tools cannot see your data and should not ever see your data. Any questions so far? You guys are the you guys are the most um. Giancarlo, how do I explain this? You don't look as bored with my training today as some people did the other day, so I am very happy about that because I usually.
Speaker 2 00:19:30
I talk fast and I try to be energetic, but doesn't always work. So I appreciate you guys.
Speaker 4 00:19:35
They do look like they're trying to pay attention.
Speaker 2 00:19:38
Yes, I love that. Um, some things you are going to be like Chris, you are reiterating this over and over again. It's only because I need you guys to understand it. Um, so uh, I am going to say your files stay your files. One thing I am going to add, I haven't talked about yet is it can only see what you can see. Okay? You cannot see, None of you here cannot see anything in Kenny's OneDrive unless Kenny had given you access to it. Okay, so make sure that you are aware of that. Uh, anything that's in your OneDrive that you have not shared stays private. Okay, So if you've saved a book or a novel that you're reading at lunchtime on your computer, Copilot is not going to share that information with Kenny. I promise. Um and I've got a few book selections. I could tell you if you ever need some book selections. Um.
Speaker 2 00:20:29
It is invisible to everyone else's Copilot and everyone else's. OneDrive is invisible to you, unless they've shared it with you. Now, shared folders and shared drives stay exactly as accessible as they are today. Nothing more. So Kenny cannot see data he does not have access to. So, if he does not have access to that HR file that has some information in it that he should not be seeing, he cannot see it. And Copilot will never open a door that's not already open to it. So, there's no way to go in and sneak and look for things. That's not there. So people don't have a way in, they can't hack the system using Copilot. So, um, sensitivity labels, they are respected automatically. So if you have a file that you have a sensitivity label attached, um, it's going to respect that. So anything that's marked highly confidential is not going to surface.
Speaker 2 00:21:24
To someone who cannot see it, only going to be there for people who are. That being said, It's still not going to show it, even if it wasn't marked as highly confidential. It's just going to take a few extra precautions in that case. All right, so I'm going to show you a live demo with Outlook. We're going to have it do a few things. One, we're gonna have. It do is summarize a long thread, and that is one click. We see whole chain who said what what was decided, what's still open, It does it in ten seconds and not ten minutes um And it does give you citations, so you can click on a citation to check its work, which is good. It will draft a reply and then iterate. So just a heads up: uh, you never want to accept a first draft, And you can tell it how you want it to respond as it's drafting that reply. And trust me, you can tell it to to change in plain English. And, if you have a finicky keyboard like mine, whose batteries keep going out every other week, and it skips letters.
Speaker 2 00:22:22
It will understand that as well. So just a heads up on that one. Um, so a couple prompts I'm going to show summarize this thread, uh draft or reply confirming, make it shorter, Make it a little bit more formal or draft a family friendly notice to all tenants at such and such building about an elevator maintenance Saturday eight am to two pm. Okay? I showed that to one of the other groups. It works really well. So I'm going to show you guys my Outlook Do not be frightened by my Outlook. My Outlook is uh. It's a it's a little bit crazy. So just be aware of that. Um, I'm gonna slide that over here. I actually have an email classifier in my inbox, so that is why it looks a little uh, a little crazy. Um, but I'm going to show you guys a few things here. So I am going to click on this email thread and I am going to ask it to summarize. Now this one's not a long one so it's not gonna take that long.
Speaker 2 00:23:21
I am on a fast internet, so my responses might be quicker. If you're on a slow internet ever, it might be a little slower. So just be aware of that. Um, so here's the summary. This is actually a thread of where people were just uh accepting my invites. Um, So here is here is the summary um and you can see there's a lot of different information in here. I can click on any of these citations In the boxes right here. And what it's going to do is it's going to open an email for me to read that actual part. Okay, so if I click on it, it opens. And that's where you can you can do the citation. Now, another thing I can do is if I hit reply and I hold down the Alt key on my keyboard and hit i as an igloo, um, I can tell it.
Speaker 2 00:24:19
To try to reply. And in the brackets, I can uh tell it what to what I want it to say. I'm going to keep short and friendly. Now, One thing I'm going to show you guys a little bit later is how to make Copilot sound like you, which I do. Um, all right, so here's its reply.
Speaker 2 00:24:50
And you can say, this is a little over the top and wordy. Please shorten it. Cause that was a little too nice. I am not that nice. All right, there you go. That's a little bit better. Um, I don't like em dashes though.
Speaker 2 00:25:20
And of dashes is this right here. I don't like it. It reads a. All right, now at this point, I can say keep it. I'm going to keep it and then I'm going to do this and there you go, that would be my reply still not me. I would still make a little bit changes, but for today, there you go um and now I can just control enter Anzor can uh ignore it. Kenny can ignore because it went to them. And uh. Mike Mike is going to text me in a moment and say, what what is, what kind of email is this, um so real quickly that's the biggest gist of how Outlook and Copilot work. There are a few additional things it can do, and the Copilot button for Outlook is in a different place than all the other apps. It's up here on the top right, um I there's these we've already done but also prioritize. I want to show you guys prioritize if you see um.
Speaker 2 00:26:17
I've got these circles right here, and I've got this one right here. This is telling me that the messages are high priority or low priority. This one got marked as a low priority, So what I do is I click on the prioritize and I can put in some rules. So, I am going to delete this one. ; I'll show you guys how to do it. Sorry, Kenny. In a high priority, I can say if it's from. Anzor. Now, It's not going to know who I'm meaning because I do have a friend with the same spelling but different pronunciation of name. So, I'm going to make it a little bit easier and say Alere, mark it as high priority. Add if um and I can add as many as I want. Now, I keep it.
Speaker 2 00:27:16
Pretty low because it also automatically determines based on what the wording is in the email. It'll automatically determine should it be a high priority or not, and it does pretty good at choosing. Uh, but this one should not have been a low priority. So, um, and then on lower priority you can give instructions as well. I get how okay I'm a CIO. You guys are executives as well. How many times a day. Do you see an email coming in asking you to attend a conference?
Speaker 2 00:27:46
It's pretty often. How many times, do you see people or get emails about people wanting you to test something for them or wanting to sell something? It's pretty often. Um, So if it's an invite to a conference or meeting from a vendor I do not have a relationship with, it marks as low priority. And until they start offering me a free hotel room and free flights, Uh I am not going to their conference unless it's Microsoft because I deal with Microsoft all day long. So these are the kind of things you can do. I also have it do uh SCHARP or BAFMA, but again, It does do pretty well on detecting low party with the exception of this one. This is actually the first mistake I've seen it make. So um and I've been using this for several weeks, so so just a heads up on that. Um within Outlook, these are the main features that people will utilize however.
Speaker 2 00:28:41
Do you guys remember I said there's two doors into Copilot. One of those doors is right here, and this is Copilot chat, which works just like the app does. So, it's a little bit different and you can use that across the board for everything. And it's just a little app that they built into Microsoft. So, that's just a little bit different. We're going to be going over this later. But I did want to show you that. But Can.
Speaker 7 00:29:06
I ask question Christi?
Speaker 7 00:29:09
The chat like to look at all my emails today and extract the deliverables and to dos. And then it said it didn't have access to my Outlook. Uh, yeah, is that right? Because I did the same thing in Outlook and I was able to read through my emails. So is it not connected automatically?
Speaker 2 00:29:28
It, for some reason today, you're not the only one who's come to me about that Outlook. Um, I don't know what's going on with Microsoft with Microsoftum, I have seen that issue over the last two days with various clients. So I did raise that as a ticket to Microsoft uh, this morning just because we've seen that come through. It should look at your emails and I don't know why it's it's having an issue, but that just started happening in the last couple of days.
Speaker 7 00:29:55
Okay, so it should be connected.
Speaker 2 00:29:57
It should be connected. Got it. Charl now I want to show you guys Word real quick, but before I do, Um, I'm going to show you guys a few things in Teams that's going to make your life easier with Copilot. Um, So first, you're going to see your your nice amazing faces on this, and they and I'm a person who doesn't like to see my face. So um I'm gonna throw this in the share real quick. I want to show you guys Copilot that is within Teams, especially when you're in a meeting. Now facilitator is in here and she's taking notes. Uh we call her Franny the facilitator.
Speaker 2 00:30:33
Uh, just because I like to name everything and give them personalities. So facilitator has been turned on. It is taking notes and notes right here is uh a part of Copilot. So here's the notes that is coming in. It is doing everything in here. It's making some really good notes. Um, I do love to work, use this feature. Also, you have the Copilot button here. And as long as the call is being recorded and transcribed, you can ask questions in here. You can tell it to recap the meeting so far. I do that because I have ADHD, and I often desire multitask during meetings, even though I shouldn't. And sometimes I will see a squirrel and uh, I need to get a check in my meeting. So, I will ask for a recap just to ensure that i, you know, i didn't miss anything i should have.
Speaker 2 00:31:27
Sometimes I will see a squirrel and then my name gets called. And trust me, this has come in handy quite a few times, especially on two hour long meetings or longer. So Copilot is your friend in here officially in Teams. I'm going to show you my Teams and uh I think I've already seen my messages in Teams. Um so just a heads up on that. Now, in Teams if I am in a chat thread which I am um.
Speaker 2 00:31:57
I can go in here to a chat thread and tell it to recap everything in here. I can say, summarize this chat. Is there any open items? Are there any decisions made? Ignore the gifs because this just a help desk team where we send things back and forth. In addition to that, any meetings that you have or that you're in, so this yesterday's Alere training. You can go back in and see any recap of things that are recorded. So if I say view recap, it's going to open up another screen. You will see the video, the recap. Uh you'll see who talked uh down here and that's a feature. You'll see the meeting notes from the AI summary. Uh, you also have a few other options in here that you can choose from. Uh and you'll see the transcript. These are all due to Copilot. So also you have a Copilot button in here.
Speaker 2 00:32:56
And you can ask it to talk to you about things in the meeting. So if you want to find out what someone said in a meeting, and you can't find your notes on it that she wrote, it's going to be in here. So, in addition to that, You'll see uh some of the things that are coming through during the meeting in the chat as well. Okay? And that's in Teams. Um now I'm going to talk to you guys about Word. I have a document that I'm going to show you guys. This um this one from a meeting that I took the other day. I put the transcript into Word and I had Word create me this document. So it is uh it was a a meeting that I was in. We were discussing AI. He had a really amazing presentation, um and I wanted to make sure I captured everything in that presentation. So here's the notes I had Copilot create. I have not changed the look of this document at all. So this how it made it, this what it made it to look like.
Speaker 2 00:33:54
Including the table. So I did read it to make sure that there is no questions, uh there's no information that is wrong. I did also send this over to my Charl group, uh so that they have it as well. But this is something you can do within Word. Now Copilot's little button is down here and it's going to be down there for Word, Excel and PowerPoint. How many of you have heard of vibe coding? Okay, So uh, vibe coding became really popular in the last couple of years, because coders realized that AI could help them with coding and do a lot of coding a lot faster than they could. Uh and then people who were not coders also learned this, and they could sit there and have a conversation with things like Claude or uh Copilot or uh ChatGPT.
Speaker 2 00:34:53
Build amazing applications for their companies just by sitting there, grabbing something to drink and just start you know talking to AI. Um, that term really took off. And then another term evolved called uh writing, And that's where you go into Microsoft Word or Google has its own version, and you open a blank document and you open Copilot right here. And, you just start talking to Copilot and letting Copilot write your document for you, and that's vibe writing. Now, I have done this because ever since I was a little kid, I had this novel in my head that I wanted to get out on paper and I just never had time. So, I have started vibe writing with that. It is actually really fun. But you can see here is prompts that you could do.
Speaker 2 00:35:46
One thing I want to let you guys know is if you want to base this off of a document, you can base this off of a document. You can tell Copilot, I need a really good executive summary from the following document. And I'm going to put a forward slash from my keyboard. And when I do, it's going to open up a lot of different things in here. And I'm going to type in meeting. That was not my battery. That was me mistyping. And I'm going to say meeting transcript, and I'm going to choose this one, which was yesterday. This was the earlier meeting from yesterday. And I am going to hit send. Now when I do that, Copilot is only going to base this off of that document because I have highlighted that document in there.
Speaker 2 00:36:43
Uh, Another thing I can do is I can hit the forward slash, and I can tell Copilot to create me an agenda based on a following meeting. You can actually outline meetings. Um, you can tell it, hey, I have this meeting coming up. Uh, If it's something that was sent from somebody else and if it has the details in the meeting, you can actually help tell it to help you prepare for that meeting. I do do that a lot because sometimes people will Randomly put meetings meeting invites on my calendar, uh and uh my AI assistant will accept that meeting on my behalf sometimes, and I don't know what's going on until the day before the meeting. So I will open it up in Copilot, chat or open it up in Word and have Copilot help. And assist me on getting ready for that meeting. So I'm gonna ask um.
Speaker 2 00:37:43
It's going to ask you some questions. I'm going to provide the summary here for review because it wants to know if I want it into the document or if I provide, if if I would prefer it provided here in the chat. Um, actually, I'm going to change this. Yeah, provide the summary here for me to review. Next year's summary.
Speaker 5 00:38:06
How do you how do you get it into the document?
Speaker 2 00:38:09
So once I read it, It's a good question, I'm gonna wait until it goes in. I'm going to actually tell it to put it in the document.
Speaker 5 00:38:22
And then if it's in the document, can you just write in the document itself as opposed to the chat screen?
Speaker 2 00:38:30
Yes. So you got to wait for it to get done. I sent a little too early. Um.
Speaker 2 00:38:42
Now, one thing that annoys me about Copilot, I'll just be straight up transparent and honest. It does ask multiple questions before it does anything, just to make sure you're absolutely sure that you want it to do that. Now this part does take a little bit longer.
Speaker 2 00:39:11
And I'm going to show from an executive point of view, I'm going to show you a personal document. Just uh, I do this often enough that I want you guys to see other documents I have written by vibrating. So bear with me one second. I'm going to pull one up. This is one of my not that one sorry. This one of my clients that I see on a regular basis. I sit down with the executive team pretty regularly. We talk back and forth, and they don't mind me showing you guys this, But this something I wrote because we were needing to make a decision on how we were going to do some things within the organization. I had just taken over as their CIO two weeks before. I wrote this document, and i.
Speaker 2 00:40:05
Put everything in that document that I needed to present to their team. And so it put it in the crimson colors for me. Now, I did make some changes to this. I did go through; it's very detailed. I did go through and make a few changes in there where it got things wrong, but overall, it got me seventy percent of the way there. And I do this pretty often with a lot of my documents. ; I will vibrate. And have Copilot help me vibrate it. And then I will update, I will check it, I will thoroughly go through and check it. In fact, the presentation I'm doing, I'm showing for you guys today. Um, I wrote the script before I built the PowerPoint presentation. I'm going to show you guys how that works as well.
Speaker 3 00:40:52
So a quick question: vibrating? Isn't that what it's called?
Speaker 3 00:40:58
Is it you just said, can you do it straight in the document? But, it looks like you do only can do it on the side of the chat.
Speaker 2 00:41:06
I do in both places. Okay. Yeah. Now, The reason why I say I do this in both places is sometimes I'll throw my headphones on and I'll act like my children when they're doing their homework. Let me hit done for this to say I want to accept this. You always want to hit done to accept it, but I will starttyping down here, And I will, I'll have headphones on. I'll be thinking through things. I will be typing it out, and then I will highlight that section and I will ask Copilot, make this more concise. Make sure it sounds like me because sometimes it doesn't. And then make sure I am talking to the audience and not at them.
Speaker 2 00:41:59
I actually that last line I put in all the time, because sometimes AI will come across as we're talking at a person, And for me, I I just I don't like doing that, because then I lose my audience. I do.
Speaker 3 00:42:12
Okay so one one quick question and just maybe you missed it, but you you highlighted it, but you didn't actually have to copy it then into Copilot Copilot already knows, okay, got yes.
Speaker 2 00:42:22
So it'll say uh where it says make this more con concise, it knows now okay. It removed the stray text at the end first. Every now and then it will mess up, and we just hit the undo button for that. Nine times out of ten it knows that it's my selection. Every once in a while it'll do the entire document. So just a heads up on that. If you want to be more specific, you can say, because this one decided to go with the entire document.
Speaker 2 00:42:56
I promise you, I showed the team yesterday. It was just a selection and it worked. Um, But you can also put in safeguards and say in the selection, I have highlighted and add add your notes in there. I know I literally answered your question, and then Copilot just did it opposite from what I said, but I promise you nine times out of ten it does work correctly. Okay. And in this case, if it does, I accidentally hit the enter key on my keyboard. Just hit undo. It'll show you in the box down here done or undo. And you can choose to undo it and then try it again. So one thing I want to give you guys a quick heads up on this when when I show you this later, I'll dig in a little bit more detail, but one thing I do is in chat settings.
Speaker 2 00:43:50
I do give it custom instructions on how I want things to sound or look. So, I am going to put this into the chat so that you guys can see it. This how I write, And this the custom instructions in the details that I put in every one of my AI assistants. So, I do put this in Claude, I do put this in ChatGPT, I do have it in Copilot, and this where I tell it how I want it to write.
Speaker 2 00:44:20
So I even have in here how I want my board level topics to sound. So just be aware that you can do this, and this pushes it across all copilots in all apps. Soum any questions about Word so far? I'm not done, but I want to give you guys a moment to ask some more questions. Uh.
Speaker 5 00:44:47
Well, yeah, I just have a question. It's going back to that word and you know, I was in my email. So, how do you if you want to draft a response? And you don't really want it to be in the little chat bot over on the right? How do you get it? I just asked it like, can you put it into the email and redrafted, You know, a new response. But how do you get it into the email itself?
Speaker 2 00:45:12
So if I'm drafting a response from Outlook Yeah.
Speaker 2 00:45:17
What I will do, honestly, um, I'm going to open this one. I know this is a marketing thing. Um, hang on one second. I'm going to open it up into another window. And I do it this way. Uh, because i i don't like that side window. Uh okay. So here's my response. Uh, where i'm drafting my response in this email, i'm going to hold down the control key and. I'm sorry, the Alt key and hit I as in igloo. Uh short and friendly message. Um And The offer and request removal from her list. Okay? The only reason why she got through to me is because honestly, we had business with her a few years back.
Speaker 2 00:46:15
So it's writing my email and it will stick it directly into into this. And this would this would be exactly what I would send to her. So I am going to tell it to keep it. I am going to remove the signature because I have my own signature and I am actually going to send this. So does that make sense? Does that answer your question?
Speaker 5 00:46:43
Yeah, it does. Thank you. And then, um, Does it store like uh like I don't know, like say you have that draft? Or or maybe it was doing something in the little chatbot? Do you does it store drafts like history of whatever it is? You're doing? And can you access that anywhere? Or is it just kind of a one and done operation.
Speaker 2 00:47:05
So for the most part, it's one and done. However, I know on the features roadmap for Copilot, a few people have brought that up.
Speaker 2 00:47:15
Okay. So, um, now that being said, I'm gonna let you guys in on a little secret, and Giancarlo do not kill me for this one. I have an AI buddy that writes my drafts for me. So this the one uh the meeting summary from Monday's training. Um This another meeting that I worked on. Uh, in in this one, I did tell him I was going to send that. And so here's all my information from that from my meeting notes. Um and it will do responses not that one. That's just blank one where I was working on it. So I do have that in there and that's a little bit more advanced um AI usage in Copilot. Um, I'm not going to go through that with you guys today, but it does require creating agents.
Speaker 2 00:48:10
But it's something that Copilot can't do. So.
Speaker 3 00:48:14
I was already over my head.
Speaker 2 00:48:16
It's okay. It's okay. Um, you can ignore that, I promise. So all right, um now within a word, just real quickly uh, to follow up on some things. How many of you guys get very long, long Word documents that they expect you to read? Yes. I will literally I send those to my Kindle Scribe, so I can read them before I go to bed. So if I drift off to sleep, it's a great melatonin replacement, I promise. Um when you have a long Word document that someone has sent you. I'm going to pull one over here. All right, so here is a long Word document right here. Real quickly, I want to show you guys uh sensitivity labels.
Speaker 2 00:49:06
If you click right here on the on the title, Um, sensitivity labels right here, you can choose your sensitivity here. Crimson does not have that turned on. Um, However, for you guys, you have it turned on and you can choose the of that docUment. Now I am going to close out of Copilot and I am going to go back in. And I am going to ask it. It does not clear my history in this docUment, like it does an email. I am going to ask it to.
Speaker 2 00:49:37
A summary of this document. And you can ask it to summarize the document. And I will do that when I receive a thirty six page document from a client. Okay, I do it because you guys are way more busier than I am and I'm a busy person. I don't have time to read a thirty six page document from a vendor outlining certain things. I will summarize it. And then later on when I am on my lunch break or right before I go to bed, I will read the document. Just.
Speaker 3 00:50:18
Use AI. Yeah, that's hilarious. Like, I've never.
Speaker 2 00:50:25
I I send it to my Kindle Scribe because you can mark it up in your Kindle Scribe. If you guys have never seen that uh or if you use a Remarkable device, it's very similar to that. I'll mark it up and then highlight my notes and send it back to myself right before bed because that's about the only time I have time to read something. So just a heads up, that's another option you have. In addition to that, if you are a dictation person, I am a dictation person. Under your home, you have a dictation option right here. It is getting better and better over time. I've used many dictation programs in my life. So if you want to write writing.
Speaker 2 00:51:04
That's great. It doesn't work in here. In here, What you want to do is you want to hit this button to start dictation. Now, don't kill me again for this one. I don't use either of those. I'm technical. I use something called Whisper Flow, okay? Uh, I dictate a lot, which I don't know why this is not wanting to come over. And Whisper Flow is a tool that I use to dictate. It is HIPAA certified, is SOC 2 compliant. Most of my primary clients are HIPAA or medical field in HIPAA, so I do use that. These are all my all my Whisper Flows that I did yesterday. It also works on your cell phone. So, if you're interested in dictation, uh that actually will fix your ums and ums and all of that. Uh.
Speaker 2 00:51:58
Whisper Flow is a good software for that, and I use it all the time in uh my AI sessions. So just a heads up on that. Now, that's all I have for Word. Do you guys have any questions before we jump into Excel?
Speaker 8 00:52:16
Um yeah, Christy real quickum if you wanted to go from one file type to to the other, say, take a PDF and then you wanted to take that language and edit it. Is that is that a possibility.
Speaker 2 00:52:31
Yes, um, but let me give you the caveats. Do you have Adobe Pro or Standard.
Speaker 4 00:52:40
Pro. Um. Okay, what do you say we have Adobe Pro.
Speaker 2 00:52:48
Okay, so in Adobe Pro I'm going to just use this Verizon agreement, Oh, wait. Not that one. I'm going to use this invoice. I do everything in here. My kids are in here because this is my personal Pro account. So, here's my document in here. I will tell it to export the PDF to a Microsoft Word document. So, I will tell it to convert and then I will do it. That's the only way to do it?
Speaker 2 00:53:26
Um cleanly. The other option that I've seen people do is is select everything copied into Word document. So, Um but the clean way to do it is just to do it through Adobe. Okay. You're welcome.
Speaker 5 00:53:43
Uh can I ask you a separate question? Yes. Um you know and maybe you covered this, I missed it, but uh like my copilot says web search is off, Um, why is that again?
Speaker 2 00:54:00
We're going to talk about that during through the chat part. Um, but there is a quick setting. My Copilot may look a little different than yours, but I'm going to show it to you real quick. Um, you will either see uh in the middle web or uh work. Let me flip off the new design. Where? All right. Uh, you'll see work or web.
Speaker 7 00:54:27
Where do I get to that? I'm.
Speaker 2 00:54:30
Gonna go over that in a moment. Um, if it's on work, web is usually turned off. But we are going to go over that in a little bit. Copilot is having some issues today, so I do want to make sure that you guys are aware of that. Um, but usually that is the reason. However, there could be some bigger issues going on with Copilot uh we're seeing, Some things where it says it doesn't have access to something, it should. And that's a known issue that they're working through today. I just saw the alert pop up on my computer.
Speaker 1 00:55:07
So, um,
Speaker 2 00:55:14
Let me pull up Excel for you guys. I'm going to give you guys some sample data.
Speaker 2 00:55:21
Now, this is some demo stuff that I created for you guys. It has nothing to do with your company. It's just I made some made some junk up, And we're going to just use this for our for what we're going to do today. So be aware of that. It has nothing to do with you guys, just things that I asked. I actually asked Claude to make this for us. Um, I also have one for uh employee data and financials. If you are sitting here looking at this and. She is a Star Trek, Star Wars, and uh Lord of the Rings and hog and uh Harry Potter fan. You are absolutely right. Okay, so it is dummy data. I want to show you some things within Excel. Again, cell button is down here. You can use this for a little bit of everything. A lot of times in my job I am using formulas and VLOOKUPS. Um, if I forget how to do something, I used to go to Google and look it up.
Speaker 2 00:56:20
Uh, there was like three sites I would go to for formula help. Now I don't have to do that anymore. What I can do is I can go in here and ask it, how do I do this type of formula? Um, and so you can ask those questions in the Copilot chat in here. Additionally, a few things I failed to show you. Um, this little shield at the top and this is in all apps. Uh, the shield being on just means enterprise data protection is here. It will never go off. So it will never be turned off. You don't have to worry about it. Um, auto right here, how many of you like Chat GPT? Okay, you can choose GPT as your um model if you want to. Um, I'm a Claude person. You can choose Claude. Okay, I use Opus five all the time. So, you can choose it most of the time. I just leave it on auto. There's no reason to change that.
Speaker 2 00:57:18
Personalization is here. Um, and you can personalize your how it wants you to reply. You can also start a new chat now. When we talk about chat, the chat app, I'm going to give you some information on starting new chats, But I want to make sure that you guys are aware of all of this. Uh, you can also select sources down here or add some additional content. So I'm going to click on content and I can tell it to do, Working tools, I can upload additional images and files that I want it to look at. And I can add some additional content from other items. Okay, so those are here. It's in all the system, in all the copilots, in all your apps. So I want you guys to be aware of that. Now you can do a few things. If I click on this button or hover over the button, not click on it. ), I can tell it to improve formatting. I can tell it add data insights. I can tell it to add a formula.
Speaker 2 00:58:14
Sometimes I can tell it to analyze the document. That option will be here. Um, I did ask it to analyze my financial data here, And I'm not going to do it because it does take longer than 10 minutes to do this, but I'm going to show you what it came up with. And this is what it came up with for the financial data. Um, so I did an actual spend analysis. I do do this one often on my budgets. So, I handle budgets for the IT budgets for multiple clients, not you guys, but for other clients. I will handle their IT budgets and I will look at things like this because when I present to their boards or when I present to their executive leadership, I need to know the information that I am going to do. And this actually cuts my time in half, because I only am allotted so many hours per client. Um, I do check the numbers so if i see.
Speaker 2 00:59:08
My quarter spend, I want to make sure that these are right. I'll go in here into my thing. I will tell it to select Q1 and I will look at my averages or my total. And so down here is my average, my count, and my sum. And I will check that against the spend analysis to make sure it is correct. So do double check your numbers. You're going to spot check it over time, Time you're going to get a little bit more comfortable, but never stop spot checking. If I if I cannot impress upon you anything other than it's not always right. And you do want to double check the work, but it will make a lot of things go faster with your time. Okay. Um, it will also make charts for you. And. So what I'm going to do is I am going to highlight this right here.
Speaker 2 01:00:04
Alright, I'm gonna say, take my highlighted portion and make me a pie chart outlining the information. Now, I know I misspelled something. My fingers don't type as fast as my mind, so bear with me. Copilot knows what I'm talking about. It's probably thinking to itself, she hasn't had enough Doctor Peppers today.
Speaker 2 01:00:34
So, um, it is going to check the placement. It's going to do a few other things. It's going to do the slices. Um, you can tell it whatever kind of chart you want it to make. What I do is I'll highlight it, Say create a chart and I'll go on to my other document and I'll probably multitask with three documents just because I don't like to wait. Waiting is boring. So I'll let it do that. Um, it is making that chart and here's the chart. It's not that pretty. um It does not look right, and I will argue. I like to say this: the pie chart isn't showing the percents correctly. And so I will wait for that to get finished, and I will hit enter and send that. Make sure you argue with Copilot, okay? You can be nice to it.
Speaker 2 01:01:32
Um, they're not taking over the world yet. Or you can be mean to it. It does not care. It has no feelings, I promise. Um, and while I'm doing that, I'll go to my next my other spreadsheet and I'll pull this up. Now this um this properties. I just made these up, gave it some asset types, gave it some information, and then I made a dashboard. I asked uh copilot to make me a dashboard of the information, and this what it came up with. Now, if you see it's highlighted in pink, that's because I haven't clicked done yet. When you have it do something very big, um, I'm you always want to hit done and then it will put that in. Now, I don't ever hit done until after I've confirmed some numbers. But uh once you're done and you're satisfied with the results, hit done. And it built all of this. It took about 20 minutes to build.
Speaker 2 01:02:31
It isn't. This part is a little slower. It partially depends on your internet speed, but partially depends on how much data you have. So the more data you have, it's time to go get a cup of coffee. Some data, it's time to drive Starbucks to get some coffee and come back. Might take that long within Within Copilot again, double check everything, but it will um you will need to check things, So what I'll do, this one is not done yet, so I didn't click on it. I'm giving it feedback. You want to give it feedback. You want to double check its work. Any questions about this part? Any questions about using Copilot in Excel? You guys have had some great questions so far.
Speaker 8 01:03:23
Christi, Maybe maybe this is kind of like a a not relevant or not specific to Excel, but like. The use of agent, Like where should we be using agents versus just kind of general search queries like this.
Speaker 2 01:03:37
Uh, I'm going to give you, I'm going to show you guys next. Okay. Yeah. We're actually almost to that question.
Speaker 7 01:03:44
So I have an Excel document that I um like I take raw data and put it in a tab, and then I manually format it, like take away rows and do things, Can I show it like what I did last month and can it reproduce that in a in the raw data in the next month?
Speaker 2 01:04:05
Yes. So if you have different files, say, I want you to format this like the following document. And, then you hit the forward slash and you type out the title to that document, it'll pull it up in a search field. And this looks at your entire OneDrive.
Speaker 2 01:04:30
Not just a certain folder.
Speaker 7 01:04:34
Then I can tell it to like run pivot tables and stuff like that too.
Speaker 2 01:04:39
You can. One more thing I'm going to show you guys that wasn't on my notes to show you is PowerPoint, and bear with me one second. I'm going to give you a courtesy overview. I am not going to do this, this part will take time. This is the part where if I'm in my downtown office, I will walk to Starbucks, It takes that long. So, um, you have an option in PowerPoint. How, many of you guys actually make PowerPoint presentations off of files that you've written Word documents?
Speaker 8 01:05:09
Oh, mostly.
Speaker 2 01:05:11
Yes. Um, create with Power with Copilot. I'm going to say create a presentation about and I want to hit a forward slash and I am going to say, SCHARP what was that file Google Workspace, OU design and use.
Speaker 2 01:05:30
The formatting and look of the following document. And then I'm going to do a forward slash, and I'm going to say this one right here. And it's going to build that for me. Now, I gave it a couple of things. I gave it the document that I want it to create it based on, and I gave it The PowerPoint presentation that we're currently looking at, because I like to look. And so you can tell it how you want it designed. I do that pretty often because at that point, I am seventy percent of the way there because I know how I want things to look. And then I come back and I will edit it.
Speaker 2 01:06:24
Things that are not put in place, I will check where words are run off the page because it doesn't know how to format that amount of text. But I will get there, and I will check all the information to make sure my information is in there correctly. So this is actually one of my biggest time-saving procedures. This has actually this part of PowerPoint has been out for about two years, and it has gotten better every time. I turn around. They're adding something new that's made this. Made my life easier. So, I will say the PowerPoint presentation we're utilizing for today, I gave it the script, And I have not a cookie cutter script, but I have a pretty good script that I use for every client. And then I send that out and Christi sent me back some updates. He wanted to see. And. So I added that to Copilot said, here's some feedback from my client of what he wants to see in this presentation. Please add it.
Speaker 2 01:07:21
And I'll let it add it and then I'll go take a look. You'll see an example of that in a moment. So you can do that within PowerPoint. Um, I gave you all the rules already. Uh, one thing I do want to make sure that I tell you guys, force it to compute. If you use Python or macros in your Excel document, you can force Excel to run those computes. Okay? Um Always check any new workflow or any document against what you already know. So Kenny, in response to your question, I actually had this in the presentation. You can have it checked. You can tell it to look a certain way. If, you're using Outlook or I'm sorry, Excel on the web because someone sent you a document and Outlook decided to open it on the web, use the button Open in Desktop because one, it has a lot more features.
Speaker 2 01:08:18
On the actual app itself, and two Copilot works in that better. Okay. Um, we're going to go into Copilot chat on your computer. Uh, when we gave you Outlook, There should have been a Microsoft 365 Copilot application that was installed on your computer. If it's not there, not a big deal. You can go into Outlook and then click this little Copilot button here. Or you can go to office.com on the web and open it from there. So if I open up Chrome, sorry, I did not have a clean open window for Chrome. I can go to office.com and you can open it from there. It's going to tell me to sign in. Normally I'm signed in. Um, I'm just going to sign in.
Speaker 2 01:09:14
And so here's Copilot. Here you've got a lot of different options in here. Um, What I'm going to do is I'm going to pull up in here a couple of different features that we have and bear with me, Let me go back to my Outlook because I want to show you guys something from that. We're going to type in. So there are a few things we can do in chat here. Um, you have in here Work IQ, you can turn that off. If you want it to concentrate on things that are on the internet, turn it back on. If you want it to concentrate on the files and folders, so if you're just Googling something, um and you're using Copilot to do it, You can turn off Work IQ and it concentrates and pulls the data from the internet. Um most time I leave it on Work IQ because it will connect to the internet at the same time. Additionally, the models are right here. So if you like ChatGPT or you like Claude, you can pull those.
Speaker 2 01:10:09
Um, I leave it on auto just because honestly it works. Um, if I want to do a temporary chat that is not saved, I can click on this to open up temporary chat. It's just like Google incognito mode. So, um if you're, if you are a die- hard, uh Lord of the Rings fan, and you have a question about something in Lord of the Rings, but you don't, you know, You're going to be sharing your screen and you don't want people to see it, use the temporary chat. Okay? Um, on the three little buttons you have some options here. Chat settings I showed you earlier. If you want to download the mobile app and I will tell you, I do love the mobile app and I'll explain why in a moment. Um, It will send you a link to your mobile phone, and you can actually pull it up here. Um, I was in between sites this morning. I could not remember what Christi had said. I pulled oops! i pulled it up here okay?
Speaker 2 01:11:08
And I had a chat with it. Now, one thing to note, my chat from my mobile was not shown in here. So you can't, it doesn't always sync very well. However, it does look at your files and folders in OneDrive. It does look at Teams messages. It is very similar to what you see on here, just looks a tiny bit different, right? Uh, One thing I do with it on the mobile app is half of my week is spent in Pasadena, Half of my week is spent in Compton because one of my clients in Compton, one of my clients in Pasadena. When you're driving from El Segundo to Pasadena, it's a nasty drive. Okay. So, what I'll do is I'll pull up Copilot, much to my children's annoyance and I. Click on this little button right here, which is the voice portion and the voice portion will open up.
Speaker 2 01:12:04
Where I can talk to Copilot. It is really useful on those long trips or those long drives because I'll sit there and prep for my day while sitting on the traffic on the 110 because it's a nightmare at seven o'clock in the morning. So, I'll have it read to me my schedule from my calendar and various other things. Um, I do like that feature. You also have that feature here in the app where you can sit there and talk to it. I will advise strongly to have headphones on when you do, Okay. Uh, 'cause it does get, I do hear some fun conversations uh with people around me when that happens. The other things to note on this is we you have a co-pilot. Words are hard today. You have a co-work button up here. We did not turn that on earlier. So if you guys know what co-work is, you've used Claude desktop app, Um we do not have co- work turned on for that. Uh, so it's not going to open up for you.
Speaker 2 01:13:03
Now, Kenny, you asked about agents. I am going to show you guys some agents right here. If you work in Chat GPT, you know what a GPT is. Agents are uh Chat GPT's GPTs. So it's the same thing, just different name. I'm going to click on more agents so you can see everything. I have uh my agents right here, anything that I've built or my staff has built, Is going to be right here under your agents. Anything that's built by Microsoft or shared with me is going to be down here. The reason why I'm showing you guys this is because we've got a couple things we can do. Now, your agents are ones you build yourself. Down here, If you have apps that are connected, like I have Asana connected because I use Asana for some of my projects and work, you can click on that and you can connect to your data.
Speaker 2 01:13:60
Your apps has connections back. So HubSpot, Salesforce, those are connectors we can turn on if you request it. And you will be able to pull information from that app. Now, that being said, there's not connectors for everything you use. So I know some of our clients ask for Yardi or MRI. We don't have connections for that. They don't have them built to connect back into Copilot just yet. So, I am going to show you one that we built for you guys. So, This is a lease abstract that we built for. You know, We went through the process ;. It's an abstract assistant. I'm going to show you how to edit it, but I clicked on the wrong piece, so hang on, let me go back. I'm going to show you how we built it.
Speaker 2 01:14:55
And the reason why I'm showing you this is, you can build agents to make your life a little bit easier. And I'm going to go through what that looks like. For the abstract assistant, we told it we want it to act as a property management list Alere. And. So what we're allowing to happen is when we upload a lease to this agent, we want it to produce a one-page abstract with certain headings. And for it to use short bullets. If a term is not stated in the document, write "not specified." That's what we call an honest statement. We tell it never to guess, And then we tell it to also cite the section or page number for the rent and term of that lease. And, what we want it to do is we want it to turn those PDFs into one - page abstracts. So this is something we did. We can.
Speaker 2 01:15:54
We can turn on or off features. We can tell it to search websites. We can tell it to only use specified sources. We can tell it to create images or not create images. And once we build this, we can share it out to others. So once I've built it, I can click on the three dots, and I could choose share, and I can copy the link, I could say anyone in the organization or you could say specific users and you could share that out. So I'm not going to do that on that one, but I want to show you guys what this looks like. Um, additionally to this, um, I'm going to show you a few other agents. You can do this for a little bit of everything. Every month I get security reports for my clients, and they come in about six different PDFs from various different systems.
Speaker 2 01:16:45
I will upload these into my security monthly reports and tell it to build me an executive summary from this. And I do that by hitting the plus sign and say, add work content or upload. Because those reports are six to ten pages long if if not more, and you guys don't want to read those reports, trust me. So I make it into an executive summary. Um, one thing I do this is a little off color Or not off color. This is a little bit, you know, off topic, but I created a water cooler bot. If I am out of the office for the day, maybe I am driving to Irvine for some reason. I have driven to Irvine to meet up with clients. I will get caught up with what is the buzz, and i'll say, what is the buzz in the napping team? We actually have a chat called " The Napping Team " that all of our staff is in um And if I want to see what's the buzz in The Napping Team.
Speaker 2 01:17:44
I'll tell it to give it to me in a Star Trek theme. Okay, that may not be something you might use, but it should give you some ideas of things that's going on. So in the networking team, our Dell representative Charl Monti, great guy, amazing guy, he's leaving the company. And so then there's some other items. We had a Cisco Meraki outage. So these are the things we can see in there. Within that, you can build a little bit of everything. You also have a researcher and an analyst that are given to you by Microsoft. Analyst, you can tell it, you upload some data and tell me what are the trends. You can give it multiple Excel documents or multiple documents period. You can also tell it to visualize. Researcher, okay? You can tell it this is your Google I'll be honest. Tell me about Alere.
Speaker 2 01:18:41
Property. And you know, you can ask it a specific question. How many employees do they have? And it will research. So now, it'll ask you some questions. I'm going to say Alere Property Management because I did not complete that statement. Um and I want the current employee count only.
Speaker 2 01:19:16
And it's going to pull that information for me. I do use Researcher a lot when we have new clients coming in, and Anzor, who's who's the owner of my company says, hey Chris, I need you to take on this client. I'll use this to build me a research about it. And then I'll go back and I'll pull who their key contacts are, or key people that I'm going to be working with. It'll give me their LinkedIn profiles.
Speaker 1 01:19:41
So it does make my life a little easier.
Speaker 5 01:19:43
Yes, we probably have the same question. Could, you set up one of these agents or bots or whatever. And like you want it to be researching something every day and have it send you an email with the summary of those results?
Speaker 2 01:19:60
Yes, you can. I do do that myself. I'm going to show you an example. Hang on one second, let me pull it up. I get a radar morning brief every day. It outlines for me, Uh, the latest news in AI. There's a couple other radar morning briefs that I do. This is my AI one. It will give me the information, uh, it'll send it to my my email. And you can have it run on schedule. Okay. Um, when you build out a new agent, you click on new agent. You can tell it what you want. Talk to it in plain language and it will build it.
Speaker 2 01:20:42
And you can tell it to run on a schedule.
Speaker 7 01:20:46
All in the SharePoint files, yeah, but not in the right files or.
Speaker 3 01:20:51
So like, could we say like drop an AR report in there every day and then have it set or at the end of the week? And then tell it like, hey, send me a send me an email out every Friday giving me what the AR stats are.
Speaker 2 01:21:04
Yes. Uh let me tell you one way I do this I have my transcripts, Going into a certain folder in SharePoint or in my OneDrive, sorry. Um, I kind of gave you guys a kind of what what it looks like every hour. I have a I have a Power Automate, which is an automation tool that Microsoft has. You guys have it free of charge. I will tell it every time a file drops into this folder, I want you to create me a meeting summary and put it in my drafts of my email.
Speaker 2 01:21:42
So this is the meeting summary from yesterday, and it put it into my drafts. And I built that. So every time it's in my drafts and I can send it when I'm ready. And I usually manually attach documents and things to it. That's why I don't ever send it out right away.
Speaker 7 01:22:07
For the applicants, Christi, that's built the researcher and the analyst. Um, Does it can we look how those were built? Or is that just behind the?
Speaker 2 01:22:19
Uh, we cannot. We cannot. Okay. No. That's actually a good question. I know no one's ever asked me that.
Speaker 7 01:22:26
Um, You know, those agents that are built the researcher analyst, the template I was like how did how was those built right? Because all those have pretty powerful agents. So I didn't know if we could learn from that right like. Learning how people are building good agents, useful agents will help us.
Speaker 2 01:22:47
It will tell me I don't have access to this agent. I have the highest permissions in the company. Um, Microsoft's not giving me access to it.
Speaker 2 01:22:56
Okay, So now one thing to note a lot of the things you're asking for where where you're saying I want it to do this on Fridays, it is an agent but it's also a Power Automate back end to it. I am, um, I am doing an event or a Power Automate training soon for several of my clients because they've asked. They want to the questions you guys are asking. They want to know more how in more detail on how to do it. Um, Let me send the invite when I have the next meeting set up, and you guys can feel free to attend it. It's a it's an hour and a half long, and we're going to go over basic automation, which might help you guys with AI.
Speaker 2 01:23:40
So it's a lot on how to make every morning. I have a briefing summary that is sent to me via email. It's how to make things like that. One of the things I'm working on with the help of Copilot and Power. Automate is to send me meeting information about 40 minutes before a meeting is supposed to start if a client's sending me a meeting invite. But this my daily briefing I have sent, this what my schedule looks like. And some other information you guys don't need, but is applicable to me. So you can have that sent to you. And that's something I do with Power Automate, but I also do it with agents. When I'm building a new agent, I'm going to skip this. I'll go into the actual design here. When I say skip, I get the agent builder to the side, but I get the chat with Copilot here.
Speaker 2 01:24:35
The specialist agent or tell the agent builder what I want. I'll see it filling out all this information, but then I'll add like, I want it to search all websites. Um, I can tell it use only specified sources. I can do a lot of this information here. Um and I can tell it to create documents charts and code. But if I go into Power Automate, I can actually configure it to work with this agent if that makes sense.
Speaker 2 01:25:05
And that's how you run it on a schedule. So.
Speaker 7 01:25:12
So Christi, did you build that water cooler agent? Is that something you built? Yes. What are the instructions you're giving it to build?
Speaker 2 01:25:19
I'll show you. Uh, I'll be honest, I built the Watercooler bot, Uh Watercooler bot because I was in the hospital for a week and I needed to catch up on things. Um gallstones are not the greatest thing to ever get so, I ended up being stuck and bored in the hospital. I built out the bot, the uh water cooler bot. Uh, here are my instructions and the information. Um, I'll tell it to exclude any uh messages or any content from certain chats that should not be put in there. Um, I also told it to uh exclude any HR related employee data, because sometimes I'll say what's the buzz?
Speaker 2 01:25:60
And I'll be showing it in a presentation, and I was getting some accidental salary information, so I had to cut that out. Um, and then any other chatter it'll show it. This is the formatting I want it to be. Um, and then I had it closed with a message. I got this idea from a peer of mine at another company that does what I do. Uh, and so I used a lot of her words. So it's really basic.
Speaker 5 01:26:31
I Got an off-topic question. Sure. If everybody in the company is running all this stuff, is it going to slow down our network?
Speaker 2 01:26:41
The only way your network's going to slow down with your current internet speed, Which I do know a little bit about because I helped the team when we took over your account, is if everyone in the company started watching YouTube videos at the same time.
Speaker 5 01:26:55
Be a problem too.
Speaker 2 01:26:58
If you have a problem with that, I know some great technicians, John included, Who can look up to see what might be on the network slowing you guys down. So I'll volunteer John for that one.
Speaker 5 01:27:11
I'm actually currently using my Researcher to analyze what Mark's currently working on.
Speaker 2 01:27:20
One fun thing I'm going to show you guys, I built something while I was right before, Giancarlo, Did I build this in the chat with or the first meeting with you guys on your pilot group, or did I just show it to you guys?
Speaker 6 01:27:33
Design space. Yeah, we did it and like we had a follow- up with our pilot group. Yeah.
Speaker 2 01:27:42
Okay. It's in the bottom left corner. I built an image.
Speaker 8 01:27:45
Generator Premium. Okay, I have Basic. And it keeps telling me that I'm running out of why is that yeah? You I don't know, it says, upgrade. Have I uh is yours Basic or Premium on the bottom, your Premium too.
Speaker 7 01:27:60
Everybody should have the same. Okay. I don't have it.
Speaker 2 01:28:04
I'm sorry, I don't know everybody's names. I only know Kenny.
Speaker 8 01:28:07
Is it Basic too? No because i i tried to do a few things in Excel, and it stopped yeah try again tomorrow.
Speaker 2 01:28:17
So Giancarlo, can you send me their names? Uh, just because i'm terrible with names and John, and i will take a look and see what's going on with theirs.
Speaker 6 01:28:25
Sure, yeah. I'll just put it in the chat.
Speaker 2 01:28:27
Okay. Um, one of the things you guys can build as an agent, I did this uh with our pilot group is I built an a design space, uh image generator with as an agent. So, what I did was I gave it an image from uh what my living room looked like with nothing in it. And i had this, i had Copilot. Uh design for me, some looks and. I like the light and airy coastal feeling, because I like blues. But these are all the options they gave me. I also with some of my clients, I send out all employee emails to remind them to take their security training and stuff like that. Um, I always send them out with pictures of kittens, because people are not going to read your email. If you send them out from it, unless you put kittens on. I don't know why. Um, so i had it I have it generate.
Speaker 2 01:29:23
Kitten images with the email I send out. Now, those two clients that I send these to, They stop me in the halls. If I've not sent a kitten image within a week. So, uh, these are some other things that you can do with it. I know images are um not what you're going to do every day. I'm just giving you some broad examples of things we've done with it. So, Uh, but i will for those of you guys who are showing up as Basic. We will look into that and get that back to you guys. Um, a few last minute things and I do apologize. We're running longer than I normally run, so bear with me. Does somebody have a question?
Speaker 5 01:30:05
No, my Researcher has completed its task. Was he working on.
Speaker 3 01:30:15
The NAICS codes on there?
Speaker 7 01:30:17
Uh, Researcher should pull up your salaries on to see if it does. Oh yeah, that's good.
Speaker 7 01:30:24
I don't know who does. Yeah, we should we should make sure that.
Speaker 2 01:30:31
I will tell you from Crimson's point of view, please double check to make sure people don't have access to things they shouldn't. One of our employees in the Philippines found a random document with with employee salaries that was put in a public place. Um, it thankfully it was old salary data not new salary data. Uh, But please make sure you double check everything because if it's put in a public place for the entire company to see, they will find it. I promise.
Speaker 7 01:31:02
What if we have like offer letters and people's emails and stuff? Is it gonna search that? Is that public?
Speaker 2 01:31:09
Emails are not public.
Speaker 7 01:31:11
That's not okay.
Speaker 3 01:31:12
Should anything with salary should be password protected? I think we password protected the PM one, but it's probably in a place where somebody could Google it.
Speaker 2 01:31:21
Hi, uh, make sure you put the sensitivity label on it as highly confidential. That will also assist. Um, with agents, I just want to divert our attentions back to agents real quick. Everything um I've taught so far has been about prompts other than the agents. The agent is different. You're going to teach Copilot how to do a job once, and then it'll do that same job every way every time. That was uh an example I used for these security reports that I do, I taught it how I want it to do it, and it's going to do it the same way every time. It's going to format the document the same way every time. Um, and so real quickly, if you want people at Alere to find your agent and use it, build an out, but we want you to give it a certain name. Um so these are the names we want you guys to give. I'm going to send these out um, but we want you to put the department in brackets first.
Speaker 2 01:32:20
So the least abstract agent I showed you, it's bracket PMG close bracket lace abstract agent. So because there are no folders within Copilot, it is on the roadmap. We want you we want people to be able to find it. So how you guys do the names is how it's going to be filed. So, we want every Alere agent that's being shared out to have a department code in the brackets. Any questions about that?
Speaker 5 01:32:53
Um, I got a question. Sorry to go back one. Okay. Back to the private, you know, like salary comp information, et cetera. We have the ability to I think. I recall Giancarlo us talking about this at the very beginning, But we have the ability to see what people are searching if we need to, right? No. No.
Speaker 2 01:33:17
You have, You you don't have the ability to see what people are searching. You have the ability to see what they're doing, without seeing specifics. So let me show you real quick. Um. So this is Copilot.
Speaker 5 01:33:33
This is someone's constantly asking like Copilot prompts to like find salary information or comp information, like we wouldn't know that at all.
Speaker 7 01:33:42
No guys probably cause. I think you and Kelly are not using the private drive, so it's probably if it's not labeled, probably searchable. I'm.
Speaker 3 01:33:57
Thinking that right now. I'm thinking yes. You should put that in a private drive.
Speaker 7 01:34:02
Yeah, They'll, but she has access or Kelly, just create a we created a new one for property management, a new private drive. Yeah, but I don't know that that's you guys have access to that either. I don't know who has access to that, um.
Speaker 2 01:34:18
We do not have any ability. I was just looking to see. Um, I've always heard we don't have the ability, but we don't have that ability. These are this is everything. I can see for Copilot for one of my clients, and all I can see is how many people are using it and what they're using it in. Now if you're having a concern, I think we could put uh litigation hold and it would save it, but I'm not too sure about that. I don't know why security is taking so long to to open up. Um, but I don't think we can actually see what they're typing in. In fact, I think Microsoft has been very.
Speaker 5 01:34:57
Hold it right a Alere private. I feel like maybe we should have done this before we rolled out. We should maybe uh clean up whatever No, I don't have that.
Speaker 7 01:35:08
Well, historically, all our salary stuff has been in our private drive, which has been segregated, but recently I guess for the PM stuff. Right. I think the accounting, uh, the property management accounting stuff is still private, but they might have some stuff. It sounds like. Right. Just checking on.
Speaker 2 01:35:32
I'm looking at another client uh that fully pushed it out to all users, and you know, we don't have any.
Speaker 3 01:35:41
We would've thought like yeah we shouldn't put this on like a.
Speaker 2 01:35:51
Copilot isn't is not fully healthy today, so there are some issues that are occurring with it. Uh,
Speaker 3 01:35:57
What's on here? Yeah. Two point oh projects salary hiring tracker. Oh, it's password protected though. But.
Speaker 7 01:36:10
Somebody can find the file oh,
Speaker 3 01:36:12
But they can't open it because it's password protected.
Speaker 7 01:36:16
What happens to Copilot if it's password protected or would not get it?
Speaker 2 01:36:21
I don't think it will open it. I've honestly never tried it or ever looked it up, but I can do some research on it. I think it would need the password to get in for Copilot, but I'll double check that.
Speaker 3 01:36:34
Imagine what?
Speaker 2 01:36:36
Um, I did want to reiterate on those kind of files for the guardrails. Uh, Copilot does respect files that are labeled confidential or highly confidential. Um, we do also have a DLP block. So, uh, any any PHI is not going to be in a prompt. In fact, Copilot will stop you because we already put that DLP block in. Um.
Speaker 5 01:37:03
What about sorry uh Erin like offer letters that you guys have made like I see.
Speaker 3 01:37:08
Those on my own personal drive. Yeah. I'll make sure that nobody else is saving them anywhere, but um I don't well,
Speaker 7 01:37:16
Suzanne has them all in private drives private drive. But if you guys are also saving it,
Speaker 2 01:37:25
I tell you, um offer letters because I have that uh in my own drive. Items like that unless they're shared out with somebody which mine are shared out, but no one outside of that is going to read it because I do have a lot of offer letters and things like that in my system. So just to kind of give you guys a heads up, there's my offer letters. It's in my OneDrive. Uh, no one else can see those. Other than April, who was my executive assistant, uh, before she decided she wanted to to move on to manager. Um, she still has access to it because she still works in a higher capacity. The only one that can read those offer letters. Yes, John I have yours in there too.
Speaker 7 01:38:10
So how do we mark some of these files uh highly confidential or?
Speaker 2 01:38:15
So the easiest way is in the document itself, I'm going to show you with this one. Crimson doesn't have sensitivity labels on, but I want to show it to you anyways. When you click on the title right here, you'll see sensitivity and you'll be able to turn on or off sensitivity. Crimson doesn't have it turned on,
Speaker 3 01:38:36
But then it's not shareable.
Speaker 7 01:38:39
We should probably test that though right now before we do an update.
Speaker 5 01:38:46
Mean whether or not you're like private.
Speaker 3 01:38:48
It's on my private drive, but just to like make sure, I don't know, like it's on my OneDrive. Right.
Speaker 2 01:38:55
So in OneDrive, uh you'll see in here My OneDrive. I'm in my internal operations hiring and staffing. If the status has a person icon, it means it's shared. If you right click on it and you say you open up the share, it'll tell you who it's shared with. And so April.
Speaker 5 01:39:15
Can you do that again if this?
Speaker 2 01:39:17
Yeah. So if under status, if you see a person right there, um, that means it's being shared. And if you right- click and go to share, it'll open up this window and it'll tell you who it's shared with. And so that's April. I recognize her picture and then um and she's the only person that has access to that.
Speaker 3 01:39:38
If it just has a green checkmark?
Speaker 2 01:39:41
Then it's not shared. Okay It's private.
Speaker 3 01:39:44
What if it has.
Speaker 5 01:39:47
Two arrows. That's like syncing.
Speaker 2 01:39:49
It's, yeah, it's syncing. Uh so like that one right here where it says agent workspace? Yeah, where is it syncing to though?
Speaker 3 01:39:55
Just with the OneDrive?
Speaker 2 01:39:57
It's going up to Microsoft cloud.
Speaker 7 01:40:02
If you go to the file again do you have the Excel file open?
Speaker 3 01:40:05
Yeah Oh no, It went away because I But,
Speaker 7 01:40:12
If you go, just click that one, just as an example.
Speaker 3 01:40:18
Oh No. Okay, so there's that's what it pulled up. This isn't the file though. That's the that's the analysis.
Speaker 7 01:40:23
She says that you can click on the title and then change it to confidential.
Speaker 2 01:40:27
Oh yeah okay. Um I know we've gone over a little bit of time today, But I am good on time. I don't have anything else after you guys are, is everybody in here. Good on time? Can we keep going?
Speaker 2 01:40:47
Sure. Okay, I just want to make sure that I get all of your questions answered. Um, So sensitivity uh another thing, if you go into file and you go to Info.
Speaker 2 01:41:01
Under file and info, you'll find some more information, but in here protect the document, you can restrict accessum as well as you guys know about encrypting with passwords because you already do it.
Speaker 2 01:41:16
Sorry, I have a cat about to walk across me. You can also look at some other information for share. So you have that share button there as well.
Speaker 3 01:41:30
Telling, I'm telling Kelly and Christi because they're the only other people that have seen that PM stuff.
Speaker 1 01:42:15
I'm going on there and deleting.
Speaker 3 01:42:48
Yeah, actually, this salary tracker is on my OneDrive. So that's okay.
Speaker 5 01:43:42
Are we working on something that I missed?
Speaker 2 01:43:44
No. No, I am just waiting for you guys to tell me. Uh, you are ready to go to the next part.
Speaker 5 01:43:51
Yeah, keep going.
Speaker 2 01:43:52
All right, perfect. Um real quickly, I am gonna pull up quick notes. Um four rules for agents just want to give you guys a heads up. Um these are rules that not only I have found to be very useful, but it a couple of these are pretty important to know. Um, the fewer sources, the better. So, if you are writing an agent and you want to give it documents to look at as templates, don't do more than ten files. Okay? Uh, less is more in this case. Anything more than ten makes the agent worse. I personally am a big fan of don't go over eight because it will dilute what the agent will pay attention to. Just had a number two: write instructions like you are onboarding a new hire.
Speaker 2 01:44:41
You are never going to tell a new hire to help with leases. They're not going to know what you are talking about. So you want to be as detailed and specific as possible. You want you want to give it the role, the exact sections, so give it a template to fill out, what order to put things in, what the tone should be, the length. As much specificity is one thing that is not when you give it enough specifics, it's not going to go Outside, it's not going to go off on its own to do things incorrectly. So just be aware of that. Um, build in the honesty rule. One of the things I will write often is if it's not in the document, don't guess. So uh and that's something is pretty straight across the board with any of my AI agents. I don't want it to give me something that's not there. I don't want it to guess so.
Speaker 2 01:45:37
And then where possible, tested against Workiva. Ready? Finished. And that's one of uh one of you guys, Your pilot users actually figured this out weeks ago uh and and gave us the rule. Was it Alec? Or am I thinking of the wrong person? Who was it? It wasn't Daniel.
Speaker 6 01:45:59
Yeah, I'm trying to remember now who that was.
Speaker 2 01:46:02
He he found some really cool things for um, And this is one of the work, One of the things uh that he found and it it fits into with this role. Just make sure you test it with work you've already done. There will come a time uh where you get so comfortable with Copilot, the Copilot will fail you. It did that to me. One of my favorite clients hit the CEO's name is Kamyab. Uh one of my close friends has a name also Kamyab, different last names. I sent out an email read through.
Speaker 2 01:46:35
Because Copilot created the email, and Copilot, because I have both Kamyabs in my my contacts, still gave the wrong incorrect last name on documents that I was creating. That I read and just did not it just did not hit me the wrong last name was used. Um, thankfully both Kamyabs are very good guys and love have great humors. Um, so it wasn't an issue, But I could imagine that being on a prospective client and not going over so well. So just make sure you double check. Don't get comfortable with Copilot because the moment you do, it will fail you. Okay? Um, a couple other things like I told you the the guardrails. Um, some of the things that I do is I also use OneNote. I don't know if you guys are big OneNote fans. Uh all my meetings will come in here.
Speaker 2 01:47:28
Um, all my all my stuff. Um, Copilot will summarize. So I will have. Uh, my summaries not only do they go into an email, but they also go into OneNote under Quick. Notes and I will go in here and message Copilot and do a lot of different things in there. So that's an option you have. Copilot is also in there. Um, if you guys have any questions, I am putting together some training videos that are being sent out to all clients. Um. Some of that stuff, if you have questions, send them to me an email. Not only will I answer you in the email, um I will also be putting it in the training session. Now, that being said, uh I don't offer this to everybody. Most of the time, I will tell people, if you have a question, email help. For you guys, if you have a question, Email me or email Monti uh because we're going to be able to answer you guys right away. Uh I don't tell everybody to do that. So this is your direct line to me.
Speaker 2 01:48:26
When I respond to you, you will have access to my uh, my calendar because it'll say book a time with me. You'll also have access to my cell phone. You can text me if you have questions as well. Um, If you want to set up some time to go over anything or you have questions, Feel free to use the link in my signature because it's in there for you guys to utilize people will do that. Just promise me. You'll put what you want to talk about in that meeting request. Um, I have had people say one thing and um, it was something totally different. So I will prep for the meeting based off what you tell me in the meeting request. Um, but general questions you can send them to me. Uh, John Carlo, I'm going to offer him up. He'll smack me later for offering him up. Uh, But feel free to reach out to us uh rather than doing the help. Uh, but also.
Speaker 2 01:49:22
If you can, in the subject line, put "Copilot" for me just so that I know. And then as far as questions, you guys have had some great questions this time around. Thankfully I do have a transcript and uh and dictation happening uh not dictation. I'm sorry, transcribing it is transcribing this conversation. So I will take those questions and add it to my frequently, asked questions, but um some other questions you guys already asked about private email. Um, if you do not see the button, your license close and open reopen the app. If you still don't see the button, email me. Um, by the way, My email address just so to make it easy for you for You, can email me at C H R I S C H R I S at crimsonit dot com. It will still hit me. Can I tell you to email me at my name at crimson it? Most people don't spell it right so um.
Speaker 2 01:50:22
Another question I get, will it replace my job? It replaces a lot of the boring stuff, not everything, but a lot of it. Like I said, people still don't know how to turn on and off their computers. So I still have a job as long as that's going on. And with the newest generation of kids, They know how to use equipment, but they still don't know how to find the on and off button. So I promise you I will have a job until the end of time. How many agents can we make? That's another question you guys haven't asked, but I'm gonna give you a heads up. As many as you want. I have a lot of agents. I have a lot of agents on Claude and I have a lot of agents on uh ChatGPT. As many as you want, okay? I am gonna send out some one pagers with this. I am gonna send out some prompts. I have a PowerPoint presentation that goes over prompts, so I will send that out to you uh.
Speaker 2 01:51:18
Ignore the child that's coming in behind me. Um, So I will get those sent out to you guys in the next couple of days, along with the recording and the summary and the transcript. Um, but again if you have any questions please just reach out to me. So anything I haven't covered or any questions that you guys thought of?
Speaker 3 01:51:41
Thanks, Sal. Thanks, Sal.
Speaker 6 01:51:44
Okay Awesome Thanks Christi, Thank you. You're so welcome. Thank you, John. Nice to meet everybody. Have a great weekend. Nice to meet you, John. All right, take care. Bye everybody.
Speaker 2 01:51:60
Hey Ladonia, you can come back in.
Send edited version of Mark's Friday email to PEC (sensitive compensation reference removed) to ErinReview incoming training materials (one-pagers, prompts, PowerPoint, recording, summary, transcript) and integrate into internal training programBuild or refine Copilot agents with detailed instructions, source limits of 8 to 10 files, honesty rules, and department-coded naming conventions; test against prior work+6
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Alere
covered by 890742 (2.15h, PROJECT ticket 946119, Senior Engineer/workType Infra Support - REMOTE) - entry window 13:28-15:37 PDT contains the ~1h51m session. No new entry.
3 - Clients and Projects\Alere\Meeting Transcripts\Meeting Transcript - 08-06 Lecture Microsoft 365 Copilot Executive Training, Security Practices, and Automation Workflows.txt
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08-14 Meeting: AI Adoption Rollout, Board Prep, IT Dashboard, and Supported Employment Digitization
**Client confirmed from CONTENT.** 'ability first' said explicitly 4+ times ('I'll send it out to all ability first people'; 'I use both my ability first Claude and my ability first Copilot on ability first stuff'), plus AF-specific program (Supported Employment) and AF staff (Chase, Shane). No calendar event for this call. Counterpart is AF's HR business partner (Plaud renders Michuan as 'Michonne' - normalize).
BUSINESS / IT CONTENT:
- AI adoption: staff Claude and Copilot usage reviewed. Weekly AI Basics sessions to be offered; the generic non-platform-specific session to go org-wide, including guidance not to use personal AI accounts for company work. Extra training routed to staff already building with the tools (two named staff built an exit-interview process in Claude).
- Strategic roadmap: dedicated IT/business-partner working session needed to align the departmental roadmap with the organizational roadmap, feeding the mid-September planning meeting.
- Board prep: IT to supply threat counts and the security scoreboard/dashboard for the IT section of the upcoming board presentation. Christi to write it up, optional deck. More IT questions expected the following week. AF is going to the board for several hundred thousand dollars in benefits/compensation.
- Supported employment digitization raised as an upcoming workstream.
- Schedule: onsite training Tuesday, then out most of next week (Merced college drop-off), WFH Friday; out again Sept 1 for camp.
- Infrastructure retrospective: camp rewire complete (~$100K, vendor-executed) and dead zones resolved; HQ and program-site bandwidth materially better than a year ago; remaining vendor close-out items noted.
- Christi raised that her AF time is currently under-utilized and she wants to get further into the weeds; counterpart agreed the post-camp period is the opening.
CONFIDENTIAL PERSONNEL MATTER - deliberately NOT written to ConnectWise:
A substantial portion of the call was a candid HR discussion covering interpersonal and organizational conflict, resistance to change directed at the HR and IT functions, specific named leaders, compensation topics, and a bias concern raised by the counterpart. Detail is intentionally summarized at this level rather than transcribed.
**ACTION FOR CHRISTI:** at 00:09:36 Christi says on-record 'I turned off record / transcription by the way' - but Plaud kept recording and the candid HR portion IS in the transcript file. Decide whether to purge or restrict that transcript. Flagged in the 2026-08-17 sweep email.
Aug 14, 2026
Speaker 1 00:00:09
I was like, Let me join and maybe I get the end and maybe I get the recording.
Speaker 2 00:00:15
I am going to record a clean one because no one told me the first thirty minutes. I wasn't sharing. Those.
Speaker 1 00:00:24
Are the nicest people because, like, who I would have been like, um, excuse me? Can't see. Uh.
Speaker 2 00:00:34
No, I am not sharing my screen and they start laughing. I was like," Why didn't you even tell me?" And they were just like," They're so nice.
Speaker 1 00:00:41
They're so nice." Because yeah, everybody else ah yeah ability first who would have been like," Ah craziness," right? Like absolute craziness. Yeah.
Speaker 2 00:00:52
Oh by the way Chase joined me on Tuesday for my training.
Speaker 1 00:00:56
Oh good good. He's beenum he has been working on more things that have nothing to do with recruiting. And I can't. Yeah, he's been like expanding um his knowledge, really using, um. It added him and Shane to Claude and immediately Shane actually got it first. And then Chase just started like going in and like using it like really diving in sending me like they did an exit interview process. Um that was well done.
Speaker 1 00:01:36
Um, I have to make a couple of tweaks to it, but it was like oh okay.
Speaker 2 00:01:41
Yeah, that's awesome. I'll send him more training. Okay. Um, Because I am doing these all over the next month. So um I'll send it. What i'll do is i'll send it out to uh, i'll send this training because it's AI basics and I've got going to redo it or I am going to do it again every Friday. I'll send it out to all ability first people uh, If you're good with that, just because it'll it'll be good for, um. If they want to use basic AI too.
Speaker 1 00:02:13
Okay, okay perfect.
Speaker 2 00:02:16
Yeah, I won't send out the Claude or the Copilot. I'm just just the generic. Here's how to use AI. Got it Oh. Um and then cause I also dig into don't do don't use your personal AI for company stuff.
Speaker 2 00:02:36
Which is very much needed. Uh, but yeah. Hey, um, I gotta transfer mine over.
Speaker 1 00:02:42
I gotta transfer mine. I've been like, I don't know. I've got like twenty eight projects. Who wants to do all that?
Speaker 2 00:02:48
I know. Ium, I see that because i i do look at the usage and things like that pretty much weekly. So i do see it. Um i do yeah.
Speaker 1 00:02:59
Mine is like at zero Are you being a co- pilot? Or are you meaning Claude?
Speaker 2 00:03:05
I use both for I use both on ability first.
Speaker 1 00:03:07
I don't I use my copilot. I don't use my Claude, through the company as much because I'd already kind of like, went down a rabbit hole with the the one that, personal one.
Speaker 2 00:03:19
Yeah. Well then you are you are different. I trust you.
Speaker 3 00:03:23
Thank you appreciate that.
Speaker 2 00:03:24
You are welcome Um, am not as concerned about you? I am concerned about others but, I do use both my ability first, Claude and my ability first Copilot on ability first stuff. Yeah,
Speaker 1 00:03:36
So because then it builds the memory. It's so that that's the thing I am like, ah, yeah. Do we have to start again? Got to upload all the documents again. So and I don't know, I think maybe I'll have to have it on my have it up on my personal computer and up, because you can't have them both up at the same time to like transfer well. Even if I did, if I did an MD file and you know, and then uploaded all the files. Yeah. To like a project. Yeah. She's Louise.
Speaker 2 00:04:11
You can So what I do is I I have different profiles in my Chrome. Oh,
Speaker 1 00:04:17
You're right Okay, That's so true Yeah.
Speaker 2 00:04:20
Okay So I do that Uh okay.
Speaker 1 00:04:23
That is what you're.
Speaker 2 00:04:23
Doing Perfect Heads up non AI related. Um, I got out of a meeting with Pete right before this meeting, and he wants to set up a meeting between you, me, and him because he wants to see because we haven't done a roadmap. Because you were still working on the strategic roadmap for the entire company. And then I've been making like things you mentioned to me ; I add that to my roadmap. But, he wants to sit down and cover and make sure that all three of us are on the same page with your roadmap. Got it? And things like that.
Speaker 2 00:04:57
So I am going to try to make that meeting for either the last week of August or the first week of September.
Speaker 1 00:05:02
Please push me this. I want to meet with Pete. So so want to meet with Pete, yeah. I, honestly, If we could do it, mid September would be better because I have a board meeting I needed to start wrapping my head around.
Speaker 3 00:05:16
Okay, yeah.
Speaker 1 00:05:18
And compensation studies that I got a present and I want to give my undivided attention and not have to say. My attention would be a little skewed. And,
Speaker 2 00:05:31
You and I still need to go over the the ability for strategic roadmap. So I can finish my roadmap too.
Speaker 1 00:05:37
Okay, So so maybe we get some time to do that that can inform this mid September meeting. And please let him know. It's not anything I just yeah. You just have a board meeting. I have a board meeting coming up and we have some big things. And we're. They, they are probably gonna have a whole conversation about things with me because I have to ask them like I am asking them for hundreds of thousand dollars for benefits and compensation.
Speaker 2 00:06:09
Got you, could do you need anything from me for the board meeting? Like I forgot to ask.
Speaker 1 00:06:15
I do, I do need to know our number of threats, um our like yeah the the. Dashboard or uh score scoreboard you've given me before would work perfectly to build out the IT side. As I I probably will have more questions for you, not next week, but the following on the IT stuff.
Speaker 2 00:06:38
Okay, perfect. Yeah, I'll get all that written up for you. Um and if you want a presentation, I'll do that as well. Uh don't forget I'm out most of the week next week.
Speaker 1 00:06:48
Yep, that's cause you're doing the training on Tuesday. For us, and then you're out, right? Yeah. Got it.
Speaker 2 00:06:58
Um, yeah, And so I'm leaving directly from well I'm gonna have a small meeting after your meeting, And then I'm leaving and going to pick up the kids and going to Merced. But I will be back on. I won't be in office on Friday, but i will be back on.
Speaker 1 00:07:13
Perfect. Okay.
Speaker 2 00:07:15
Yep And then uh September first, I'm going to camp just a reminder Uh yeah Everybody knows that one so.
Speaker 1 00:07:25
Yeah, The campus. Um, you know, campus over. But now now we're moving into and we're seeing this across the board. We've seen it for a while, But we're saying like it's finally coming to everybody like we're all on the same page as like there is a lot of deflecting going on. A lot of deflecting. It's like everybody's at fault except for the one screaming" everybody's at fault."
Speaker 2 00:07:53
Yeah, I keep seeing that, and I am like. I am. Like. Not you, but I am looking at the people that are deflecting, and I am like, you are the reason people are having to work harder at managing you. And you don't understand it.
Speaker 3 00:08:13
Yeah, yeah,
Speaker 2 00:08:15
So because i'm like someone said something to me the other day. And i said, no, i sent you that email. They're like, no, you didn't. And I pulled it up, and they're like," Well, you should have reminded me every day since." And I am like," That ain't my job." Yeah, I was like," That was two days ago. Like I am not gonna send you an email daily on this. I already sent you the email. I would have followed up tomorrow because you hadn't responded yet. But I am not following up with you today."
Speaker 1 00:08:41
Yeah there is been. Yeah, there is a there is always been, and i've seen it since i've started. Uh, work, uh, i work for you, not with you. Like that's how they perceive the H R and I T departments is like, Um you know, here is when they start their conversations and they get this is what I've kind of heard from, Uh you know whether they're having a programmatic conversation with um you know maybe Sergio or they're having something with Carl, and they're going over their numbers and. You know. It becomes. Yeah I here's my part I.
Speaker 1 00:09:20
But I am having this problem because it's not getting me this. I am having this problem because HR is not getting me this. It's like, but how is that holding you back though? Yeah, and I think everybody's starting to to see that that's the issue so. Yeah,
Speaker 2 00:09:36
Yep, Um yeah, just something other than you know, making sure that everybody's on the same page. Just let me know help you because I'll be honest. And this is just I turned off record uh, transcription by the way, saying. Uh, I'll be honest. I am kind of annoyed and miffed not at you, but I want to get more into the weeds with ability first. And I feel like we're finally getting to that point. But I am kind of annoyed and miffed that my time with you guys isn't being utilized right now, because there is not much going on that I can help with, and it's that's not at you; it's more of a.
Speaker 1 00:10:18
We've been in strategic planning. We've been all these things, and then there was this period where you were, okay, we were not moving forward because you were going to go help development. And that didn't pan out. So, you know, then I think we the the camp thing makes sense to me. Yeah. Um like the camp projects and making sure that that happens. Um You know cleaning up some of these other smaller things. So you know, blue wave all of that has happened. Um, yeah, we're on the other side of the camp project. Um. I think the calls that you know that we're setting up. I think the call yesterday was very helpful. And that's the kind of stuff that I like to do. And it seems like the stuff that you like to do is like, how do we go in and solve. But you know the issues. I think last year and some of this year was like.
Speaker 1 00:11:15
We got to make sure their internet is working. Yeah, you know, making sure the internet is working. But there is a very um and I think we're changing it, but there's very much like you work for me attitude that's changing and shifting. It's like no we we work together. Yeah um and I think the more we do calls like that and go over things. Um and you you have a direct report. There's also been this thing. I noticed is like. It will instead of a director reaching out to you directly, It's like I am going to go through my senior director then and that they may they may come directly to me, not you and give the problem, right? Yeah, or they'll go to Sergio. So it's like it goes all the way up and around yep. So when I am sending you, these emails, I am equal I am like, okay, yes, she probably gonna email him back, but good, gracious could.
Speaker 1 00:12:12
They have just been like," Hey, can I get an update on this?" as opposed to it's been two days and you are like," So Joe, they haven't given me an update." I am like," Are you kidding me right now?" Yeah,
Speaker 2 00:12:24
And I know you feel that pain because i I hear it in your voice when we're talking. I am like. I need to make her life better. And like here is where I am failing at, but here is where I could do better and I am trying. And it's like. Want to? Yeah. Add to your frustration but I do that.
Speaker 1 00:12:41
And. It's a lot of it's Carl is starting to see it on his side, but I've been you know for me, I've been seeing it for for a little while. Um, you know probably since the time that I implement. I mean, I came in and implemented a whole system that makes life easier for people, and they Sergio, You know um Carl, they can acknowledge it, but the two senior directors hate it. And, it's like do you hate it because it doesn't work? Or do you hate it because.
Speaker 1 00:13:12
I am associated with it.
Speaker 2 00:13:15
Or do you hate it because it's change and you don't like change?
Speaker 1 00:13:19
That too, um, but there is a thing within the organization so that we we've kind of, it's kind of the ACA versus the Obamacare thing. Oh yeah. So if Sergio says, this is what we're going to do. Here is a new system. Oh, I can see that that's great. da, da, da if. They didn't know that it was my idea, and then he like they'll be like, oh, it's great. And then he'd be like, oh well, Michonne came up with that. Oh. He like we've literally seen the change. Yeah. With and I I think for me to your point about change for those two women, I have given the most change to their program, and they I can say no to them, and they don't like it. So like.
Speaker 1 00:14:11
What what H R and I T have brought, has given the organization the most change. Finance is just starting down that road, yeah. But go ahead, what were you going to say?
Speaker 2 00:14:22
No, I just i that frustrates me. I don't know if I am frustrated on your behalf or the company's behalf, because if they would just accept it not coming from an individual, but just learn to say," Oh, this is coming down from H R," not from Michonne. They could see the positive impact it's making on the company.
Speaker 1 00:14:46
Yeah, they could, and you would think they would. They don't want to. And. So one of the things was, it's funny, you say, H R because sometimes Sergio and I have seen, like where I've said to him, and he he's gotten is like, yeah, sometimes when they're saying H R, they really mean me. The H R is like somebody was like pulling their hair out over a flyer.
Speaker 1 00:15:08
That had a conversational range that was off. Pulling their whole hair out, and that's why they're not getting candidates because the compensation is off. And I was like, "That doesn't stop people from hitting the button, particularly if the compensation is higher." So what's the reason they're not clicking the button? It's not the flyer. Um, but it was so much focus on that aspect of getting it wrong. That, like things that were legitimately like oh, this is a problem. Like, we're not getting candidates in the first. We're not assessing our candidates in the first five days. If we're not getting flow, we need to make an adjustment. That to me makes sense to argue like, hey, it's been five to seven days. No candidates have applied. You are worried about the flyer you worried about this the.
Speaker 1 00:16:04
Nobody is like the the and like the people that have seen, the flyer are so small at a job fair compared to is our job board. Correct. Are we posted in the right areas, and so. One of the things we come up against is that it's often you've never worked anywhere else, so you don't have anything to compare it against. So. With change and what we've seen is just like sometimes it's, HR means Michonne. Um and, And I know maybe and I apologize if you hear my disdain at times, but there is a racial component. And ability first and it's not it's not everybody. It's not everybody's issue. Hundred percent, it's some of their issues are change, but there is a couple people that it is their issue.
Speaker 1 00:16:58
And it has been their issue, not just with me, with others. And the moment, they kind of know that I am involved or another person of color is involved, they really do struggle. Doesn't mean that they come; they're not right. I wouldn't say it's a racist; it's more of a bias. And as a difference.
Speaker 2 00:17:19
Oh, and I know saying this is weird, but how can I, as a white female in a predominantly Latina, Company, how can I make your life better and create examples for others to follow? Other than showing what it looks like to be emotionally mature in a workplace setting, But how can I make your life better? Because you know I am not about that life.
Speaker 1 00:17:45
Chris, I appreciate that question and I think it's one thing that you've already you already do. So, so super appreciate that question. I think the thing that we're all we did it the other day and, Um, it would like with Monica. That connection gives away it moves people out of this place of like, well, I T isn't I T's under her and I T isn't trying to make my life hard. They're actually coming in and making my life better. So what you are going to hear, let's say you go in and talk to Monica, and you make you do one thing that makes her life easier. So am like oh my god thank you. You know how you can thank us would be to just share it out with your colleagues that.
Speaker 1 00:18:25
We came in and supported you, and our goal is to support the work that you are doing. Because yesterday you said it so like, you said it so well. It was like our role is to really help you spend more time with program and less time with like less productive items that you like, You know we can create some automation around. Um, That alone will help is like that care for them because they haven't had it. Um, The other thing I think could be helpful is, you know, just recognizing it in the moment and trying to not, you know, one of the things is like when you see the, whether it's they're fighting for the change, they're fighting over the bias, or they're just in a place where maybe it's a capacity issue for them. I'm not sure because all those things are sometimes in play about why they may be pushing back, but giving them.
Speaker 1 00:19:23
A different perspective because one of the things that I see is that they are immediately go to the most negative intention. Yeah, well, this person is not getting me this or this person didn't do this. It's like, well, let's just be mindful of maybe what they've got on their plate. Let's maybe consider that you didn't give it, you know like there is not a deadline here, so they didn't know when they needed to get back to you what your expectations about follow up were. Um, Or I think maybe like one of the things I have to do with one person on my team is just maybe step back and see maybe what the other person is dealing with right now. Like, um, I think people get so stuck in what their needs are here. Here, I i or my program, my program, my program. They can't see maybe the complexity of something.
Speaker 1 00:20:20
So, Just trying to shine a light to maybe it's more than what you think it is. Like education always always works. Yeah, Even if even if it's just see planted and it needs, you know, like eight more times before they get it. But they are slamming us right now, Chris. We're being slammed with like question like well, I don't understand this and I don't know how this is going to work another, and we're like. We're giving you the information that you need to know to move forward. At first, We were like so committed as a team to like sharing absolutely every single thing that we could, and it would still be forty more questions coming after that. And so right now, we're just saying, "We'll give you what we have right now," and we're gonna move forward. Um, because we are going to make some structural changes. Um with So oh I can I can tell you.
Speaker 1 00:21:18
When um, oh thank you. That's awesome. Appreciate you. Um, and a muffin sandwich. That's nice. Um, But Chris I appreciate you I know there is sometimes I am get a little ah right? Am kind of because they just are. So it sometimes that you was just so nitpicky You know it's like they they struggle with seeing the greater good of like. Where were we a year ago, Chris? Compute like systems were like, ah, this system's not working. It's failing. You know, I think things are just far like, you know, they were like, oh, I I can't get a hold of anybody. And a lot of that was just like, well, are you using the opportunity to have a meeting? And then to zoom into your computer? Well no okay. Yeah. I wanna.
Speaker 1 00:22:16
I want to click on that link when the ticket comes back and see if you could get a meeting, right then. If it's urgent, but it was like so much education and so much fixing. Yeah, I mean if you go back a year, um or look like you know June of May June of last year. Think about how far along. J Ham has come, yes, right. That's the kind of stuff that's like that's what she was talking about, like dang. We can actually get on our computers and it's not going to drop. Um, you know where we've come with even, you know, L Frank and all of I am going to speak from headquarters that we have more bandwidth right. That yeah when something happens, there is another thing is nobody's dismissing, what people are saying. If you say something we're like how can we fix it? Yes how can we get.
Speaker 1 00:23:14
To to a solution, it's no longer. I mean, camp. We talked about the guy had an opportunity to say, I am going to go up there and check it out because there is dead zones and he was like, no, nope, they're not. We no longer have that as an issue. We just did a whole rewire. Spent a hundred thousand dollars and a lot of time not not necessarily us, but a vendor went up there. And that was orchestrated by with you all. And. Um, you know Kelly right now is like I don't know where this project is. I don't know financially, and and it's and Carla's had to tell her listen, our project's almost done. You guys got your last walkthrough. This is the life of like a contract situation right? You had camp, you were busy. They were trying to give you grace. Um yeah yeah so.
Speaker 1 00:24:06
I can't I can't say how much it means to me to have you say like, hey, how can I be an advocate? How can I be supportive? And I think it's just education of folks. Carl's having to do it quite a bit on the finance side. I definitely appreciated you saying Susanna, thank you. Great job because Susanna without Kathy gets things done and is a little bit more supportive and you can work well. Have another team member on the H R side is like, oh she's collaborative. And then he was on a call later on with us, and Kathy was on the call. He was like, "That is not the Susanna I was talking to yesterday." And I was like, "Oh yeah what do you what do you What do you see?" And he said, "You know she was nice, ", and we just kind of opened up the document and figured it out together. And he said on this call she was just different. And ah and I said, "You know explain." He said, "Well she's just like."
Speaker 1 00:25:02
I don't think that's too much work. I can't figure that out, and he was like," That is not who I was dealing with." We were all in the weeds, trying to figure out something on this document, so he was like," It was just different." And so I'll just say it. So, it's it's the people we're struggling with is um April Kathy, Kathy andum Dan and Kelly. Yeah.
Speaker 2 00:25:30
I will tell you something about Susanna that I've learned. And just between you and I on that one, is I reach out to her on Teams. Mhm. And I have talks with her like that because I know that if I reach out to her like that and help her individually, It's way easier and she's way happier with me than if i if I have any type of meeting with Kathy involved. So I've already learned that I've already like I've reached out to you and said, hey, can how can I make your life easier That's, where what happened the other night like. Mhm. Asked her to stay late and help me, uh, I just it. You know, I was like, hey, I am going to work on this now. I'll get it to you in the morning.
Speaker 1 00:26:16
She had no problem. She had no problem helping you, yeah not a problem here is where Kathy comes in well, Well, thought she knew Concord she says she knew Concord. I don't understand.
Speaker 1 00:26:31
He had to say like that's not I mean, like even if she didn't know Concord the way systems are set up. He had to say to her like the way systems set up Kathy and I'm not telling you to be pissed at her I'm just telling you. So you know, where like this may come up later on or something like that, because it has he had to say to her, cause it came up in a conversation about well. Do we need to be giving training? Do we need to do redo training? He was like, no, she just. This this a different even if she had Concorded another organization. This a different system, how we set it up, is different than how somebody else is using Concord. And so or Planful. And there's this when I got Jessica over in our department, she'd be like, I said well, who trains the supervisor on how to do the timesheet, like how to approve the timesheet? She was like their director.
Speaker 1 00:27:28
I said, so H R and payroll did not train to the system we meant. Yeah, that's the responsibility. The director has to train them. So. That is the attitude that I needed it needed to be me, or they needed to do a whole training for everybody at the same time, but Susanna didn't have a problem with it. So I said. So your appreciation of her was when you did it, it was perfect. When you were like," she," yeah, yeah, it was perfect.
Speaker 2 00:28:06
Yeah, And I will be honest:, the things that we did the other night. He never explained it in the other training. However, when we got together that evening, I said hey Can I record this?" She's like" Yeah, absolutely." And everything she touched on were things that weren't covered in the training with her and Kathy. So, what I asked her at that point is," Hey, I am going to take this meeting notes and I am going to do step by step instructions from it. And I'll send it back to you within a week or two. And you tell me if there is anything I am missing. And you could use this for the future." She's.
Speaker 1 00:28:43
Like," Okay."
Speaker 1 00:28:46
They Don't do automation; they do a lot of manual work. So yeah, the closer you get to her, the more you could probably take off off of her plate unbeknownst to.
Speaker 1 00:28:58
Uh, Carl gets it. Yeah, and even somewhat unbeknownst to her. But Kathy. Yeah,
Speaker 2 00:29:06
Well, I was going to ask Carl if he would feel and I wanted to ask you first.
Speaker 1 00:29:11
I think we should do the same thing with the support departments, the same call that we're doing. I think we need to do those with Dan with Carl and finance. And oh, my sorry with Carl in operations and and Carl in finance and I, we I think we do need to some somehow circle back. To development because they have a new leader. Yeah. Right, and she may want to go in a new direction. Yes, and we need to do it with HR team. But what were you going to say? I'm sorry, I interrupted.
Speaker 2 00:29:40
Um, I was going to ask Carl if I could give Susanna a copilot license and Claude, And just slowly work with her on ways of making her job a little easier.
Speaker 1 00:29:52
I say email him and CC me. I'm for it.
Speaker 1 00:29:58
Um, I would just see if he wants me.
Speaker 1 00:30:02
Yeah, And then the reason and Let me tell you why Chris that would be perfect timing. We're doing time allocations. And, I can easily do time allocation for somebody that's hourly because they can go in and push the button. And you know they can clock in, and every time they clock in, we can say what program they're clocking into. Well, and then they can clock in and out, in and out. So whatever program they're actually working becomes a little harder when it's a manager, right? Where you're they're not clocking their time that way. And so we have to do an allocation. So they were like, "That's why we were working with you on the prompt." To pull pull some data, but I said this is really a time study. And Kathy like I sent the prompt to Carl, so Carl and I could try it. Well, I didn't get it.
Speaker 1 00:30:52
And I was like, well, Kathy, It didn't make sense to give it to three, or she was like Suzanne and I didn't get it. And I said, well, Didn't didn't make sense to me to give it to all four of us if it didn't work for two of us. So we are going to give it to you. And I'm also know I also know where her like experience is with with the system. I don't need, you tell me don't work like and and like like I'm might give it a minute. It needs to work for Carl and I. Who are kind of tech savvy, um, and I say kind of. Um, but what he said was we were in the call and she was like, "Well, I don't have this the script. I don't know what we're doing. " And, we I was like, well, what What do you want them to divide their time up against? Is it amongst programs? Um by each program or subprogram? How do you want a director to divide up their time?" Well, I don't know.
Speaker 1 00:31:49
And it's like, well, How can I build something if you yet don't know what buckets you want it to land in? And Carl was like, right, we haven't given them parameters. And so now they're working on it. And then Kathy came back and said, well, who's going to put all this data in because it's too much for us? And I said Carl between the two teams we could figure it out. Yeah. Of who puts it in Paylocity. But it doesn't matter, cause it's gonna happen once a year. But she said it was too much for her.
Speaker 2 00:32:26
They should see how I have to allocate for every minute of my day, and then tell me it's too much because I literally have to put in my time on everything. I am working on every minute of the day. So, um, I sent over, I sent an email to Carl just now. Mhm. So, because I did tell her, hey, any task that's repetitive that feels like a waste of time. Mhm. Tell me and let's see if we can figure out how to how to make it better.
Speaker 1 00:33:01
You know what? Maybe, that's the right. Maybe that's the best start for finance as opposed to doing their whole team. Yeah That she's the nucleus of the team. So if we. You know, if you're able to fix problems for her, oh my goodness. And we we can make their their lives easier. I think that's the way to start with them to build that credibility, that partnership. Again, I have one person in HR already like, hey, we've had the coolest conversation. You know like that. Yeah with them so and I'm okay with you seeing Amazon like yeah.
Speaker 1 00:33:45
So I didn't. I also didn't recognize that, I was like an admin on that account. On the client account, he said he was fine with it, on the Amazon account. Oh. Cause I can see everyone's and I didn't know if everyone's was coming up for you on our card. Yeah Is Amazon tied to our credit card?
Speaker 2 00:34:07
Not everything, not every order. You sent me in that in the screenshot, the other day is everyone'sum. So all I see on our card is what has been like. I am the admin of the card, but not not everybody who uses Amazon is ordering on that card.
Speaker 1 00:34:24
Perfect because I see, I was on the Amazon account, I am like, wait a minute. Yeah, let me send her all of these. But, if you are an admin on there and you can go pick out like that's perfect. Um yeahum hmm.
Speaker 1 00:34:43
I'm actually probably we're gonna add an H R um. H R generalist one more generalist, um Alma's out until the twenty fourth. So we'll add one more H R generalist, um to help out in some particular areas. I think when we come back, We need to talk to Alma about the things that she needs where she can find it because Jessica's. We're probably going to make some changes at the H R coordinator level.
Speaker 1 00:35:13
Okay, And I know that that's her go to person. But she has to get. I think the difference is, is you will teach her how to do it, but you don't do it for her where Jessica will do it for her. Yeah, and I think people don't recognize when you do it for yourself, you build a muscle memory to make it super easy to do it. And you have like, you know, you have so a lot of like yes, you can take a class. And learn Excel, PowerPoint, and you should. But that's the theory, right? That's like if you need to use it in this way, here is how you can. But when you go in and you play around with it yourself, That is where like the real and and you and you look at work on real projects. That's where the real growth happens. And I am seeing there some some resistance to tech. Yeah um And it's much easier to just have.
Speaker 1 00:36:09
Jessica do for her, and that that's fine in some regards, But if you don't know how to do it and it comes the times where Jessica is not available, you are stuck. Yeah. Yeah.
Speaker 1 00:36:25
So when she comes back, I think we have a team conversation. Um, I want to say Shane is okay with Zach;. He probably can let's say that was he'd be. Intermediate going into, no, I am sorry. He'd be beginner going into intermediate. Yeah, with across the platforms and you know. Comparing things and adding formulas in spreadsheets, he's still growing there. Chase is willing to go online and go to YouTube University.
Speaker 2 00:37:01
And Figure it out; YouTube University is popular.
Speaker 1 00:37:05
And he may almost he's kind of the opposite, and said he may almost run a foul. He'll maybe like almost not break something, not break anything because you really can't. He'll must create something and it's not usable. Like that's not gonna work, but I get the effort. I get what you are going um, but he's willing to try the tech. Yes, hmm, just kind of I don't know. Um and then so this new person I've asked for. Um, they're gonna be on employee relations and LOA so, you know they're creating forms. They probably need we need to talk about where they store those documents. Um for sure not a lot there. Um. They just I'll you know we'll do our regular onboarding. You've got to figure out where they're going to where they're going to sit for a while. Um.
Speaker 1 00:38:03
But, that's going to be the makeup kind of of the HR team for now. Barbara, I wanted to give you a little context there. Barbara is a job developer on the supported employment team under Edward. I mean Eddie, and we are going to have to she's super nice but she talks, A lot, So we're going and I know I can talk a lot and I know you can hold a good conversation. So we need to structure that meeting in thirty minutes. Oh my goodness, let me tell you. Uh oh, we need to end thirty minutes. Go ahead.
Speaker 2 00:38:42
She and I have worked before she got us an intern uh for crimson for free. A few years back. Um wasn't he? We didn't want to keep him on. He was not good, but the attempt was made.
Speaker 1 00:39:01
So, She has like five systems and a lot of manual work. Any, if I said," How's your process?" the question you asked out of the whole conversation was so most excited was that you asked like What is you are like taking like, what are you doing? That's like taking away from the work or making your life harder? And that we can make your life easier," something along those lines. He will say, "We're good. Everything's running smoothly," but I know when I ran that program fifteen years ago, they use the same exact system. Chris, it's a very paper manual system. When, we get an onboarding packet from a candidate that is maybe like the intern, it is twenty five pages of handwritten documents.
Speaker 1 00:39:59
Where, where a participant had to sit down with a staff member, and if the participant couldn't write it, the staff member writes it. For an intake to an interim program. Crazy right? I'm like where is the Adobe fillable form? That automatically gets sent to us. I'm sure there's even something I'm, just like that's like the basic that we could do right? I'm sure there's some like online HTML form that we can do.
Speaker 1 00:40:29
I don't know. I feel like we could probably reimagine it, And you could probably come up with something amazing that would stump the heck out of me. Um, but he will say we're fine. And so Barbara came to me with a problem and she said, Do you want me to tell him? Do you want me to not tell him? I said, If it comes up, tell him. If it doesn't come up, then I am good. Like yeah like I said you are submitting an IT ticket. And, we're getting a glimpse inside because I feel like he's going to shut it down. He's going to say, "Cause Tony has the same issue, and Tony's a little older." And Tony doesn't want to do technology. You know, you've met Miss Tony. Yes, But if I could at least for her benefit cut down the amount of work, that would probably be nice. You know, like I can't take tech off her plate, but if I can make it easier.
Speaker 1 00:41:27
So what they're saying is the amount of individual things that they have to do in different systems that don't speak to each other is overwhelmed. So that's I just want to I got to jump onto another call, But I want to I wanted to give you a little bit of like a backstory about that. And, she has a number of systems. She's worked for another organization, and they've used different systems to collect some of the data. So I wanted I wanted to like I want to start getting in fixing these problems. That are kind of low hanging fruit, but unaware to us like we're just unaware. So your help, Chris, you've been a great team member. I know things a lot. Lots been going on in personal stuff life life has been living. Um so I want to be respectful of that. I just think you know, getting back to people is extremely important in this organization. And.
Speaker 1 00:42:24
You know, we'll continue to get better with that, But I think the problem that we solve and the value that we bring is productivity. Now, yeah. And you've already like I am telling you, I was on a call going like this gets it. So I just want to share that I am going to jump on another call. Yeah, but thank you. And I sent you a little clip last night. I hope it wasn't morbid, but I was like," I remember having to do a lot of those things before my daughter left." Yeah,
Speaker 2 00:43:01
Yeah. I was watching it. i I want to finish watching it today, but yeah i I.
Speaker 1 00:43:06
Was like," I know it's a bit morbid," and I am so sorry. Like the last one, I was like," Why did she make it the last one? Why didn't she put in the middle?" But but i was like," I can't not send it." So sorry. But like that like the HIPAA the waiver because, I've actually, you know, had situations in my family as like conservator not in college, of like, hey I am the next of kin and they're like I don't care. You don't have any paperwork and you are like. Like for something simple and medical. Uh you know, like I need to know what's going on here, and they're like, nope, can't give you any info. So just wanting to to like.
Speaker 1 00:43:47
But then again, I also recognize during the relationship that you have and and with, um, wisdom. You know. Yeah. It it you may have already had those things, But I was like, okay, something in my spirit is telling me to send it. I'm gonna do it and just follow through. Appreciate.
Speaker 2 00:44:06
It because it's also really like some of the things that I was watching on. There was like, you know, I need to sit down with all three of them.
Speaker 2 00:44:14
And Have these conversations because mm-hmm. Foster parents don't do that as a matter of right. Oh,
Speaker 3 00:44:21
Okay. I didn't know that.
Speaker 2 00:44:23
Yeah, You get kids in all the time;. They don't know how to manage certain things like it scares them. And so, you know, One of the biggest issues I ran into recently is, how do you go pick up your drugs at the drugstore like your prescriptions? How do you advocate for yourself? And.
Speaker 1 00:44:43
Yeah, how do you say" I want to see the pharmacist"? Because I don't understand which just gave me or that the prescription changed and someone was me.
Speaker 2 00:44:54
So yeah, like last Thursday we had to. I was in the ER with one of them. Oh, I have to be there, but oh, I needed to be there for her. Like, she didn't feel comfortable because she's twenty, and then we had to figure out where her drugs went because we told them to send it Walgreens, and they sent it to CVS all the way on the other side of Englewood.
Speaker 3 00:45:14
Mm hmm hmm.
Speaker 2 00:45:16
So Saturday we had to drive around and find it all.
Speaker 3 00:45:20
I am sorry,
Speaker 1 00:45:22
I am going to swallow my food. Yeah,
Speaker 2 00:45:26
I am going to go make me some.
Speaker 1 00:45:27
Appreciate you, I appreciate you too. Thank you, talk to you soon.
894755 (0.78h, ticket 967204, board 80 vCIO, CIO(14)/workType 55 Admin, agreement 449 vCIO Support, DoNotBill) - logged 2026-08-17 EOD sweep. Placed 11:30-12:17 PDT (transcript runs 45m18s; no calendar event, placed in the free window after the 10:00-11:30 delivery and before the 12:00 personal call).
tkt 967204 created on board 80, status Completed, owner 247. CONFIDENTIALITY SCREEN APPLIED - the CW note carries only the IT/business content plus a neutral line that a confidential personnel matter was discussed. No names, allegations, or outcomes in ConnectWise.
3 - Clients and Projects\Ability First\Meeting Transcripts\Meeting Transcript - 08-14 Meeting AI Adoption Rollout, Board Prep, IT Dashboard, and Supported Employment Digitization.txt
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08-28 Pulong: Pamamahala sa Marketing, Proseso ng Pag-apruba, at Pagsusuri ng Gastos
## Impormasyon ng Pulong
> Petsa: 2026-08-28 17:30:27
> Lokasyon: [Ilagay ang Lokasyon]
> Mga Kalahok: [Speaker 1] [April]
## Tala ng Pulong
- Pamamahala at Saklaw ng Marketing
- Napagpasiyahan na ang marketing ay mapapailalim sa admin at pamamahalaan ni April.
- Si [Speaker 1] ang mag-e-execute, ngunit magre-report kay April.
- Nilinaw ito upang maiwasan ang kalituhan ni Pete kung dapat kay Mike o admin ito mapunta.
- Pag-pause ng mga bagong mungkahi at kahilingan
- Ipinagpa-pause ang mga kahilingan mula sa meeting nina Emily, Mike, at Christi hanggang ma-review.
- Mungkahi ni Mike: mangalap ng success stories para sa case studies, blog, at sales materials.
- Mungkahi ni Christi: i-upload sa website ang AI trainings ni Anzor (raw files → YouTube → embed sa site); humiling ng presentation templates at posibleng i-refresh ang PowerPoint templates.
- Kakulangan ng malinaw na marketing workflow
- Walang klarong proseso: sino ang nagre-request, sino ang nag-a-approve, paano ang review, at feedback loop.
- Nagkaroon ng mga gawaing hindi nagamit o hindi naaprubahan, at kulang sa feedback mula kina Pete/Anzor.
- Halimbawa: urgent material para sa Foothill at non-profit materials—nagawan pero hindi naaprubahan para sa production.
- Itinatakdang Approvals at Pokus
- Panuntunan: lahat ng bagong marketing projects/materials ay dapat na pre-approved ni April, Anzor, o Pete bago magsimula, lalo na kung may billable cost.
- Pokus muna sa pag-review at paglinis/pag-improve ng existing materials (company overview, sample assessments, testimonials) imbes na gumawa ng marami pang bago.
- Ire-review din ang kasalukuyang conferences, events, at vendor commitments bago magpatuloy.
- Paggamit kay Emily at Gastos
- Dahil hourly si Emily, gagamitin siya bilang “last resort” at “as needed” para maging cost-effective.
- May obserbasyon na mas marami ang mungkahi kapag may potensyal na dagdag gastos.
- Website at Live Chat
- Magkakaroon ng hiwalay na website review nina April at Pete, i-loop si Emily kung kailangan.
- Napansin ni Pete na maraming features sa site na hindi malinaw ang gamit.
- May $25/month na live chat subscription; kakaunti ang leads, kadalasan clients na nalilito sa contact details; pinag-iisipang alisin.
- Conferences at ROI
- Matagal nang may conferences (since ~2018/2019), pinanatili ni Anzor ang real estate industry.
- Kakulangan ng malinaw na ROI; karamihan ng leads ay mula sa referrals at network ni Anzor, bihira mula sa website/conferences.
- May upcoming event next month na 3 slots: si Anzor lang ang makakadalo; hindi makakasama sina Mike, Pete, Vince; hindi pa sumasagot si Christi.
- Malaki ang gastos (hal. $10,000 sponsorship); kailangan i-revisit ang value.
- Internal Requests at Visibility
- Lahat ng requests (kahit internal tulad ng presentations, signage, guides) dadaan sa approval ni April.
- Layunin: magkaroon ng visibility si April sa lahat ng ginagawa ni [Speaker 1] at maiwasan ang bypassing.
- Mga Hamon sa Marketing
- Mabagal na pagtugon ng stakeholders; mababaw na priority ng marketing kaya hindi agad nasasagot.
- Maraming ad-hoc requests mula sa iba’t ibang departamento; nakaka-overwhelm at walang standardized ticketing/approval flow dati.
- Recap ni April
- Marketing under admin; April ang manager.
- Magbibigay si [Speaker 1] ng listahan ng conferences/events, materials in-progress, tasks ni Emily, vendor commitments/subscriptions, marketing plan at legacy items (may requester, purpose, status), at mga challenges.
- Magkakaroon ng approval flow at focus sa pag-improve ng existing materials.
- Separate website review nina April at Pete; i-loop si Emily kung kinakailangan.
- Isama sa listahan ang mga requests nina Mike at Christi at ang purpose ng bawat isa.
## Susunod na Mga Ayos
- [ ] Magbigay ni [Speaker 1] ng listahan ng:
- Mga kasalukuyang conferences/shows/events na naka-schedule na may detalye ng gastos at commitments
- Mga marketing materials na in-progress at status
- Mga tasks na naka-assign kay Emily
- Mga vendor commitments/subscriptions na may kaugnayan sa marketing (kasama ang $25/month live chat)
- Kasalukuyang marketing plan at dating hindi nagamit na items (may requester, purpose, status)
- Mga hamon sa marketing at bottlenecks
- [ ] Isama ang mga requests nina Mike at Christi at ang purpose ng bawat isa sa listahan
- [ ] Itigil ang recurring weekly meeting kay Emily; mag-reach out na lang “as needed”
- [ ] Magtakda ng hiwalay na website review nina April at Pete; i-loop si Emily kung kailangan
- [ ] Ipatupad ang approval flow: walang marketing work na sisimulan nang walang approval ni April/Anzor/Pete
- [ ] I-review at i-improve ang existing materials (company overview, assessments, testimonials)
- [ ] I-audit ang conferences/events at vendor costs para sa ROI bago magpatuloy
## Mga Mungkahing AI
> Mga Mungkahing AI
> Napansin ng AI ang mga sumusunod na isyung hindi naresolba sa pulong o kulang sa malinaw na action items; paki-tuunan ng pansin:
> 1. Walang standardized workflow at SLA para sa requests, approvals, reviews, at feedback; magtakda ng RACI, turnaround times, at feedback requirements.
> 2. Hindi malinaw ang ROI ng conferences/events; magtakda ng measurement plan (leads generated, qualified rates, cost per lead, closed deals).
> 3. Desisyon sa $25/month live chat subscription ay nakabinbin; kailangan ng data review (usage, conversions) at go/no-go.
> 4. Governance sa content uploads (AI trainings ni Anzor, case studies) at template management; itakda ang ownership, approval gates, at repository access.
> 5. Clarify ang role ni Emily bilang hourly contractor: scope, permitted tasks, meeting cadence, at approval prerequisites upang maiwasan ang unnecessary spend.
Aug 28, 2026
Speaker 1 00:01:25
Sorry, Misha. Naka-DND pala ako.
Speaker 2 00:01:28
Hello, Yazzie. It's okay. Okay. So, quick discussion about marketing. Kasi kahapon nagkaroon kami ng one-on-one ni Pete. And na-discuss niya yung napag-usapan niyo with Emily, Mike, and Christi. And yun nga, yung transition din ni Emily. So, kahapon na pag-decisionan namin na moving forward ang mag-manage ang marketing is me.
Speaker 2 00:02:08
Of course, ikaw pa rin na mag-execute but since you're reporting to me, magpa-fall na under my umbrella, ang marketing. So, yan. Para hindi na nalilito si Pete kasi kahapon. Inisip niya, kanyo na niya ipapahandle, if kay Mike or admin, ganyan. So, sabi ko, pero yun nga sabi niya, naisip niya na parang it will make more sense kung ako na rin yung mag-handle since sa akin ka na rin naman nagre-report.
Speaker 2 00:02:39
So, yun. So, yun. That's one. So, moving forward, under na na-admin si marketing. Second, Yung mga na-discuss nyo kahapon with yung mga suggestions daw nila Christi and nila Mike, wala kasi akong idea kung ano-ano yun, but ang sabi ni Pete ay i-pause muna kung ano yung mga na-request na yun. So, ano ba yun? Ano bang mga sinuggest nila Mike and Christi?
Speaker 1 00:03:08
Si Mike naman, more of nagbigay lang siya ng info dun sa request ni Emily na... Nangihingi ng mga success story Para gawin case study, Para sa blog, And then parang materials Din for sales, parang gano'n. And then yung kay Christi naman, Parang napag-usapan, Kasi niloop in lang kami ni Christi Ni Emily. Parang, Sabi ni Christi, nag-request Si Anzor na yung mga trainings niya sa AI.
Speaker 1 00:03:40
Is i-upload Sa website. So, ang mga nirequest naman ni Emily or mga sinabi ni Christi is bibigay niya yung raw files or videos kay Emily and then na-upload ni Emily sa YouTube and then i-embed niya sa website. Yun. And then, ano pa ba? Tapos, nanghingi rin si Christi ng presentation templates kasi meron...
Speaker 1 00:04:15
Hindi niya makita yung PowerPoint Presentation templates natin. Pero Nasabi ko naman sa kanya na sa Marketing holder. Pero sabi Din ni Emily, pwede naman niya i-refresh, Yung mga PowerPoint templates Natin. So, yun. Yun lang naman so far ang Mga napag-usapan regarding, Sa marketing. Tapos Kasi, yung, Reason din kung ba din, Ako nag-alignment And check ko rin sa'yo. Kasi nga, Meron, Ito. Email si Pete, doon ka ata,
Speaker 1 00:04:48
Na marami siyang tanong about sa Marketing Regarding sa Paano ba yung workflow, sino ba nag-a-approve, Saka yung budget time, Allotted, yung ganyan. Tapos doon ko lang na-realize, Eventually, kumbaga na, connected Dots ko lang na, probably he is Asking me How much time is Budgeted or allocated since, Emily will be paid Hourly na. So, I don't think he wants something na ginagawa ni Emily na hindi naman pala kailangan. Which is, medyo from previous experience, dito sa, kasi si Emily na yung nag-handle ng marketing.
Speaker 1 00:05:31
May times, kaya din, ano, confusing kasi yung process kasi may times na directly kay Emily mag-request yan for. Tapos, hindi ko alam. Tapos, mayroon din naman sa akin internally. Well, which is okay naman sa akin kasi, Internal naman. And then, Tapos, Mag-present kami. Or even nakin pala. Kunyari, may pinagawa si Mike, may pinagawa si Anna. Tapos, hindi nila gagamitin or hindi ma-approve.
Speaker 1 00:06:04
Tapos, or, Okay lang naman kung di na-approve for revision. Pero, Ang problema kasi hindi nalababalikan nila Pete or ni Anzor or hindi nalang kami nagbigyan ng feedback na ah okay na pala yun, ginagamit namin or hindi pala yun okay at hindi namin itong gagamitin which is yun yung medyo natenga. Diba nung nag-send, parang nagre-request si Pete ng urgent material for Foothill I think. Tapos nag-send ako ng non-profit which is sabi niya parang hindi niya pa nakita yun. Pero actually nakita na nila yun, nag-call na kami nun eh.
Speaker 1 00:06:35
Pero, hindi yun na-approve for printing Or production or For use. Which is, yun yung Pagkakaintindi ko. So, medyo ganun Yung process. Kaya, nung Nag-ano ako ng, Alignments, naglagay ako ng agenda, Create ako ng agenda At saka ng Google Docs, Na ano yung gusto namin Or gusto ko on my end, Na mangyari. Parang, ano ba, Clarity ba kung kanyari. Sa workflow, in the sense na sino magre-request, ano yung kailangan nyo sa amin, ano yung kailangan namin sa inyo para magawa yung mga information, and then, paano i-review, tas paano namin malalaman na okay na ba yun, approved na ba yun, or ganyan.
Speaker 1 00:07:19
So, yun. Which is, ang makakasagot sana nun is si Anzor or si Pete, kaso neither of them were able to attend. So, yun.
Speaker 1 00:07:29
Yun ang mga dilemma.
Speaker 2 00:07:31
Okay. Yeah, so, same thing Nang na-discuss din namin and na-realize Din yan ni Pete kahapon.
Speaker 2 00:07:40
So, Wala tayong clear, Process when it comes to marketing. Parang all over ang marketing. Ang sabi niya Ay, ang, Maging intended approach natin Is to keep marketing focused And practical.
Speaker 2 00:07:58
Sabi, Ang napag-usapan namin kahapon Is i-review and, I-clean up yung mga existing Materials ngayon Na meron na tayo rather than creating, Many new ones. Yes. And then, Next is kailangan, Lahat ng any new marketing, Project is approved Before any, Work will start Or mag-incur Ng, Kailangan.
Speaker 2 00:08:28
Any billable cost Pag gumagawa kayo ng marketing materials, Or project. And then next, I-review daw kung yung mga current conferences, Events, Vendor commitments, Before moving forward. And then, stop assigning additional work To Emily until Internally, nakomplete na natin. Kumbaga, as needed, Na lang talaga mangyayari sa Emily since We're paying her hourly, which is much, Expensive. So, kailangan ko.
Speaker 2 00:08:59
Last resort na talaga Si Emily. Ganon. So, kahapon, Kaya niya nasabi na, kasi Ni-review niya yung meeting niyo.
Speaker 2 00:09:11
And then, sabi niya, Parang napakita daw niya sa mata ni Emily, may mga dollar signs sa dami, Nang sinasuggesto nila Christian. So, siyempre, Mas pabor yun sa kanya. The more na marami niya re-request, Mas kikita siya. So, kumbaga, on a business perspective, siyempre, gusto rin maging cost-effective ba yung paggamit natin kay Emily. So, yun yung ano ni Pete.
Speaker 2 00:09:41
So, now, ang hihingin ko sa iyo is...
Speaker 1 00:09:49
Returning visitor.
Speaker 2 00:09:50
Bigyan mo ako ng list ng mga... Current conferences natin, Shows or any events, Na naka-schedule na. And then, Any marketing materials Na currently in progress, Send ko sa iyo Yung mga list na ito mamaya. And then, Task na assigned Kay Emily, Any mga vendor commitments, Or mga related costs, Kung baga, Kung meron tayo, Mga subscriptions With any vendors Na related kay marketing, Ilista mo rin yun.
Speaker 2 00:10:20
Yun, Any, And then, Diba yung currently in progress Na marketing plan, Sa ginagawa mo And yung mga existing na, Mga before, Na kumbaga hindi naman, Na nagamit. Kung maaalala mo, Sino nag-request, Ilagay mo na rin And for what purpose? Bakit na-request yun? Ano nang nag-request? Meron ako. Ayun, perfect. Kung ano na yung status, Kung siya ba, Inatingga na lang Or ginagamit na talaga, Ganon. And then, Yun, One example yung sinabi Ni Pete na non-profit na, Marketing materials.
Speaker 2 00:10:50
Na sinanati sa kanya. Naggulat din ako eh. Sabi niya, Hindi siya aware. And even my face Was used there. Sabi niya, Sabi ko, Ha? Hindi ka aware? Ganun, ganun. Pero parang pagkakaintindi ko. Nandun siya. Diba?
Speaker 1 00:11:02
Sino ba na yung question pala? Sa meeting, Parang nandun siya. Si Anzor. Ah. Parang tatanong si Mike, And Pete ko, Meron bang, ROI yung mga, Conferences And ganun pa ganyan.
Speaker 2 00:11:16
Oo, Isa pa yun.
Speaker 1 00:11:16
Sino ba yung, Nag-book niya? Sabi ko. Si Anzor lahat yun, tapos Nilulupin na lang ako, ina-endorse na lang sa akin, Na meron na pala tayong conference na pupuntahan.
Speaker 2 00:11:26
Pero pagkakaalala ko, Si Lynne Atiyang Nag-initiate yan dati, di ba? Yung mga conferences na ganyan.
Speaker 1 00:11:32
Meron na pala, nakakita kasi ako, Nung Prior na, Parang history na meron na Tayo before. So I think Atiyang Was already a consultant by then. And then, before, we were Conducting conferences for multiple Industry, not just real estate. Pero, ang niretain ni Anzor was just real, Estate. And then, Nakita ko, parang, As early as, I'm not.
Speaker 1 00:12:04
Sure, 2018? 2019? Meron na sila. Sila ni Anzor, Katerina pa nga nag-attend. So, Yun. Disnow rin yun. So, same. So, I'm not sure if talagang, Nakaka-network si Anzor doon. And Even now, Just to give you an update dun sa upcoming Natin next month, which Is, 3 slots kasi yun. And then, Anzor Kept saying na siya pupunta. And if, Mike and Vince would be Able to accommodate him at, First, medyo yun, struggle ko rin yun. Parang antagal nila mag-confirm.
Speaker 1 00:12:36
Ng kahit na A month before pa ako nagaano. And then, pag inaat ko, kahit, Nakasisi sila or nakatu sila doon, nakita Naman nila kung sino yung mga ano. And then, Nag-send din ako Ng invitee. Sila nag, Ano. And then, Just this week, Nag-follow up ako. Tapos, Si Anzor, Nag-commit ulit si Anzor. Tapos, Sabi niya, Tapos, Nag-check out ko with Mike Or, Kasi, Iisip ko, Kawa naman si Anzor Kung mag-isil lang siya doon.
Speaker 1 00:13:01
Tapos, Hindi talaga makakapunta Si Mike, Pete, And Vince. Not sure si Christi, Hindi pa siya nag-respond. Pero, Ayun. Tapos, Nagsabi si, Sorry, This is in relation Sa network. Kasi, Nagsabi si Anzor na magsasama daw siya ng friend Na pangalan, Alex. Hindi ko alam kung knows mo si Alex.
Speaker 2 00:13:26
Parang nabasa ko sa, Email, but Hindi ko siya kilala. Si Alex na sinasabi.
Speaker 1 00:13:33
Pero hindi rin makapadjoin. So mag-isa lang si Anzor talaga. So yun lang. Iisip ko lang, Baka may mga networks siya or may gusto siyang Isama sa mga confidence na gano'n. And then, doon naman sa non-profit, Tinanong ko din si Emily noon, Kasi sabi ko, parang, Yun nga, hindi naman nag-yield na Prospect. Ayun, may prospects, pero hindi naman, Sila, kumbaga, ano to, Qualified. Or, like, qualified, pero hindi Nagiging closed. So, sabi ko, yun.
Speaker 1 00:14:05
Tapos, yun. Sabi niya nga, kasi nga si Anzor yung nag-ano. And then, sabi ko, how about yun sa non-profit? Sabi ko, not sure. Sabi niya, pera kasi parang ang dating niyan Is parang commitment ni Yun din ba ang perspective mo? Commitment ni Crimson IT for non-profit Or siguro because, Naisip ko din na pinakamalaking Client natin or ano is Gagaling sa non-profit. Kaya continuous tayo. Not sure if nag-heal din siya ng, Prospects or close.
Speaker 2 00:14:34
Sales. To be honest, Since na-involved din naman ako Diba kasi nangyayari, After ng mga conferences Na yan? Nagkaroon dati na ako ng chance na mag-reach out isa-isa dun sa mga nag-gather na contacts. But sa ilang basis kong nagawa yun, wala namang naging, I mean, hindi siya naging successful. So mostly na mga nakukuha nating leads is majority from referrals and answers network.
Speaker 2 00:15:08
And then yung iba... Mga ilan-ilan yun talagang Randomly nag-reach out sa website. Yun. So, But wala akong, wala pang Any leads na nanggaling sa, Merong mga nag-reach out na ng mga nag-respond, But, yun, wala naman sa kanila Ngayon, sabi mo. Walang, Lahat ay na-close lang. So, yun. I-lista mo na rin lahat ng mga nagiging challenges mo Sa marketing. And then, let me know. Para mabasa, Ma-review ko siya along nung mga.
Speaker 2 00:15:38
Kaninang lista na sinabi ko. And then, ngayon, moving, Forward,
Speaker 2 00:15:47
Kailangan natin, Mag-establish ng approval Flow pagdating sa Mga marketing materials na may mag-request, Kanyang ganyan. Or, kasi Mas gusto ni Pete Na malaman kung talagang bang, Business needs ito. And mag-benefit pa talaga, Ganyan. Wala kang gagawin Na marketing materials until, Walang review ko Or approval ko, or approval from The decision makers, which is Sila, Anzor or.
Speaker 2 00:16:19
Pete. So, If ever may lumapit sa'yo at Nagpapagawa, let me know Muna.
Speaker 1 00:16:27
Even, that's not just Marketing or... In general, Sa like yung mga ano. Kasi, Nagtanong din si Mike noon, Kasi, Ah, Dun sa Docs na ginawa ko, Di may agenda, Tapos, Nag-screenshot ako Ng mga marketing materials, Na meron. Tapos, Sabi niya, Yung isa dyang material Is not really Marketing material. It's, Parang, For existing client, Which is yung parang, Four ways to open, Na ticket na ginawa ko. Ah, If ganun ba, Pati yung mga, Internal, Like,
Speaker 1 00:16:57
Requests for, Like, Presentations and decide. The signs.
Speaker 1 00:17:03
Nadaan na rin sa'yo for approval Before I make it.
Speaker 2 00:17:05
Oo. As in, anything. Oh, that would be great.
Speaker 2 00:17:09
Dapat malaman ko lahat Ng ginagawa mo. Oo.
Speaker 1 00:17:14
Kasi, Yan, naging problem din namin yan, Kay Francis pa lang. Parang yun nga. Yung, Namensya ko na rin ng pahapyo Na parang, Ang dating sa kanya na babaypasa Or hindi niya alam, Kung ano yung mga Na ginagawa ko. Yes. Before, na-open ko na rin Ito kay Juno, which is, sabi ko, Medyo nahihirapan ako. At first, Kasi adjusting pa ako noon na, hindi ako sanay na Parang ang daming nag-request Kung saan, kung iba't-ibang department Ganyan. Tapos, Eventually, nalaman ko na, Sakit na siya ng workload ko. Pero yung flow na lang,
Speaker 1 00:17:45
Ako na lang yung nag-adjust. Parang kasing, ano, Gumawa ko, sabi ni Juno, Before, nung si Charl pa yung, Kanilang manager, parang hindi pwede Yun. I-re-require ka talaga ni Charl Na to create a ticket. Yes. Which is, sabi ko, Okay naman, sabi ko kay Francis. Sinayos ko rin kay Francis yun, Na gano'n. Pero, masyado overwhelming lang talaga, Yung first few, ano ko, Years. Na, ang daming, Kasi nga wala naman masyadong mga.
Speaker 1 00:18:16
Nag-graphics before. Yeah. And then, ang problema ko din doon, Kunyan, nag-create ako ganyan, Nag-require si Julia. Tapos, may times na, Ah, Not sure ako if gagamitin. May times na, may times Din, parang this year, na parang, Nagpapagawa tayo, parang.
Speaker 2 00:18:35
Ano ko, parang useless. So, kailangan talaga. Effort ko.
Speaker 1 00:18:41
Dibahalin na lang.
Speaker 2 00:18:42
Pag may nag-request sa'yo, gawa ka ng, Like, kailangan, Sabihin nila na Yung anong purpose nun.
Speaker 1 00:18:52
Sabihin nila, pero Yun.
Speaker 2 00:18:54
And then, sabihin mo, Sabihin mo, okay, I need, To, ano sabihin mo, send ko muna ito Kay April for review and approval kasi Nga, as per Pete's direction, Lahat ng mga marketing materials or any Marketing projects na nagre-request Sila ay kailangang, I-review and talagang ma-justify, Na kailangan ito. At hindi mag-end up Na masasayang Lang siya. Useless. And then, Ngayon, sabi ni Pete, mag-focus.
Speaker 2 00:19:25
Na lang tayo sa, muna, Mag-focus tayo sa essential, Na marketing materials. I-review na natin and improve, Na lang kung ano yung meron na tayong Existing materials, like, Company overview, Mga sample, Assessments, testimonials, Meron naman na tayong may existing, Testimonials, and Yun, so kailangan Magkaroon na, I-improve na lang muna natin yung mga existing And huwag na gumawaan ng bago.
Speaker 2 00:19:56
And then, magkakaroon tayo ng separate, Website review, Time that law, kasi napansin Ni Pete na, ang dami-dami Features ng website, Na hindi niya alam what is That for, sabi niya. So, sabi, Tapos yun, nabanggit ko nga rin. Na meron tayong monthly binabayaran na $25 for a live chat subscription, which is yun yung live chat sa website, diba? Start a live chat. But to be honest, wala rin naman akong nakukuhang ganong leads doon. And hindi siya yung real-time na may makakausap ako agad dahil nag-left agad sila ng chat. Mag-notify lang siya sa akin, someone visited the website, blah.
Speaker 2 00:20:39
But, kung may mag-chatman, Minsan meron na tayong automated na response. Kung maga, nagtatanong About assessment, ganyan-ganyan, may nagsisend Ng gano'n. Siguro, twice Or thrice, may Gumamit nung live chat na yun na, Client na talaga natin dahil hindi ko Alam, baka hindi sila aware kung ano ang, Email ni helpdesk and, Kung ano ang phone number natin. So, Doon sila nag-chat. So, ang ginagawa Ko, pag nakaka-receive ako ng chat from Doon,
Speaker 2 00:21:09
If you know, forward ko na lang Sa helpdesk para mag-create ng ticket And then mag-alagay na lang ako, Ng quick summary kung para Saan galing yung, kung kanino, Galing yung request and anong nire-request Nila. So yun, yun lang na Hindi siya ganun ka-useful for me, Kasi parang andyan lang Siya. But since 25 lang naman, but $25, Or $25, may Cost pa rin siya. So, Ayun, parang pinag-iisipan kung i-remove na lang siya or what. So yung iba dun, Hindi siya aware para saan ba yung mga,
Speaker 2 00:21:40
Meron pa doon free risk assessment, Sabi ko yung website form Useful yan, kasi, tsaka yung people at Crimson IT.com, dahil may mga, May mga nare-receive din talaga tayong leads Na yan yung nagiging, Avenue or format Or platform nila para maka, Reach out sa atin. So, yun.
Speaker 2 00:22:01
Yun lang, yun yung Mga gustong mangyari nga ni Pete, Dun sa marketing. Ah, sige, go.
Speaker 1 00:22:08
Sa website. When you say the three of us, Sino yung three of us na mong i-review?
Speaker 2 00:22:14
Ako, si Pete. Si Pete, yes. And iloopin lang natin si, Emily. Siya yung talagang naging Nag-handle noon. Pag may mga tayong mga hindi natin, Ma-handle on our end. So, sakala natin siya iloopin. So, yun. One. So, recap lang Nang napag-usapan natin. So, moving forward, Yung marketing is under na ni admin. Ako na rin ang mag-manage. Next, Ibigyan mo ako ng mga, List na nire-request ko sa'yo.
Speaker 2 00:22:47
Mamaya isan ko sa'yo yung, Mga items. Third,
Speaker 2 00:22:52
Mayroon na tayo, Magkakaroon na tayo ng Approval flow. Hindi na basta-basta Pag nag-request sa'yo, Gagawin mo na. And then, focus tayo Sa mga existing materials natin. I-review na lang and, I-improve. Then, yun, Magkakaroon tayo ng separate website review Tayong tatlo ni Lapit para Makita natin kung ano yung mga, Hindi na kailangan or alin pa yung talagang, Useful talaga. And then, Wait, may nakalimutan ba ako?
Speaker 2 00:23:24
At then, doon sa Bibigay mo ulit sa sakin, I-include mo na rin yung mga nirequest Ni Mike and ni Christi from Yesterday's meeting. And then, ilagay mo, Na lang doon anong purpose, Bakit nila nire-request yun. Para at least, ma-review ko din And maisama ko sa Magiging discussion ulit Namin ni Pete after, Nitong usap natin dalawa. So, yun. Gusto lang yan maging, yun, magkaroon Ng focus. Na-process and maging practical tayo sa paggamit or ma-maximize natin yung existing marketing materials natin and maging practical sa pagkastos.
Speaker 2 00:24:09
For now, wala akong alam pa kung ano ang magiging future ng mga conferences and events na ito. But, yun nga, hindi ko alam kung... Kinikip ba to ni Anzor just to, You alam mo yun, Networking on his end. Kasi for sure, Marami rin naman siyang, Namimit doon Sa mga events. But yun nga lang, Wala naman talaga, Naging successful na deeds Or opportunity Sa mga naging conferences.
Speaker 2 00:24:41
And events natin. And of course, Siyempre hindi rin biro Yung nilalabas natin pera, Di ba? I don't know how much Ang ating nilalabas na gas. Like thousands, di ba? Including yung pag-re-register pa lang alone, how much na yun?
Speaker 1 00:24:54
Parang malaki na. Parang $10,000 sponsorship, mga gano'n.
Speaker 2 00:24:58
Diba? Kaya kailangan i-revisit talaga natin.
Speaker 2 00:25:09
Sabihin, good thing na na-mention mo din yung mga challenges. Siguro dahil naisip nila na when it comes to urgency and importance, Hindi nasa top. Level ang marketing. Kaya, siguro, ganun sila. But, yun, Ang kailangan natin, kailangan ko rin Ma-discuss, keep it. Kasi, syempre, dahil di Dahil sa hindi siya ganun Priority. Of course, Kailangan mag-make time yung mga tao na mag-reply Sa'yo. So, Yun ang kailangan kong, I-bring up din.
Speaker 2 00:25:39
Sa kanya. Kaya, kailangan malaman ko, Yung mga naging challenges mo Over the past few years na ikaw, Nag-ahandle ng marketing. So, Any questions pa?
Speaker 2 00:25:54
Pa naman sa ngayon. Okay. So, sa tingin mo, mas magiging okay, Ang...
Speaker 1 00:26:01
Oo. Kasi matagal na ako Nag-workload. At least, Ikaw na kasi.
Speaker 1 00:26:07
Siyempre, iba't iba na naman yung workload.
Speaker 2 00:26:09
Oo. Isa pa yun. Kaya, I don't think kung, Kay Mike napunta to. Kaya niyang, As kaso yung paso.
Speaker 1 00:26:17
Kaya mo pa ba? Pero Mas happy ako, syempre, on my end The decision.
Speaker 2 00:26:25
Sabi ko naman kay Pete, Hindi naman ganun Kademanding si marketing. Kaya sabi ko, Kaya ko pa naman siya, Na ako in.
Speaker 2 00:26:36
Hindi naman siya like daily, Diba? Sobrang as needed, Lang naman siya.
Speaker 1 00:26:43
Mga weekly lang. Hindi naman siya ganun.
Speaker 2 00:26:46
So, Yun. Basta make sure na Pag may nag-request sa'yo, sabihin mo I'll discuss this, With April. Sabihin mo, kailangan mo, Muna ng approval before executing the project. Ganyan, ganyan, ganyan. Kasi, Yun. Kailangan natin maging mindful, Sa mga request Na ganito. Hindi basta-basta gagawa. Yun. Okay. So, yeah. Send ko na lang yung list sa'yo later, ha?
Speaker 1 00:27:14
Okay, sige din.
Speaker 1 00:27:16
Pwede ko bang isend Yan sa'yo ng Monday or Tuesday? Medyo mada. Hindi naman urgent.
Speaker 2 00:27:26
Kahit after the meeting reconciliation, Pagtapos na kayo.
Speaker 1 00:27:30
Oh, Monday or Tuesday. Before din kami mag-meeting ni Emily ng Tuesday. And then, regarding that, If after, Kumapigay ang list sa'yo,
Speaker 1 00:27:41
Saka ba lang... Natin mag-determine if continuous pa rin Yung weekly meeting kasi billing din yun. Pero yung meeting naman namin, Misan 5 minutes, misan 15 minutes. Madalang na madalang nakakonsume yung 30 minutes. Stop mo na yung.
Speaker 2 00:27:54
Recurring nyo, Dahil until end of the month na lang, Siya na-fix na binabayaran, Na alam ko. So, kailangan Mas ma-cancel nyo na yung, Recurring meetings kasi, di ba? Hourly pa din yun eh. Kung makukontinue pa. So, sabihin mo na lang, Kay Emily na Ito. Ika-cancel na natin Yung recurring meeting, Na mag-reach out ka na lang Sa kanya as needed. Okay. Sige. I will. Yeah. Yes. Ayan. Okay. So, Send ko na lang list, Hami. Okay.
Speaker 2 00:28:24
Yes. Thank you so much. Okay. Thank you. Bye.
Provide full inventory list: conferences/events with costs, in-progress materials, Emily tasks, vendor subscriptions, marketing plan, legacy items, and bottlenecksEvaluate Christi request to upload Anzor AI training videos to YouTube and embed on websiteImplement approval flow requiring April, Anzor, or Pete sign-off before any marketing work begins+10
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Crimson IT
902476 (0.48h, tkt 956831, Crimson IT 250, CIO(14)/workType 55, DoNotBill) - logged 2026-08-31 EOD sweep. 8/28 18:00-18:29Z (placement from Plaud upload time; no calendar block).
Crimson IT (250), internal ops ticket 956831. Internal marketing management, spend approval process and expense review with leadership; conducted in Tagalog. Non-confidential. Client verified from content: Crimson leadership and operations staff only, no client entity present.
2 - Internal Operations\Meeting Recordings & Transcripts\Crimson\Meeting Transcript - 08-28 Pulong Pamamahala sa Marketing, Proseso ng Pag-apruba, at Pagsusuri ng Gastos.txt
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✓
08-05 Meeting: AI Industry Developments, Enterprise Strategy, and Adoption
## Meeting Information
> Date: 2026-08-05 12:59:48
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7]
## Meeting Notes
- Topic Title: Recent AI Industry Developments and Concerns
- Participants noted rapid AI news cycles and planning horizons measured in months, not years.
- Discussion on agents “breaking out of sandboxes”; incidents are real but also leveraged for marketing hype.
- Momentum in open‑weight models: releases, capabilities, and safety documentation drawing attention.
- Vendor shifts observed: Anthropic’s recent missteps and political backlash.
- Elon’s acquisition of Cursor spurred speculation; some participants are shifting usage toward Grok.
- Conclusion: The group acknowledges a fast‑changing AI landscape, balancing real risks with hype.
- Topic Title: Open‑Weight Models and Home/Enterprise Hosting Trade‑Offs
- Open‑weight options mentioned: Meta Llama, Google Gemma, Mistral, DeepSeek, Z.AI, Kimi variants.
- Large open‑weight models can rival leading proprietary models but demand substantial compute.
- Home hosting via Cloudflare tunneling: security fronting, freemium model, and broad infrastructure coverage.
- Alternatives like Railway for hosting/tunneling; Azure VM for Ollama required high specs and cost ($800–$1,000/month for mid‑tier Llama, based on Feb 2026 experience).
- Bandwidth, user count, and governance are key considerations versus cloud services.
- Conclusion: Home hosting is feasible for smaller models and hobby use; enterprise‑grade models typically need significant cloud resources or costly local hardware.
- Topic Title: Practical Experiences with Private Infrastructure and Redundancy
- One participant runs a dual‑property setup (Vegas and Ventura) with UniFi tunnel and Cloudflare fronting.
- Claude assisted in configuring resilient infrastructure: backups and active redundancy across machines.
- Use cases are low‑traffic and personal; Cloudflare handles auth, VPN, email security, DMARC, and more.
- Conclusion: Cloudflare’s tooling simplifies secure access and tunneling for private setups.
- Topic Title: Enterprise Agent Strategy and Governance (Jennifer/Paul Perspectives)
- Strategy theme: “Own your context, rent your intelligence”; use Azure Foundry to switch models.
- Pillars for rollout: Assist (employee AI assist), Connect (MCP connecting systems), Guide (role‑based agents, multilingual), Optimize (analytics, lakehouse integration).
- Early deployments: Assist and Connect in progress; HR system and Entra ID connections underway.
- Governance challenges: preventing costly or unsafe agent behavior (token burn, inappropriate data tasks).
- Copilot Studio plan: train‑the‑trainer approach; departmental champions build and share agents.
- Internal chat tool on Azure with broad internal access; aim to surface reusable agents over time.
- Conclusion: Structured, phased rollout with emphasis on governance and context management.
- Topic Title: Adoption Barriers, Training, and User Behavior (Barry’s Experience)
- Current deployment: Claude Enterprise with MCP; contextual chatbots; training was critical.
- Users reluctant to build advanced workflows; primarily producing better reports.
- Psychological barrier: hourly staff may fear replaceability; limited interest beyond basics.
- Governance via usage limits; occasional overages when users select heavier models (e.g., Haiku) unnecessarily.
- Next step uncertainty: identify power users, provide sandboxes, targeted training; BC (Business Central) launch consuming bandwidth.
- Conclusion: Adoption has plateaued due to culture and workload; targeted enablement may unlock the next phase.
- Topic Title: Context Spine and RAG Usage
- Emphasis on a “shared context spine” to make tools valuable across the enterprise.
- RAG proposed to inject organizational context (SOPs, playbooks, P&L guidance, etc.).
- Heuristics and “ticky‑tacky rules” may live outside pure RAG; consideration for policy metadata.
- SaaS systems (e.g., Concur) already enforce rules; RAG augments with contextual knowledge via MCP.
- Conclusion: RAG plus structured heuristics can operationalize enterprise context effectively.
- Topic Title: Crawl‑Walk‑Run Adoption and Operational Realities
- Participants favored incremental adoption due to rapid change and risk.
- Analogy: skipping legacy infrastructure (like landlines) may be prudent; timing is key.
- Tool updates are constant; hosted MCP servers are emerging (e.g., ChatGPT hosting).
- IT bandwidth constraints slow advanced work; hiring a system admin to offload ops and enable AI build‑out.
- Conclusion: An incremental approach aligns with resource limits and a fast‑moving vendor ecosystem.
## Next Arrangements
- [ ] Identify departmental champions for Copilot Studio and schedule train‑the‑trainer sessions.
- [ ] Draft governance guidelines to prevent high‑cost or unsafe agent behaviors (token limits, approved data scopes, safety checks).
- [ ] Inventory current context sources and define a RAG pipeline for SOPs, playbooks, and finance guidance.
- [ ] Select pilot use cases for Assist and Connect pillars (e.g., HR, maintenance, fleet, CRM integrations).
- [ ] Pinpoint and enable power users with sandboxes to prototype reusable agent tooling; provide targeted training.
- [ ] Evaluate Cloudflare and Railway options for secure tunneling/hosting and establish decision criteria (performance, security, maintenance).
- [ ] Assess VM sizing and costs for any planned Ollama or open‑weight deployments; set model selection guidelines and monitoring to avoid overages.
## 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. Governance framework: Clear policies for agent creation, token budgets, data access, and safety checks are needed before broad enablement.
> 2. Cost management: Define model selection guidelines and usage monitoring to avoid unnecessary overages and high VM costs.
> 3. Context and heuristics: Decide where enterprise heuristics and metadata will live and how they integrate with RAG and MCP.
> 4. Adoption strategy: Address psychological barriers among hourly staff; tailor training and incentives to increase engagement beyond reporting.
> 5. Hosting decisions: Establish criteria for home/private hosting versus cloud services, considering performance, security, and maintenance trade‑offs.
Aug 5, 2026
Speaker 1 00:00:44
Hello. Oh,
Speaker 2 00:00:48
I didn't see you there. Your video's off.
Speaker 3 00:00:50
Yeah, I'm trying to fix it right now.
Speaker 2 00:00:53
It's gonna say it's just us eight o'fivers. And then that's right. We've got you Christi holding it down from LA There you go, There you go. How was your all week.
Speaker 4 00:01:07
Good good goes fast, man goes fast.
Speaker 2 00:01:10
Yeah yeah pretty much.
Speaker 2 00:01:16
Can I just say, I miss you guys. I missed you guys. It's been a minute. Barry,
Speaker 5 00:01:21
It has been. It has been i I feel like i missed I missed the last two. Well, no, well, I guess three because of the AI. Yeah, I was traveling on one and then at a conference on another. And just it just goes so quick. So it feels like it's been forever.
Speaker 2 00:01:38
Truly we Christi. We had a fun AI session on the last one. Didn't we?
Speaker 2 00:01:47
She Got muted as soon as I teed up a good question.
Speaker 4 00:01:49
She's multitasking.
Speaker 2 00:01:51
I know, right? Love it. It's good. How are you, Peter?
Speaker 4 00:01:55
Good, good, busy. Got, uh, yes, couple of them, just all kinds of stuff. And very little appreciate them, three D printing, all kinds of stuff. So I got that all going. And I'm working with Claude on some of that. And it's uh it's interesting Nice.
Speaker 2 00:02:16
Barry, you've been you've been been uh busy with work stuff, personal stuff, all the above.
Speaker 5 00:02:23
Yeah, all the above. Yeah, It's just been crazy. We're We're, you know, neck deep in our BC launch. Uh-huh and that's uh been all consuming at this point. Um so so we are we should be going live September first. So it was supposed to be August first but you know how that goes.
Speaker 2 00:02:46
Truly, almost planned for it. Hey JT. Hello. How's it going?
Speaker 3 00:02:51
Good, how are you?
Speaker 2 00:02:52
Good good. Hey Paul. Hi guys,
Speaker 6 00:02:56
Nice to see you back.
Speaker 2 00:02:60
Yeah. Indeed, I put I just took a I. You guys know me I like to just kind of change it up a little bit now and again. So on the agenda, I just put. Because it's just constantly changing, and it's almost comical at this point how much fast AI news changes. That I just put that up at the front, just like," What are you all hearing? What's all new and different in the world of AI?" Just lean into it.
Speaker 3 00:03:27
Has anybody like had somebody say to them," Can you tell me that you know three or five year roadmap include AI?" And you are like," Yeah, AI doesn't go past six months."
Speaker 3 00:03:39
Yeah, I know, right? I am being kind.
Speaker 2 00:03:43
It's unbelievable. Yeah, uh, I mean, it seems like anthropic in the last month went from being like the darling to like they got a few missteps and somehow managed to upset both sides of the political aisle. So that's pretty interesting.
Speaker 2 00:04:06
Uh yeah. What else has been has been going on? Well,
Speaker 5 00:04:11
Agents breaking out of their sandboxes and hacking.
Speaker 2 00:04:14
Agents breaking out of that's the big news. Thank you. Yes yes, agents breaking out of sandboxes is the news.
Speaker 5 00:04:20
That's the thing right now until there's all the safety documents and everything that's starting to get hype. And so that so yeah. So we're seeing a little bit of a shift right now.
Speaker 6 00:04:29
So I've seen the headlines on that. And. Spent zero time on it. Is that real? Or is that marketing nonsense that they want you to think that they actually? It's both.
Speaker 5 00:04:38
It's it's both. It so really happened, however, uh it they they're using it for everything it's worth. I'm not doing, but and that's kind of how this this has been going from the beginning, though, like that's it's all about. Like like a little bit of scare talk about the mythos is gonna be this and not and everything, but now nobody can use it. And then so it's like they're trying to build it up. And then when it releases, its kind of humdrum right so.
Speaker 5 00:05:03
But very interesting. And then the other thing, real big right now is obviously open weight models, right? So like and and and the use of open weight and and who's releasing them and who's not.
Speaker 2 00:05:16
Yeah, we had a pretty robust discussion about that at the AI meeting.
Speaker 5 00:05:21
Oh yeah, I bet I bet I'm sad I missed that one. That would have been an interesting conversation.
Speaker 2 00:05:26
It was It was pretty. It was lead. It was led off by uh. Jonathan Hawk, Who uh used he was using an open weight model to create his home RPG video game. So he used like quant tools to shrink the model, and it got it got pretty weedy right and.
Speaker 7 00:05:50
Yeah. Okay, yeah, if you're not building AI enabled bots inside a video game and trying to build your own Fortnite, you know, um. Kind of flew over your head pretty quick.
Speaker 2 00:06:05
It was good though. It's kind of like if you wanted to roll your own AI LLM, that was the meeting for you,
Speaker 3 00:06:11
Their humanness to it.
Speaker 7 00:06:13
But because of how it yeah in an open universe video game, right? Like it's not just like create one person that's LLM. It's like, but that person is in front of the hut, and you need to ask them for. Your rubies to go over to this other one to like exchange your rubies for a punji stick. So you can go hunt animals. Like it was all, you could see you could see how deep he was. Yeah, it was great.
Speaker 2 00:06:36
And he leads architecture for the Metropolitan Water District, so it was it was pretty interesting. It was like his home hobby that he was bringing in, But there was like lessons, he's been learning that translated over into the workplace too. So I think that's for a lot of people using AI. We're using it for our own little hobby stuff. You can kind of bring some of that in, you know. There is some transference there. I mean, Peter, you are the ultimate home hobbyist to my existence. Does that track with you?
Speaker 4 00:07:04
No, it's spot on. And I just say it's not even just AI;. It's just you know, exposure to different things and thoughts and process and all these other things that you wouldn't think have any impact. And then you are like oh wait a minute, I can use that here. And so it's just great being exposed to things that you wouldn't normally in your. Day get exposed to they just help broaden your your perspective. That's,
Speaker 5 00:07:34
The one thing I would say that working with AI has changed in the last year. Is it I feel like it's exposed me to all kinds of things that I wouldn't have otherwise like gone down that rabbit hole, right because of time and effort and energy to learn something right with AI. It's let. It's kind of letting you. Bridge that gap a little bit where you otherwise wouldn't have wasted the time to build that little script or build that little app or something that you wouldn't you feel worth it. AI, You can just set it off in a terminal off to the side and let it do it. And then come back. You're like, Hey now, I'm now I'm I'm a little versed in something else. I wasn't otherwise. So just makes it makes it fun.
Speaker 4 00:08:08
So also, I think the vocabulary, The exposure to some of the formal terms for things that you you probably didn't ever put a formal name on. You know, now you are talking about scaffolding and all these other things. Like, oh, okay, that's what we'll call it then. I have am in a meeting so.
Speaker 2 00:08:26
I know that I want to call. Any other AI news things that happened over the last?
Speaker 3 00:08:32
I didn't want to. I didn't want to stop.
Speaker 2 00:08:34
Four weeks feels like a lifetime like since our last meeting. Okay, Yeah because it is okay.
Speaker 5 00:08:43
Awesome thank you.
Speaker 2 00:08:44
I mean well elon buying cursor, Has me going like, gee, That's not going like he's not going to just buy it to shut it down. So I've been I've been certainly dancing between Codex and Claude and and I've increasingly just Grok build because I am just assuming that, that's where he's going to plow the dollars into. I suppose, I don't know. So it feels so early. It feels so early. Anything could kind of happen. Yeah.
Speaker 6 00:09:17
Are any of you guys building your own systems, like you know, buying a server, throwing it in your own basements or anything like that and building? Yeah.
Speaker 1 00:09:27
I am not.
Speaker 6 00:09:28
No. How is that going?
Speaker 2 00:09:32
It's fantastic. So the hack that most people are using now to do that is Cloudflare. So Cloudflare has the ability to put in all the security so, Your Microsoft authentication, Google authentication, one time passcodes. The domain lands on them; they handle all the security, and then your home box just tunnels through Cloudflare to your end user. So if you have like Docker or something, You just have your coding agent, just set it all up ;. It'll set the whole thing up for you. So, you can just host all your stuff at your house. ; you don't need dying DNS any of that nonsense. It is all Cloudflare; they've just taken it over.
Speaker 2 00:10:13
And they've they've really created a really good freemium model. So as long as your domain is registered with them, they do all that stuff for no cost. It's actually a great tool for work too. I mean it's Cloudflare just is, they handle VPNs. They just they're just basically taking over so much of infrastructure now. I am seeing them everywhere. They've taken over VPN, They've taken over um the like the whole email, Security piece, they'll do all that DMARC stuff, all the nonsense ticky tacky infrastructure stuff. Cloudflare is like a Swiss Army knife for it. They've just almost come out of nowhere.
Speaker 6 00:10:50
And, how would you rate kind of the performance or capability of your home LLM?
Speaker 2 00:10:56
Oh, you are talking about the LLM hosting piece of it? No, I am not doing that. That was our topic at the AI CoP two weeks ago. And the performance, he rated it. How would Christi, how would you describe how Jonathan rated it? He said it was kind of slow, right?
Speaker 3 00:11:11
Yeah. Pretty slow. Um I was looking for my notes from it because it interests me because I took a bunch of notes. What about Railway John? Wasn't that in that YouTube video? Is that another place you could do it besides Cloudflare?
Speaker 2 00:11:26
Yes. Yeah, you can do Railway also where I think Railway will actually provide, Both the hosting and the tunneling, whereas I think Cloudflare is almost exclusively on tunneling.
Speaker 5 00:11:45
What's driving you to want to set that up as a private host versus using some, you know, AWS or what something like actually locally? And how does that affect how do you feel like your bandwidth handles it? I guess depending on the number of users you would be expecting. You know,
Speaker 2 00:12:00
It's fun. So what I did was I, So I am fortunate enough to have two properties. So I have Vegas and I have Ventura, and so I have a tunnel between the two. I use UniFi for a tunnel between the two, and then I had Claude set up the resilient infrastructure. So it's backing it created an entire thing that backs everything up, and then it has active active redundancy. So Cloudflare is fronting it, and then it hits either of those two machines.
Speaker 5 00:12:31
So, Your goal is really just to have your own private network between your properties, and but you are the end user of it. You don't have like you are not really dealing with high traffic at all. Right? Yeah, okay.
Speaker 7 00:12:47
Now Paul, I think you started the question. What were you asking for in terms of to set up your own container?
Speaker 6 00:12:56
Well, I don't want to do it, so that might be part of the context that matters. But I'm wondering if you guys have done it because I'm curious about the capability of an LLM that you can set up under your bed at home versus what you get, right? And kind of where the trade-offs might be. The real reason I'm curious is because I'm wondering so much about the cost of commercial LLMs. And I'm just assuming it's going to go through the roof sooner than later. I am wondering what options enterprises are going to have for automating things. So, I was just kind of curious what the state or level or maybe competitiveness is of these things that people are able to run at home boundary,
Speaker 3 00:13:38
Right? Boundary.
Speaker 7 00:13:41
I set up a I set up a VM because i had we turned one of our employees, and i had, you know, fifty gigs of his email data that we needed to plop an LLM on. So people could query his emails for. Contract dispute, in short. And I was concerned about running putting an open, you know, Claude MCP on that data. So I went into Azure, I plugged in a VM and downloaded an Ollama instance to do that. And i, for like I found that I had to ramp up the horsepower of that VM machine to handle any mid tier Ollama.
Speaker 7 00:14:22
Library, and this was like February of this year. So I am probably I am already outdated in how I tried it because everything's moving so fast. But it was like eight hundred, eight hundred to a thousand bucks a month to just provision a VM big enough to handle a mid tier Llama model. And so, I just said screw it, and I used an MCP to just the way I ended up handling. It was taking all the all the email data and. Putting it into a vector file, And so like your initial prompt goes locally first and then kicks out the top ten emails, and then that goes to the the Open Claude um agentic query. So, that's how I kind of slept easy at night that not all fifty gigs of data was going into into the model. But um, That's that was kind of my notes on it is that you had to provision a pretty big VM. Thank you.
Speaker 2 00:15:22
You're limited to open weights models to host. That's the other asterisk. So the open weights models are akin to open source models, primarily and notably dominated by Chinese models, but there are others that are not like Meta has Llama, Google has Gemma, and Mistral has Mistral Large Small Ministral and others. Those are a French lab. The ones that you see in the news, a lot are usually the DeepSeek and the Z.AI.S and the Kimi K2, Kimi K3 family. So those are the, The most capable models seem to be those. And, that's that's what has been in the news most most pronounced on the last few weeks because they are, The large ones are as good as, The large models from Open AI and Claude.
Speaker 2 00:16:19
You need a lot of compute to run them, though. I don't think you can run them in your basement. The big ones.
Speaker 6 00:16:25
Well, A candidate that I talked to for a position that I had open, told me that he bought a ten thousand dollar server and put it in his basement so he could play with the LLMs. So, I don't know if any of you guys did that.
Speaker 3 00:16:40
Did you really? Yeah. And it's work he like a.
Speaker 3 00:16:48
Uh, Leor, he actually named it. And I don't I don't remember. Oh, Chappie. He named it Chappie. Chappie. Yep. Chappie does all kinds of things for him his day trading, I mean, I just like he's gone wild That's.
Speaker 7 00:17:07
Cool It's excellent And. Are you are you thinking about doing that for work Jennifer?
Speaker 3 00:17:14
Are you So we already have an MCP server, Um, And we're going to step into Copilot Studio and build certain agents that will be used universally. But, um, you know, We're still deciding on financially what our AI strategy is going to be because, as you you know, say, this stuff's going to start costing a lot of money. Um, I think having Azure Foundry in the background. So we can switch between models for different things is going to be helpful when we build agents. But.
Speaker 3 00:17:47
I just don't know how much of the I am going to let people build their own agents. We're we're gonna do. I think mainly it's gonna be, you know, this your your license with Microsoft. These are things you can do. This your E3. These are things you can do for the paid version. And then after that, it's you know it's a different level of people who will be. Developing or doing or using certain things. I mean, we just, you know, we mow grass. We got to do this economically.
Speaker 2 00:18:25
That's probably a good place to start with the kind of the topic today. And this one's been. It's just kind of like where are you all at with agents? Where are you deploying them? What's your sort of approach and strategy? And I love the what I'll call" own your context, rent your intelligence" strategy. It sounds like that's what you are taking on, Jen. It's like because your context lives here, and then it's like okay, we'll swap in and out what we need, but context is staying here. Is that how you are thinking about it?
Speaker 3 00:18:58
Yeah, I mean, when when you talked about the AI LLM model, right when we did the tokenization discussion at me, think about that. And so being able to switch those things out is going to be, you know. Critically important for us to keep the cost, you know, the expense down. Um, But still be able to have our models that we build our agentic agents run. Um, And then it just you know, I don't know three months from now. I could change my mind, but Oh sorry, what we what did we say six days? Six days. Six days they could change their mind.
Speaker 2 00:19:34
It sounds biblical doesn't it? Exhausting Yeah, Where, are you thinking of of deploying the agents? And is it how are you thinking about that roadmap? And and the the change management around it Is it in the back office, Is it front office facing operations. Quote to cash, sort of how are you thinking about it?
Speaker 3 00:19:58
Well I got I've got like different pillars, right? And so that would be like an assist pillar So AI assistance for employees. Some chat bots You know we've got policy and training. So. How do I make the best use out of the free Copilot in Microsoft? What can I do with it, and who gets that? And then what can I do with the paid version, and who gets it, and what can they do with it? And then sort of then there's the connecting right. So, we've got this MCP, and we want to connect some of these global agents to our.
Speaker 3 00:20:35
System that we use for maintenance and our system, you know, for finance. Um, our fleet management system, our our CRM. So there's the connecting piece with AI. And then eventually we want to go to that whole guide. So I'm an A I'm a I have a role. I'm in the field and I have an agent that is for my role that does the specific things and all I have to do is talk to it in Spanish. And, it does everything in the back end and translates for me back into the system where it needs to go. So, it's just seamless. And then, you know, Optimizing is the last where whatever that fine tuning is over the next couple of years. That would you know, blend in analytics, our our lake house gets completed. But you know so people can make better targeted decisions and the.
Speaker 3 00:21:32
The agent has access to that information for, let's just say, a specific piece of property or a specific lead. So that's kind of how I think about it: assist, connect, guide, and then optimize.
Speaker 2 00:21:49
And who goes first?
Speaker 3 00:21:52
Uh, some of the employees, right? So.
Speaker 3 00:21:58
It is actually, I would say we're doing assist and connect at the same time. We're a little bit behind on the assist, only from a training standpoint, but but the connect piece is already beginning. So HR system, Entra ID, rest of the systems. So, the intelligence will just do what we tell it to do in the beginning, but eventually it's going to be able to say well okay, You know, this role and this system has two different profiles. Should I give them both? Should I give them one? You know, like it'll be very much led which kind of goes into that whole guide. And that's just an example. The.
Speaker 2 00:22:44
Change management of this, I feel like is just as difficult, if not more so than the technical part of it. Are you finding the same?
Speaker 3 00:22:52
Um, not right now because I'm really restricting it.
Speaker 2 00:22:56
Okay. So there's not as much exposure. No.
Speaker 6 00:23:01
And I am finding the governance is a huge deal, so I think yeah, it just depends on the company, right? Yeah.
Speaker 2 00:23:09
Paul, you want to jump in? How how are you thinking aboutum deployment? By the way, Let's just so for definitions, what's an agent right to me, an agent is anything that has a job. And context. That's sort of it. So, it could be almost any your your chat GPT window is technically an agent. So, how are you deploying agents? The way we think about agents is the you know autonomous worker in the in the sky doing things on and just and just orchestrating and making it happen. And, we all know that that's that's not really um unless you are Christi Brown, That's probably not as gettable as a as an ideal in an enterprise, uh, but it could be layers.
Speaker 2 00:23:52
You know, down to and including just essentially someone's chat window. So, that's how I think about just deploying agents to do has to have a job and a context. So Paul, please.
Speaker 6 00:24:05
We're in the early days of supporting agent deployment, if you will. What, we intend to do well. One, we have an internal chat tool. It has full kind of unfettered access. Internal resources, right? So stuff we wouldn't necessarily want to give other tools. So, if it's how to answer a phone call in the call center and certain other things like that, that are very internal, we're we're that's all on Azure using Azure Foundry and whatever tools are there. That's available to literally everybody at the company. And, the LLM is on Chat GPT five, five or whatever. It's it's very recent, but it's not maybe the newest um.
Speaker 6 00:24:48
Our intention in some future is to make agents available for people there to reuse. So if somebody has a great idea and they build a cool agent, we want to surface it through our custom LLM. In the meantime, we're in the midst of planning a rollout of agent creation through Copilot. We have about two hundred people with a Copilot full license. Um, And we're going to start in coming weeks to We actually brought in a contractor who supposedly has done this before. Or, Who's going to help roll out a train- the- trainer approach or kind of departmental or regional champions, teach them how to build custom agents themselves, And then let them build things for the rest of the team, or be a point of reference for others in that department or region to build their own agents. Once we've identified some of those that are really good, we would like to surface those and make those available through our internal LLM.
Speaker 6 00:25:46
We are doing this not because I like it, But because the owner of this company is absolutely drunk, the Kool-Aid about AI and thinks it's going to change everything for everyone everywhere. Use that to get, you know, a seven figure sum for us to invest in AI and tools and custom stuff that we're doing. Um, I am very concerned about the governance piece of it, though, because once we teach people. Create their own agents, They can create agents that do extremely stupid things that burn through tokens really quickly. Every day, summarize the New York Times for me into two paragraphs, right? And, we don't have any structure in place to stop people from doing things like that. Or every day, summarize the eleven terabytes of data on SharePoint. Tell me what's on there. So I hope that these actual scenarios won't happen, but I think people doing silly things could.
Speaker 6 00:26:38
Unfortunately, We're kind of rolling ahead first and the governance going to come a little bit later. So I'm not thrilled, but it will be interesting.
Speaker 2 00:26:47
The cars are going on the road, the speed limit signs come later. That's right. Well, motorcycles. You got it. Motorcycles. Yeah,
Speaker 3 00:26:58
Have you ever seen the streets of Rome?
Speaker 2 00:27:04
That's our AI policy right there from streets of Rome Vietnam? Happy and way is pretty cool. Barry, you want to share how you are thinking about? You can take this wherever you want. How AI is getting deployed, agents, governance, change management— the human part of the tech part.
Speaker 5 00:27:24
Yeah, so the our implementation is relatively simple. I think we haven't evolved much past. Um, we have obviously chat box bots that have really good context of our company. That was one piece of it. The other piece is really just the MCP structure to give access and connect the Claude Enterprise stuff that we've deployed throughout the company. Um, you know, I've talked about the training ;. The training was the key to getting that to work. Um, but beyond that, I found that the users most of the users have not really explored beyond.
Speaker 5 00:28:00
That actually creating really even even like copilot workflows or anything that's really what I would consider advanced, And nor do they really find um I don't find them even pushing against that very much or having interest in it. Um, So I'm not sure exactly where to take them next without like if I'm having to drag them into it or that kind of stuff. Um, as far as the um the one area I do find is like, I think that i i need to continue to to Educate them on like the scope of the work they're trying to get AI to do, because obviously they're going to burn through tokens doing something that's pointless. You know, Because they're trying to look at the entire database of the entire system, right? All in one shot. Which. So that's been a little bit of a maybe more of a training thing than anything else. And then the other piece would be, You know, just getting them to understand the right model for the right job because because.
Speaker 5 00:28:56
The, the only way we're restricting really is by the amount of usage they have based on the plan that we have with Claude Enterprise. And. So what we find is that every once in a while, there'll be a user that hits their daily limit or hourly limit because they switched over to Haiku because they, for whatever reason thought they needed it, But the reality is they didn't you know. So um and so that's um and so that's that's the way we're kind of controlling it. Um but it's not obviously it's not a very robust control. It's just uh Hey, we just decided that we're we're going to have a little bit of overage, but we're not going to let them run wild. I don't want to get a, you know, a two thousand dollar token bill from one user, right um for for you know, for a half hour worth of work that they probably threw away anyway, because they were looking at the wrong data source, or you know whatever that might be. So um so that's what we've been running against. Um the the big thing that I'd like to see with agents that I or people are starting to push into the more advanced.
Speaker 5 00:29:51
Like agent use or reusable tooling, I guess is the way I would look at it. Would be some of my power users and identifying them and giving them the proper training, giving them sandboxes to work in. And um, and I had some people that were kind of pushing into that, and so we probably will get to it. Um i I would say that just from a timing standpoint, I've just been buried with this business central implementation. To the point where it's distracting me from everything, you know that I want to do.
Speaker 2 00:30:22
You uh it's interesting where you are in the journey. What I heard was, you've taken this so far now it's kind of like now what?
Speaker 5 00:30:31
I feel that way. I feel that way. I feel like even though the the AI world is moving way ahead of where I think I am or where our company is, I think that in our company with the i guess the environment we have, the type of work we do, We've kind of sort of plateaued maybe, but um and i think it's my job to figure out, okay, well, where's the next. Client, right? And I don't I'm not sure where it is to be honest.
Speaker 2 00:30:54
So JT, you got a hand up.
Speaker 3 00:30:56
Yeah, I just wanted to ask Barry, you know, you said people are not really exploring. Is thatum like what's the blend of hourly employees versus salary? And do you think that makes any difference?
Speaker 5 00:31:07
Um it does so. So I would say that the majority of our users would be like back office workers, uh hourly workers.
Speaker 3 00:31:15
They just want to go home.
Speaker 5 00:31:17
Yeah yeah, and they they, but and and they want to leverage it for reporting. But I still think, even though they found a lot of power in it, And I've had several of them come to me and explain what they're doing and everything, And it's like to me, they're just writing a really good report or an easy report. And that's great. But I think that beyond that, they don't want to investigate something that makes them feel like they're replaceable. And so I think that there is a little bit of psychological boundary there that they are not overcoming. And so.
Speaker 5 00:31:48
The people that are in the salary roles or more of my what I would consider like the maybe top level management thing, like the people like that they definitely are are the ones that I would say are pushing things a little bit more or want a little bit more. But even in that in my company, I mean, I can count that on less than one hand, right? So, it's just not very many people that have have that are showing that they want to break out of the barriers that they they have.
Speaker 5 00:32:18
And that's outside of the IT group. So, the IT group, IT people are IT people, right? So we're going to push the boundaries no matter what. Butum but but outside of that, I don't see that that kind of engagement.
Speaker 2 00:32:28
It's an interesting thought experiment, right? Of what do you do after you have your stuff? You have your agentic enterprise set up. You're sort of there. You have what I would call a shared context spine for your business, which is the key thing that everyone needs. You need to have context about your business living somewhere. I think is it crosslinks? Yeah, You've branded it so you have crosslinks and and that would be actually a really good demo to share with this group. I think if this group was open to seeing it, I think that is the one missing thing. In fact, Not a commercial, but a side statement that is where I am sort of focusing my AI consulting business on is that context spine because I think that's the thing that.
Speaker 2 00:33:17
You can't get any value out of the tools unless they have context. So, if you think about it, how you use Chat GPT or whatever for your personal stuff, all the context that it has about you makes it useful. So, how do you do that same paradigm for your organization? RAG? Yeah.
Speaker 3 00:33:36
I mean, is anybody using RAG? I used RAG at my last company, and it was awesome and I'm planning to use it here. And I just feel like if you do the RAG, you're going to build in your context.
Speaker 2 00:33:46
It's a great point, But do you see the RAG as a source? Or where are the heuristics living? In other words, the ticky tacky little rules and the things about things, the metadata. You know, when Sally submits her expense report, we're okay with her TNE coding. But if Joey does it, we're not. I mean, just like those kinds of things that they don't live necessarily in the RAG. Yeah. They're kind of heuristics learning.
Speaker 3 00:34:13
I haven't thought that far ahead about replacing the systems that we have that already do that, that force that. You know, Because if you think about Concur and you know some of these expense management systems, if you got that in place, that's lower on your list because you got something that's working. But in the future, yeah. I mean six days from now we could be talking about like, hey, why do we want to pay this licensing fee to Ramp? We could build our own product. We're not we're not there, I don't know that we would go there. We would probably continue to do SaaS and then leverage that data through the MCP and then add RAG for things that are like SOPs, process playbooks, you know, How to read your P & L that we deliver to you from NetSuite or wherever Power BI.
Speaker 2 00:35:10
A B D, have you guys encoded your learnings or your heuristics anywhere, or is it mostly tribal?
Speaker 7 00:35:21
No, I think we I am in a probably a similar position. I don't have an IT department you are looking at it, But similar to Barry Life IT baseline project gets in way of doing cool stuff. And then you get to this crossroad where you are like, "Should I stop shoveling dirt to go build the excavator with AI?" And the answer should be yes, but sometimes it's like, "But this is the only pile of dirt like this," so sometimes I just keep shoveling that pile and then come back. And where that pile of dirt is repeatable, then you stop and build the excavator. But this one, this project I am in is.
Speaker 7 00:36:05
Anyway, That's a long winded way of saying, like we have I've got a couple power users that are in cloud code that have built agents and are kind of not nearly where Christi is having, you know, so many agents that they forget their names, but you know, walk in and have that kind of Jarvis, like experience really go. This is what we're doing. And then a fleet of people who are just using agent as desktop. You know, desktop is the only agent that they're using and in kind of I guess I would say. Taking the training wheels off of AI from a not IT AI thinker, you know, Like I think I get this group and the AI group are so far forward. And I happened to have lunch with John last week. I am like, dude, you are shopping for spaceships. The normal people are riding bikes. I am riding a bike, my My company. They're walking some Some of them are riding bikes, some of them are driving a car.
Speaker 7 00:36:59
You're telling me about the new Millennium Falcon version. I can't even comprehend most of where you guys are, Which is a great problem for me to be the dumbest person in the room when it comes to this stuff. But to the point about we cut grass, we move dirt. My staff just moved dirt. Like if they can drop their contract in Claude and say what's in scope, what's out of scope compared to this, to the geotech report, what am I missing? I'm winning all day long. So that's kind of the phase that we're in. I need I am about to hire a system admin to take some of these piles of dirt off of my plate. So then I can go back and build my golf cart and or vehicle in hopes of one day getting to space.
Speaker 3 00:37:45
I don't know that crawl, walk, run isn't a good strategy though, Just with how fast things are moving and some of the things we've seen on the news. Two, well, I got one earlier and then one right now. I think I am kind of middle of the road.
Speaker 2 00:37:58
Imagine if all of you went all in on this two years ago, you'd be so far behind. You'd be so far behind. You have to undo all this this chat GPT four o stuff or whatever it is that you did, you know?
Speaker 7 00:38:10
Yeah, I think of it, like how many developing countries have not built telephone lines because they got to skip it.;. They got to just go straight to mobile. There is no telecom infrastructure, yeah. And, and we're I am kind of in that like, well, what if I you know, if I don't go in now if you wait? And that's just the crux because it's moving so fast, but I, um there.
Speaker 2 00:38:34
Seems like new look, we all know this. There is a new version of whatever chat tool we use, whether it's Claude or Codex or Chat, GPT or Copilot. There is a new version to install, you know, quit to relaunch so that I can install the new version every day. Okay, every sometimes a couple times a couple hours. It's kind of stupid, and then they move things around, right? Like wait wait that was over here now that's over here. Why why'd they I mean it's like that. And then there is like, oh look what that's new. Okay, that's different. Yeah I just saw chat GPT they're now doing hosted MCP servers so, that's kind of interesting. I know Cloudflare has been doing that. We talked about Cloudflare earlier.
Speaker 7 00:39:16
But to your point, the like Claude experience where and I was interested, someone said they're a Claude enterprise.
Select pilot use cases for Assist and Connect pillars (HR, maintenance, fleet, CRM integrations)Identify departmental champions for Copilot Studio and schedule train-the-trainer sessionsInventory current context sources and define a RAG pipeline for SOPs, playbooks, and finance guidance+6
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07-27 Lecture: AI Foundations Training for Property Firm — Copilot, ChatGPT, Claude, Prompting, and Governance
> Date Time: 2026-07-27 11:58:31
> Location: [Insert Location]
> Instructor: Christi Brown
## Summary
On 2026-07-27, Christi Brown, CIO of Crimson IT, led the first of a three-day AI foundations training for a property-focused firm with approximately 25 attendees. The session provided an overview of AI concepts, debunked common myths (e.g., job replacement), and introduced three core tools: Microsoft Copilot, ChatGPT, and Claude. Christi emphasized practical, risk-aware usage, highlighting AI's role as an efficiency multiplier for tasks like summarization, drafting, and data analysis, allowing staff to focus on high-value work. The lecture covered the distinction between automation and generative AI, the importance of strong prompting using the "Role, Context, Task, Format" framework, and the necessity of verifying AI outputs to mitigate risks like hallucinations and data leakage. Christi demonstrated features like Claude Co-work for automated folder organization, compared tool strengths (Copilot for M365 integration, Claude for long-document reasoning, ChatGPT as a versatile "Swiss Army knife"), and discussed data privacy in business accounts. The session concluded by assigning a hands-on exercise for attendees to apply these concepts to their specific roles, with results to be discussed in the upcoming sessions focused on advanced prompting, governance, and creating a six-month rollout plan.
## Knowledge Points
### 1. Training Structure and Objectives
- **Ground Rules and Engagement:** Christi established ground rules, encouraging interruptions and questions, and confirmed the session would be recorded and transcribed. Reference materials were emailed to attendees.
- **Three-Day Roadmap:**
- **Day 1 (2026-07-27):** Introduction to AI, a tour of Copilot, ChatGPT, and Claude, and achieving a first practical "win" on real work.
- **Day 2 (2026-07-28):** Focus on advanced prompt patterns applied to real workflows.
- **Day 3 (2026-07-29):** Cover safety, governance, guardrails, and craft a six-month rollout plan.
- **Facilitation:** The training was led by Christi Brown, assisted by John Wilder. The setup involved multiple conference rooms connected via Microsoft Teams.
### 2. AI Fundamentals and Concepts
- **Nature of AI:** AI was described as a "very fast, well-read writer" that excels at pattern prediction, summarization, first drafts, and translating complex language into plain English. It is not a thinking entity but a powerful assistant.
- **Limitations and Risks:** Key limitations include a dependency on sufficient data, the tendency to "hallucinate" (invent incorrect details confidently), and the risk of "model inbreeding" where AI learns from other AI-generated content. Users must treat AI like an intern, supervising its work and verifying all outputs, especially numbers, dates, and legal references.
- **Automation vs. Generative AI:** Automation performs predictable, repetitive tasks (e.g., Outlook rules), whereas generative AI can improvise and create varied outputs, requiring human oversight.
- **Efficiency Gains:** AI can help eliminate redundant work (estimated at ~30% of jobs), such as retyping and reformatting, freeing up time for judgment-based tasks and relationship building.
### 3. Tooling: Copilot, ChatGPT, and Claude
- **"Which Tool to Reach For When":**
- **Microsoft Copilot:** Best for tasks within the Microsoft 365 ecosystem (Outlook, Teams, Word). It excels at email and meeting summaries but may skim long documents.
- **Claude:** Ideal for deep reasoning and in-depth analysis of long documents like contracts and invoices. Its "Co-work" feature can automate multi-step tasks like folder organization and budgeting.
- **ChatGPT:** A versatile "Swiss Army knife" with a broad toolbox for image generation, data analysis, web research, and creating reusable "Custom GPTs" for templated tasks.
- **Key Features and Terminology:**
- **Custom Assistants:** "GPTs" (ChatGPT), "Projects" (Claude), and "Agents" (Copilot) are all terms for custom-configured AI assistants pre-loaded with specific knowledge or templates.
- **Data Integration:** All tools can connect to external data sources (e.g., SharePoint, Asana, Google Drive) via "connectors," "plugins," or "sources" to generate context-aware content.
- **Model Selection:** Users were advised on which models to use for consistency: Copilot "auto," Claude "Sonnet" (or "Opus" if default), and "ChatGPT Classic: Medium" due to a recent app update.
- **Best Practices:**
- **Continue Conversations:** Use the same chat window for related queries to leverage the AI's memory.
- **Dictation:** Christi recommended WhisperFlow for high-accuracy dictation as an alternative to typing prompts.
### 4. Prompting and Interaction
- **Four Building Blocks of Prompting:**
- **Role:** Define who the AI should act as (e.g., "You are a property manager").
- **Context:** Provide critical facts the AI cannot infer (dates, constraints, background). This is the most important block.
- **Task:** Specify the action verb (e.g., draft, summarize, compare).
- **Format:** Define the desired output shape (e.g., email, bullet points, table).
- **Weak vs. Strong Prompts:** A weak prompt (e.g., "write a tenant notice") yields generic results. A strong prompt with detailed context produces a usable, near-final draft.
- **Iteration and Refinement:** Users should provide feedback to refine AI outputs (e.g., "Make this less passive-aggressive," "This is close but...").
### 5. Security, Governance, and Data Handling
- **Business Account Privacy:** The firm's business-grade accounts ensure conversations are private and not used to train public models. Admin visibility is limited and does not include reading individual chats.
- **Data Leakage Risk:** A significant risk comes from employees using personal AI accounts with default settings, which can feed company data back to the model. Day 3 will cover this in depth.
- **Data Boundaries:** On computers with mixed personal and work data, users should explicitly point the AI to specific folders to create "walls" and limit search scope.
- **Claude Co-work Safety:** When using automated features, Christi advised against skipping all approvals to prevent accidental actions like mass file deletions.
### 6. Operational Issues and Next Steps
- **Software Updates and Issues:** A sudden ChatGPT update caused version confusion. Attendees were instructed to use "ChatGPT Classic" for consistency, with a deeper dive into new features postponed. Some users faced installation and account access issues, which Christi will address.
- **Hands-On Exercises:** The session transitioned to a follow-along style for Days 2 and 3, using real examples from the company (Carney). Attendees were asked to prepare tasks and materials.
- **Evening Assignment:** Participants were assigned an exercise tailored to their roles (leasing, operations, marketing) to complete using any AI tool, with results to be discussed the next day.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Complete the evening exercise by selecting a role-relevant task (e.g., marketing summary, maintenance checklist, investor update subject lines) and executing it with an AI tool, providing detailed context.
- [ ] 2. Practice creating strong prompts using the four building blocks (Role, Context, Task, Format) for a real-world task.
- [ ] 3. Prepare real workflow materials and examples (e.g., contracts, financial reports) to send to Christi and Speaker 5 by end of day on 2026-07-27 for use in the hands-on sessions on 2026-07-28 and 2026-07-29.
- [ ] 4. Experiment with continuing a conversation in a single AI chat window to see how it leverages context and memory.
- [ ] 5. Verify that you are using organization-approved AI accounts and settings, particularly "ChatGPT Classic (Medium)," for the training sessions.
- [ ] 6. Report any installation or account access issues (e.g., admin login requirements, Claude subscription prompts) to Christi for resolution.
- [ ] 7. Adopt the rule of thumb: no number, date, citation, or legal reference from an AI goes out unverified.
- [ ] 8. Optionally, run the same task in Copilot, Claude, and ChatGPT to compare results and note strengths/weaknesses for discussion.
Jul 27, 2026
Speaker 1 00:05:05
Good morning. How are you guys?
Speaker 2 00:05:08
Alright, yourself. Good, really good.
Speaker 3 00:05:40
I Don't know how many of us there are. Do we know? Everybody's in the back, then maybe more room in the front.
Speaker 2 00:05:53
In the boardroom? Oh, that might be it. I don't think there's enough space. There is enough space between me and another computer.
Speaker 2 00:06:10
It's Stephen and Luke. Wait, wait, wait.
Speaker 1 00:06:33
While you guys get ready, real quickly, you guys don't have to listen to this part. John.
Speaker 1 00:06:41
Could you RMM to my display one, just so that you can see the background. Okay, perfect everybody else is going to see display two.
Speaker 2 00:06:53
So Michael, are you going to take some photos? Yes, I am, do you have your laptop and your iPad?
Speaker 2 00:07:12
Yeah. Okay. Turn on your computer. That doesn't. Are,
Speaker 4 00:07:33
We supposed to log into the uh, Teams everybody? Or are you doing this?
Speaker 1 00:07:41
Individually. Um, I can I'm going to show everything up on whatever screen you have in there in the conference room. Um, at this point, All I need you guys to do is to log in and um be able to see your um whichever AI program you want to use for today.
Speaker 4 00:08:10
Standardize on one so that everybody's seeing the same thing.
Speaker 1 00:08:14
Um, you can. Most of today we're not going to worry about which ones you're standardizing on. Uh, tomorrow we're going to standardize on a few. Um, so a couple of times we're going to use Copilot, A couple of times we're going to use ChatGPT and a couple of times we'll use Claude.
Speaker 2 00:08:41
Today it doesn't matter. Do I need to do that? What do I need? No, no, no. ChatGPT is not too stressed. Yeah, I think you'll be fine. The attention. People.
Speaker 3 00:09:36
Should go take food. Yeah.
Speaker 1 00:10:13
All right, let me know when you guys are ready to get started.
Speaker 5 00:10:16
Uh, sorry, a few more minutes.
Speaker 1 00:10:21
No worries.
Speaker 5 00:10:23
We'll be out in four.
Speaker 1 00:11:22
And while you guys are getting ready, I am going to send an email. I'm gonna actually just reply from Jason's message to the office staff. So Jason, if it does not get all the way out, would you mind forwarding for me? Okay. Perfect. And, this is gonna be all of the cheat sheets that I have promised for today's meeting. We'll talk about those in a moment.
Speaker 2 00:12:17
Guys, all good in the back room.
Speaker 4 00:12:23
We don't hear you in the conference room. The board room, you're muted. We're ready to get started. All right,
Speaker 1 00:12:34
Perfect. For those of you guys who haven't met me, which I think there's very few of you who've never met me, my name is Chris Brown. I'm, the CIO for Crimson IT. And today, we're going to spend about three days starting today going over AI foundations. We'll work through a couple of different things, Today, but tomorrow and Wednesday are going to be the real meets. Today is going to be just an overview and foundation of the things that you guys need to know. Um, I want to real quickly introduce you to John Wilder. He is a member of my team. He works mostly out of the San Diego office, But he's hanging out because he's going to start helping me do some of the trainings and stuff, um, and helping me with AI projects and things like that. So, he's super interested in AI, and he's already doing some great work for me. So.
Speaker 1 00:13:24
I asked him to sit in on today, tomorrow, and Wednesday's training. But just a heads up, he may have to jump in and out. So if you see him disappeared, don't worry. He's fantastic. You guys can ask him questions as well. So for those of you guys who are enjoying lunch at this moment, Please continue because I know that having a start time at noon cuts in on everybody's lunchtime. So please feel free to jump in. Take a lunch I am actually going to be sending something else away next week or the following week. Um, I got to wait and see when it arrives from my vendor. Uh, That will help you enjoy lunch on the day that it arrives to you guys. So super excited to be spending this time with you. And we're going to go over a lot of really fun things. Now, a couple ground rules. Uh, And I want to make sure that you guys understand my ground rules because I like to have fun. If we were in person, I would throw candy at you softly not not at your heads, but softly chuck over to you guys. So that you guys could stay energetic.
Speaker 1 00:14:21
But because we can't do that, I'm going to give you my ground rules here. And instead of throwing chocolates, I might say, hey Mark, Can you answer this question for me if I see Mark drifting off to sleep? Which Mark would never do that to me. I don't think so. If, you guys think he would just raise your hand if he's that mean to me. But he's never been so far. The ground rules are there's no dumb questions here The ones that you think are dumb are the ones five other people also have, and everybody's just too afraid to raise their hand. I'm the same way. I will sometimes never ask my question because I think it's too dumb, and my seatmates usually have that same question. So, in my training there's no dumb questions. If you need to unmute me and interrupt me, That's perfectly okay. If I don't notice you due to connection issues or things like that, just uh have John or someone raise their hand using the Teams tool to raise hand. I should be able to see that.
Speaker 1 00:15:17
All right. Real quickly, I did not set this meeting up, so I can't, I can cannot do recording. So if someone can hit the recording option on your end, that way we can record the session. That would be greatly appreciated. I do have a transcription service on so I can transcribe everything I'm saying and make notes, but no recording on my end. So I do apologize.
Speaker 4 00:15:49
I'm sorry. I'm just checking to see if it's really recording. Doesn't you can't do it up there? Yeah,
Speaker 2 00:15:57
Seems like there was an option.
Speaker 1 00:16:04
Um, Jeff, if you log into Teams into the meeting, you might be able to just start the recording and then leave. It might help.
Speaker 6 00:16:13
That's what Jason's doing right now. Okay.
Speaker 1 00:16:18
And then I'll continue going. Nothing you learn here is graded. This is not high school. I promise you, I am not going to grade you on how well you're picking it up because everyone picks it up differently. It is new technology and fantastic technology, But so I want you guys to be aware there are some things that I'm going to teach you today that may change tomorrow, but most of what I teach you is foundational, so it should go with you as this technology.
Speaker 1 00:16:48
Continues to evolve and it's evolving fast. So, just a quick heads up. In the quick frame on why you guys are doing it, This is an amazing firm that's been buying building operating property for a very long time with a small team. You guys need you guys are going to learn how to use this to add more capacity and more efficiency to your own jobs. And this only works when your team time is able to Learn on the fly, which you guys are doing amazing at, and be able to build upon what you're already doing. So anything that you have this mundane and things that you don't like doing, this what this going to help you do. AI is. And I'm going to teach you how to do it. All right, so I'm going to give you the roadmap for the next three days. Today we're going to talk about what it actually is, how to talk to it, And we're going to give a tour of your three tools, and we're going get you your first win.
Speaker 1 00:17:47
Tomorrow, We're going to go in and teach you the prompting patterns that separates a useless answer from a great one. And we're going to run it against your own real work. And Wednesday, we're going to go over what is safe and what is not, and how we roll this out over the next couple months. And you as a group get to work through what works best for you because each of these tools works differently. All right? So.
Speaker 1 00:18:17
I want to make sure that you guys understand the ground rules. I'm going to go back over them just because I forgot to hit the slide. So, The promise for today is that every person on this call uses AI in real Carney work and gets something useful back. It's not a demo you watch; it's actually going to be something you do. There's no dumb questions; please interrupt me. This is now being recorded, and reference material is being sent out to you guys. You guys should have it by now; if not, I screwed up on my send, and Jeff can get that over to you guys so You don't have to take notes unless you want to. I am going to send out some notes once I'm done of what you guys learned today. And then ignore my screen because my own AI just got in the way. And then nothing here is graded. If you try something this weekend, it flops, this is actually data for us. I want to know what flops because we get to fix it together and everybody learns from it, okay? Um 25 people in here?
Speaker 1 00:19:15
Millions of square feet. If I am understanding right, it's over seventy years. But if I am not, if I am wrong on this, let me know. The time that you guys are putting in only works when your time is able to go to judgment. And relationships, not retyping, reformatting or rereading the same things over and over again. So we're looking at time savers here. Okay? Um The three days : Day one today what this is how to talk to it, your three tools. You're going to leave with your first real win. For tomorrow, you're going to go over prompt patterns, run against real carny workflows, and you're going to develop repeatable skills within AI. And then Wednesday we're going to go over guardrails, governance, a six month plan. And, then you guys will have a roadmap of how you guys can interact safely and how everything works. Okay? Now let's go over what AI is and what it's not. First off I'll leave this screen up.
Speaker 1 00:20:12
What do you guys think AI is? I am going to start with Mark because I was already picking on him.
Speaker 4 00:20:22
AI is a way to make sand think, okay? And, that was actually a quote that was just said by the head of OpenAI. And the idea is that it can perform functions for you. And generate actions and information based on what you ask it to do. And sometimes what it thinks it wants to do.
Speaker 1 00:20:52
Yes, all right, good job. Someone else, what do you think AI is? Nobody?
Speaker 3 00:21:04
Scary tool. It is,
Speaker 1 00:21:07
It can be a scary tool. You guys saw it just flashed up something on my screen that I was working on in the background. So sometimes it'll take over my computer without asking. Actually,
Speaker 6 00:21:18
I think it's the future. I think it's absolutely the future, Christie. And right now can be a competitive advantage, but if we don't get smart, it'll be a competitive disadvantage for the firm.
Speaker 1 00:21:32
Yes, one hundred percent agree with you. That's that's why, The last two years, A lot of my time has been taken up with learning the ins and outs of AI and what I can do with it. Anybody in the other office, in the boardroom?
Speaker 7 00:21:52
What is the question? AI. AI. What do you think AI is? It's artificial intelligence. No, but yeah.
Speaker 2 00:22:05
I got the ear here.
Speaker 5 00:22:09
Oh, AI is artificial intelligence. I think it's a great tool to use to sort of streamline our work that will help make our work more efficient.
Speaker 1 00:22:19
Yes, 100%. I will say my own capacity has grown in the last two years of what I'm capable of doing and what I get done in a day. But it is still, there's still a lot I have to learn. And trust me, guys, I'll never stop learning. So it will change, it will grow and we'll get through. Um I'm going to simplify what is and what it's not. Okay? Um What is is a very very fast well-read writer. Okay? It's read everything under the sun that's cap that it's capable of touching. Now with that, it's gotten really good at predicting what comes next. So what I like to tell it is.
Speaker 1 00:23:02
It is a tool that predicts based on the things it read. That's why it's not 100% right because us as humans, you know, we're going to walk in a straight line. But I don't know about some of you guys. I have ADHD and sometimes I'll see a squirrel and I'll go this way, or sometimes I'll see a really pretty flower and I'll go this way. And so it tries to predict based on what it's read, But sometimes it's not good at predicting what a human is actually going to do. So that's where some parts of it can be fallible Um, it is fantastic at summarizing. One hundred percent at summarizing. It's really good at doing a first draft. Um, I have it reorganize my folders almost weekly now just to make sure that everything stays in tip, top shape and I can find things because I've been working for Crimson long enough that I have a lot of files. Um, it's really good at explaining sometimes I will have AI.
Speaker 1 00:23:56
Tell me how to explain something to a user because I'm very technical and I can't always put things in words that everybody's going to understand. Um, I also have teenagers at home and trying to explain something to a Gen Zer or a Gen Alpha us as older adults for some of you guys that are a little younger there, it's a little hard to understand and put things in perspective. So sometimes I'll have it out, so I can explain things to my teenage daughter. Who's leaving for college in a few weeks? Okay, we need that. Trust me, it's it's a game changer. There, um, it does really well at comparing. I asked it to pull up. I was looking at some new headphones. I have a really awesome pair of Sonys, but these Sonys are a few years old. So I asked it to do a comparison between the newest version of Sony and uh, the Apple version. That's over the years, and it had it up pretty quickly for me. I am going to go back to Sony. I'm not going to go to Apple just because.
Speaker 1 00:24:55
I was able to pull up and get what I wanted and needed. And it's really good at translating dense language into plain English, which is back what I was saying about teenagers. It's really good at that. But it's not thinking the way you're thinking, okay? It has no opinions, it has no stake in the outcome, it has nothing in the game, no skin in the game, okay? And no way to know what it does not know. So if it does not know something, it's not going to learn it unless we tell it so. So it is unreliable if you don't give it enough data. So, let's talk about floor plans and giving it reliable data because I know all of you guys might understand that. I gave AI the floor plans to my apartment and told it, I know this is still technical, But I told it where I have something in the system or in my floor plan. And I needed to run a cable from that room all the way to another room.
Speaker 1 00:25:51
Now, If the floor plan doesn't have any data on it like square feet or anything like that, or you know the dimensions, it's not going to be able to do that. So I had to upload a floor plan with dimensions on it so that it could tell me accurately how much cable I needed to run. Also, I just didn't want to go figure it out myself, even though it's not some is something I've done a million times. So, it also allows me to be lazy. Just going to say that okay um Let's talk about you guys have talked about uh a little bit of AI where it's going to do stuff for you, and that's called generative AI. But let's talk about the difference between automation versus generative AI. Um what is automation I'm gonna? Let anybody go this time instead of picking on Mark?
Speaker 3 00:26:45
Something that's trained to do the same thing over and over again.
Speaker 1 00:26:48
Yeah. Uh, Outlook rules is a version of automation. Okay. How, many of you guys got autom- got an Outlook rule set up to put something into a trash folder? You can admit to that because I have crimson certain Crimson emails going into a trash folder, so you guys can admit to that.
Speaker 1 00:27:13
It's usually the notifications about tickets. So, John, don't tell anybody. Don't tell your boss. She doesn't need to know. It's something that's predictable. ; it never surprises. You ; it does it over and over again, and it's basically a machine; it's not AI. So there is a lot of automation that has been around for years, and sometimes when people talk to me about what they want AI to do, I am like oh you just need an automation for that. So, that's something we're going to learn over the next three days is what's the difference between automation versus AI doing things for you. And you can schedule AI on a schedule, and I'm going to get into that a little bit later. Generative AI improvises every time. Okay, so if you give it a little bit of detail, it's going to expound upon it. So that's where it improvises. It can also invent things.
Speaker 1 00:28:09
If you don't give it enough information, It's going to try to invent things. And it's going to be very confident about you. And it's not going to tell you it's wrong. And it's not going to tell you I invented something. You got to go back and say, Dude, why did you tell me the sky is green? Why did you invent that? Because today the sky is gray because there is clouds covering it. So you got to remember some things like that. And it is an assistant and you have to supervise an assistant. I'll go one step further and say this AI, Is just as useful as an intern. Okay, how many of you guys remember ever being an intern?
Speaker 1 00:28:48
Okay, I was an intern for CBS Studios long long time ago. I was overconfident in what I knew, very overconfident in what I knew, And I was getting B-Roll because I decided I was going to go to college for video production. And not IT. I did change that later on, And I was very confident in where I was going to go and what I was going to do. Um, and I was driving uh the CBS van, and I went around some some officers in a police car with lights. And that did not end well for me because I was very overconfident in where I was going because I wanted to get that news. Okay, So you gotta you gotta treat like an intern um and supervise it really well. All right now just a heads up it's already in your tools. How many of you guys have played around with Copilot? And.
Speaker 1 00:29:36
In Outlook and Word, Excel, all of that. Okay. How many of you love Facilitator in Teams meetings? How many of you use Facilitator in Teams meetings? Okay. I asked that question to another client the other day, and every single person raised their hand because that was the one feature that they loved the most is Facilitator. If you've not used facilitator, uh please feel free to do that in the future. You're going to like it if you're the kind of person that likes. It takes notes for you. So throughout the meeting, you can go into chat and you'll see all your notes there. In fact, give me one second and I'm going to show you an example. Bear with me one moment. Let me pull it up.
Speaker 1 00:30:36
All right, so this is one of my trainings last week. And then here's the notes. So I'm going to scroll back up. So facilitator would have tracked the agenda if I put it in there correctly. And then it gave my meeting goals and then some notes. And this was a quick meeting. And, then it gave me a full recap, and the recap gave me the meeting notes. And the follow-up tasks. And if I had recorded the video on it, it would have given me a little bit more. So it's really good at doing things like that. But within the meeting, you'll see the notes and different things in there. And that'll be in the chat. So it's a really cool tool. It's really made for people like me who sometimes will zone out in a meeting because I'll either see somebody walking by my office trying to get my attention or I'll get emails. So it's really good for that.
Speaker 1 00:31:32
But in addition, in the middle of a meeting, You can click on Copilot and ask it to catch you up on the things you missed, which I do use pretty often. Okay. Now real quickly, let's take a moment. We're going to talk about something fun: myths versus realities. Okay? What is your biggest fear of AI that might be a myth or might not?
Speaker 6 00:32:01
The biggest fear is that we somehow release proprietary information into the internet somehow and in the public space when we're not intending to.
Speaker 1 00:32:18
That is a reality. Okay, And I'm going to say it like this: The tools that you have in place right now are set up so that it will not get leaked to the internet. All three tools. However, and I'm going to use uh I'm going to use Jason for this one. What, if Jason doesn't realize he's logged into his personal chat GBT, and he starts putting company information in it? If he doesn't have the right settings, That is a really good risk and reality for you guys that your information would go back to feed AI. So we're going to go over and touch on those topics on Wednesday. So that's a good one. I like that Jeff.
Speaker 1 00:33:01
What's another one you have?
Speaker 3 00:33:03
And it'll make up false information that you believe is true because most of the stuff it gave you was true.
Speaker 1 00:33:11
Yes, that's a really good reality. Okay, anybody else want to try to give me a myth? But you guys are doing good with these myths because they're actual realities. I love this.
Speaker 5 00:33:27
We'll all get fired, right?
Speaker 1 00:33:31
A lot of people are afraid it's going to take their job. And that's a big fear. So I remember being a teenager working at McDonald's, and they were making some changes to the drive through ordering, and we thought we were never going to have live people in drive throughs again. And that was in 1996. All right, so now that you guys know when I was in high school, any other. Fears you have about AI.
Speaker 6 00:34:09
Well, I just i echo Elisa's and where where I find myself falling down is its presentation is so tight. And pleasing from a pagination and presentation perspective that I tend to.
Speaker 6 00:34:28
I find myself sometimes being less disciplined about proofing and asking the follow-up prompts to test for the point that Elisa made, which is like, what about this could be inaccurate? And so I fall into the trap that it looks so good and I'm moving too fast that I don't really proof it for mistakes. The way I would if I were reading something that somebody in the company turned into me to read. That is.
Speaker 3 00:34:58
Is there a way to distinguish and ask it, what did you get from data and what did you extrapolate?
Speaker 1 00:35:06
Yes. We're going to go over that tomorrow with prompting. But yes, a lot of times I'll ask it to cite its sources. So.
Speaker 3 00:35:16
Can't do any of this if you ask that question. Too many people.
Speaker 1 00:35:23
I will admit I have moved too fast that, AI has tripped me up in my own job. I know two gentlemen named Kamya. One is a personal friend of mine, And one of them is the president and CEO of one of our one of our most favorite clients within Crimson. Not that you guys aren't our most favorite client, but they're up there with you guys, I promise. Um, and so I accidentally called one Kamya by the wrong name in a meeting. So it it and it was because I had AI helped me draft something, and in the drafts and in my revisions, I never caught that the last name was wrong, just because I knew both Kamya. So it will trip you up, I promise. When I teach this, a lot of people will give me their myths and realities. Number one is it's going to take my job, and that's a fear that everyone arrives with. I can tell you within IT that AI is not going to take my job because.
Speaker 1 00:36:21
I still have to tell people almost daily, where to find a power button on something. Okay, not for you guys. You guys have never asked me that, I promise. But I have had some users, and this happens about a couple times a month where I have to tell them where a power button is. So until AI can get up and physically walk and go punch a power button for me, it's not going to take over IT jobs. For you guys, There's a lot that you guys do that unless AI has legs to stand up and walk and go do, it's not going to take y'all's jobs. I promise. But it is going to make you faster and more efficient at your job. Okay? Another statement is, "It's spying on everything I do." And I get that one all the time. How many of you have Alexa or Google Homes or Apple's variety? Okay? Yeah, I love my Alexa.
Speaker 1 00:37:12
I have my Alexa set to the sassy setting, and if you guys don't know how to do that, I will tell you. She does cuss, and I get into arguments with her a lot. And then my daughter one of my daughters will shout "Shut up, Alexa" and put a stop to my arguing. Um, I have fun with her; we have fun. Um, The other one is basically, it's always right. That's one of the biggest mistakes you can make. As you guys talked about it is a myth. That it's always right. I do hear someone say, well, AI told me. Well, AI is not always right. So and the last one is it's only for technical people. That's 100% not true. I was having a conversation with my cousin. The other day, she lives in the country in Kentucky. And if you guys hear my Kentucky accent now, you understand why and she forgot how to can corn. And so she was sitting there asking ChatGPT.
Speaker 1 00:38:08
What she needs to know about canning corn. So it is not only for technical people. I actually use it a lot in non-technical things. I gave it a picture of my living room before I moved in and said, hey, help me come up with some design ideas and color schemes. I did that in Copilot. I'm going to show you guys what that looks like a little bit later, because it was really cool. How I did it? Okay? Now? Uh, the reality is it does take the parts of your job that you dislike. And you know, 30 % of most jobs. And this came from a Forbes article, not from me or AI. Roughly 30% of a person's job is redundant work. And so I put that's retyping and formatting. Okay, Uh, a lot of you guys spend time typing and re- typing and looking over an email saying, hey, how do I not sound so passive aggressive in this email to someone I don't like? Me okay um business accounts.
Speaker 1 00:39:06
I want to make sure that you guys understand, um, Kamya bought business grade accounts. Conversations belong to Kamya and are not used to train the model. Okay? Uh, two people have admin visibility: myself and Jason. Well actually Crimson and Jason. Uh, we cannot read your chats. So be aware of that. Everything you say is pretty private. Um, If you're going to look up when the next uh Lioness TV show is going to premiere because you're like me and you like Lioness, um we're not going to read that. We're not gonna see it. Okay? I promise. If, you're looking up how to can corn right now because you want your fascinated by that statement that I made, uh I I can't see it. I promise. All right? Um and then is confidently wrong regularly. It is. I will say that it's pretty confident about being wrong.
Speaker 1 00:39:60
But it does fairly apologize when it is wrong and you point it out. All right, So this is why you should still check and sign off everything AI is doing, not IT. Always sign off on IT as well sometimes. And then the best users at most firms are not IT. I can promise you, I've had people in operations, finance, HR teach me something new in AI that they've built. It's been pretty amazing. So your best users, honestly, and I'm going to say this, your best users are your lazy ones. Because lazy people tend to try to find the best way to get a job done with little work. So, they're going to be the ones using AI to figure out how to make their job more efficient. So they can sit back and daydream. I'm one of those. I'm not going to lie when my internet's working okay?
Speaker 1 00:40:59
All right, now let me give you the risks again in another way. Hallucination, right? It will state that something is false with total confidence and not know it until you point it out. All right. You need to when you're sending out any numbers, dates, citations or any legal references, you make sure you verify it. Okay? A good rule of thumb along the same line is no number Date citation or legal reference goes out unverified. So if you learn anything today, learn that one. All right. There's model inbreeding. Okay, I'm sure that's not something you guys ever thought you'd see, but model inbreeding is a big thing. More of what the systems are learning lately, especially from various texts and things it's reading is stuff that other AI writes. How many of you guys realize that?
Speaker 6 00:41:59
Say that again.
Speaker 1 00:42:01
Most. Sorry.
Speaker 5 00:42:04
The other the technical term is called model collapse. So initially, the large language models were relying mostly on Reddit for conversational learning. When you ran out of data to keep training it, some companies took a shortcut to have AI generate data to train AI. And so if something following hallucination, if something's wrong, they'll keep running from the wrong stuff, generate more wrong stuff. And then it's called model collapse. So it just garbage in garbage out at some point. Interesting.
Speaker 1 00:42:45
Yes, I use the word inbreeding just because it seemed to resonate better on my last couple of trainings, but Jason is 100% correct. So.
Speaker 5 00:42:57
Is that still such a big issue, though? I know in the early days, inbreeding was a major problem.
Speaker 1 00:43:03
It's still an issue for several systems, not for Claude and Copilot and ChatGPT, but other tools like Well (no change needed, but note "Well" might be a proper name or filler; leaving as is). My understanding. Yes, thank you. Uh (no change needed) I got to be careful with what I say. But, my understanding is uh (no change needed) Grok and a few others still have potential issues with model inbreeding as of today. Tomorrow, that might change. Hang on one second. All right, my apologies. Another thing, another risk is what you paste in is what you've shared. So if you are copy and pasting things over, you are sharing it, And that's going to be an issue if you are using your current personal accounts, especially if you don't have settings set properly now.
Speaker 1 00:43:52
I am going to go over on Wednesday, how to set those settings properly so that if you are using a personal version at home, you can still protect yourself. So, we are going to have a little bit of piece of that information as well. All right, and another risk is regulation. Things are moving quickly and it's almost daily things will change, things will update. So when we work on things Wednesday, we're going to show you how to set up policies or set up prompts And how these are going to hold up to changes in the future. A lot of things I write, I have to think through what's this going to look like in six months to a year with AI. Is this going to hold up? Especially when I'm having to write AI policies. Okay, all right now you guys remember when I said AI is like an intern? It's brilliant okay and a lot of things it's very brilliant.
Speaker 1 00:44:46
I wouldn't say slightly overconfident based on some things that happened this morning. I'm going to say a little stronger than slightly overconfident. Who has read everything and verified nothing? Okay, I usually one of my daughters is like that. She reads like no one's business, and she is very confident in everything she's read, but she doesn't have the real world experience to put it together. And that's what AI is. Okay, I love my daughter. She's going to college in three weeks so, She's very smart. If she wasn't, she wouldn't be doing what she's doing right now. But, you would never send an intern to a lender or a tenant without reading it the intern's work. Sorry, not the intern. And that's the same rule here with AI. So I want you guys to be aware of it. Now, I'm going to leave this screen up and I'm going to give you guys a moment. I we're going to talk about weak prompts versus strong prompts. Okay?
Speaker 1 00:45:44
So open up the AI of your choice. This one doesn't matter which one you choose, just the one you're most comfortable with. And, what I want you to do is I want you to tell it to write a tenant notice. Your only sentence is write a tenant notice and press enter.
Speaker 4 00:46:10
It can make mistakes.
Speaker 1 00:46:14
Now, once you press enter, Tell me how many of you guys got a question back from your AI of choice? Yeah. Yep. Because we didn't give enough information. So go ahead and just choose random things for the answers.
Speaker 2 00:46:35
I should call it" give me multiple choice." I got nothing, I'm still waiting.
Speaker 6 00:46:52
So what was the second prompt you gave us, Christi?
Speaker 1 00:46:56
I've only given one prompt, and that is to tell it to write a tenant notice.
Speaker 4 00:47:01
And what do you do when it's thinking and nothing's happening?
Speaker 1 00:47:05
You feed it more candy. I'm just joking. See if you can refresh.
Speaker 4 00:47:12
Sure. There is no refresh button, but there's a stop entering button.
Speaker 1 00:47:17
Hit stop and then try it again. It might just be a connection issue on your laptop right now.
Speaker 4 00:47:36
Doesn't like me. Mine's doing it.
Speaker 1 00:47:41
Uh, see if you can pull up the web version.
Speaker 4 00:47:44
No, I'm gonna re- I'm just reloading it. Okay.
Speaker 2 00:47:57
Kids will.
Speaker 3 00:47:58
Never have to go to school.
Speaker 6 00:48:02
They'll have to learn how to read. Yeah,
Speaker 3 00:48:05
That's about it.
Speaker 6 00:48:09
This is pretty amazing, Kristen.
Speaker 1 00:48:12
Yeah, so I have Claude up. I'm waiting for ChatGPT to open up. So, uh, Tenant notice it's asking me what kind of tenant notice do I want to send? How many of you guys got that? I did. Yeah.
Speaker 4 00:48:27
What are you using there?
Speaker 1 00:48:29
Uh, that one's Claude.
Speaker 4 00:48:30
Yeah, that's what I've been using. Okay. same thing now. Okay, now I got one from ChatGPT a general one.
Speaker 1 00:48:36
All right, so I'm doing it in Copilot. And so Copilot didn't ask me questions. It gave me different options. So I've got a couple of different options. All right, now I'm going to give you a prompt.
Speaker 3 00:48:54
How do you make it more polite? Mine's still thinking. Yours is still thinking, Mine's mine's not very polite. It's just very dry. This notice concerns a violation of your lease due to unpaid rent, blah, blah, blah. Isn't isn't friendly.
Speaker 1 00:49:09
I'm going to go over that when we go over settings, because I feel you on that one. Let me pull something up. I'm going to copy and paste something into our chat. Um, I'm going to copy and paste this prompt that I want you guys to do. But it's also on the screen, the strong prompt.
Speaker 1 00:49:36
So bear with me one second it's going into chat.
Speaker 4 00:49:40
If, we're not logged in. We don't see it.
Speaker 1 00:49:42
So okay. Um so the strong prompt and I'll read it for you guys. Oops, sorry, I'm going to read it for you, for those of you who are audible who like to learn by hearing rather than reading, but type in you are a property manager. At a Southern California industrial real estate firm. We are resurfacing the truck court and rear parking at our Santa Fe Springs distribution building over three consecutive weekends, starting the fifteenth.
Speaker 1 00:50:25
Loading Dock access stays open, but trailer parking will be unavailable and tenants need to stage trailers off site. Dear Residents,We are writing to inform you of an unexpected plumbing issue in the building. Our maintenance team has identified a leak in the main water line, which will require immediate repairs.To ensure your safety and minimize disruption, we will be shutting off water service to affected areas on Monday, April 15, from 6:00 AM to 4:00 PM. We apologize for any inconvenience. This may cause and appreciate your patience as we work quickly to resolve the situation.Please plan accordingly by storing drinking water and avoiding non-essential use during this time. Updates will be posted on-site and via email if needed.Thank you for your understanding.Sincerely, Property Management * * Affected Areas & Dates : * *•Units 1A–3B–April 15 ( 6 : 00AM–4 : 00PM ).
Speaker 2 00:51:03
So I'm just going to write it in, or I'm going to copy and paste it in here.
Speaker 1 00:51:39
All right, how many of you guys got a really cool message?
Speaker 1 00:51:56
I Had zoomed in for another meeting, but here you go. How many of you guys got this message from from Claude or similar message?
Speaker 1 00:52:11
It's a lot better written than what we gave it. Here's Copilot's version. Does this version speak better for you guys than the other version did?
Speaker 4 00:52:29
What subset of. Mhm.
Speaker 4 00:52:35
It's much further down the path of actually being usable. Yes.
Speaker 1 00:52:41
The first one was generic. It was hollow. It could be any building within America, and there was no detail to it. We didn't give it enough information. Okay? The second one gives it all the information, okay? We're using the same tool. I used both Claude and Copilot, and I got better results. Sorry, I was about to sneeze. Better results on the second one around something that I could actually use. Now, most people their first experience with AI and for you guys, you're not this is not your first time, but I want to do I do want to say this. Most people's first experience is is disappointment because they type a search query instead of a request. Okay? The first one, the weak prompt that's more of a search query.
Speaker 1 00:53:39
It's like something you would type on Google. But the second one is an actual request. You're giving it all the details, dates, times, what's happening, what's not happening, what you can do about it, workarounds things like that. You're giving it all the details where it can create something that is very similar to something you would want to send out. Now one thing to note my Claude and my Copilot, It is set up, and we're going to go over this later, but it is set up to mimic my talking style and my email style. And I set that up specifically. And you can do that under personalization in each of the tools. And that's something we're going to go over tomorrow. Um, I specifically have in mind, uh, how I want it to write my notices and how I want it to do things. One of the lines that I use is " I want it to talk with a person and not at a person."
Speaker 1 00:54:35
So, There are some some distinguishing things on mine that you guys might not have seen, but we're going to go over how to personalize that tomorrow. Once you get things put in and personalized, These kind of messages take you from using AI like a Google to actually using it as a tool. And an assistant. Make sense? Okay.
Speaker 7 00:55:01
Hey Chris, I got a question. I'm in Claude and it kept, Asking for permission to access websites.
Speaker 1 00:55:09
Ah, okay. So in your Claude, is do you at the very top right here, do you see home and code or do you see chat coworking code?
Speaker 8 00:55:19
See home and code.
Speaker 1 00:55:20
Okay. So the reason why you see that if I click on new, I if you click on new, do you have chat or coworking?
Speaker 2 00:55:34
Uh, it's telling me to try Opus 5. Hold on.
Speaker 1 00:55:37
No worries.
Speaker 7 00:55:42
Uh, I have the option of chat or coworking. It's on coworking.
Speaker 1 00:55:46
Okay, flip it over to chat for today.
Speaker 1 00:55:49
Okay. We're going to go over that later, But coworking does ask for permissions, and we're going to go over how to get past that tomorrow.
Speaker 2 00:55:56
Okay, thank you.
Speaker 1 00:55:57
No worries and just a heads up I'm using my personal version, Anzor who's my boss my CEO. Not my CEO anymore. He is the owner of the company. Um, he pays for me an account. However, He and I got to have an agreement because I pay $ 200 for a best friend that helps me with my work. Uh, he lets me use my personal for certain things like this training. We're going to go over how I can do that without sell without getting rid of my data on Wednesday, But just be aware that so some of your cowork or some of your cloud screens might look slightly different than mine.
Speaker 1 00:56:32
And that's not an issue at all, okay. Also, Claude updates like two or three times a day, so sometimes it makes a difference in what you guys see. All right, We're going to. So what you guys see here is prompting, and we're going to go over the four building blocks of prompting. And I want you guys to understand there are four building blocks, but the biggest building blocks, if you remember anything from this. Is going to be context. And so here's those four building blocks. Role, so who should it act like? And in this case, we're the property manager. Context, what facts can it not know? Does AI know what building we're talking about if we don't tell it? Does it know which tenants we're talking about if we don't tell it? Does, it know what happened if we don't tell it or what the constraint is? We have to give it every piece of information.
Speaker 1 00:57:31
Okay, and we also have to tell it the task. What do we want it to actually do? Well, I want it to send out a notice. Okay, what is the actual verb? Is also another helpful thing to remember for task task. Do we want it to draft? Do we want it summarize? Do we want it to compare? Do we want it to rewrite? Do we want it to extract information? Do we want it to list information? I have an extract information all the time. I'll tell you, I need you to extract this list. And give it to me, A B C D. Usually from a screenshot because I'm too lazy to use OCR. It's more steps, okay? And then the last building block is what format do we want it in? Okay, I tell people what shape do you want it to look like? I'm an artist, okay? I look at things as far as shapes. But when I write a blog post, I want it at 800 words.
Speaker 1 00:58:28
When I want write an email, when I need to 200 words. That's the shape. Do I want the list prose or bulleted? Do I want a table or am I sending this as an email or a Teams chat? Okay, and I do send things via Teams chat using AI. That's a fun one that I'll teach you guys how to do later. All right, So if out of these four, you got role context, task and format, all right. If you only remember one of the four, remember context.because all of the data is gonna be in context. Even if you don't remember what, don't remember to tell it how you want it to look, what shape to put it in. Remember contextbecause that's where you're gonna give it the information. So it doesn't hallucinate. Make sense guys?
Speaker 7 00:59:15
Can I ask a question? Yes. Would you mind going back actually one slide?
Speaker 1 00:59:20
Yes. Thank you. Absolutely. Um.
Speaker 7 00:59:23
Kind of an abstract question, but in regards to role, Does it matter whether you address it as a you or an or refer to yourself as an I? I think when I write prompts, they say," I am an asset manager asset manager at a real estate company. Can you draft for me this thing?" Instead of saying" you are this and you are now acting as this." Is there a big difference between those two or not really?
Speaker 1 00:59:48
There's not. Honestly. Okay. It's just preference. Okay. Yep. Just clarifying that. Yeah, No, I usually say, um I want you to act as a and I know that's more words, but I'm a fast typist.
Speaker 2 01:00:05
So yeah, no difference. Okay. Thank you. All right, no worries. Um and this is an honest shortcut for you guys to remember on this one context, that's how you're going to get rid of the hallucinations also. Uh.
Speaker 1 01:00:21
Remember how I said I like to argue with Alexa? You guys are allowed to argue with it. Okay, I call it arguing just because I have fun with my arguments. But you can also grant it feedback and say, hey, this is close. Hey, I need you to not make this so passive aggressive, which did happen the other day. Uh, I do tell it often. I don't want you to apologize here. Okay, Mark didn't deserve an apology. He was mean to me, so we're not apologizing in this email. Okay, um, You can also This is how I keep you guys awake, because when you guys hear me say the apology for Jeff, maybe tomorrow I'll think about it for tomorrow. How's that?
Speaker 4 01:01:08
In person, not AI.
Speaker 1 01:01:10
Uh I'm in Pasadena tomorrow if you want to come visit me.
Speaker 4 01:01:15
About personal life Personal.
Speaker 1 01:01:18
Um, real quickly. One of the things I tell AI to do when it's writing an email, don't ask them if they want to get on a call to discuss this. Okay, I don't want to get on calls with people. I am an introvert. Don't make me get on a call with somebody. My schedule is already full. I tell it that all the time. Okay, Now if you are in the same chat window and you've been chatting with AI for a minute, it's going to remember everything from the first part of that conversation. This a big improvement over a year ago. Over a year ago, when you're in ChatGPT and you're having a conversation, it forgets what you've talked about. Claude did the same thing. Okay, not anymore. It's going to remember it. Don't start over on your conversations, okay? Unless you see some issues, don't restart. And, this going to be a habit that I have seen separate people from people who love it. And people who don't. So just just a heads up on that.
Speaker 1 01:02:17
Um, continuing conversations, you guys are going to laugh at this. I'm really frustrated. My house right now has had no internet for over 72 hours. I have three teenagers in the house. You can imagine what my weekend was like. Um, And we only have one bar of AT&T in our apartment just because of where the building is. So I'm having a massive conversation. I'm frustrated. Um, but here's my full conversation now This was Friday.
Speaker 1 01:02:47
Night, it already been down for eight hours, so I started having a conversation. This went from having a conversation about what's going on to see if he could figure out what's going on. To I bought a second internet because AT&T had a brilliant idea that in this outage area, which was pretty large area with spectrum that they were going to send an alert to everybody who had AT. And T mobile. And had the AT&T mobile app to advise them that AT&T fiber was only thirty dollars a month for the first year. Did I jump on this? Absolutely. Is it being installed tomorrow? I am waiting to see if Spectrum comes up first or AT&T gets installed first. So, just a heads up, but this is where that conversation went. I am still having this conversation, okay? Um, I was excuse me,
Speaker 9 01:03:43
Can I ask a quick question on this? And I don't want to take it back too far here, but to bring it back to your property management example, and let me know if this is going too far forward. No, you're good. Can you get to a point where it's whatever AI agent you're using, It has a knowledge of A templates. We might like to use for a property management notification, lease proposal, whatever it may be. And also has some sort of data set where you have tenants. You know.
Speaker 9 01:04:15
Whether it's property characteristics or economics, like what they're paying lease rate, what the tenant LLC entity, what have you might be. Yes. Can, you then just to soften the how much input you need to do, say, hey, can you please populate our lease proposal template for this tenant with X Y Z economics? And it'll be able to do that for you?
Speaker 1 01:04:37
Yes, absolutely. Um now just some just so that you are awareum, We're going to get into a little bit of that today and tomorrow. But absolutely 100%, I am going to show you one that I have already set up, except for ChatGPT changed some things. I have some GPTs in here, wherever it went, it went somewhere. But it is in here somewhere and I will find it. But, you can do it from projects, and you can do it from a couple other places.
Speaker 1 01:05:14
I have a, um, I have a GPT, which is similar to projects and Claude, where it creates me similar images based on an email I am sending out to client to a client. This is their mascot. So every all hands email that I have to send out to a client, it already knows what the picture is supposed to look like. All I have to do is copy and paste the email in there that I want it to create the illustration for. Very similar to what you are saying. I can create projects or I can create GPTs or agents that know all the details already. So,
Speaker 4 01:05:53
What's the difference between a GPT and an agent?
Speaker 1 01:05:56
So, agents, GPTs, and projects they're the same thing; just depends on what app you are using. So, if you are using ChatGPT, it's called a GPT. If you are using a Claude. It's called a project, and if you're using Copilot, it's called an agent. But it's basically the same thing.
Speaker 7 01:06:20
But hey Christi, So I'm in Chat GPT and there on the left column, there's a folder for there's something for projects, agents and GPTs.
Speaker 1 01:06:30
Yes I mine upgraded today. So my GPTs are missing.
Speaker 1 01:06:40
I got to fix that. I got to figure it out. I literally upgraded right before class.
Speaker 4 01:06:47
It's got all three in there,
Speaker 1 01:06:49
Yes, yes, and GPTs and projects they're almost the same thing within within ChatGPT. The one thing about GPT or the GPTs versus projects or at least used to be is that I could send a GPT out and have my entire company using it.
Speaker 1 01:07:11
Does that make sense? Do,
Speaker 4 01:07:19
You have a suggestion for the novices of which one they should be using?
Speaker 1 01:07:24
Not yet. We're going to go over a few things later, and it'll make sense on which ones they choose. I just got to figure out my ChatGPT issue.
Speaker 1 01:07:44
Does that answer your question about where to put data and let it pull that data?
Speaker 3 01:07:53
But I do have a question. We let's say we have huge amounts of combined data we want in there. Yes, all of our properties, all the details of our properties, all the details of our tenants and our partners, and we want it sitting in there so when whenever we do it, we don't have to put in all the details. You just say what building or what tenant. How do you put in all that stuff and then apply it to everything?
Speaker 1 01:08:19
So, real quickly, I'm going to give you the good news. Each system can already look at your data. So if your data is stored on SharePoint or Teams or OneDrive, it's going to already be there. So if I go in here, I'm in Copilot right now and I say," I want to send." An email to Christi Properties with AI tips and tricks, but I want to mention their building and where they're located. Can you pull that data?
Speaker 1 01:09:09
And because it already has access to all my stuff on Microsoft, plus our client files, which reside on Teams, it's going to be able to pull that information. So it looked at my onboarding records, my project documentation ticket and onsite visit instructions that we have for you guys. I did not have it pull from the web yet.
Speaker 1 01:09:39
So, this all my data that we already have for you guys that it can see. Now we have a lot of data that it can't see, but that's a limitation on our side. So as it goes through your Santa Monica office on Cloverfield Boulevard, Cloverfield Boulevard, and then there's some details there. So you can pull it. Now this light compared to what I think you guys want to do.
Speaker 1 01:10:09
Um, we can go deeper, but for right now I'm just doing light items. Okay. However, mention how many employees in the email because we we have our system connected. We know how many employees you have. Okay?
Speaker 2 01:10:37
Does that make sense?
Speaker 7 01:10:40
So, I guess would you recommend when I see something like this, This is I think a thing that frustrates me when I'm working with this usually is that I'll get the first draft, which I think comes out close, but there's changes that want to make throughout that first draft. And, frankly, typing in, you know, include the number of employees is great, but I think what I sometimes find frustrating? Right? It's just this big long spit out again, just to give me kind of that one change or that small thing that i wanted adjusted. And so, do you find that for users who have that feeling, It's better just to pull it out after the first draft and just work on it on your own? Or do you think that you should iterate within the doc, within the server or within the AI?
Speaker 1 01:11:26
I'll be honest. That decision I've gone both ways on it. And it comes down to how well I feel like typing that day. Now, Do you see this? Does everybody see the gray bar at the bottom of my screen? It's right here. Yes. Okay. I dictate. I don't type anymore, I dictate. But because I talk to it through dictation, I find lately, it's been a lot easier just to have it refine that. And then the very last draft that I turn into what I really send out, I have to do very little typing at that point.
Speaker 1 01:12:07
But on some days, if I'm depending on what my day looks like, what my mood looks like, and what my schedule looks like, I may pull it out and just type it myself. It's both Alex. I don't have a one size fits all answer for you just because it depends on personal preferences.
Speaker 7 01:12:33
Yeah, that makes sense.
Speaker 7 01:12:36
Um. And and so your your dictation is that through GPT? Or do you use an external.
Speaker 1 01:12:42
I use Whisper Flow? Um yeah,
Speaker 7 01:12:45
That's what I've. That's what I've heard.
Speaker 1 01:12:46
A lot of people use I find that it's one of the better ones.
Speaker 7 01:12:50
And is that just a plugin into what is what is whisper?
Speaker 1 01:12:57
So whisper flow is a tool. Uh it is a software that's installed on my computer. Um I. Send messages through it and it plugs it in for me into the item. I use it pretty often. So you can see my insights, this is how many total words I've dictated just on this computer alone. The reason why I like it is I can put in different spellings. So how many of you guys have met Monti from my office? Her name ends in an i not a y.
Speaker 1 01:13:33
So I had to tell it, hey, Monti is an I and it gets it. There's a lot of names and things in here that I have to put out. I had to spell you guys early on when I started using this because it wanted to do ? (no correction, likely correct as spoken) with the C. And I had to add you guys in there. So that's one of the things that I really like, But also because I can be a coder at night coding applications and things like that, it's really good for coder people who code and speak technical language. But basically all I do is on my keyboard, I hold down the control and the Windows key as I talk. And it also hears me when I'm whispering, which is why it's called WhisperFlow. It's really good at low uh low volume. So I don't irritate people because the office I'm in has really thin walls. They can hear everything. So.
Speaker 1 01:14:30
Uh, I do use WhisperFlow on my phone as well. So it is an app on on iPhone and Androids. I'll send you guys a link later. Um, give it a try. I will tell you when I'm driving, It really helps with uh dictation far better than Siri does because Siri makes up words that I've never even seen before when I'm driving. So but i'll send you guys a link. Uh. I'll send it after this meeting in my email, just so that you guys have that link and give it a try. It is really handy. Christi,
Speaker 6 01:15:10
Can I go back to I have a quick question? You mentioned earlier that these systems or should be connected to SharePoint. Yes, did I hear that correctly?
Speaker 1 01:15:19
So, we have connections there in each app for you guys to connect to Microsoft now with. Copilot, it's already connected to Microsoft. You don't have to approve it. But if you look into Claude, I'm going to show you Claude. If I go into settings, uh they keep moving it around but I believe it's under extensions now connectors. I'm sorry, they keep moving things around with me. Um I can go in here, and I can add connectors back to the apps that I like the most. And so you'll see Microsoft 365 is here.
Speaker 1 01:15:56
And that's where it's linked back into Microsoft for me. I also use Asana for one of my clients, for my projects, and I have it linked in Asana. I do my personal Gmail and my Google Calendar for our family calendar. And then I also do Airtable if any of you guys know what Airtable is. I used to have apps like Notion connected, for anybody that uses Notion. How many of you guys have a Remarkable?
Speaker 1 01:16:29
Okay. I'm not going to give you, I'm not going to tell you about them, but remarkable. I'm giving you too much new technology today. But any of the tools that you might have in here, I use Zapier for program or for automation. If you've ever heard of Zapier, I'll go over that later. PayPal because well, I need to reconnect it but PayPal because I do have websites that receive PayPal and also receive Stripe. And then my blog, for those of you guys who knew that I write a blog, my blog and Crimson stuff is in here as well. So you can connect to a lot of different things. I also have it connected to Spotify for the days when I'm bored with my music selections. And I have Claude tell me, hey, try this out. So you can do connectors also in ChatGPT.
Speaker 1 01:17:28
So if I go in here and look at my settings, got to remember where it's at. There's the plugins. It's called plugins in ChatGPT. And so I have my plugins here, my GitHub, I have Teams. So these are all the ones I have turned on. I don't have as many in ChatGPT as I do in Claude. And then for.
Speaker 1 01:17:58
Um, Office 365. I am on Copilot Premium. Most of you guys are on that as well. Um, there is some settings in here. There are some connectors that we can do. Um, And so we have those in there. If we want to go in and put in sources and sources are the same thing as connectors and plugins. So my sources I have Viva Power BI because I do a lot in Power BI, but I can go in here and I haven't done it yet, but I could connect Canva. But there's a lot of things that you can connect it to. GoDaddy, Google. So even if you guys want to check your personal Google, you have the ability to add your calendar and contacts in here. HubSpot, if you guys utilize HubSpot, quite a few of our clients use HubSpot. And then I mean there's a lot. Miro is something I use for planning things out. It's like a thinking board mind node type application, if you guys know what that is?
Speaker 1 01:18:56
Um, I I use that pretty often. So, you've got quite a few different connections that you can make where it connects back to your data. It's a lot. So if you guys uh, if you guys need to ignore what I just said, feel free for those of you guys who are interested in the connections. We can talk all day about it, but let's not talk about it right now.
Speaker 4 01:19:17
I went to connections and Claude doesn't see a connector for Microsoft and I'm in, I'm in, One source is a Microsoft one. I can't find it either.
Speaker 1 01:19:29
Um, Jason, are you logged in the cloud for me?
Speaker 2 01:19:32
I am.
Speaker 1 01:19:33
Um, if you can, I'm trying to remember how to do it. Uh go into workspace workspace settings. It's going to be right right here towards the top and then you can go to connectors and add Microsoft. I think it's Microsoft three sixty five for the entire company.
Speaker 1 01:20:10
I'm Having problems with my VPN connection or I would try to do it for you guys.
Speaker 6 01:20:19
Jason's going to install Microsoft 365 for everybody here.
Speaker 1 01:20:24
Yes, he's got the abilities. If not, John, are you connected to VPN?
Speaker 3 01:20:31
I can be shortly. Yep.
Speaker 1 01:20:33
Okay. Uh, if not, I can have John do it.
Speaker 5 01:20:37
Yeah, it says your admin has been notified.
Speaker 1 01:20:40
Okay, perfect. Uh we can go in and take a look at that. Um I'm in a I'm in an office where the internet speed is not conducive to VPNs right now. So I am not signed in today, but we'll get that fixed for you guys to have Microsoft.
Speaker 1 01:20:57
Yep. All right, I'm going to move on ahead because we we are running uh slightly behind, and that's probably my fault. Can you guys hear me?
Speaker 2 01:21:14
Yes, yep.
Speaker 1 01:21:15
Okay, I froze for just a moment. Um bear with me one second I'm gonna pull up my PowerPoint.
Speaker 1 01:21:30
All right, so I until my PowerPoint pulls up, I am going to just kind of go through everything. But essentially, You guys have three tools for where you can do three different things with each tool. Okay, Carnegie three so that you guys can look at it, you guys can evaluate it, you can experience what it looks like on each one. Um and you can play around with it and get the experience of what works best for you guys instead of getting. A vendor pitch. Can you guys still hear me? Yes. Okay, perfect. All right, I think we just had a uh I think I just had a glitch on my side. Um. So with that, uh I want you guys to play around with all the tools that you have um do some things, various things that we've already discussed today. Um we're not done with the conversation yet but I do want to.
Speaker 1 01:22:29
Kind of bring us back to the toolkit. Now, let's talk about each of the three tools. The first one you guys have is Microsoft Copilot. Now, let me preface everything I'm about to say with these are all my opinions. You guys may play around with this and get other opinions, so if you hear me give an opinion about a tool, It is just my opinion or it's based off of what we see things at in July in 202 6. And trust me on this, August twenty twenty six is going to be totally different because everything changes at the speed of light with AI. All right, so Microsoft Copilot it's the one that lives inside your work. All right, it's already in Outlook, Word, Excel, PowerPoint Teams. It can summarize a long thread. It can draft a reply. It can recap a meeting. It can build formulas, which is one of my favorite things to do in Excel.
Speaker 1 01:23:27
It can see what you're working on without you copying anything from anywhere. Now, real quickly, one thing to make you aware of within Copilot, you cannot access data that you don't already have access to. Okay? So, if Jeff is sitting there with an unpublished book in his OneDrive that he's working on personally. And it's going to be a really cool space odyssey book. No one's going to be able to see that because no one else has access to it. So Mark can't dig around and use AI to go find out what's in Jeff's OneDrive, okay? Make sense? All right. So, if you guys have uh one other descriptor I give is if you guys have HR data in an HR folder, that only one or two people have access to, and it has everyone's payroll information, no one else that doesn't have access to that.
Speaker 1 01:24:21
Can dig around and find out how much Mark is making this year because they don't have access to it unless Jason put that data in a folder that he forgot about somewhere in SharePoint that everyone in the company has access to. That's the only way that data can be given out. So be aware of that. Um, I'm going to give you my honest take, As of this month on Microsoft Copilot, it's one of the strongest tools on your data. Okay. It does not have the depth that you're going to see in Claude and ChatGPT. Now, there is a workaround for that. I'm going to show you guys uh that workaround real quick. This is my Copilot and from here if I go up to Auto, I can change from Opus to GPT.
Speaker 1 01:25:22
Still does not have that depth as much as the other tools, But you do have the option to switch out what models you're using on it.
Speaker 7 01:25:33
Sorry, Can you can you explain why it doesn't have that depth if the engine is same as the other two?
Speaker 1 01:25:42
Because the best way I can put this is think of Claude and ChatGPT as your teenagers. Copilot's your preteen. It's a little bit younger, and with the way Microsoft has been working on it, it's a slower push than the other tools. Now, that being said, Microsoft is catching up. The depth in Copilot has changed even in the last six months. And it's just because it's the younger version.
Speaker 7 01:26:21
So, you're saying they just don't have access to the most up to date models because of like their contract with those firms. Is that the only difference because I'd imagine the engine is still pushing out you're still going and I guess I'm just confused on that part?
Speaker 1 01:26:35
No worries? Uh the engine is still pushing out, but you're comparing a V 6 to a V 8.
Speaker 7 01:26:43
Are you calling the V 8 Fable five? And the newest model that copilot doesn't have access Tom.
Speaker 1 01:26:50
Copilot's the V, the V 6, and all other models are the V 8, meaning Claude and ChatGPT. It's really more not about the models within the applications, but about the application itself and what it's allowed to pull. Okay. Does that help?
Speaker 7 01:27:06
Okay. Yep.
Speaker 1 01:27:09
Also, you've got a couple of key features that Copilot and ChatGPT does that Microsoft doesn't do very well yet. Or they can do it, but at a cost an extra cost. So there is those two options, those two items as well. Now it's waiting for my PowerPoint to come back up.
Speaker 6 01:27:33
It is Christy I got a question while you are waiting there. So one of the things that's this is and Copilot. How do you get a full screen? It seems like for me it's always over on the side and then it, Send it. It does its work and it writes something up, and then it's like all squished up in a sidebar. That's an artifact.
Speaker 1 01:27:58
Ah, so what you're talking about is an artifact, And we're going to go over that tomorrow when we go in depth on that one, because that is annoying, especially when it's on your cell phone.
Speaker 6 01:28:11
Or on your computer.
Speaker 1 01:28:13
Yes or on your iPad.
Speaker 1 01:28:17
I love my copilot on my iPad. Trust me on that. One thing about Copilot, I don't ever ask it to read a 40 page lease. Well, in my case, a 40 page contract. Copilot is like the anchor to your data. And when it's looking at things, when Copilot looks at stuff, it skims. And so it doesn't really read through the entire thing. And sometimes that does affect on your summarization of big documents. Now, emails is different, but big documents, it will scan and pull pieces, but it won't read in depth to understand it. And that's something I've seen lately. Now that may change soon. Okay? For Claude, that's the one you want for long documents.
Speaker 1 01:29:16
And when you need careful thinking, okay. Again, this may change. What I will do is I'll point it into a contract that might be long pages? Or how many of you have ever seen a Verizon bill for a business? It's a lot of pages. I'll use Claude to look over that invoice. I have a client's invoice that gets mailed, and it's this thick and sometimes I have to scan it in. Because we get it in a paper format, so digital. And so I'll scan it in. That's, that's the system I am going to have a look at long documents because it's going to read it more in depth. It'll reason really well, but it's also really good at telling you when it's unsure of something. Okay, it's also really good at telling you clauses. So I accepted a vendor contract that I was looking over before I signed it, and I look for a couple of different things. I actually have a project.
Speaker 1 01:30:15
Within Claude that looks for the gotchas in my contracts. So things like I need a 90 day notice to cancel or different gotchas like that. So, That's I'm going to use Claude for that rather than the other tools, because it allows for more in depth reasoning. Okay, it also has Claude Co-work. How many of you use Claude Co-work yet?
Speaker 1 01:30:42
All right, Claude Co-work is where you can point it to a folder, describe what you want, and it plans and executes the steps. So, one of the things I do with it is I have a budgets folder for my clients and an invoice. These are the two clients that I work with about 16 hours a week. And, what it does is it'll take invoices, and it will build out my budget for the month of my actuals. And I can compare that to what finance says. So when I'm looking at my budgets, I'm going to use Claude Co-work for that. And I want to show you guys a little bit of that in a moment. You guys have seen the live demo of Co-work, so I mean of Copilot. So I'm going to show you Claude. I'm going to go in here and I'm going to ask it to go into CoWork. So someone click this button. Some of you may see CoWork up here at the top left. And if you do just click CoWork up there and then you're going to oops, I don't know why it did that.
Speaker 1 01:31:41
Um, you're going to click here. It might show just a folder here. I already had one selected. Um, select the folder that you want to work in. So if I'm working in a client, I can go into that folder. So I'm going to have it go into Carney because i have i have all my clients with their own folders There we go, and i'm going to select Carney. And I'm going to work out of the Carney folder. Okay, so I'm in CoWork and I'm going to tell it this one, I'm going to do and I'm just going to say, "I want you to organize and summarize my meeting notes with Carney." Okay. If I misspell something, it's gonna figure it out. So I'm not going to change that. Also, I've got an option for models down here.
Speaker 1 01:32:41
I use Opus because I have the bandwidth to use Opus, but for most of you, Sonnet is going to be your best option. And we're going to get into models later. But, if you're following along with me and you're doing it in a similar folder, um, you can do Sonnet for this one. Um, You can also tell it's I want you to reorganize my files in this folder and put them in the correct subfolders. So if I have a uh If I have a big folder that needs to be organized into like meeting notes and invoices and budgets, I can tell it to do that. Now, I'm going to tell it to start task, and it's going to go through and do it. But for this, I don't want to wait on it because it will. Um, I am working on folder organization right here. And I'm going to pull this up so that you guys can see it. It has steps that it created right here.
Speaker 1 01:33:40
It has instructions or anything that it read, and what I told it was I wanted it to reorganize that folder. It's a client folder, And it went through and it read through all the titles and some of the datas. Um, I don't allow to delete, But what it did was it fixed my scripts because I do a lot of scripts. It uh moved contracts because I have some contracts, any of my reports, my communications. My drafts, my training, all of the stuff that you guys see. And you can it moved it into the right folders. And, then it did tell me there were three files that left intentionally at the top level. One of those was Vanilla Birthday Cake Doc. Don't know why that's in there. It was probably part of a training program that I taught that I forgot about, but it left it there because they didn't know what to do with it.
Speaker 1 01:34:36
But it gave a progress. It made its own progress. And I'm going to go in here to Carney. So here's its data. It hasn't made any task progress, but it's reading through things to determine what to do. Now, If you're following, along with me on your own folders or you do this later, you'll see that it sometimes asks you for approval for things. I have mine on automatically approved for this one, But you, most of you guys will see it. That's it's going to probably say manually approve. And so when you manually approve, it's going to ask you can it read, can it go out to the internet, different things like that. So I always put mine on auto. It has a very good judge of character. I do not put in on skip all approvals. Most people don't have that in there but I have a developer version. We don't want to skip all approvals because if it sees something potentially dangerous, it might skip it.
Speaker 1 01:35:32
And, that's how you could accidentally delete a bunch of files in a folder without meaning to. Okay, within the auto it will always ask you to delete. It'll always ask you to choose what's delete. I have done that. I have wiped out an entire application I was building, so be aware of that. But Copilot, that's the one that does the agentic AI. I can sit here and I can go into a new one, I'll leave it on Carney And I am going to say, "I want you to create a training for Carney that is advanced Excel training. " And, it will create that training, and it will save the file that it creates into the folder for me. Here is another one that I do. How many of you guys?
Speaker 1 01:36:30
Create policies for your tenants or your clients or your properties. Or contract. No?
Speaker 4 01:36:40
We have a standard set, yeah.
Speaker 1 01:36:42
You have a standard set. What I've done with this before is I have a standard template for uh policy that I write. And, what I'll do is I'll go to that client and I'll point out that template as well. I'll add the template to this chat. So it's like a contract. I have a template for that contract, and I'll say, based on this client and the information in these folders, I want you to take this template and create me a full policy for Carney. And it will do that for me. Now, I do go back in and check it because it'll put what it writes over here to the side. And then I'll check it and I'll argue back with it and say, okay, I need you to change this. This needs to be less bulleted.
Speaker 1 01:37:28
I need you to put the amount of employees in here. I need you to put, maybe the cost of everything. Does that make sense? Now,
Speaker 6 01:37:44
With what I am telling you, Christi. Yes, Christi. If you are indifferent, can you use Chat GPT in your next example as opposed to Claude?
Speaker 1 01:37:53
Yes, we're going to go over Chat GPT in a moment. So, But one hundred percent. All right, Any questions on Claude? Or did I give you guys some ideas of fun things you can do with it? Say that again, I am sorry. Okay,
Speaker 7 01:38:19
We're good to go to ChatGPT.
Speaker 1 01:38:21
Perfect. All right, so ChatGPT, it's my generalist. It's got the biggest toolbox. All right, now ChatGPT is not the tool I use most often, but when I tell people and they ask me for advice, I'll tell them it's got the biggest toolbox. It's got something for everyone in it. It's really good at generating images. I showed you guys earlier where I have it generating images for my employee stuff that's going out. It's also really good at data analysis, really good at putting things into your voice.
Speaker 1 01:38:55
It does file processing and everything in one place. It does web research really in depth, so it's really good. Custom GPTs, which is missing from my version right now, is a key thing where I go in and I will tell it, hey, I want you to build this contract. Here's the template. And every time I want you to build it, I'm going to give you the data, you need to build it for this client or I'm going to tell it where it can go look for that information.
Speaker 1 01:39:26
So, One of the things that I'm going to ask you guys to do is in a custom GPT, build a Carney lease abstract assistant. If that's something you guys want to utilize. And, it's something that if you build it and everyone can reuse it, because you can share it across the company. So for Crimson, how many of you guys know what a statement of work is? Okay. So I have a statement of work generator In our GPTs for Crimson employees, And it's set up with our template of how Crimson uses a statement of work. So any of our employees that need to build a statement of work can go into that GPT, pull it, and be able to build a statement of work just by giving information. Okay, I went back to the classic because the new one's bothering me. So I went back to the classic in my GPTs. You'll see GPTs right here and.
Speaker 1 01:40:23
Guys, with my new update, I will find the new location for GPTs later. But you guys can see we've got Crimson Ticket Assistant. We got a policy where we can build our policy and compliance policies for each client. And then here's our statement of work. And my team does use it. I had to rebuild it not too long ago, And sixty five people have already used it in the last probably month two months because I rebuilt it. I think early June.
Speaker 1 01:40:54
And I share this out with everyone. These are the the most popular, with the sale builder being the most popular. But you can go in here, you can have it analyze, you can put contracts in and have it compare. It literally on my screen I said it's a Swiss Army knife. Chat GBT is literally the Swiss Army knife.
Speaker 1 01:41:20
The only reason why I don't use it as much is because I keep using up all of Anzor's credits. So, um, It's also one of those tools that you can use. If you use it personally. It's got connections to way more things than you would see on Claude and Copilot. Okay.
Speaker 7 01:41:40
Um, could I ask you a quick question about the GPTs? Yes. So is there a big advantage to using the GPTs instead of, Like depending on the complexity of task, Instead of just using a chat log that you have asked for that request multiple times in.
Speaker 1 01:41:59
Yeah, I will say there's a massive advantage to GPTs. One is you can have a different chat. Let's say you're building out an SOW like mine. It's already going to know all the details. And when you start a new chat, you're only starting it for, That one conversation you meet. Now, I did say earlier that to keep everything in the same conversation, But if your conversation is about the same contract or the same agreement, but for different companies, you want to put each of the different companies in its own chat. Okay. Does that help make it better?
Speaker 6 01:42:39
So Christi, I think I think the problem that I am having is I don't know what you are talking about. So you say GPTs, I'm on my screen. I can't make it mirror your screen. You're like, I yeah, I've got to be on the same version if we're listening to what you're saying and following along. Um, I really don't know what you're talking about. And and so okay, I probably am not the only one here. So can you break it down? You answer a a question for Alex who's quite a bit ahead of where I am. And and then you throw on a screen that I can't follow and it's not working.
Speaker 1 01:43:15
I completely understand and I do apologize. I have two GPTs up, and this is the one that just got installed today, and nothing on there is the way it was in the old one. So I am this just happened today, so I do apologize for it. Um, I'm going to figure out in this one, and I may have to bring this one up tomorrow where GPTs is listed here. But let me explain GPT from your level because you have a valid question, a GPT. Is something where it's like a project, Where let's say in a project, you have instructions for that project that might differ from other projects. A GPT allows me.
Speaker 6 01:43:58
What's what's what's an example of that? And don't use another acronym. Give me an example, please.
Speaker 1 01:44:07
Um, so basically I rewrite the same document over and over again. And I don't want to tell ChatGPT how to create that document every time. So I am going to create a GPT that already has that template in it.
Speaker 6 01:44:32
Yes, I can't, I am not where you are. I was on a screen, I am on a screen. I'd like to follow along. It seems to me, the beauty of everybody having their laptop out is that we should. If, you put something on your screen and you're typing in a prompt or you're going through a process, we can mimic that ourselves. So without that, it's just like watching the screen and falling asleep.
Speaker 1 01:44:57
I understand. How many of you have the button for GPTs on your on your ChatGPT?
Speaker 4 01:45:06
I do. Okay.
Speaker 1 01:45:09
So two of you have it, and the rest of you, do you see this screen?
Speaker 4 01:45:13
I think part of it is I have classic up and the other ones have regular.
Speaker 1 01:45:18
Yes. Um, the the new uh Chat GPT got installed on mine and overwrote my classic. So a lot of you guys, Can everybody click on start and type in Chat GPT and tell me if you have two GPTs? And if you do, click on Classic for me.
Speaker 4 01:45:36
Where's start? The little. Box the little corner box in the corner, the four blocks down here at the bottom of your taskbar.
Speaker 1 01:45:45
The Windows logo at the bottom.
Speaker 6 01:45:49
Okay, what are we supposed to do with that?
Speaker 1 01:45:53
And so when you click on it, There should be a search bar at the very top that says" search," and type in chat, GPT or just type in chat, and it might pull that up. Okay.
Speaker 9 01:46:08
But you got to search through apps, right? Is that Yes. Okay.
Speaker 1 01:46:13
And do you see uh ChatGPT Classic on yours? Yes. Okay. Um Everyone click on the ChatGPT Classic, and we're going to use that for today.
Speaker 2 01:46:28
So this is a new app It's coming in I'll install it.
Speaker 1 01:46:36
I'll pause for a moment and let everybody catch up because I think some of you may need.
Speaker 6 01:46:41
Are, we then going to have multiple chat GPT programs installed on our computers. So then we are flipping back and forth between because we've only got 15 minutes left today. So I'm I would propose that maybe we wrap up today and and you get. Your systems organized so that you have the same system that you've told us to put on in place, and then we commence tomorrow.
Speaker 1 01:47:16
We can definitely do that. However, the Chat GPT Open AI is the one who did that to us. It installed a new update. And so it put both of them on everybody's computers before we had a chance to realize it. I definitely agree with you. I did not realize it was going to have two on there today because all week long last week. All I have was ChatGPT Classic. So this is something that just came out. I'm going to see what I can do to fix it, um, but I need to find out what ChatGPT did. But I will get it. I will get it figured out for tomorrow.
Speaker 6 01:47:51
Not blaming you, I'm just saying, we got we got 15 or 20 people sitting around here, and this is really valuable time. It's a super important subject, But i'd rather i'd rather figure out how to how to optimize our time here.
Speaker 1 01:48:05
No worries. I'm going to move on, and then we'll go back over the custom GPTs tomorrow. And I'll figure out what's going on with your GPTs after hours, so that I'm not, I'm not digging much more into that. Um, what let me go over what to reach for when okay. So. And this again, this based off of the last couple months of what we're seeing. This could change tomorrow, But when you need to handle emails and meetings and anything that's already in Microsoft, three hundred sixty five.
Speaker 1 01:48:35
Reach for Copilot. Now, that being said, your other tools will also utilize Microsoft 365. Okay. When you need it, when you need AI to read something long and to think hard about it, that's going to be Claude. That's the tool that you want to reach for. If you need something that can do a bit of everything, especially with images and do quick analysis on shorter documents, you're going to reach for ChatGPT.
Speaker 1 01:49:05
Now that being said, all the tools already have image in it. So you can do a lot of things with image. Um, so I don't want you guys to to say, oh well Chris only said images are in chat GPT. It's actually in all of them. So, one of the things I'm going to show you is um the design space that I was talking about for you guys earlier in this, where I took an image. And this was a blank image. This what my apartment complex looks like when I moved in, except for I had hardwood floors. And then I told it, "I want to make it look more comfortable. " And so it went through and gave me some information, and then it built an image from it. Now this image is going to take a moment to pop up, but this something you guys can utilize within all tools. The best ones for this going to be Copilot and ChatGPT.
Speaker 1 01:50:01
All right. This is what it gave me when I asked it to give me a nicer, prettier picture. And so you guys can see this is what my apartment looks like now with furniture in it. And then it gave me a couple of different options. I kind of like the light blue one. But just so that you guys can see what it can do with images.
Speaker 5 01:50:24
Since when did Claude incorporate image into its functionality?
Speaker 1 01:50:29
So Claude's only done that in the last couple months. It's still not there yet.
Speaker 2 01:50:34
Yes, I had it try to create an image today and it couldn't do it, but that's why I say use Copilot or ChatGPT. They're stepping up their image game, but it's not there yet. Okay? Um now for a lot of the tasks that you guys utilize all three, do a really good job.
Speaker 1 01:50:57
The differences are going to show up in the edges on the little things that you or I don't account for. So, that's where I want you guys to make notes if you're trying anything today. Tell me what it's not doing good at because I want to hear about it tomorrow, and we can go over everything as we're as we're going through and practicing tomorrow and Wednesday, We're going to see a lot more things that we can that we'll see differences in. Today wasn't supposed to be as much of a hair Hands on as tomorrow and Wednesday. Today is more of an overview so that you can understand the basics of AI, But I want you guys to understand all three do a fine job at a lot of things. Okay, for you guys, and this your turn. I want you guys to pick a tool for, and this an this evening. Uh option. I want you guys to go through pick something from this and I'm going to send the screen to you via email right after this meeting pick.
Speaker 1 01:51:57
An option that's closest to your actual job, and use any tool you want. Now, you'll have to give it a little bit more detail than what I have in this picture, but give it some detail and see what it does. And we're going to talk about that in the morning. So for leasing, a one paragraph marketing summary of a property aimed at a logistics tenant. See how well it does. Give a little bit more information for operations, a preventative maintenance checklist And a schedule for reoccurring property issue. For marketing, I'm going to skip over a few of these. For marketing, any of you guys in marketing, give three subject lines and a paragraph for quarterly investor updates. Okay? If you don't have anything at all, pick something and give it a try. And, then if you want to try it in the other tools and see how the other tools do. Okay? That's your that's your job for um.
Speaker 1 01:52:54
For this evening, we're going to go over the results tomorrow. Any questions of what we've gone over yet?
Speaker 4 01:53:06
Can I ask two things? Yes, sir. One is some of these things. Talk about the model to use at the bottom. What model should people be using?
Speaker 1 01:53:17
Okay, so for Copilot, I'll start with that one. I'm going to just open up a new chat. The model I want you to use is just auto. Now, if you have a little bit more experience, you can play around with it, but just use the model for Claude. What I want you to do is to go into chat and I want you to use Sonnet. Okay? And that's the default or should be the default if it's not your default.
Speaker 1 01:53:49
And Opus is your default, use Opus. For ChatGPT Classic, use Medium. And you can see that right here.
Speaker 4 01:54:16
Second question is.
Speaker 4 01:54:22
If, you have a computer that has some personal stuff on it as well as work stuff, Is it only going to search the work stuff? Or is it going to also search the personal stuff?
Speaker 1 01:54:33
It's going to search everything.
Speaker 4 01:54:36
Can you set up walls?
Speaker 1 01:54:39
You can. One of the things I like doing is pointing the system at the particular folder I want it to use. And that's how I set my walls, and I tell it not to go anywhere else but that particular folder.
Speaker 4 01:54:55
And then the last question I have is, I have lots of problems often searching in Outlook or emails, where it tells me the index is still indexing because it never finishes because it's got some going. Yes. But it offers to use like Copilot to find those things. Is that a better alternative?
Speaker 1 01:55:17
Honestly, Copilot has gotten really good at finding things I've lost from three years ago. I've started using Copilot rather than Outlook search.
Speaker 4 01:55:30
And will that search both what's on your computer, which may not be everything versus what's out on the web?
Speaker 1 01:55:36
Yes. It found an email from 2021 that I needed the other day. That's definitely not on my computer anywhere. Any other questions? Because those are some really good ones there, Mark. I love those.
Speaker 4 01:56:04
I have a couple others I could throw at you.
Speaker 1 01:56:07
Feel free, and if we don't answer them right now, because I do want to, I do want to be cognizant.
Speaker 4 01:56:12
Same question for searching SharePoint.
Speaker 1 01:56:16
Exact same issue indexing usually is a problem in my search. Uh, Copilot has been a better tool for searching for files.
Speaker 8 01:56:30
Hey Christi, I have a quick question, which is a little bit more of an overarching AI question. Okay, But I know that a lot of these big companies have been somewhat transparent about their models. These last couple years and. So I guess my question is, What have OpenAI and Anthropic and Microsoft identified as the biggest shortfalls in the AI space? And how are they addressing them? And, what does the timing look like for addressing what they think are the biggest shortfalls?
Speaker 1 01:57:02
So their biggest shortfalls that I've seen in red is going to be mostly surrounding how the data comes in and what data goes out. Now, that being said, there's quite a few things that I'm going to point out as being issues. Um, which goes into my risk category. The data, it pulls back and the amount of hallucination, which they're constantly attempting to improve on the hallucination. And that's a big shortfall. Um, part of the hallucination is just what people type in.
Speaker 1 01:57:43
And how what safeguards people put into what they're typing, the context back to the prompts. The other one is, um, the data that's being returned. So I called it model inbreeding and Jason called it by its more technical term earlier. It's still an issue, but it's a smaller issue than what it had been, and they're constantly taking those shortfalls and fixing them. And putting safeguards around the data that's coming back to you. I can tell you for sure that a year ago, I worked exclusively in ChatGPT and ChatGPT was constantly hallucinating. Now these days, my hallucinations have been reduced by 75%. So they are taking those shortfalls and they're moving them along to fix them.
Speaker 8 01:58:35
Great, thank you.
Speaker 1 01:58:36
You're welcome.
Speaker 1 01:58:39
A lot of what I spent time in the last couple months doing is coding. So for those of you guys who are more advanced in that area, they do have some shortfalls in that as well, of missing steps and not putting a lot of the data in correctly. So if anybody's interested in that part, that is going to be a big shortfall. Real quickly because we got three minutes left, Tomorrow, I'm going to debrief with you guys and ask you what surprised you and what disappointed you. So what I want to make sure that you guys are doing is taking those tasks that I showed you. Use any of these on a real, on one real task. Have it summarize a thread. Do the pieces that I showed you before. Um, I want you to rewrite a paragraph. Bring me what fails. I will definitely want to see what failed you because failures are the best teaching material that I do have.
Speaker 1 01:59:35
Tomorrow, Jason was kind enough to give me some real, some real carnie examples to utilize. And we're going to be using those in tomorrow's stuff. And. So these are use cases that come from your everyday work, and we're going to be using them tomorrow on Wednesday. So tomorrow is going to be more of a follow along than today has been. Today has just been your foundation of what each one is and what we can do. Um, so tomorrow is going to take you, we're going to go from I can get an answer From Copilot or ChatGPT or Claude, to I can get the right answer on the first or second try. And we're going to use those against real Carney workflows. So if there's something that you want to bring up tomorrow, feel free to bring it and if we've got time, we'll take a look at it. Other than that, I want you guys to play around see what you guys can get done. For some of you guys, it can be as easy as mapping out a route on.
Speaker 1 02:00:32
U sing uh, one of the systems to determine the best route somewhere or one person on my last training last week used open table within uh chat GPT to reserve a table. I haven't figured that one out yet. But it was a great example, so bring up to me what you guys are doing. Uh bring them up tomorrow. I do want to know about the failures. I do want to know about your wins. And uh other than that, I'll see you tomorrow at noon. Um.
Speaker 5 02:01:02
Couple of uh, so for the exercise tomorrow, I did provide some data we can play with. Um, If um if you have certain things you want to really see uh the AI agents in action, send them to me and I'll provide them. So a couple of exercises we'll plan on doing tomorrow. Uh, compare two versions of a contract, see what the red line is what's changed um, Comparing different vendors, so I did a pretty simple, like non-harmful comparing two models of a copier. You have vendor bids that you want to use AI to showcase its abilities, pricing terms and so forth. Send out a long couple other exercises look at draft documents.
Speaker 5 02:01:58
Give it a financial report and have it try to summarize or spot any abnormalities that is worth investigating. But these are the exercises are meant to be catered toward us. So, if you have certain things on your daily job that you will like to see being put to work, send them, Let me know what the intent of the exercise is, and then we can incorporate that. We can change the exercise on the fly. So take a few hours, send them to me and Christie before the end of day today, and we'll have it available to test as a group Tuesday and Wednesday.
Speaker 4 02:02:47
I have one other suggestion, which is maybe we ought to start convening a little earlier. So if we can get lunch and do stuff so we can start, we're probably 12. We have to have get the lunch at a quarter 12. But um also, it may be beneficial for everybody to be I think the boardroom may be a better solution. Oh this is fine so we need to work it out for everybody there.
Speaker 6 02:03:10
Yeah I think we may not have enough room for everybody. All right one place.
Speaker 1 02:03:13
Okay Awesome um Also if you guys have any questions about today. Um, please feel free to send them over. And then Jeff, um, I did just check on the chat GPT issue. For right now, let's all use chat GPT classic. Um until I can get a moment to to sit down and take a look at the new version of chat GPT. But for tomorrow we're just going to use chat GPT classic for everybody. Um so when you open it up, make sure you distinguish between which one you're using. Um I will tell you that.
Speaker 1 02:03:52
The ChatGPT Classic will say it right here in the top left hand corner. So at the very, very top. So for now, let's just use classic rather than the other one. I did not realize they were going to send out an update and I hadn't opened it at all this morning. So my apologies on that and I will figure out where everything is in the new version, and I'll send out a guide and possibly a video for that next week.
Speaker 5 02:04:20
And uh Christi, one last thing. Uh a few of us still have issues completing the desktop version installation. It still will still uh hit a wall where it's asking for admin level login to complete installation. So if you don't mind taking another look, that would be helpful.
Speaker 1 02:04:41
Yeah, If any of you guys are seeing that um I just need your name, so I can take a look at your computer to see what's going on.
Speaker 6 02:04:47
But Christi, on mine, I can't get into Claude. I get a prompt where they want me to pay to get the free one or pay one of two subscriptions. So if you could look at that, that would be good. And I'd like that on my computer tomorrow. Absolutely,
Speaker 1 02:05:02
I'll do that for you. Thanks. You're welcome.
Speaker 2 02:05:06
Thanks guys Thank you Thank you.
Speaker 1 02:05:09
Have a great day.
Speaker 2 02:05:12
Bye all.
Christi to resolve installation and account access issues reported by attendees before Day 2Attendees submit real workflow materials to Christi and John Wilder by end of day 2026-07-27 for use in Days 2 and 3 hands-on sessionsAttendees complete evening exercise using an AI tool on a role-relevant task and bring results to Day 2+3
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Karney Properties
covered by 883857 (2.05h, ticket 913530, Karney AI University Day 1, Sr Eng/workType 42) - verified 2026-07-28 EOD sweep
ticket 913530 (detail in time entry 883857 notes)
3 - Clients and Projects/Karney Properties/Meeting Transcripts/Meeting Transcript - 07-27 Karney AI University Day 1 - Foundations Training.txt
—
✓
04-24 Buod ng Talakayan Tungkol sa Problema sa Pagsingil sa Azure at Iba Pang Usapin sa Opisina
# Buod ng Talakayan Tungkol sa Problema sa Pagsingil sa Azure at Iba Pang Usapin sa Opisina
Ang pulong ay umiikot sa kritikal na isyu ng visibility ng Azure usage para sa Marso sa ShareWeb, na nagbabanta sa takbo ng internal client billing na karaniwang nangyayari tuwing ika-23 ng buwan. Tinalakay ang paghahambing sa dating provider (PAX 8), ang epekto ng ShareWeb invoicing window (ika-23 hanggang ika-30), at mga posibleng workaround sa Azure Portal. Bukod dito, lumitaw ang mga operasyonal na alalahanin sa pagbili ng Windows 11 Home to Pro at Acrobat Pro, usapin sa pag-trace ng invoice sa ShareWeb/CIT Admin, at ilang update sa mga empleyado. May mga personal na plano rin para sa kaarawan sa opisina at iba pang magagaan na usapan.
## Problema sa Pagsingil (Billing) ng Azure at Paghahanap ng Solusyon
Ang pangunahing problema: wala pang nakikitang Azure usage para sa Marso sa ShareWeb. Sa kasalukuyan, ang lumilitaw pa rin ay Pebrero, kahit Abril 24 na. May malinaw na pagkakaiba ang visibility at timing sa pagitan ng ShareWeb at PAX 8:
- Sa PAX 8, nakikita pa ang Pebrero usage; nabanggit na malaki ang Pebrero charge, “nasa 5,000,” at may binigay na credit sa billing.
- Sa ShareWeb, Pebrero pa rin ang nakikita at wala pang March usage dahil naka-tali ang usage visibility sa pagdating ng invoice, na nasa loob ng window na ika-23 hanggang ika-30 ng buwan. Bilang resulta, inaasahang lalabas ang March usage sa bandang ika-30.
Epekto sa internal billing:
- Dahil kailangan mag-bill ang team tuwing ika-23, at kung darating palagi ang March usage sa ShareWeb sa ika-30, mahuhuli ang sariling billing ng team kumpara sa data availability ni ShareWeb. Ito ang malaking operational risk.
Mga detalye ng kliyente at numerong binanggit:
- Kliyente: Beta. May nabanggit na “4,000” para sa Pebrero at nabill na ito.
- Sa Azure Portal, lumitaw na usage na “406.82,” ngunit ang nakikita pa rin ay Pebrero. Hindi tugma ang halagang ito sa PAX 8 Pebrero na “400” (ibang halaga) at may impormasyon na “malaki” ang Pebrero sa PAX 8, “nasa 5,000.” May mga paunang palagay ukol sa prorated amounts pero hindi ito dapat i-assume; kailangan ng direktang pag-verify kay ShareWeb.
Opsyon/Workaround:
- Diretsong kumuha ng cost analysis sa Azure Portal per client portal. Ito ang itinuturing na “pinaka-overthrow” para makuha ang usage sa oras na kailangan.
- Limitasyon: matrabaho; walang “download all” option; kailangan isa-isahin ang bawat client portal. May isyu rin sa access per client.
- Dahil dito, iminungkahi ang agarang pag-clarify at pagtawag sa ShareWeb (kay Kathy) at pakikipag-ugnayan kay Martin (sa Teams) para maunawaan kung bakit nananatiling Pebrero ang lumilitaw at paano makukuha ang March usage sa oras.
Pagkilos at komunikasyon:
- Iminungkahi ang agarang pagtawag kay Kathy (911 urgency) at pag-check ng signature ni Martin para sa contact details ni Kathy.
- Ipinunto na hindi puwedeng mag-assume; lahat ng discrepancy ay dapat i-clarify kay ShareWeb.
## Iba pang Gawaing Pang-operasyon at Pagtatanong
Lumabas ang pangangailangan at mga isyu sa pagbili at lisensya:
- Windows 11 Home to Pro at Acrobat Pro ang mga item na tinukoy. May nabili nang Home to Pro ngunit iniulat na “hindi nag-work yung license key.”
- Plano: “Try muna natin dito,” i.e., subukan sa ShareWeb kung maiproseso ang Windows 11 Home to Pro, at “Try [to look for] Windows 11 Home 2 Pro [license key].”
- May banggit na “Microsoft Perpetual,” “O, 49 din,” at “Home to pro, free man. Free man, Adobe Pro.” Ang mga ito ay hindi malinaw ang eksaktong konteksto ng presyo o status, kaya nakatala bilang verbal mentions lamang.
- Sinabi na hahanapin ang SKU sa Freeman, MS Admin part, bilang bahagi ng procurement flow.
Pag-invoice at visibility sa ShareWeb/CIT Admin:
- Problema: “Walang ano sa ShareWeb pa. Ano yung invoice niyan?” — mahirap hanapin ang invoice ng biniling item sa ShareWeb.
- Sa CIT Admin, wala ring nakitang invoice o record. Wala rin sa “report logs.”
- May mga petsa at oras na nabanggit (“May 5,” “1.30”), ngunit hindi malinaw ang kaugnayan sa delivery, activation, o scheduling; nakatala lamang bilang lumabas na detalye.
## Mga Update sa Empleyado at Usaping Panloob
Kalagayan ni Ronel:
- Posibleng nanganganib si Ronel dahil may nakatanggap ng “yellow” na C-SAT mula sa bagong kliyente (Anderson). Matagal na itong isyu at “long overdue” na rin ang concern. May pahiwatig na baka kailangan nang maghanap ng kapalit.
Recruitment at staffing:
- “I-hire na daw si Marie Carr,” bilang bagong accounting specialist. Nabanggit na nahihirapan si Melissa, kaya hinikayat ang pag-expedite.
- May usapan tungkol sa isang L2 Project Manager. Binanggit na mataas ang sahod (“malaki”), at si Pete ay “sobrang excited and totally sold,” at “confident” sa sagot niya. Umaasa ang team na maganda ang cultural fit. Nabanggit na taga-Davao ang kandidato.
- May mga light banter tungkol sa “konyo” at impresyon sa ilang persona; ito ay hindi bahagi ng pormal na desisyon at nanatiling personal na komento.
Operasyonal na impresyon:
- Dahil bagong client, importante ang “good impression,” kaya sensitibo ang team sa C-SAT at performance feedback.
- May mga biro at asides tungkol sa internal dynamics, ngunit walang konkretong desisyong lumabas maliban sa pag-follow through sa hiring at posibleng pag-replace kay Ronel (hindi pa final).
## Personal na Usapan at mga Plano sa Opisina
Pakikipag-ugnayan at availability:
- Si Kathy ay nasa lunch at siya ang magko-callback pagbalik. Nabanggit na maingay ang background sa pagtawag.
Kaarawan at plano sa opisina:
- May plano para sa birthday ni Jane, na may Monday lunch. Pinag-uusapan ang cake: may nabanggit na “Pistachio” na “maliit lang,” at may matibay na mungkahi na “Mango Bravo” na huwag nang pahirapan ang pagdedesisyon.
- May mga biro na “April babies,” “Happy birthday,” at paalala na i-calendar ang cake order. Plano rin ang pag-order sa Sunday at pagkilos sa Monday.
Personal na update:
- Emosyonal na usapan tungkol kay Jen; malaki ang gastos nila sa ospital, nagpa-pile up ang bills, at ang bakasyon nila ay halos sa ospital na spend.
- Nabanggit ang pag-inom ng magnesium glycinate para mas maayos ang tulog (“walang gising-gising in-between”).
- May magagaan na banter tungkol sa “konyo,” “My mom raised me like this,” at iba pang biro sa team.
- May plano na mag-selfie kapag naihatid ang laptop kay Paula.
## Action Items
- @Speaker 2
- [ ] I-follow up si Christian tungkol sa huling email niya (context: Azure billing/usage visibility) - [TBD]
- [ ] Tawagan si Kathy tungkol sa ShareWeb usage discrepancy (urgent) - [TBD]
- [ ] Hanapin sa signature ni Martin ang phone number ni Kathy - [TBD]
- [ ] Tawagan ulit si Nevada - [TBD]
- [ ] Ilagay sa calendar ang order ng cake para kay Jane - [TBD]
- [ ] I-place ang cake order para kay Jane sa Sunday - [TBD]
- [ ] Ayusin ang pick-up/arrangement ng cake para kay Jane sa Monday lunch - [TBD]
- [ ] Ibigay kay Paula ang laptop - [TBD]
- [ ] I-download ang “half-boarding” document - [TBD]
- [ ] Magbigay ng updates tungkol sa “half-boarding” document - [TBD]
- @Speaker 3
- [ ] Tawagan si Martin sa Teams (context: ShareWeb/Azure billing issue) - [TBD]
- [ ] Subukan i-proseso sa ShareWeb ang Windows 11 Home to Pro (activation/assignment) - [TBD]
- [ ] Hanapin/isetup ang Windows 11 Home to Pro license key - [TBD]
- [ ] Kuhanin ang SKU sa Freeman, MS Admin part para sa kinakailangang item - [TBD]
- [ ] Mag-selfie kasama si Paula kapag naihatid ang laptop (documentation) - [TBD]
- @Speaker 4
- [ ] I-clarify sa ShareWeb ang discrepancy ng usage (lumilitaw na Pebrero, walang March; i-verify kung same ang usage) - [TBD]
- [ ] Mag-chat kay Jen tungkol sa cake coordination - [TBD]
- @Sergio
- [ ] I-confirm ang requirement para sa Windows 11 Home to Pro at Acrobat Pro (as requested items) - [TBD]
Apr 24, 2026
Speaker 1 00:00:20
Ay, nasa meeting ba siya?
Speaker 1 00:00:25
Marlene, nasa meeting ka. Wait lang.
Speaker 1 00:00:42
Check. Vamos.
Speaker 1 00:00:45
Check.
Speaker 2 00:00:51
Okay. Ayan na siya. Ati, may problema kami. Ano? Ikaw na mag-explain, Christian.
Speaker 3 00:01:03
Bin, ito. Kita yung screen ko. Ano yan? Alright. Yeah, PAX 8 pa ito. Sa PAX 8, diba, kaya pa natin Tignan si February Azure. Tapos ngayon, Ang problema natin na kay ShareWeb, February din yung current invoice na meron tayo. So, wala tayong visibility for March until the 30th of this month.
Speaker 3 00:01:35
Ngayon, in-inquire ko, ShareWeb, is there any way for us to get yung Azure usage na not the invoice advance mid-month? 23, sabi ko 15 to 30 Kasi, 23 to 30 kasi tayo Nag-invote. Binil din ba tayo ni Anna.
Speaker 4 00:01:50
Ng February? Ayun, ng March? At natama ng February?
Speaker 3 00:01:56
Ayun. Hindi, yung, Challenge is yung how to build a client, Bin, kung paano natin makukuha.
Speaker 4 00:02:03
Nakitaan ko din, Kasi ng, ano, Na build, kung ang nakikita nyo, Sa ShareWeb is February, ibig sabihin Binil tayo ni ShareWeb Ng, Anna?
Speaker 4 00:02:14
February sa Azure. Pati si Pax 8 din.
Speaker 2 00:02:18
O, kasi tina mo, Nakikita mo, balik ang Pax 8. Kasi makikita mo pa yung Usage ng February. O, tina mo. Type mo na lang Azure.
Speaker 3 00:02:32
Ah, nandito yun.
Speaker 4 00:02:35
Kasi ang billing ng, Pax 8, Diba, binigyan tayo ng credit? Oo. Hindi nga pala tayo nakaano. Ang susundin nyo na lang is si, Pax 8. Ay si Sherweb, hindi si Pax 8.
Speaker 3 00:02:53
Kaso nga, wala pa yung.
Speaker 2 00:02:54
VIN. Wala pa yung March na, Usage kasi darating pa siya By end of the month which is yun yung dating ng, Invoice. Kasabay ng Invoicing nila. Eh kung magiging, Ganun lagi ang case, Mahuhuli tayo ng billing kung, 23rd kapag magbibill na tayo.
Speaker 3 00:03:12
Ang tanong ko... Bakit hindi...
Speaker 2 00:03:17
Dung ka mag-type sa search, By product, balik ka. Ayaw nga eh.
Speaker 4 00:03:24
Bakit hindi lilitaw yung Azure plan Ng March? Eh, April 24 na. Eh, post-billing Man yan. Ako na lang. Sa.
Speaker 3 00:03:33
ShareWeb. Dito? Sa ShareWeb? Ano? Ewan ko nga. Sa February yung nagsishow.
Speaker 2 00:03:40
Sa PAX 8. Hanggang Feb na lang ang nagsho-show. Ay, wala pa rin di. Ano ba ito? Anong client ba ito? Si Alir pala ito. Ba't kanina meron?
Speaker 4 00:03:52
Yung beta. Wala naman natin si Alir na Azure.
Speaker 2 00:03:55
Okay, balik tayo kay sinong client.
Speaker 4 00:03:58
Beta. Paya, nabilit. Okay, si Beta.
Speaker 2 00:04:02
Beta.
Speaker 2 00:04:07
Clued cancelled. Azure. Azure plan So, tingin tayo ng show history, Okay, let's see Feb Ayan, so Feb meron pa Pagdating ng March, wala na, Pero, dun sa Azure usage ni Ni Ni ShareWeb hanggang Feb lang, Wala pang March.
Speaker 4 00:04:35
Si Beta ba yan? Si Beta yan rin, 4,000, February. Yes. Pero nabila natin yan February.
Speaker 2 00:04:45
Last, last billing. So ngayon, Ang i-bill natin, Yung March usage kasi.
Speaker 4 00:04:49
Si ShareWeb, Ang may problema dyan, Bakit? Kasi,
Speaker 2 00:04:53
Naka-tie up sa invoice nila.
Speaker 2 00:04:57
So, Magde-depende ta. Naka-tie up yung, Azure usage na info, Kung kailan darating yung invoice nila. Hindi siya tulad, Ng isang magkaroon.
Speaker 4 00:05:08
Kahit na.
Speaker 4 00:05:11
Eh, ang pinag-uusapan dito Is yung usage, Ng March. Eh, April na.
Speaker 2 00:05:17
True. Ang makikita mo pa din.
Speaker 3 00:05:19
Dito is Feb. So, dapat, sinasabi, Ni Marvin, oh, March, dapat yun Nandyan din yung sinasabi mo, right?
Speaker 4 00:05:25
Oo, mali yung nakalagay dyan.
Speaker 2 00:05:28
So, ayun na nga. Habulin mo Christian. Ano nga yung huling email mo, Sa kanya? Kasi sabihin mo...
Speaker 3 00:05:36
Mayroong masasend ba yung Ano?
Speaker 2 00:05:38
Baka naman mali.
Speaker 4 00:05:43
I-clarify mo. Kasi, Lumilitaw sa usage nyo dyan. Same ba? Same ba ng usage?
Speaker 2 00:05:51
Let's see.
Speaker 4 00:05:52
Tingnan mo yung beta. Sige, tingnan mo yung beta. Tingnan mo yung beta. Kasi nandyan ka na sa beta sa Parts 8.
Speaker 2 00:05:58
Ay, bili nga pala yun. Sorry, sorry. Dito yun.
Speaker 3 00:06:01
Mayroong workaround pero matrabaho. Azure Portal tayo didiretso.
Speaker 3 00:06:09
Masyadong matrabaho siya.
Speaker 2 00:06:12
Dito nga yan? Sa resource group?
Speaker 3 00:06:13
Hindi, huwag mo na i-click. Yan na yan? Yung totality na lang. Yan, 406.82. Asan yung date?
Speaker 2 00:06:23
Ito yung Pax 8.
Speaker 3 00:06:24
Yung date is breakdown, Mula siya, Pril. Yan, yan, yan. Click mo pa.
Speaker 3 00:06:32
Yan, Feb. February siya lumalabas, pero hindi yun yung amount, Na February dun sa Pax 8 din. 400 lang siya. Ang Kala natin nung una is prorated.
Speaker 3 00:06:46
Kasi transition.
Speaker 4 00:06:49
Exactly. Hindi na siya dapat maging.
Speaker 3 00:06:51
Prorated kasi. Or baka umali yung, Hindi. Hindi pwedeng, Ganyan yung price eh. Kasi ang liit. At the same time.
Speaker 2 00:07:01
Yung Feb nila ang laki. Nasa Hindi. 5,000.
Speaker 4 00:07:07
Itanong nyo. Hindi kasi tayo pwede mag-assume At mag, ano, itanong nyo.
Speaker 4 00:07:13
Magkano naman tayo ng call?
Speaker 2 00:07:14
Mag-call ka lang. Hindi, kasi, hindi mo pwede. Anong nakausap mo kanina sa phone? Yung kausap mo?
Speaker 3 00:07:22
Si Martin? Tawagan mo na lang. Tawagan sa Tims eh.
Speaker 3 00:07:27
Si Kathy.
Speaker 2 00:07:29
Wala bang phone si Kathy?
Speaker 3 00:07:30
May number ba si Kathy?
Speaker 2 00:07:31
Tingnan mo doon sa, ano niya, signature niya. Sige. Kasi sabihin mo, urgent to. Kasi kung ma-fix to ngayon, Baka mag-billing tayo ng weekend. Kasi noong una, iniisip,
Speaker 2 00:07:44
Di ba hindi naman pwede pagsabayin, Ang TS at MSB, no? Noong first day of the month.
Speaker 4 00:07:52
Hindi pwede pagsabayin yung?
Speaker 3 00:07:55
Oo, TS, Daw, so, MS. Pwede naman yata. Hindi.
Speaker 4 00:08:04
Wala naman problema.
Speaker 2 00:08:06
Pwede? Hindi kasi kung Antahin pa natin Yung ano Ng end of the month Yung usage.
Speaker 3 00:08:13
Sabi ko kasi Kay Aprilbin, Hindi ba pwede Ipasok na lang Yung, Kaso mga Google agreement eh no? Kapag pinasok natin Yung Azure, Isa-isa sa client, Tas yung hindi naman Lahat ng TS clients Ay mayroong Azure. Hindi pwede no? So, Eh, Ang pinaka-overthrow, Talaga April, Yun per portal. Ng client. Sa cost analysis Of the Azure portal.
Speaker 2 00:08:38
Babag pa natin sila, ano? Wala matang akses dito. Dito meron ka.
Speaker 3 00:08:44
Huh? Ako? Kaso nga, matrabaho. Matrabaho talaga. Pupuntahan pa natin.
Speaker 2 00:08:50
Unless may option na i-download all, Pero wala naman atang ganun. Iisa-isahin mo Yung portal ni ano.
Speaker 3 00:08:56
Iisa-isahin yan. Titignan natin. Yung pinakita ni Becker kahapon, Pril. Yun yun eh. Cost analysis Billing.
Speaker 3 00:09:06
Siguro, Wala ang access, Per clients. Sa Azure, wala.
Speaker 2 00:09:14
Wala akong, ano, ano. Ayun, may number si Kathy. Tawagan mo na, ati. Now na.
Speaker 2 00:09:23
Tawagan mo na siya. Sabihin mo, ano, 911. Go.
Speaker 2 00:09:33
Okay.
Speaker 2 00:09:35
Wait. I already want rejection for the position Because... Ay, may chika pala ako Pero hindi pa ito tuloy, ha? Ano? Hindi mo naman, Chika-magi. Wala naman secretion. Secretion!
Speaker 2 00:09:53
So, ano... Possibly. Possibly lang naman. Hindi ko pa alam kung anong final, Verdict. Pero baka nanganganib na naman Tong si Ronel ate. Kasi may... Naka-receive ng yellow na C-STAT.
Speaker 2 00:10:08
Na ano? C-STAT? Oo, pero diba dati pa rin naman siya talagang... Dati pa yan? Oo, parang long overdue na rin naman. Eh, ito, Anderson pa yung naanong yan, Bagong empleyente.
Speaker 2 00:10:23
Kaya, sabi ni, ano, Sa Olivia, heads up lang. Baka, replace na natin siya, At magpahanap na ng bago. So, sabi ko... O bakit? Anong nangyari? Ganito, ganyan. Parang, Nagpa-file up na daw kasi. Kumbaga, diba nga, dati pa siyang, Nami-mention sa mga L10, L10. Pero, Ayun nga, ito nga, since bagong client ito, Syempre, we're making a good impression. Eh, yun, Nag-submit ng C-STAT na.
Speaker 2 00:10:55
Ano ba? C-STAT? C-SAT. C-SAT pala. C-SAT.
Speaker 4 00:11:02
Customer satisfaction.
Speaker 4 00:11:06
What does it mean? Customer satisfaction score. C-SAT.
Speaker 2 00:11:15
It has 80. It's CS80, right?
Speaker 4 00:11:18
Yes, CS80. Satisfaction score. C-SAT.
Speaker 2 00:11:21
There. So.
Speaker 4 00:11:23
Customer satisfaction. Sat. Customer satisfaction.
Speaker 2 00:11:28
C-SAT.
Speaker 2 00:11:30
Oh, i-hire na daw si ano? Totoo ba?
Speaker 2 00:11:35
Si Marie Carr? Oo.
Speaker 2 00:11:39
Sino yan? Yung bagong accounting special.
Speaker 4 00:11:44
O ba i-expedite niyo? Dahil may hirapan si...
Speaker 2 00:11:49
Si Melissa. Melissa. Elisa. Sino si Melissa?
Speaker 4 00:11:58
Sige, nagbabaptismal naman.
Speaker 2 00:12:04
Puro mga napapulitan yung pangalan, no?
Speaker 4 00:12:06
Ate, sabi ni Jane, nagsabi naman si Jane sa'yo? Ano? Monday lunch na lang daw yun kasi magmamanawag sila bukas.
Speaker 2 00:12:15
Ay, be-break-in na.
Speaker 3 00:12:18
Nalabas niya daw yung dog niya.
Speaker 2 00:12:20
Wala, di ba niya yung pati? Mauna-una pa yung dog sa atin.
Speaker 3 00:12:24
Mas mahalaga yung dog? Sabi niya, nasa lunch daw siya. Gana-call daw in lunch. Sabi niya, tas ang ingay daw Nung background ko. Ewan ko bakit ganito sa Richie Uciata.
Speaker 3 00:12:38
Ayun.
Speaker 3 00:12:41
Yung dog niya daw. Sorry, it's a surprise call But you're in a tight position, kako. Gano'ng ka-tight yarn, Sabi niya. Chats. Kago.
Speaker 2 00:12:54
Pero sabi mo, may kukolbak mo siya?
Speaker 3 00:12:57
Siya ang magkolbak. Sa'yo? Pagkabalik niya daw. Oo, pagkabalik. Sorry.
Speaker 2 00:13:02
Mas importante sa'yo, asa niya.
Speaker 3 00:13:06
Gusto mo yun? Sorry, kaya tight spot. May tight spot. Char.
Speaker 3 00:13:14
Victor. Ano, ano to?
Speaker 2 00:13:17
Ano, Bin? Ano yun? Monday lunch?
Speaker 2 00:13:24
Happy birthday.
Speaker 4 00:13:25
Monday lunch na lang daw yung kay Jane.
Speaker 2 00:13:29
Ah, yung birthday. Okay.
Speaker 4 00:13:31
Oo, kasi, ano, aray ko po. Thank you for sharing my call. Ang lagi ko lang masisiko yung kung ano-ano.
Speaker 2 00:13:41
Eh, kasi Monday naman talaga birthday niya, di ba?
Speaker 4 00:13:44
Oo din. Sa magmamanawag sila bukas. Ayun.
Speaker 2 00:13:48
Ayun, para mabreakin na yung karu. Yeah. Wait, hindi rin ako sure sa pagganap mo mamaya kasi I feel like I'm so tired this week. Wow, heartache.
Speaker 4 00:14:02
Okay lang naman. Sabay lang kayo.
Speaker 2 00:14:04
Oo, kasi parang feeling ko gusto kong matulog na nag-i-umiinom nga ako ng magnesium glycinate para dire-direcho talaga itulog ko. Walang gising-gising niyang in-between. Gigisingin naman ako pero yung in-between, yung in-between walang storm.
Speaker 2 00:14:23
So, ayan.
Speaker 4 00:14:25
So, lang naman.
Speaker 2 00:14:26
Sige. Ano bang ano? Opening? Hindi ba nag-opening na?
Speaker 4 00:14:30
Nag-soft opening sila. Yung may Grand opening.
Speaker 2 00:14:34
Ayan na pala yung, Pangarap mong Grand opening. Hindi ako yung.
Speaker 4 00:14:38
Mag-re-rebound Ka, Hattie. Ay, hindi ikaw. Bakit? Si Mayor daw.
Speaker 2 00:14:44
Oh. Hindi nga. Dapat nga sa akin.
Speaker 4 00:14:46
Yung restaurant. Diba? Ayoko.
Speaker 2 00:14:48
Ah, hindi mo nga pala Tinakeover, no?
Speaker 2 00:14:52
Hmm. Parang nakita ko, Lloyd something, ang pangalan.
Speaker 4 00:14:59
Lloyd, si Lloyd, si Lloyd yan.
Speaker 2 00:15:01
Yung pinsan mo, diba?
Speaker 3 00:15:04
Si Lloyd. Lloyd. Nawalang alam.
Speaker 3 00:15:11
Yes, home to pro. Saan natin ibig bilhin yung home to pro?
Speaker 2 00:15:21
Di ba nag-work yun dati yung nag-direct ka sa Microsoft?
Speaker 2 00:15:27
Mm-hmm. Kasi sabi niya, hindi nag-work yung license key.
Speaker 3 00:15:33
Dito sa Sharebet?
Speaker 2 00:15:35
Ay, di ba dati may binigay tayo kay Charles? Sabi niya parang di nag-work.
Speaker 3 00:15:40
Eto, zero lang yun eh. Di na mapaghintay yung mga yun eh. Matagal lang kasi minsan talaga. Minsan yun, 24 hours pa eh.
Speaker 3 00:15:51
License key.
Speaker 3 00:15:54
Try muna natin dito. Malay mo naman. Mapagbigyan. Windows.
Speaker 3 00:16:02
Windows 11 Home 2 Pro. O, meron ti.
Speaker 3 00:16:10
Microsoft Perpetual.
Speaker 3 00:16:13
O, 49 din. A1, go.
Speaker 3 00:16:19
Home to pro, free man. Free man, Adobe Pro.
Speaker 3 00:16:26
Free man.
Speaker 3 00:16:35
Saibigan pala ako nagla-launch.
Speaker 3 00:16:41
Ano mga tagapagmana? Sa kanya naman ulo ko.
Speaker 3 00:16:45
Ano mga tagapagmana Ni Yanzor?
Speaker 2 00:16:49
Teka, pag-mana.
Speaker 2 00:16:53
Here's the Updated ZFL now with separate folders For you.
Speaker 3 00:16:58
May natutuwa ko kay Marvin eh.
Speaker 3 00:17:02
Mag-launch kayo, sabi.
Speaker 2 00:17:04
Ay, shit. Wait, tatawag nga pala ulit ako Kay Nevada. Nakalimutan ko na. All firms must be notarized.
Speaker 2 00:17:18
I requested That there be.
Speaker 3 00:17:22
A shared one, Windows 11 Home to Pro.
Speaker 1 00:17:29
And Acrobat Pro.
Speaker 1 00:17:35
Home to Pro, please.
Speaker 3 00:17:38
We get the SKU In Freeman, MS Admin Part. I mean, for the added monochromatic crossroad.
Speaker 1 00:18:03
I don't go.
Speaker 3 00:18:18
Excuse me.
Speaker 3 00:18:21
Sige lang.
Speaker 2 00:18:22
Excuse me ulit.
Speaker 3 00:18:26
Apal lang.
Speaker 3 00:18:29
Si Apal lang di nagbabayad. Lakas makabili, no?
Speaker 3 00:18:35
Di nagbabayad, sabi ni Vans. Tingin akong apat na dynamic, bro. Dynamic kaibigay natin dito. Hindi nga yung babayad.
Speaker 3 00:18:47
Nasa 70 pala ito. Umahal pala na ito, no?
Speaker 3 00:18:54
Ano ba mong ginagawa na itong Essentials? Dynamics, Business Central.
Speaker 2 00:19:02
Sabi mo kay James. Sige, Monday lunch na lang tayo. Sabi ko, pero yung cake mo, Kailangan ko ng sagot mo. Kain ako pa tinatawag.
Speaker 2 00:19:12
Annual paid. Hindi niya ako na-reply yan.
Speaker 4 00:19:18
Sabi, magchat-chat din ako.
Speaker 2 00:19:23
Kasi sabi ko, bibiling ko siya.
Speaker 4 00:19:25
Hindi naman din nagsabi si Jen Kung ano siya. Pupunta siya mama. Eh si Jen is negative na yun for sure.
Speaker 2 00:19:34
O, grabe yung tagal na sa hospital Ng patay niya. Hindi pa rin nakakalabas. Naiyak nga yun yung pinuntaan ko, Nung one time. Kasi natid ko lang yung birthday. Ko sa kanya. Napadaan ako kasi Mag-grocery ako. Drain up off ko.
Speaker 2 00:19:50
Ano yung sibakla? Maiyak-iyak Kung kinukento. Eh, kasi nga, laki na ng gasos nila. Tiii. Alam mo yun, parang Nagpa-pile up na yung.
Speaker 3 00:20:01
Bills.
Speaker 2 00:20:05
Yes, ang bills ay, you know, Yung ating anyo, yung vacation daw na spend, Mostly sa, Hospital na. Kasi nga. Ayun. Hindi pa na ilalabas.
Speaker 2 00:20:18
Sike, mango bravo. Dahil favorite ko yun. Kung ano nag-decide, Ng cake mo.
Speaker 3 00:20:31
Ganyan dapat.
Speaker 2 00:20:34
Huwag na natin mayarapan, Ng mga sarili natin. Huwag ka na mag-decide. Ako na mag-decide. Mango bravo.
Speaker 3 00:20:41
Added for.
Speaker 2 00:20:44
Ako na nag-decide For you.
Speaker 1 00:20:50
Yes. Spermance request.
Speaker 1 00:20:55
Yes.
Speaker 1 00:20:58
HD.
Speaker 1 00:21:00
HD to the side. Bye.
Speaker 2 00:21:11
Magpapasyaho ako sa Monday. Ordering place ko na siya ng Sunday.
Speaker 2 00:21:17
Order cake for Jane. April.
Speaker 2 00:21:23
Ayan natin sa calendar natin.
Speaker 3 00:21:37
Order. Ay, nasa na yung ticket ni ano? Freeman, papagalitan tayo Ni Ati Maggie na ito.
Speaker 2 00:21:46
Tapos ano, pag hinatid mo Yung laptop ni, Paula Christian.
Speaker 3 00:21:51
Oh, selfie kami.
Speaker 2 00:21:52
Hindi, segway mo na yung, pero bakit ang kuninin?
Speaker 2 00:21:57
Ayun nga. Wilang sabi mo naman. Mukha siyang mayaman. Magsasabaling.
Speaker 2 00:22:06
Ano ba? Ano ba makikilala? Palang 19 lang yan. Sabi niya talaga, Bin. Gusto daw niyang kuning nilang at mukhang mayaman.
Speaker 2 00:22:20
Hindi, hindi.
Speaker 3 00:22:21
Hindi niya mukha kasi sakot pa lang, di ba?
Speaker 2 00:22:24
Oto ninang yun. Oto ninang. O, hindi ko din disclose yung exact niya, Pero sabi ko malaki.
Speaker 3 00:22:33
Oo, sabi mo malulula. Hindi na ba siya? Ano pa yun? Ano ba siya?
Speaker 4 00:22:37
Yung, ano, project manager? L2, I3.
Speaker 2 00:22:40
L2, oh, oh. Kasi first time ko narinig si Pete Na sobrang excited and totally sold. Okay.
Speaker 2 00:22:49
Tingnan natin ang mga magaganap Na wa ay Talagang patunayan niya ang kanyang sarili. Kasi hindi na best ko tinanong si Pete. Do you think he's worth, She's worth that, ano, sabi ko, That amount? Amount? Mm-hmm. Oo. Confident naman siya sa sagot niya. O sige, sabi ko. Boom. Wala ka.
Speaker 3 00:23:12
Hindi mo. Your call. Ninang, ano naman, Ninang. Your call. Ano masasabi mo? At tanggap ka na sa Crimson. Sige ako.
Speaker 2 00:23:24
Ninang.
Speaker 2 00:23:27
Oto, Ninang. Pero sana, ano, sana nice siya. Like, I mean, culturally, makasunduan natin siya.
Speaker 3 00:23:36
Siguro nasa Pressure rin yan, Prue.
Speaker 2 00:23:39
Ay, Pala, Di ba sabi natin, Taga-dara sa siya, Sabi natin, Ang legit na Konyo-konyo. Konya si ano, Si DJ lang. Alam mo, Sabi ni Craig, Ay, Konya din pala si Christian, Sabi niya.
Speaker 2 00:23:54
Konya din ako eh, Sabi niya. Sabi ko, Gusto kong konyatan kita. Konyatan. Oo, Konyatan.
Speaker 3 00:24:02
You know, My mom raised me like this, You know.
Speaker 2 00:24:04
Wow. My mom raised me well. Nakaka-ano? Yung mataas yung blood pressure.
Speaker 2 00:24:15
Maraming gusto mo nalang malampal.
Speaker 4 00:24:21
Yung sobrang cute mo, Christian. Yung sobrang cute mo, Masarang masuntokin. Yung gano'n. Sobrang cute mo.
Speaker 3 00:24:31
Bento ang bento sa inyo yung si Maggie, yun, no? Mga tao, yung Maggie talaga. As in, yung reports na yun.
Speaker 4 00:24:39
Siya nagpapasaya sa akin dito, yun, no?
Speaker 3 00:24:46
Lucid, ka. Subscription, monthly, power bill, April. Free month.
Speaker 2 00:24:53
I don't know what time are you available on.
Speaker 3 00:25:01
Windows Home 2 Pro. Ang pangit naman dito, Walang ano sa ShareWeb pa. Ano yung invoice niyan?
Speaker 3 00:25:11
Hahanapan na naman tayo Na ilisa niyan.
Speaker 3 00:25:15
Wala ba nasa sense sa ito, Pring? Wala na. Nasa sense na ako. Yung invoice. Yung ShareWeb? Pag nagpapurchase. Oo. Meron ba?
Speaker 2 00:25:24
Wali. Wala naman. Sa CIT Admin, wala.
Speaker 3 00:25:26
Sa CIT Admin.
Speaker 3 00:25:29
Pwede pa check. Mayroon ba? Wala akong access doon eh.
Speaker 2 00:25:31
Ay, si Maggie may access na yan. Maggie, patsyak mo nga.
Speaker 3 00:25:35
Yung kaya nung Max, Freeman, Windows 11 Home 2 Pro.
Speaker 2 00:25:40
Wala pa. Wala pa. Wala pang dumarating. May 5,
Speaker 2 00:25:47
1.30.
Speaker 3 00:25:48
Wala rin dito sa report logs nila.
Speaker 2 00:25:51
Wala naman kasi sa, Ano niya? Calendar niya. Hi Michael, time are you available?
Speaker 1 00:26:15
May 5th.
Speaker 3 00:26:28
Pagalitan na naman tayo neto.
Speaker 2 00:26:45
Gano'n ba katagal mag-walk si ano? Charing. Ang dami-dami. Hoy! Wait. Gano'n ba siya katagal mag-walk?
Speaker 2 00:26:57
Ay, maliit lang. Pistachio daw gusto ni Jane. Maliit lang yun.
Speaker 4 00:27:04
Ay, maliit lang yun. Dalawang ganon.
Speaker 2 00:27:07
Maliit lang. Dalawang ganon. So, dalawang ganon.
Speaker 3 00:27:14
And then, Happy birthday, daw.
Speaker 2 00:27:21
Ano nga, April babies? Good afternoon. Any feedback?
Speaker 3 00:27:25
Dahil palang, Babies, April.
Speaker 2 00:27:29
Alam nyo na, sabay-sabay silang nagpenggahan, Ng ano.
Speaker 2 00:27:36
Bilangin mo, Nine months backward. Ay, pampang. Mali-mali na naman yung term mo, Apo.
Speaker 4 00:27:42
Pampang. Bebengga, saka bemba. Hindi niya kasi naisip si Anzor. Kailangan bebenggahin lang, Bebeb pa rin yung ginagawa.
Speaker 3 00:27:54
Bin, naiisip niya yung bemba Kapag si Anzor kausap. Gago!
Speaker 2 00:28:04
Recorded to, charing.
Speaker 2 00:28:07
Mag-ipakigawa ng half-boarding ito. Okay. Ang pilis. Okay.
Speaker 2 00:28:16
Download natin to. Okay. Kailangan ko pala Bigyang updates yan.
Speaker 1 00:28:32
Ay, naka.
Speaker 1 00:28:35
Saan yung Safe?
07-21 AF HR-IT Sync - Michuan (Plaud title: Pasadena Pet)
This meeting between Michuan and Chris spans finance, HR, IT infrastructure for “camp,” process improvement, and team performance management. They confirm immediate remediation steps (missed invoices, Starlink and switches for camp, scanning protocols, LOA handling) and outline near-term assessments (program automation, cybersecurity training, inventory controls), while recording personnel issues and clarifying access and accountability.
------------
## Finance and HR Project Overload
Michuan outlines an intense August–September slate: benefits analysis and recommendations, salary compression remediation, a comprehensive compensation study, a 100-page handbook review spearheaded by Alma (with Michuan’s review), and a wage and hour analysis. Due to this bandwidth constraint, Chris must take ownership of immediate finance tasks.
They acknowledge a missed invoice (Crimson/ComDirect), with a second invoice for $14,000 arriving. Finance flagged that both Michuan and Chris had missed the Crimson invoice. Chris states he already entered the invoice correctly and spoke to Susanna. He also clarifies the source of friction around credit card statements: they reside in a separate Concur account that previously required different credentials. Chris requested that the credit card be moved under his account, enabling him to manage reconciliation, receipt collection (including chasing down missing receipts like Araceli’s food receipt), and deadlines. They note that payroll and workers’ comp audit/403(b) responsibilities have shifted away from prior owners, implying more available capacity on the finance side; nonetheless, communication gaps persist.
------------
## IT and Equipment Procurement for “Camp”
They review status and ownership for connectivity and infrastructure at “camp.” Antennas are ready and will ship directly to camp. Starlink was ordered after site errors and a short stock-out; Chris also purchased an extra mount to stave off accusations about missing parts, properly charging it to “camp infrastructure.” A recurring coverage complaint at camp persists—there is confusion over whether the problematic device is a work or personal phone. Michuan instructs to clarify which phone is failing so they can decide between solutions (e.g., tower or Starlink adjustments).
Network needs include five unmanaged switches, with a sixth ordered for redundancy; the cost is $40 per switch. Chris prefers purchasing through Amazon rather than Crimson for speed and control. Michuan stresses maintaining a clear narrative about delays to avoid stakeholders inventing stories, and asks Chris to inform Sergio that Kelly had initially agreed to purchase Starlink but didn’t, thus the task shifted to Chris.
They also touch on docking stations, monitors, and charger shortages—urging inventory discipline, budget allocation clarity, and timely communication.
------------
## Team Performance and Interpersonal Conflicts
The conversation surfaces strained dynamics and performance issues:
- Kelly and Kathy had a “shit talking fest”; Chris tends to side more with Kathy, while acknowledging Kathy can be difficult.
- Concerns exist about Al and perceptions of Sally (credited often but unhappy). Carl is “cool,” but his escalations to Sergio reflect poorly on the organization.
- Chase is described as disengaged (reportedly watching TV in his office). Jessica’s follow-through is inadequate: for the 403(b) audit she treats tasks as done upon sending emails, which frustrates Carl—he says she cannot lead the audit next year. Jessica also reassigned IT equipment (a monitor) without coordinating with IT, prompting inventory discrepancies and the need for explicit equipment reassignment rules.
- Kobe underperformed on the “owl” project; he will be pulled from future similar tasks, with Adrian and Vonna stepping in.
There is a broader theme of accountability, adherence to process, and the need to curb unilateral actions that affect IT inventory and budget integrity.
------------
## Process Improvement and System Access
They aim to modernize manual workflows, prioritizing “low-hanging fruit,” especially the supported employment billing to the Department of Rehab, which remains a 15-year-old manual process. Michuan advocates applying lean management to reduce task time dramatically (from five hours to about 1.5 hours) so staff can focus on program work. September will be used for fact-finding across sites (East LA, Long Beach, LA Frank) to understand whether issues are shared or site-specific.
System access and tooling:
- Paylocity: Chris requests access to complete automation of onboarding tasks in Asana and resolve lingering API inconsistencies.
- Blue Wave: Chris gains account access (including AT&T/Spectrum invoices) and will manage voicemail backlogs and account inventories (extensions), with an eye to reducing unused lines to cut costs.
- Printer scanning: They agree on a standardized process—create one code/account per Canon device tied to a specific HR Teams folder, and ensure it’s the only scan destination—which Chris will formalize by emailing IT.
- IT inventory: A new system is being deployed, with Vana tasked to coordinate and centralize extras at HQ. This is intended to stop site refusal to coordinate (“I’m not going to Ability First”) and reduce shortages of basics (e.g., chargers, docking stations, monitors). Finance will be looped in to allocate costs for replacement laptop chargers against department budgets.
Surveying and training:
- Replace broad satisfaction surveys with a targeted, weekly ELT-only stress survey (wins, losses, impediments).
- Cybersecurity training: plan a 30–45 minute session with ELT, Finance, HR to cover incoming threats and role-specific risks; Chris will request dates from Carl, Michuan, and Sergio.
- IT Committee: Anzor will expect structure; Chris will draft a committee charter so interviews can solicit interest from staff.
Additional tooling notes include prior evaluation of Care Logic vs. Procare/SATWorks; and upcoming YubiKey procurement planning (approx. $75 per key, likely two per person), plus policy hardening and Ubiquiti/security controls.
------------
## Employee Leave and Status Management
A near offboarding error for April prompts standardization of LOA vs. separation language and procedure. They adopt practices based on SCHARP:
- For LOA: suspend both Verizon lines, suspend Breeo door access, change the account password without blocking the account (to prevent email bounces), and log the user out of all devices.
- Clarify with Alma how requests should be worded so IT doesn’t treat LOA cases as separations.
This protocol aims to maintain communication continuity and security during LOA, while avoiding unintended offboarding consequences.
------------
## Personal Updates and Foster Care
Chris shares that extended foster care is her niche, and she will permanently house her foster daughter; the foster contract is scheduled for signature the following day. The daughter got her first job at McDonald’s and has begun orientation. Chris’s family plans to move to a three-bedroom apartment in October to comply with DCFS rules (no room-sharing between under-18 and over-18 individuals) and accommodate an upcoming baby. They discuss family nicknames—Chris favors “Nana Bean”—and light anecdotes about Life360 usage over 10–12 years and household dynamics, underscoring the supportive environment for foster youth (including the daughter’s dental hygiene program).
------------
## Action Items
- **@Chris**
- [ ] Process the pending Crimson/ComDirect invoice (including the $14,000 invoice) - [TBD]
- [ ] Ensure credit card statements are under your Concur account and manage monthly reconciliation and receipt collection - [TBD]
- [ ] Provide an update to the camp contact on antenna shipping status - [TBD]
- [ ] Coordinate with April’s team to credit back Araceli’s food receipt on the next bill; obtain and process the receipt - [TBD]
- [ ] Ask Sergio to confirm holding Lucio’s equipment until it is explicitly requested - [TBD]
- [ ] Obtain Paylocity access and complete automation onboarding tasks in Asana - [TBD]
- [ ] Purchase six unmanaged switches via Amazon and ship them to camp - [TBD]
- [ ] Contact the Canon representative regarding toner/maintenance for Michuan’s home printer - [TBD]
- [ ] Request dates from Carl, Michuan, and Sergio for the ELT/Finance/HR cybersecurity training (30–45 minutes) - [TBD]
- [ ] Audit Blue Wave/phone inventory and remove unused extensions to reduce costs - [TBD]
- [ ] Draft and distribute the targeted weekly stress survey (ELT-only intake of wins/losses/impediments) - [TBD]
- [ ] Notify Finance (cc: Michuan) to allocate replacement laptop charger costs to department budgets and establish accountability for equipment - [TBD]
- [ ] Email IT to standardize the Canon scanning process to HR Teams folders (one code/account per device; single destination) - [TBD]
- [ ] Access Blue Wave voicemail and clear accumulated messages; verify access paths - [TBD]
- [ ] Draft and submit the IT Committee charter to Michuan (roles, scope, membership criteria) - [TBD]
- **@Michuan**
- [ ] Ask the camp user to specify which phone (work or personal) is experiencing coverage issues to guide solutioning - [TBD]
- [ ] Communicate Starlink order status and procurement delays to Sergio and stakeholders to maintain narrative clarity - [TBD]
- [ ] Develop a rubric/Q&A guide for September program assessments (supported employment, scheduling, billing workflows) - [TBD]
[EOD sweep 2026-07-27] Plaud mis-titled row for the 7/21 AF HR-IT sync with Michuan (transcribed as Michonne): ComDirect $14K invoice (already entered), Concur credit-card statements moved to Christi, camp antenna shipment + closing email, phone coverage issue at camp, HR workstream preview (benefits analysis, comp study, handbook). Already logged 7/21.
Jul 21, 2026
Speaker 1 00:00:39
So, just some things that I am going to be working on. Um, and I'll send it to you when I tell you this. So we have benefits analysis right now, and I've got to do a recommendation for our benefits. Also need to do salaries compression. Um, and then a comprehensive compensation study. Alma needs to lead the handbook, and I need to review uh which is like one hundred pages in itself. And then we need to do a wage an hour um analysis. Which all is happening between August and September. Okay, for me, why I am saying this is Chris, you got I got need you to be like somebody sent an invoice. I am on it because Michonne's not going to be able to look at it. They, let me just tell you. Uh finance, of course, um had comments about both of us. We both missed the invoice from Crimson. I mean not Crimson Comdirect Comdirect we both missed the invoice.
Speaker 1 00:01:38
They sent another invoice today for fourteen thousand.
Speaker 2 00:01:41
I already put the invoice in. It's in correctly. I talked to Susanna today. Yeah,
Speaker 1 00:01:47
She didn't say anything smart. Yes, Kathy said something. Um, I thought everybody was so knowledgeable about it. I was like shut up because that's why you don't have a payroll right now, but we're not gonna go there. No,
Speaker 2 00:02:01
She had a little comment because she always has a good one So I actually had a conversation with her about. 2:30. I call no Susanna. Susanna's plays nice. That's what I've got. That's what I've come to. Yes, so I asked her, how do you how do you want these done? Not the invoice from ComDirect, but the things they keep saying we're not taking from them, And it turns out the credit card statements are in a different account altogether that we would have had to sign into on Concur to actually do it. So I told her.
Speaker 2 00:02:36
Why don't you turn the credit card over to me? Put it into my account. That's all we asked for. I will handle it, and she goes," Is that what you want?" I said," Absolutely." Particularly if you keep bitching about it. Yeah. I will hunt down Michonne for any receipts that I can't find. Mhm. And she goes," Okay," and she did it right then and there. And I said," All right." And I already got three receipts for that she was missing just because I could see it. Yeah,
Speaker 1 00:03:03
They get them on us because. Are we taking like payrolls gone? They no longer payroll, so no, no longer payroll. They no longer have the workers'comp audit 403(b)s come over to us. Y'all should have tons.
Speaker 2 00:03:18
Of freaking free time. And now the Concur off and she finally gave me the deadlines as well. Okay, So I have it all now that they've been part of my language bitching about that. We weren't taking care of that. They never.
Speaker 1 00:03:41
So, This is what happened. So, Kelly is also always yeah bitching about each other. It's mainly each other, Not so much, you definitely yeahum and I guess he contacted her and he contacted Kathy too. It was like whoever pays me wins, yeah I understand, and so they got together. Hmm. And it was like a shit talking fest.
Speaker 2 00:04:04
Yeah. Kelly Kelly's like that. I already knew that. I'm sure Kathy didn't, and you're full of that for her. Oh no, no, uh They hated each other. Yeah But the thing about it is I'm more on her side than I am cautious side Absolutely Absolutely But then again, She's difficult Yeah Yeah.
Speaker 1 00:04:28
Um 100% Like he could have had a win Oh. Okay, so. Closing out, Can we get an email to them of when we're going to go out and close up camp and get the antennas? Remember, I was saying that the other day, and I was like, "We would have won on this, " because she just what my team and I have seen is that on Saturdays and Sundays, we're not available ; everything's a fire because camp is moving, but we're not. Yeah, then there's an expectation. So just had to say like they don't work on Saturday and Sunday.
Speaker 1 00:04:59
Unless it's like a real fire, she just literally should hire somebody for one day. And on Sunday, she was like," When are we paying them?" In this payroll, if they would sign their offer and do their part, we can pay them. But if you don't sign the offer, clearly you didn't want to get them paid.
Speaker 2 00:05:14
Yeah. Um so antennas are ready; we're just waiting for them to ship. They're going directly to camp. Okay Can you give her an update? Yes Um her phone issue of, Coverage not across all over camp. That's her phone issue. I'm sorry, what happened? So she's saying that she doesn't have coverage over all of camp, but it keeps dropping. Mhm. She needs a new phone.
Speaker 1 00:05:40
Is it her work phone because she has two phones? Is that her work phone or her personal?
Speaker 2 00:05:44
I have never gotten a straight answer from her on that.
Speaker 1 00:05:46
Okay, ask her fly out with me on it. Okay Which one of your phones are not working, so we know which problem to solve? And like for example, we know this Verizon, right? Then we can have a conversation. Do, we want to do that tower thing or whatever they're going to be putting up there. Um the other one is Starlink. It's on its way to her. Perfect because Sergio was gonna she's gonna. She brings that up every call from what I hear.
Speaker 2 00:06:12
And the receipt is already in Concur.
Speaker 1 00:06:15
Okay perfect problem is she got an opportunity for like two or three meetings with Sergio to say that, that wasn't done so gotta be like. If we owe somebody something, so here is the problem. Kelly is a, it seems like okay. And then our SAlly, So we just Also have the issue with the with Al with Al. And so our SAlly is seen as somebody that lots of credit right who was not happy. Then, you got Kelly who's going to see her yeah, and then you got Carl coming in too like. And Carl's very like cool about it. He's not.
Speaker 1 00:06:51
His team, but he still has to bring things to Sergio's attention. Yeah, that don't look good. Yeah.
Speaker 2 00:06:58
So I will fix it. Um, with Starlink, I had to wait and I couldn't put it in right away because I kept getting errors on it. And now finally, got those cleared up, not on the credit card but on the site. So you got to.
Speaker 1 00:07:17
Come back and tell people like, hey. It's like for me, I would communicate back," Hey, there is something wrong with their site. I am trying to get this done for you all." But absence of a narrative, they make it up.
Speaker 2 00:07:30
And one of the things that Kelly I did talk to Kelly about, I was like," Hey, when we talked about this, you were going to order it." But she's not going to tell them that. No. She's never going to say because I repeated that to her last week and said," I want to make sure before I order this." You have not ordered it already because I have notes written that you are going to be doing this. She is never going to tell him. I know.
Speaker 1 00:07:57
Um, yeah,
Speaker 2 00:07:59
So okay, cause I even pointed out here is what you order at Best Buy.
Speaker 1 00:08:06
You know, You can say that to him when you have a minute like I want you to know that Kelly the reason it was handed off to her for a while. And then if he ever circles back to have the conversation, she can tell him like, hey. I want you to know initially, Kelly said she'd purchase it and you know tie it into the budget. But somehow she forgot and became our responsibility. And he'll understand because what we noticed is when before camp, it's one thing after when camp's in session, she cannot do that. Right. It's too many moving parts and it's beyond her capacity.
Speaker 2 00:08:45
And by the way, I ordered something extra with the Starlink so that we're not accused of not getting all the pieces that are needed. But I ordered an extra mount. Okay. Because I saw what they have and then I was like, you know what? I'm not even going to chance it. Let me order this extra mount and Sean is not going to have a problem with that.
Speaker 1 00:09:03
No, I'm not. But can we make sure that gets not on our budget? That's not our budget item So. This is the other thing. It went into.
Speaker 2 00:09:11
Camp infrastructure Okay. Because I had uh Susanna show me how to do that. Okay, perfect. Yeah, thank you, thank you. Okay, what else you got? Uh Araceli's receipt. I couldn't see it before because I was looking all over Concur for that. Her receipt for food? For food so that so that we can credit it back in here. Did, you see it? Were you able to see it? I'm going to go back and look now that I have credit card list.
Speaker 1 00:09:36
Okay Um if you can't see it, I want to say it may have been on my card and I sent it to. Like I categorized it as an expense for.
Speaker 2 00:09:47
If you can send me a copy of the receipt, I am going to send it over to my April and say, credit this back on the next bill.
Speaker 1 00:09:53
Let me go in while we're talking.
Speaker 2 00:09:55
Okay, what else you got? Um, Lena she and I are going to meet on Thursday. Sorry that bread went down wrong. Um, and go over all of her co- pilot stuff. And that's Lana Lana Lana got it Lana.
Speaker 1 00:10:12
Very nice.
Speaker 2 00:10:15
Yeah. I just I'm gonna make her a friend. That's all I can do. So much better. Okay, Make her a friend and she's getting a lot of pushback from that SEO guy. Seems to be a jerk. He's such a jerk. He seems like Jeremy Jordan Um, by the way, I need to reach out to Sergio Jeremy's. New computer isn't gonna meet the needs, but he was looking at his old computer His. Old computer is more powerful than his new computer Oh, the one that's right here versus the one he dropped? Mm- hmm, I forgot I was petty.
Speaker 1 00:10:45
But does he need it still? I guess my question.
Speaker 2 00:10:48
He hasn't come back and asked for it.
Speaker 1 00:10:49
Let's just wait till he asks for it. Okay, but you okay, are you recording? Yes, okay. Can you go back and ask say to Sergio, Are you okay with me holding on Lucio's thing until he absolutely asks for it because.
Speaker 1 00:11:07
It'd be easier to put in next year's budget and get it for him next year. And I don't know. I get that he may get a large quantity of items, like he may get a lot of photos, right? After let's say after um Stollman, he may get a shitload of photos. But he's probably not going to get a huge like. I mean just it doesn't happen this way anymore, right? Like people can do things like if you're working with a graphic designer, they'll drop it in something that you mutually can look at in. Yeah.
Speaker 2 00:11:39
Yeah, He's a little bit lost. Yes, uh, but he hasn't reached out to me.
Speaker 1 00:11:44
So say to him, I'd be happy to. You can even say that hold until he actually asks for it. Don't seem like it's a real need. If you want to throw me under the bus right there, I have no problem with continuing that conversation and likeum yeah why? Yeah why? Somebody needs to make a real serious like, And it needs to go in their budget. Well, it actually could go in their budget, but I don't even think he needs it. I hate to even hit the marketing budget. Yeah.
Speaker 2 00:12:18
Did you give me access to Paylocity?
Speaker 1 00:12:21
No, Because she keeps asking me what I need to do and I forget every time.
Speaker 2 00:12:26
Automation of onboarding. Yes, Because I'd like to finish that Asana task for you because some of the Asana tasks are pending you and I don't. And I need I need to go in on the Asana tasks.
Speaker 1 00:12:39
Okay, I'm going. I have to look at Natalie's emails. So, I think she may have emailed me how to do it and I just forgot. Okay, Um okay. So let me go to Concord.
Speaker 2 00:12:54
Because I was working in Asana yesterday, rather than using my API connection. Uh, huh because I noticed my API connection was marking some things and not marking others. All right. And I was like, that one, I just need to ask Machon for Paylocity again.
Speaker 1 00:13:10
Actually, after I do this Concord thing, we can go in and Paylocity and see what she says to me. I'm gonna go in my email.
Speaker 3 00:13:17
Okay. Also,
Speaker 2 00:13:26
Uh part of the Starlink issue was they were out of stock for a minute. Also send that over to Kelly.
Speaker 1 00:13:32
Nope send it to Sergio and.
Speaker 2 00:13:34
Kelly perfect.
Speaker 2 00:13:36
I'll do that. Um, the there is some there's a need for five unmanaged switches. I'd rather buy that through Amazon and send that to her rather than go through Crimson. He said five switches, five unmanaged switch switches. I'll.
Speaker 3 00:13:57
Send you I'll send you the.
Speaker 3 00:14:31
Oh, I can do it by. Thank.
Speaker 2 00:14:36
You for making this thing to sign on. You are so welcome. I needed.
Speaker 2 00:14:43
They're$ 40 a piece. The switches.
Speaker 1 00:14:52
So, I asked them for months to send me the training. They, they finally showed me where I figured it out and then they confirmed it. And said, that is how to see.
Speaker 2 00:15:14
Okay. That I guess sent to you is what we need. And just needs to be sent to camp. And we need, let's go ahead and do six, just in case, so that they have one in case of failures.
Speaker 1 00:16:20
Loving whisper, by the way.
Speaker 2 00:16:22
Mhm. Your intern was a little confused by me this morning when she was stepping out because I was talking to myself. She turned and looked at me and I was like, I didn't even pay attention to her. Yeah,
Speaker 3 00:16:43
It was funny.
Speaker 1 00:17:18
This one, and it's not a huge deal, But um we had a oh my, okay, so I have a printer that's similar, not identical, but similar to this one at home. Yeah. Kasha purchased it for me. And so I called i the help desk, and they said, I said, hey, can you it's supposed to automatically order toners? But yeah, first, that's what Kasha told me. Well it doesn't.
Speaker 1 00:17:49
Yeah. And so I was like, is that true? I don't know.
Speaker 2 00:17:53
I just see like, uh, yeah. I'm gonna have to reach out to our Canon rep about your home printer.
Speaker 1 00:18:04
So it's like why did he purchase it in the same way he purchased.
Speaker 2 00:18:26
All right. I also need to have another conversation with with Canon this year, one of the printers. It's it's time for the year yearly conversation with them. Oh, while you are looking at that, just a reminder: the week of the eighteenth.
Speaker 1 00:18:53
So uh for. The week of the 18 th, you're out.
Speaker 2 00:18:58
Well, I because I've been out so much, I actually cut down my days. Um She has to be there on the 19 th at 11:00 a. m. For to to move into her dorm. So, we're going to drive back that night and I'm going to take the next day off. But I think it's the 18 th, I'm going to work a half a day here and then go home, get the kids and drive to Merced.
Speaker 1 00:19:28
Scheduling those meetings, we just need 30 minutes. It's basically okay. It's it's the first round because some are not going to happen for these. Here's what I'm trying to do.
Speaker 2 00:19:38
Um and the 11 t h I'm out, but I was going to plan on nothing on the 18 t h and nothing on the 11 t h, right? But on theum well, the 18 t h, we can do morning morning, okay, but the 11 t h I'm planning on switching my Monday and Tuesday. So I'll be here on that Monday rather than that Tuesday.
Speaker 2 00:19:59
Cause Sharp needs me on site on the eleventh, and then I also have a dentist appointment and a root canal scheduled.
Speaker 1 00:20:07
Okay. And on the tenth, that'll be fine. Yeah.
Speaker 1 00:20:18
Um Okay so I'll get back to this find schedule meetings.
Speaker 2 00:20:39
She's leaving me, Michelle. She's leaving me. Who? Oh, she doesn't love that. She'll be back in just a minute.
Speaker 1 00:20:48
The minute adulting needs to happen, and she'll be like running back. Yeah, yeah. Okay, some cybersecurity training? Yes ELT Finance HR We need this to happen. We just need about an hour things we need to be mindful of at power. Promised it to them. I told them we were going to do it, and so if you could just ask them for dates, ask Carl me and Sergio for dates.
Speaker 2 00:21:17
Yeah. Yes.
Speaker 1 00:21:20
Um, and yeah, like thirty forty five minutes of answering questions, Maybe give some general overview of things that we need to be mindful that are coming our way because I know we had that the one where she was, you know, it seemed legit in her eyes.
Speaker 1 00:21:38
This training is to that and then things that we may experience personally, but because we're in our position positions or in our departments may come across. Yes. So things that may be particular to ELT and then things that are particular to first specifically HR. And then back for finance as well. Okay. Um, all right, wanting an update on.
Speaker 2 00:21:59
Blue Blue Wave. So I. So he sent me a list of all the phone numbers, which I want to get with you on Zach. Of all the extensions that are listed, we have all the inventory done. I think I forwarded you an email stating it's done. Um, I need to go through in the email output. I need to go through the inventory report because I just got them yesterday, the final sites. Um, But I had Zach send me over all the extensions that are in use by Ability First now. So we can see if they've not been used and get them out of the system because then it'll make our phone bill a lot less.
Speaker 1 00:22:37
And then we also need, we need an intern. Hold on, I'm sorry. Okay. I don't know what he's going to say. I'm going to start this as an alternate. Hello? Bryce, I'm in a meeting. How can I help you? Dale won't stop bothering me! Okay, can you call Dad? Yeah! Tell Dale that um it's going to be a problem if you don't leave me alone but call Dad! Can you guys go to your respective corners? Alright.
Speaker 1 00:23:07
I'm just gonna tell you, I don't know what he's gonna say. Ooh. I.
Speaker 2 00:23:13
Have determined in the last two weeks that extended foster care might be my niche. So.
Speaker 1 00:23:21
She went back to Vicki or she's still staying with you?
Speaker 2 00:23:23
She is with me permanently tomorrow we signed the official foster contract.
Speaker 1 00:23:27
Oh, okay. So she's still going to stay even though it came in this weird way? She is staying with me permanently.
Speaker 2 00:23:33
Okay cool And she got her first job, She went yesterday for her interview, got the job today. She started orientation. Okay, I'm happy for her at McDonald's,
Speaker 1 00:23:45
Which I love because I know your house too.
Speaker 2 00:23:48
Uh, I don't know yet; they haven't told her which location she's going to. But I love it because I worked at McDonald's in high school and it.
Speaker 1 00:23:55
I worked at Burger King. So we're a little bit rivalry, same same food, but different streets,
Speaker 2 00:24:01
But at least she gets at least she gets the customer service experience. I'm just saying,
Speaker 1 00:24:05
You don't want to work the Sundays after after like one o'clock. I was like, the day I was like, no, I'm good. Okay. So so and the meetings with program. You know what are their staff needs? What are their staff issues? Um what problems are they having? And this is so we can begin to talk about automation. Yes right. So just going to tell you right now, our billing process supported employment staff. I did this job 15 years ago that they do now, And 15 years ago, it is the same process for billing to the to the Department of Rehab. Yeah. And I'm sure there are some steps. So I want to kind of get our foot in there, talk about your their other one is scheduling. That's just for that program. Yeah. Soum yeah Okay,
Speaker 2 00:24:57
Perfect That's going to improve efficiencies across all programs, build a partnership with you and them.
Speaker 1 00:25:03
And, then what are some other like needs from um we were talking about Procare moving away from Procare, and they supported employment has. SATWorks. Mhm. So, I looked at SATWorks. Yeah, And I also, it does some of the things, but it doesn't do all the things that they needed to do.
Speaker 2 00:25:24
I'm also I've also looked at Care Logic for you guys. Okay. So, I looked at that at the beginning of the year, when you first started having me look at. Moving away.
Speaker 1 00:25:35
This will allow us to hone in on what are those needs, what are those. So I don't know if you want to come up with a rubric that works for you. I'm happy to accept anything you got like a rubric of like questions, Q and A and kind of fill in whatever they say. So we can do some larger assessment for the ELT. And Lana is I'm sorry I'm sorry ELT. So basically No,
Speaker 2 00:25:57
You started to say Lana.
Speaker 1 00:25:58
Lana is our interim CDO, And so, with her being in that role, this will allow her to hear more about IT too. But, it'll give all of the leaders, an understanding of we kind of have been talking about problems and how to make efficiencies. So we may if we fix somebody's using five hours to build, to make that an hour and a half process, You know, by doing some things that you know like lean management comes into play.
Speaker 1 00:26:28
Then, they can spend that those other four hours doing something program related or finding a new problem to fix or something like that. But we are very much manual in our program side.
Speaker 2 00:26:40
Yeah, I mean, very. I want to and this will be a September thing. I want to sit down with some of them and just That's what we're doing. No, I meant not just Oh.
Speaker 1 00:26:51
Yes. Okay, so this is first round Yes by all means. One of the things I want to see what is the low hanging fruit. This will allow us to like, what's the low hanging fruit? Which ones can we go fix something? Supported employment is definitely one. We need to fix some things for them pretty easily that helps their billing process and helps them focus on other areas. Um, but I don't know. I don't know the difference between um East LA's issues versus Long Beach versus LA Frank. They may all have different.
Speaker 1 00:27:23
Or do they have the same issue?
Speaker 2 00:27:24
Yeah. Yeah, I'd like to go sit down with them.
Speaker 1 00:27:28
Yes. So I think this is the first step is understanding, Um kind of what it's just like a fact finding thing, and then I want to be able to roll it up to ELT. Okay.
Speaker 1 00:27:39
Good day.
Speaker 2 00:27:40
Um, I would also like to send out another survey to all staff.
Speaker 1 00:27:45
Okay Oh, all staff you did one before Can you send that one to me? I was looking for it the other day, Yeah, I think about your name in and survey. And of course, I just expected that to bring it up.
Speaker 2 00:27:55
It's been about a year, but yeah. Um, I instead of asking how well is it working for you? I'd rather ask specific questions.
Speaker 1 00:28:04
Yeah, how can we make your job easier? Like, what are the things you're doing? Repetitive over and over again, that maybe we can help you with? And can you give me access to see how that data is coming in? Mhm. One of the things that came upum and I was, She always exists. So we're in the meeting last Friday talking about program and what issues are, and we have a couple of things on the HR side. And she goes, "This is Jessica." She goes, "Well, you know, my phones aren't working. They're, they're not when people are out in the community, they're not charged like they're not keeping their charge." I said there's a couple of things at play. Are they charging them the night before? And everybody started laughing. I was like, I'm not laughing. I'm like these are your folks are.
Speaker 1 00:28:50
Between twenty one and twenty seven, right? She said, "Yeah." I said, "Yeah. I didn't think about charging their phone the night before." I am just saying. No, I said the other thing is do they do their updates? And, do they have eighty two apps open because all of those things will drain your battery, and you won't be able to use it. Yep. And so she's like, "I don't know," but I said okay. Why is it every thirty forty five days when we have this meeting, that is when she brings me the issue? We're at the point, Or I'm like, you owe me ten bucks. Yeah.
Speaker 2 00:29:22
So speaking of cell phones, Do you want to go with a thirty six month plan and get the phones for free?
Speaker 1 00:29:32
That's what you were going back and forth with her on. Thirty six month plan, get the phones for free, but the service we still have to pay the service in the line right?
Speaker 2 00:29:41
For thirty six months.
Speaker 1 00:29:43
And I mean I don't think we're going to leave Verizon. No, I mean, honestly,
Speaker 2 00:29:51
I can always just reach out and say we want Daniel as our rep. Or not Daniel. David as our rep. He's our guy and We have to wait for after November. They just gave us$ 5,
Speaker 1 00:30:01
000. We can wait till after Okay After Strolling Roll Yeah So I'm fine with that Let's move forward with some Verizon.
Speaker 2 00:30:14
The 25 lines on Androids 25 lines.
Speaker 1 00:30:17
Okay, this is a problem for me. This is me. Oh my goodness, who manages inventory on that side? On the help desk drives me nuts that we're like I am reading a ticket, and they're like we're out of that. It's just like running out of toilet paper.
Speaker 2 00:30:35
Yeah, so it did not it. It is its docking.
Speaker 1 00:30:40
Stations and monitors phones. So.
Speaker 2 00:30:44
We, have we are working on creating a whole new inventory system, which you didn't know that it was behind the scenes and I was pushing for it. Um not not just because of you guys, but because I was seeing it in a couple other places. Um so I am pushing that everything we have this extra here is going to headquarters so that they stop saying, well I'm not going to ability first. So I can't see that's got to stop. I've already put a stop to that. Okay. So um, And Vana is now in charge of it. I love Vana to death, And she she gets those boys whipped into shape. So often, it's not even funny. Okay, um, so I've tasked her with helping me put that up, and her manager has agreed to allow me to use her. Okay, yeah starting next week.
Speaker 1 00:31:24
Running out of of that is that, to me, sounds like literally sounds like we ran out of toilet paper. Yeah, I have six kidsum six family members. So yeah, sounds terrible to me. Um but yeah, phones that's all. Yes. The only thing, Chris, I would say if we're talking and we're getting back just getting back for you to get back to people sooner. But phones, the monitors, I do see them ask me if it's a Crimson. If you are ordering it and it's your inventory, but if you are doing an invoice, I am like why are you not at least on it? Yeah. They drive they're driving me nuts. It's a sales team.
Speaker 2 00:32:00
Yes. So I talked to Avi and Shinkey today and said, hey, just send them to me. I will approve them.
Speaker 1 00:32:08
I don't need to need the approval. Yeah, wait so. But I do feel like they're not. I feel like you said that like six months ago. Yes, so I'm gonna have very happy with that. And then, I think we just want to pull up from what's his name? Kobe again. Like. The owl thing did not go over well.
Speaker 2 00:32:27
And yeah, pull Kobe.
Speaker 1 00:32:29
Yeah, sorry, we gave him another chance. We'll wait to give him another chance in the future, but it's just like this.
Speaker 2 00:32:36
So we have a new guy. His name is Adrian. Okay. And he's come here. I've given him a tour.
Speaker 1 00:32:41
What's the lady's name that comes? Vonna Vonna, Vonna's great, Seems to be doing it. Caleb was was pretty good too Um. But yeah, we just haven't been able to sign. So we just can't get them accomplished Yes So.
Speaker 2 00:32:52
We're going to pull Kobeum and it's just going to be Adrian and Vonna. Uh, not Kirabell Caleb Kirabell is his brother Uh. Caleb has moved to another position. Oh. Okay? Yeah, one that's a little slower. Yeah, a little lower speed.
Speaker 1 00:33:11
Okay. He was a nice guy though. He is. Um, okay. So we talked about docking stations Maria Flores I'm I said her I'm saying her name, because I feel like people are like my computers are not working. My monitors. Yes.
Speaker 2 00:33:27
And some of it I think is true. And some of it I kind of.
Speaker 1 00:33:34
So is there, I mean they they kind of go into my computer and my system often before. They say it's broken. Is there a way to do an assessment and the other thing is like, I think we have to get really cheesy backup um cords for the printer. I mean for the laptop and I'm trying to like, I want us to have a laptop that works, but people are stealing it because it can charge your phone. Yep. So I'm like, Man, maybe we just buy cheesy ones and they're like," Hey, well don't lose that first one." I just like I just I don't know how to fight. This problem is what I am saying. But I feel like people are full crap with everybody. Like, I just Jay just told me on a call the other day he was like," Yeah, you know what? People are losing their computer chargers left and right." Really?
Speaker 2 00:34:26
Yeah. Um We have a way. To monitor who we give those to, and let finance put it against their budget.
Speaker 1 00:34:37
Yeah, I'm just I'm good with that. So if we can, Can you get a note to finance about that and maybe see me on it? Be like, hey. A lot of departments are just I, don't know who's accountable for this, but they're just kind of letting their people do whatever with with their chargers. I am seeing a lot now, I feel like the docking stations make sense. Mhm, I feel like a monitor makes some sense. Um, yeah, and then there was one person, Larissa Larissa at East LA that she's a new program specialist for that site, like program supervisor basically. Yeah and I'm just like I don't know what the speed is. They were they was like hey Michelle can you approve it? And I'm like.
Speaker 1 00:35:28
This has been out there on the ethers for like two weeks. What's moving so slow? That's another reason why I want them to put you on the approving. Yeah, because I am like, what is going on here? My emails have been very low in the last week, so I am like, why is this still out here? Yeah. Um yeah.
Speaker 2 00:35:45
Yeah. I will. What was Laura saying?
Speaker 1 00:35:50
I am confused, now said, needs her. She she needs a new setup, because she's a new supervisor. So I think she. Had no, she was not. She was a community coach, so she didn't have a laptop. So she needs a laptop and all this stuff because she's been promoted.
Speaker 1 00:36:15
Um. And then what's the telecom systems uh Comcast? Or they have they worked anything out with. AT&T because that was a question that Carl asked me.
Speaker 2 00:36:29
Um, so I talked to Susanna today and I asked her like, where are you getting these invoices? And she goes, Oh, I log into the account and pulled invoices. I was like, okay from AT&T and Spectrum. She goes yeah. And I said okay, I need to see those invoices. Like I need to see you and I need access to the accounts. She gave me access to the accounts today.
Speaker 1 00:36:48
Perfect, but i know that they were working on getting us like a two year going back.
Speaker 2 00:36:54
Mhm yep. And Ium I think they paused until we paid that invoice. Okay. Which I don't blame them, but.
Speaker 1 00:37:01
No, no, it's fine. Now if they can get back to it would be nice.
Speaker 2 00:37:04
Yeah. I gave Blake a heads up today on where it's at.
Speaker 1 00:37:08
Okay The other part of that Um Let me see Um I talked to Tim Oh God, Jesus!!!!!!!!* laughter* I talked to Tim in interim guy Okay You give me his name?
Speaker 2 00:37:25
Oh yeah, that guy.
Speaker 1 00:37:26
So, uh, we talked about two interns. One of them beingUm, training. Okay. And the other person talked about training and we talked about data management. Okay. So, he asked my availability this week I'm not available, but yes, I gave him next week's availability to sit down with and want to to attend a call Yes Um so I'll let you know how that goes, but. If you can consider, I like to do interns with. Yeah. I like this what I like project based, like this because they get to learn it's a little easier. I do think grunt work is a part of it. Yeah. But I'd like to get them something structured. Is that something you can do or familiar with and want me to help out in that way? That's very HR, but we need a J, we need like JDs and like what projects they work on. So we know at the end of it, they get to completion. Okay. So.
Speaker 1 00:38:24
The other thing is Blue Wave and this Canon right here for people to scan into. That has been a huge. We have another HR group coming in in a month, and I need them to be able to scan documents in.
Speaker 2 00:38:42
Where do you want the documents to go?
Speaker 1 00:38:44
If we could do a file folder for them in our HR Teams, that would be great. Like each time it's different folder. Folder, But they can they can go in and title it, what the name of the terminated employee is. So,
Speaker 2 00:38:60
What I suggested Chase last week was we create one code for the printer that is tied to just a basic account that has access to that team's folder, and that's the only place it scans to.
Speaker 1 00:39:12
Okay. So I like that. Can you say that to all to all of IT so we're aware? You know, email all of IT though That's the plan because.
Speaker 2 00:39:25
Uh, I don't know about Chase. Cause, that's what I was going to do for Dawn if she was interning under you. Okay. Um, we can still do it with her. Um,
Speaker 1 00:39:36
If I know she only has a couple more weeks, but yeah.
Speaker 2 00:39:38
Um, she today she just wasn't feeling good. Her birthday was on Sunday.
Speaker 1 00:39:46
Oh tell her say happy birthday later on. Um, gotta get her something a Blue Wave, um access downstairs we need to, Some way to get in and check the voicemail because it's at 2. But yet last week I checked it, it was at 0 week before I checked, it was at 2 hundred. It's probably way beyond that. And somebody needs to go in and clear those voicemails.
Speaker 2 00:40:07
Yes, uh they gave me access to the system. I got to go in and check that access.
Speaker 1 00:40:14
Dan is so mad that you all have the Burp Up Burpee Burpee? Oh, okay. He should have been doing his job. Sorry,
Speaker 2 00:40:21
He is he don't even he doesn't even look while we're here. Uh, okay, whatever dude. So uh, talking about April. Um so I can't remember which one of my texts was it that reached out and said, so we're offboarding April and I was like, no, and they're like, oh okay.
Speaker 1 00:40:39
So do you want to talk to Alma about that? Do you want to talk to her what that language needs to be when you just want to be disabled and not separate from the company? Because when I said, hey, can you ask them to disable her? But there was like that is exactly what she asked not.
Speaker 2 00:40:54
So it's so for for SCHARP, what we do is we differentiate between suspend offboarding, uh and LOA. Oh okay. And so for LOA, this is what we do. Um and that's very helpful. I made I made all the process changes last week. LOA, We suspend their Verizon line on both they get two Verizon lines. Every employee does so suspend both Verizon lines suspend their access in Breeo, so they can't get into any doors. And then we uh change their password, but don't block their account because if you block their account, they can't get emails. Emails or bounce come back. So we change the password. Okay. And log them out of all devices. Perfect.
Speaker 1 00:41:37
Um and.
Speaker 2 00:41:38
That's what I told whoever it was.
Speaker 1 00:41:40
So she just may need some help with that. Yeah um so there's a team dynamic two people might be going away in my department. Chase and Jessica mhm um. Let me tell you, Shane is I love Shane. Super nice, engaging. You have to get on him about the details, but that's also me, right? So and I understand that, But um just it's just like you gotta gotta be like get to the finish line. Get to the finish. I am tired of telling her that, and then Chase is very checked out, and there is something I need you to check on. Okay. Jessica has said it after he told her.
Speaker 1 00:42:22
She didn't get an offer. So basically, somebody was who were cranking offers. She didn't push the offer through, and he was like, "Hold on a minute. This is this might be an intern, but if you do this to the intern, you could do this to employee that I need to sign offers." That's my job. So that's really um Almond who was talking about it. And so I'm going to her and like, "Hey, you can't leave this like this. We got to get it together." So um she came back last week and said, Oh, he's watching TV in his office. He's sleeping or I can't tell if he's sleeping. I'm not going to get all sleepy, but I can ask you to look at pictures just like he's watching TV. Yeah,
Speaker 2 00:43:06
Click the dark button on the right. Go over and click this thing. Let me see because he's probably on the visitor network, and so I can look and see what we have. Okay,
Speaker 1 00:43:17
Um both of them you can put on.
Speaker 1 00:43:21
Chase, Omar, and I are in agreement. Omar and I are not in agreement. Oh, we're supposed to get this stuff helpful on our next slide. After this audit, Carl is like, "I cannot she cannot be the audit person next year." Who? Omar or Jessica? Jessica she did the 403(b) audit last year. She's doing it again this year, and it's like follow up you're not done until it's done just because you sent an email doesn't mean it's done. That isn't her. I sent an email. Yeah, I am done. He's pissed. There is so many things in like everyday operations stuff, federal is not a priority there, Um and just different leaders. And even the team like was just like really struggling with her because a few managers have been around a long time. And because they're familiar with her, they prefer her because other people may not know or whatever. So she said, well.
Speaker 1 00:44:20
She really works for me, and I am like, "like she really works to support her." And I am like, "I get it, ", but she has to be able to work with upper management and her team and below her. And she's she's very much like wanting her to stay. Yeah, I am still miffed about the monitor. Did you say something? You can say something. You can say something. You can do a hit holler thing. You know what I am talking about, right? Emails all and be like," Hey, if you are going to move and switch out equipment, Just kind of run it by me because that equipment is assigned to a person." Yeah. Cause she told me after she dropped it off and I was like," Uh, did you run it by IT?" Well, no. Then in all his eyes is like, oh, she lost an extra mile for.
Speaker 3 00:45:11
My god. Was that fading?
Speaker 2 00:45:15
I was like.
Speaker 2 00:45:19
So I was like, I can suddenly hear her better. Oh, sorry. Oh no, The other day, uh, my the cable for mine, when the power went out, it shorted, it blew up the cable. Mm-hmm. I have to find a new cable.
Speaker 1 00:45:33
Okay? Yeah So how's your boy doing over there?
Speaker 2 00:45:44
Let's just say that today's budget and expense meeting, which is every Tuesday from eleven a.m. to one p.m. he tried his hand at something today and I smacked him down. And the entire time, because Erin wasn't there; she's at a conference, Crystal's texting me on my phone, and both of us are trying to keep our faces as neutral as possible. He makes it harder. Yes, And there was a collective sigh of relief when he had to jump off because he was getting on a plane. And Doctor Barbara was even happy when he got off. But he wants to meet me next week to go over technology stack, and Doctor Barbara told him to stay in his lane. So I like that because he does try to.
Speaker 1 00:46:42
And that's a here thing,
Speaker 2 00:46:43
Yeah. But,
Speaker 1 00:46:44
They let me get out of my lane to help them with an HR issue. But, they they pulled you out of it.; you weren't going seek it with him. It's like I'll go everywhere and I won't,
Speaker 2 00:46:54
Yeah. So I built them a weekly stress survey and got them the information on a reward system that they can utilize in office that I used to love. We have Karma at Crimson, but very similar and Is it gift cards?
Speaker 1 00:47:10
Yeah, Paylocity has it with their.
Speaker 1 00:47:13
So, I uh previous agency had ADP. I think we had ADP. No, we were going from ADP to UPG. And in the middle. They wanted something. So we got some, it wasn't Karma, but it was like we reviewed a lot of systems like that, yeah. And so when Paylocity got it last year, I was like, oh, this is great cause. Then if you give somebody a gift card, it taxes them to four dollars, you don't have to worry about it. Nobody can your audit team is not coming to you why?
Speaker 2 00:47:45
So I I put together for them the weekly survey. It only goes to ELT, including me. Mhm. Um, not to individual managers. So it goes straight up.
Speaker 1 00:47:56
So it's like a so it's like is it a satisfaction survey kind of thing? Like an employee satisfaction,
Speaker 2 00:48:03
But it's more like an employee stress. What what is your stress levels this week? What are your wins? What are your losses? What could help make your day better or your work better?
Speaker 1 00:48:12
That's a the system that, Has done that. Um, what's its name? I think. I want to say it starts with a K. Um, we didn't use it, But we looked at it. And it did that between the supervisors, like it required the required supervision happened and the start of the supervision, The employee gave how they were feeling and and um like like every week, it would do like a.
Speaker 1 00:48:43
Like, hey, seems like this is how you are feeling. And it was cool, but I was like, oh, it was not worth 30K worth. But yeah, we did a simple because.
Speaker 2 00:48:52
They're on Google Forms goes into a Google Sheet. They should be on Microsoft. I am sorry. Well, I wish they were on Microsoft because Microsoft Forms handles this one better because I can make dashboards based on it. But I did it in Google Forms this time. Only people have access to that spreadsheet is ELT. No one else, no managers, nothing. Um and I'm going to try to figure out how to make a dashboard out of it. Okay.
Speaker 1 00:49:19
Soum okay, I think the last one I wanted to say is I uploaded Whisper, or what else you got? Whisper not Whisper Whisper Whisper is amazing.
Speaker 2 00:49:31
Um I know like I hold the two buttons and I start to talk, start to talk, but ah man, that's great.
Speaker 2 00:49:40
It's Easier on the phone once you get it, but it takes a few extra steps. Um, I certainly not something I can figure out while I was driving that truck. Yeah, I I got nothing else that I can think of off the top of my head. I've just been going through the Asana checklist. We've got quite a few things that are waiting on you. Okay, But these are things that I sent you back in March. Soum they're policies right? Policies and the Ubiquiti and the security hardening for y'all's accounts, And all of that. UB key. How much was the UB key? UB keys are$ 75 a key, and you probably want to just earn experience.
Speaker 1 00:50:23
Two per person? Yes. Okay, I'll go look at my end, see what's on there. Yeah, it's YUB.
Speaker 1 00:50:41
Policies UB key. Anything else that needs to get out there other than No,
Speaker 2 00:50:46
I'm I re I remade a list of training for staff, But I'd like to start that in September, since we're going to do all the stuff we're doing in August. Well,
Speaker 1 00:50:55
I think the August conversations can inform December December. Um But I am working on video training for other clients that you guys are going to get included in this fall Okay And we can upload those can be uploaded to Kavoski as well Yes Uh.
Speaker 2 00:51:14
Uh Claude. Mhm. We're still paying for the team's version. Mhm. And Alana should be added to that.
Speaker 1 00:51:23
Alana can be added and so should what's that guy's name? Sergio? Uh Shane, Shane, okay. Alana probably will add more people in her department once she likes it, once.
Speaker 2 00:51:38
She has a good understanding of how it works. I will add them into some of my training. I'll talk to some of my clients see if they can get at it. Okay, I am still in the hot seat over the DTLA training.
Speaker 1 00:51:54
If they get, I mean, if they don't have a lot of instructions with it, she was she was a little tough. I would say no more acronyms. That was one thing I definitely tell you no more acronyms. We don't know if you i was, and i did it to uh staff member the other day. And they were like. Uh, what does that mean? I said," LOA." I said," Um, I was like you can scan it in and it'll OCR it," and they were like," Huh?" Yeah. I was like," It'll read the words." Honestly.
Speaker 2 00:52:20
So they were like. Shh. I called Pete right after gave him a heads up. Said, this is one of the few companies that's ever made me want to quit Clemson. And he said what do you want to do? And I said get the train to Anzor. He said okay so Anzor's going to take it over.
Speaker 1 00:52:35
I do i will be scheduling time with him probably, The second week, I'm gonna see if he's available the second week. Um, we need to do a ticketing system on the HR side. Oh, that's easy. But I want let him you know do He's got free time. Let him do that.
Speaker 2 00:52:52
Yeah, But IT committee, we need to form that because he's going to come back and ask you about that. Okay, And then I'm going to be in the hot seat Are.
Speaker 1 00:52:60
You want to sending me the Do you want to send Well You know what you can tell him is we're doing interviews.
Speaker 1 00:53:09
Be like, hey, but I do need the committee. Like what the committee structure is like a charter. So if you can send me a charter, Um we can ask on our interviews who wants to be on the IT committee because some people may say I don't have time and I am interested. But I love.
Speaker 2 00:53:29
My job all three of them. What happened? So Angie, she's pregnant one she's pregnant one, Oh, when I had Megan, yes. Um, she wanted to call me mom. Aww. And I said yes. And then she and that was over a week ago. And then she came back the other day and said, so what can baby boy call you? Cause we haven't named baby boy yet. We meaning she's asking me for you know help with naming. G-ma? I said um That's what people are gonna call me. I said, not grandma, cause I'm too young for this shit, and she started laughing.
Speaker 2 00:54:07
I said Gigi or Nana Bean.
Speaker 1 00:54:09
Oh, I like that.
Speaker 2 00:54:10
Yeah, so I think we settled on Nana Bean,
Speaker 1 00:54:13
But I think I am doing over Nana Bean too. But I like Gigi. And yeah, their god mom they call G mom. Oh, that's awesome. Yes, so she has to explain all she's like:" I am not their grandmother." She doesn't look old enough to be their grandmother? She's like:" I am not their grandmother; I am their godmom." But we love that. But my husband calls them. My husband and her had to make it ghetto. She wanted to, you want to know what they call each other? What's that? So she calls him God baby mama, and he calls her God baby daddy. And they do it in public, and I just go, I cringe, and my oldest daughter cringes. My middle daughter is following. She laughs so hard. She was like y'all so ghetto!
Speaker 1 00:55:05
They were like, we just do it to embarrass your mom. I'm like, the shame of it all. Oh yeah.
Speaker 2 00:55:12
My godmother who is the one who ended up adopting me, but when I was a baby they wanted me to call her Ma, M A Patterson which is her last name. Oh Ma Patterson. And I couldn't say Patterson, so it became M a- P and Pappy for her husband. And then yeah, oh gosh, and then it turned into Mom. And, then it turned into Blue Mom because of my nieces and nephews couldn't say, uh, wanted to say blue but they couldn't or no not blue. She so in that family the grandmothers were always called mom as well. Mhm. And. So the kids were trying to differentiate between the different moms and one of them latched on to blue because she always wore a blue denim shirt button up shirt over her t-shirts. Okay. And so she became Blue Mom. Okay.
Speaker 2 00:56:03
And then blue. So, that's too cute. Yeah. Okay, um, I am going to be a Gigi. Gigi. I like Gigi. Does she have a name for the baby? Not yet. We haven't figured that out because she's trying, Shane is trying not Shane. Sean is trying I keep calling him Shane because of Shame here. Sean is her boyfriend? Sean is her boyfriend. He's on the east coast taking care of his parents. He's uh. Honorable discharge from the military from the army. Um, and he's getting some contractor experience working for his uncle. Okay. Um, and then in October he moves back, But she's going to stay with me for a full six months after the baby's born. So she has that support. Yeah, she can adjust. That's nice. And she's going to school doing dental hygiene stuff. Mm- hmm.
Speaker 3 00:56:55
So yeah,
Speaker 1 00:56:56
I'll figure it I mean continue on our path can be.
Speaker 2 00:56:59
Quite lucrative, Yeah, I am so proud of them. And Dom, oh my gosh, Dom is loving being a sister. Really? She is so happy right now. Like so she's kind of a middle child right now. No, she's the youngest. She's younger than Ladanya is one month older than her? Oh wow! Okay. What.
Speaker 1 00:57:25
And she's little dictator? Yeah, the youngest is, Hence, the guy that just called me and said he was bothering. I mean, yeah, they have life three hundred and sixteen. You know what that is, right? Yes, I have so we've got it. We've had it probably like ten twelve years now since our girls were smaller. And um when my husband and I stopped looking at where the girls are, our youngest did not. So he would say in Atlanta. I've seen that you got in late where would you go? He'd call him in the morning where'd you go? She's like Bryce i.
Speaker 1 00:57:57
He's like, I don't care about you being grown. I need to know where you went. And she's like, I was traveling with my boyfriend. Nah, He was like that took him down a whole rabbit hole until he met the boyfriend tonight. And, then she does it to Morgan all the time when she's the one that lives with us. He's always like, where are you going? Like, my husband does it too. If you're on the freeway and you say you're going somewhere and you go the wrong way? He'll be like, where are you going? Yeah.
Speaker 1 00:58:29
Because I am notorious for like talking and not knowing what I am. Um, okay.
Speaker 2 00:58:35
Ladonia just walked home from her orientation. Mmm, I am so proud of her. Yeah, this being this doing the external foster.
Speaker 1 00:58:46
Care three bedrooms still? I mean,
Speaker 2 00:58:49
So yes, but nobody knows that I am not in the three bedroom. Um, except for DCFS. DCFS is the only one because everybody keeps giving me their opinions. So I am like, I am in a three bedroom.
Speaker 1 00:58:60
I was thinking, do you need to because of timing?
Speaker 2 00:59:04
So no, DCFS is good with all of it. They got all the emergency information. And um that's what I was saying like,
Speaker 1 00:59:10
Because now you have all three girls, but at some like in a couple of months, like in four weeks,
Speaker 2 00:59:15
You are not going to have all three girls. You are going to have down to two and could they share? And then even when this person is going to leave, so I am like, do you need? So, um, we are moving to a three- bedroom in October. That's already in the place. Well,
Speaker 1 00:59:27
Because Dom will have his space to come back. She can have her own space.
Speaker 2 00:59:30
Yes. And then Dom will have his own space.
Speaker 1 00:59:33
Um, The other thing is we want to continue doing care. And I can't do an under 18 in the same room as an over 18 Oh. Gosh, That's, a DCFS rule. And that's a hard one But um We're going to wait and do that in October.
Speaker 2 00:59:49
Right about the time the baby's due, And then um Dom is still going to kind of stay in my bedroom because that's what she wants, but we'll separate Angie because of the baby. Angie and Ladanya. Um but for right now if the baby comes early before we move, We're going to have room in that bedroom when Dom leaves to take out her little bed. Yeah. Because the bunk beds Angie and Ladanya are on, and so that'll leave a whole side of the room clean for the crib. So.
Speaker 1 01:00:18
But I. Now that was saying like you don't have to rush really, because you're still they're gonna be kind of fluid and moving in and out.
Speaker 2 01:00:24
Yeah. And I may go back to younger kids, But I also think that I would like to do younger kids and older kids at the same time because giving them a place to land. Mhm. Like Angie got kicked out because her boyfriend dropped off medication at the house that she was at, and the foster mom was not happy about that. Like he literally walked up, dropped it off on the porch and left.
Speaker 2 01:00:52
He Didn't try to stay or anything, but what did she say?
Speaker 1 01:00:55
It was her safety or.
Speaker 2 01:00:57
Something along those lines. And put a fourteen day notice in on Angie. And it's not on I mean in the foster support groups, it's not uncommon.
Speaker 1 01:01:06
For siblings to like that. Yeah, I imagine the walking on eggshells are mhm.
Speaker 2 01:01:13
In fact, I was a little petty because I know the foster mom's in the same group I'm in. And I said," Thank you to the uh, the RFA uh or the RF that uh 14 day noticed a 20 year old kid just because her boyfriend showed up to drop something off. You've given me a fantastic daughter." But I'm yeah, I'm petty like that. Yeah.
Speaker 1 01:01:38
Not everybody can be Michelle's mom. No.
Speaker 2 01:01:42
That's your job. My job is just to be.
Speaker 1 01:01:46
I like it. My.
Speaker 2 01:01:48
Job is to be Auntie Sally from the South.
Speaker 1 01:01:52
Yeah, I was telling Sergio, I was like, you need a southern aunt because they'll tell you the truth all the time.
Speaker 3 01:02:01
Yeah, and it.
Speaker 1 01:02:03
Will sound like it's sweet but it's really not.
Speaker 2 01:02:06
And he'll have bless your heart tacked on the end of it.
Speaker 1 01:02:08
Oh, that is like so bad because.
Speaker 2 01:02:12
Half the time, I am thinking," Bless your heart" about this one over here. Oh, which one? Jessica. Yeah, because when I hear her talking.
Speaker 1 01:02:23
I think she's doing it with it because she's not going to have it for a while. We're kind of home and not giving her that time. But yeah, it's like she doesn't want to sit there and there is this. Are you seeing how her engagement impacts others?
Speaker 2 01:02:39
That's where because I mentally I go into my southern roots with a bless your heart in my brain. It's constant when I am here and there is some days. It's just me and her. She's so great. Yeah, she began saying that. I know, I am going to stop recording because we're already at an hour.
Speaker 1 01:02:58
Yeah, we're right kind of.
3 - Clients and Projects/Ability First/Meeting Transcripts/Meeting Transcript - 07-21 AF HR-IT Sync (ComDirect Invoice, Concur, Camp Paivika Starlink).txt
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✓
07-17 Meeting: HPE Deal Registration Form and Business Plan
> Date: 2026-07-17
> Location: [Insert Location]
> Participants: [April] [Speaker 2]
## Meeting Notes
### HPE Deal Registration Form Completion
- April is completing a Hewlett Packard Enterprise (HPE) deal registration form to obtain a discount for a potential client.
- April and Speaker 2 reviewed the form questions together.
- Determined answers:
- No to question 7.
- No to question 8 regarding written rules for travel and business.
- Yes to question 9.
- No to questions related to Cuba, Iran, Syria, and Ukraine.
- Answers from 1 to 4 were confirmed correct.
- After answering the initial questions, they completed and submitted the Anti-Corruption Compliance Declaration.
### Business Plan and Customer Information
- The form requests the 12-month business plan, specifically expected revenue from reselling HPE products.
- Speaker 2 suggested a placeholder figure of $1,000 but was uncertain.
- The form requires customer names; the only potential customer, KCRW, has not signed a contract yet.
- They decided to pause form completion at this stage.
## Next Arrangements
- [ ] April will pause the HPE deal registration form.
- [ ] April will contact Arthur on Monday (2026-07-20) to obtain the required business plan information, including expected revenue.
- [ ] April will confirm whether signed customer information is mandatory and, if so, identify eligible customers or alternative placeholders per HPE guidance.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following unresolved items that lack clear action steps; please pay attention:
> 1. The expected 12-month revenue from reselling HPE products is unknown; the suggested placeholder of $1,000 is not definitive.
> 2. The form requires customer information, but the only potential customer (KCRW) has not signed a contract. It is unclear how to proceed if a signed customer is mandatory.
Jul 17, 2026
Speaker 1 00:00:02
Yeah, I am applying for a deal reg with HPE, and I am in the middle of the form. But yeah, there are questions. Oh, here it is. I need to just take yes or no. Can you see my screen? Who is HPE again? Yeah, I can see your screen. Um Hewlett Packard Enterprise. So we have yeah we have a quote with a potential client that, We need to get a deal, Reg, so we can avail the discount. Um, so here it is. I've already said no to the questions that I am aware that should be yeah, that should be no. So for number seven, Um did any officer No? Okay, this one Nope Okay about this Uh?
Speaker 2 00:00:53
Oh wait. Uh eight is yes. Just can you fill internal regulations? Or policies aimed, yeah. Does your company have written rules regarding travel uh in business? Actually, put You can't click on the rest of them.
Speaker 1 00:01:18
Like no for the rest?
Speaker 2 00:01:20
I don't think you can click it because it's gray. Oh, actually hit no on eight because we don't really yeah yeah.
Speaker 2 00:01:29
Yes, to nine. Okay. No to Cuba, no to Iran, actually no to all of those.
Speaker 1 00:01:38
Yeah okay, no Syria, no Ukraine, no. Okay okay about this.
Speaker 2 00:01:51
Yes uh well it's honestly not applicable.
Speaker 1 00:01:56
So should we say now?
Speaker 2 00:02:03
I would say yes, just to put it in. Cause we don't, we don't, it's not applicable to us. So I'm just gonna say yes.
Speaker 1 00:02:10
Okay. All right, I think that's about it. So just to check on this one as well is this? It's okay. Hang on one second April,
Speaker 2 00:02:22
what did you say? Yeah, yeah, we we're gonna reorganize that later because it's uh, it's organized, but it's a little messy. All right sorry what'd you say?
Speaker 1 00:02:34
It's okay. We, just want to confirm with you if I'm correct with all the answers that I have here from one to four.
Speaker 2 00:02:40
Yeah, it looks like those are correct.
Speaker 1 00:02:44
Okay, perfect. Hang on, let me just click next maybe there. I hope there's no more questions. Oh Anti- Corruption Compliance Declaration.
Speaker 2 00:03:04
Go down just slightly. Slightly? Yeah, just slightly. Okay, and then. Okay, scroll down. Okay. There. And. yeah, so you can submit that.
Speaker 1 00:03:24
Perfect! Okay, next. Um. Oops! Business plan in the next twelve months. Is this something that I should get from Lisa?
Speaker 2 00:03:45
Uh, that might be an another question. What is our expect like? I would put like three hundred dollars. Because I don't know the, I don't know the contract we're going after. Yeah.
Speaker 1 00:04:02
Or, maybe can you get something from the SLI? Or or no, that's just quarterly. Yeah.
Speaker 2 00:04:11
It's, it's how much revenue are we going to get by reselling HP's products.
Speaker 1 00:04:17
Oh, that I'm not that I'm not sure, yeah because we've only counted yeah.
Speaker 2 00:04:27
I would say maybe like, I don't know put a thousand.
Speaker 1 00:04:32
A thousand. Okay.
Speaker 2 00:04:34
I just, I might be wrong on that.
Speaker 1 00:04:36
Provider number hundred project, please expand a section below using the plus icon. Customer name. We only have one that they haven't even signed yet, I guess it's KCRW if you're familiar with them.
Speaker 2 00:04:51
Yeah But we've.
Speaker 1 00:04:53
Quoted them for.
Speaker 2 00:04:55
You but that's not really Oh yeah, that is required Yeah.
Speaker 2 00:05:03
Yeah, this one. This one may have to wait until October.
Speaker 1 00:05:07
Okay, yeah, that's okay. I can pause this form for now, and then I can go back where I left off. Um, yes since it's allowed in in this form. Okay, it's okay. Yeah, I'll just reach out to Arthur. I think he'll be back on Monday so Yeah.
Speaker 1 00:05:29
Okay, that's all. Thank you so much, Christi, for your help again. No worries. Thank you. Bye. Okay, thank you. Bye.
04-21 Lingguhang Pulong: Pag-streamline ng Proseso ng Procurement at Sales
> Impormasyon ng Pulong:
> Petsa: Abril 21, 2026
> Lokasyon: [Ilagay ang Lokasyon]
> Mga Kalahok: [Speaker 2] [Speaker 4] [April] [Sergio]
## Mga Tala ng Pulong
### Proseso ng Pag-abiso sa Pagbili (Procurement Notification)
- Tinalakay kung sino ang dapat makatanggap ng mga automated email notification para sa mga order.
- Si Maggie ([Speaker 4]) ay hindi na nagpapadala ng mga email para sa procurement sa IGP.
- Ang mga approval ay mula kay Vince; si Maggie ay si Vince na lamang ang ina-update tungkol sa mga order.
- Nilinaw na ang “procurement notification” ay para lamang sa internal na komunikasyon.
- Tinanggal si Ruben bilang point of contact upang hindi na siya makatanggap ng mga automated na abiso.
### Pag-streamline ng Proseso sa Pagitan ng Sales at Procurement
- Napansin na may ilang procurement form mula sa sales na walang “user start date,” na nagiging sanhi ng hindi pagtukoy sa urgency ng order.
- Na-flag ang isyu kay Olivia; nagdagdag na siya ng mandatory field para sa “user start date” sa form.
- Kung urgent ang isang order, kukuha si Maggie ng presyo para sa pick-up (Best Buy) o DoorDash.
- Kailangan ng pag-sync sa pagitan ng admin (procurement) at sales team upang ayusin ang mga proseso, linawin ang mga responsibilidad, at tukuyin ang mga pain point.
- Dapat magkaroon ang sales team ng checklist upang matiyak na “clean order” ang naipapasa sa procurement.
### Mga Isyu sa Pagbili (Procurement) para sa mga Proyekto
- Tinalakay ang isyu kung saan sinasabi nina Mark o Miguel na nabili na ang mga item para sa proyekto, ngunit sa katotohanan ay hindi pa.
- Nilinaw ni Maggie ([Speaker 4]) na hinihintay niya ang go-signal mula sa kanila bago mag-order at siya pa ang nagfa-follow up.
- Ang disconnect ay nasa panig ng mga project manager (Mark at Miguel) na nakakalimot na hindi pa pala sila nagbibigay ng go-signal.
- May “Procurement Tracker” kung saan makikita nina Mark at Miguel ang status ng mga order; kailangan nila ng inisyatiba upang suriin ito.
- Iminungkahi na kausapin sila upang magkaroon ng regular na pag-sync bago ang lingguhang “Project Queue up” para maiwasan ang maling impormasyon.
### Proseso para sa Pagbabago ng Subskripsyon ng Kliyente
- Tinalakay ang isyu tungkol sa mga kliyenteng sinisingil pa rin para sa mga serbisyong hindi na ginagamit (hal. SIM, SOFOS).
- Nilinaw na kapag may pagbabago (pagdagdag o pagtanggal) sa subskripsyon ng kliyente, ang “champion” ng tool o platform (hal. Security team) ang dapat mag-abiso sa admin team sa pamamagitan ng email.
- Layunin nito na maiwasan ang maling pagsingil (billing) at matiyak na natatala ang mga pagbabago bago pa ang quarterly audit.
- Ang kaso ng PAF—kung saan siningil sila para sa SOFOS kahit wala na ito—ay ginamit na halimbawa.
- Dapat maging bahagi ng Standard Operating Procedure (SOP) ng bawat team ang pag-abiso sa admin team para sa anumang pagbabago sa subskripsyon.
## Mga Susunod na Ayos at Aksyon
- [ ] Mag-iskedyul ng tawag sa pagitan ng admin at sales team sa Abril 23, 2026, 8:30 AM upang i-recalibrate ang mga proseso.
- [ ] Tanungin sina Mark at Miguel kung nais nila ng lingguhang sync-up call kasama si Maggie bago ang kanilang Project Queue Up.
- [ ] I-end ang pagsingil para sa Managed SIM at SOFOS sa invoice ng PAF simula Abril 30, 2026.
- [ ] Sagutin ang email ni Mike upang ipaalala ang proseso: ang tool/platform champion ang dapat mag-abiso sa admin para sa mga pagbabago sa subskripsyon.
- [ ] Suriin ang kasalukuyang SOP ng procurement at sales at tukuyin ang mga butas (loopholes) bago ang pulong sa Abril 23.
## Mga Suhestiyon ng AI
> **Mga Suhestiyon ng AI**
> Natukoy ng AI ang mga sumusunod na isyu na hindi nalutas sa pulong o kulang sa malinaw na mga action item; mangyaring bigyang-pansin:
> 1. Ang isyu ng mga project manager (Mark at Miguel) na nagbibigay ng maling impormasyon tungkol sa status ng procurement ay nangangailangan ng mas matibay na solusyon. Habang iminungkahi ang isang sync-up call, nakasalalay pa rin ito sa kanilang inisyatiba na maaaring hindi mangyari.
> 2. Kahit na natukoy ang proseso para sa pag-abiso ng mga pagbabago sa subskripsyon, walang malinaw na hakbang kung paano ito ipapatupad bilang isang mandatoryong bahagi ng SOP ng bawat team para matiyak ang pagsunod.
> 3. Hindi malinaw kung paano susuriin ang mga kasalukuyang invoice ng lahat ng kliyente para sa mga katulad na isyu sa pagsingil, maliban sa pagbanggit ng isang posibleng quarterly audit.
Apr 21, 2026
Speaker 1 00:00:02
Ano yung email na nasa send? May automated man ganun? Kung nga rin nag-procure si Maggie.
Speaker 2 00:00:11
Yan yung tatanong natin sa kanya.
Speaker 1 00:00:13
Kung baka kasi naka-automate. Ayan si Maggie.
Speaker 1 00:00:18
Hi!
Speaker 1 00:00:22
Ayan.
Speaker 3 00:00:25
Munguya ako.
Speaker 2 00:00:31
Maggie, nagsusend ka pa ba ng email Sa IGP?
Speaker 4 00:00:38
Pag-invoice nila?
Speaker 2 00:00:43
Hindi, order procurement.
Speaker 4 00:00:45
Ah, hindi na.
Speaker 2 00:00:48
Hindi ka na nagsusend?
Speaker 1 00:00:51
Hindi na. Like yung pag may automated na ano, Parang may nakikita kong ganun dati, Pero hindi kay Ruben ko nakikita Yung sinasend mo ha. I mean, sa ibang ano.
Speaker 4 00:01:02
Sa ibang... Like, for example, Kung hindi si Vincent ang nag-approve, Tapos nakasisi ako sa Email, At saka kung wala naman si Ruben Doon, Doon nagsend ako na, Nag-place tayo ng order, ito yung ETA, Ganun. Pero kung kay Vincent lang, Din galing yung approval, tapos walang, Email na nakasisi ako, Kay Vincent ko ini-inform na, Plinase natin yung order na ganito.
Speaker 1 00:01:31
Ah, okay. Yung mga procurement notification Ba na ito? This is for, Internal lang? Tama ba? Yung a new order has been generated for blah. Internal lang ba ito?
Speaker 2 00:01:44
Ano sila sabi mo? Ganito. Ganito ti.
Speaker 2 00:01:53
Internal lang yan. Okay.
Speaker 1 00:01:55
Kasi may one time, nakita ko naman sa Inbox ni Christy.
Speaker 1 00:02:01
Wait.
Speaker 4 00:02:03
Galing sa yung magic. Oo, kasi si Christy Ang, Nakapag for sales Order. Tapos kung, Napupunta, Sa board natin, Si Christy na ang nakapangalan, Sa IGP.
Speaker 2 00:02:24
Para internal lang yung, Communication.
Speaker 2 00:02:28
Tinanggal sila as point of contact Sila Ruben, para hindi sila Nakaka-receive yung mga automated Na notification. Kaya pinalit si Christy Or yung admin ng IGP.
Speaker 1 00:02:42
So ngayon, wala na, At all dapat ma-receive?
Speaker 2 00:02:45
Wala nga. Kaya yun talaga Yung inaan ako dyan sa Pinuputak nila na yan, kung ano yung, Nare-receive na naman ni Ruben. Saka kung kailan.
Speaker 1 00:02:55
So, recently, Maggie, ano yung pinaka-last na email na naalala mo na probably napunta kay Ruben?
Speaker 4 00:03:05
Parang, wait nga, check ko nga lahat. Pero lahat kasi bago ko i-convert yung SO nila, kasi si Ruben pa rin ang nandun, Nilalagay, pinapalitan ko ng admin.
Speaker 2 00:03:19
Oo, nakita ko na sa sales order, naka-admin na eh.
Speaker 2 00:03:24
Kaya nakabura na talaga eh. Ever, alam ko nga na Nag-start yung process na yan, no? Nagsabi si Kristi na sa kanya mag, ano, Di ba?
Speaker 2 00:03:36
Ngayon, hindi lang ako sure kung pati sa Process, ngayon, Same process kasi nagpalit si Vince. So, Maggie, Confirm mo ha kung same process yung ginagawa mo, Ngayong nandyan si Vince?
Speaker 1 00:03:48
Oo, yung, dati di ba nagsasend ka ng list Ng quote for approval, Kay Kristi? Tapos si Christy yung mag-e-escalate Kay Ruben kung alin pa din yung mga pending. Tapos pag urgent, Alam ko dati siya na yung, Nag-go ahead and approve the Quote eh. Hindi ko alam kung, Same kay Vince. Di ba sabi mo si Vince na rin Nag-approve ng quote ngayon? Hindi na niya, In-e-escalate kay Ruben. Tama ba?
Speaker 4 00:04:13
Yeah, hindi na. Kasi lahat, Pag nakikita ko dun sa Pag na-convert na ni sales, nakikita ko, Na approved by Me.
Speaker 1 00:04:23
So, ayun, yun yung current process nila.
Speaker 1 00:04:31
Tapos, Maggie, in the future, if ever, kunwari, mga sa mga procurement process or anything na related kay sales, na minsan feeling mo nagkakos ng roadblocks process mo or even sa'yo, like for example, recently lang natin alaman na. Pag nakaka-receive ng procurement form Sa sales, wala pala yung user, Start date doon. So, From there, hindi na nila nalalaman, Yung urgency or kailan ba ito kailangan.
Speaker 2 00:05:02
Actually, kay Curated, Lang pala na form yun. Kasi sa, IGP meron. Sine-check Ko ngayon.
Speaker 1 00:05:09
Ayun. Yung recent Kasi is yung kay... Ano ba yung binigay na example ni Ivy? Pero yun nga kasi, Ang pinagtataka ko din, bakit...
Speaker 2 00:05:20
Kasi iba-iba ng form.
Speaker 1 00:05:23
Wala siyang Streamline. Ang pinagtataka, Ko lang, dati pa pala Nilang napapansin. Ito si Silsa. Dati pa palang napapansin Na walang field Or siguro dali nila alam na Hindi pala mandatory yung, Ginawang form for procurement. And yun nga, kaya sa additional, Information sila naglalagay, Yung sila Users. Wala lang. Ba't lang hindi na i-flag before ni sales na?
Speaker 1 00:05:54
Ay, ba't hindi na lang gawin ng mandatory itong field na to? Kasi, di ba, minsan baka nami-miss nila yung notes sa baba or yun nga, Hindi agad nalalaman kailan yung start date pala para at least right there and then, Mag-head sa pan si Maggie na, oy, urgent to kaysa nagre-relay dati na. Minsan sa email, Maggie, di ba, na ano nila na, ay urgent pala to as per yung email nga ni, Kasi naman yung nag-submit ng form. Pero, ayun nga. I-mention ko kay Olivia. Sabi ko, Olivia, Nito ko lang nalaman. Sabi ko na Pag na, diba.
Speaker 1 00:06:24
Ang procurement form, pag na-submit, automatic, Na ticket siyang nag-generate case sales Sa sales board. And then, from there, Yun, napansin nila Na wala nga daw, User start date. Sabi niya, Yes, in-admit naman ni Olivia. Sabi niya, In-add ko na siya. Sabi niya, In-add ko na. Okay, Sabi ko, at least mas ngayon, mas mapapadali Na yung process kung makikita, Ito. Agad kung urgent ba yung delivery or hindi. And then kung urgent and konting na lang talaga yung time natin para mag-procure and sa setup,
Speaker 1 00:06:59
Doon na papasok yung maging pinag-usapan natin na kukuha ka ng pricing is either yung best buy na for pick-up, Or yung door dash kung talagang urgent na urgent na.
Speaker 1 00:07:11
Ayun.
Speaker 1 00:07:14
So, ayun, pag mga ganong instances lang na feeling mo is ganyan, kailangan natin mag-sink up din with sales team din kasi para ma-identify natin kung ano pa ba yung mga current process nila na hindi nagsisink si procurement and sales and kung may mga pain points pa ba na hindi nila na ifa-flag, na dapat iflag, or bagoyin sa process.
Speaker 2 00:07:40
Mag-schedule lang call admin saka sales.
Speaker 1 00:07:44
Sige, sige. Para mag-recalibrate Tayo, no? Oo. Sige.
Speaker 2 00:07:49
Saka yung responsibility Kasi is hindi maliwanag.
Speaker 1 00:07:56
Yes, hindi nagpapasahan. Si ano ganito.
Speaker 2 00:08:01
Kailangan sila, Meron silang receipt of Clean order. Parang Ano kasi yun, compliant, Yung order na yun.
Speaker 2 00:08:13
Ngayon, kunwari si procurement, masasabi namin na clean order yan kapag meron siya complete na delivery address, delivery person, product, and so on. Ngayon, bago kasi pumunta yan kay admin, si sales din, dapat meron silang ganyan, may checklist sila para masabi nila na na-clean order din.
Speaker 2 00:08:41
Gagawa nila ng code or yung ipaprocess nila. So dapat maliwanag nga yung contact person kusan i-deliver, ganito, ganyan, ganyan. Kailangan may checklist din sila. Kasi yun yung pagbabatayan eh. Kasi yun yung pagbabatayan ng admin. Sila yung nasa first line ng ano. Kapag sa kanila palang malina, kailangan tama na. Kasi sa kanila palang malina, malina yan hanggang dulo. Tama nila yung importance. No? Nung ganun.
Speaker 1 00:09:13
Okay. Ano? Classic example Na yung kay Maggie na, Maggie, nalala mo yung sa Miracle License Ni IJP na si Ivy, Nagkamali ng ano? Lagay ng license Sa quote.
Speaker 1 00:09:27
Tapos, siyempre, ending. Yun ang in-order ni Maggie kasi yun yung sinign, Ni client, Ni Rodrigo.
Speaker 1 00:09:38
Ayun.
Speaker 1 00:09:40
Tomorrow ko na lang, Isked, or Thursday?
Speaker 2 00:09:46
Thursday na lang, Para mas malawag sa mga tao.
Speaker 1 00:09:51
Sige, sige. Aro? So, mabaitin yung ano natin, T. Eh, magbibiling na nga pala ng 23. Yung audit, naka 23 din. Tsaka yung EOS. I-move na lang natin ng...
Speaker 2 00:10:05
Tomorrow? Pwede naman tomorrow, 8.30am. Kasi urgent, eh. Kapag hindi siya na-discuss naman agad, Mangananak pa yung problema. True.
Speaker 1 00:10:15
8.30am For sales And missing.
Speaker 3 00:10:31
Ayon.
Speaker 1 00:10:38
And then if meron kang mga Na-receive na, Task or emails Or na kailangang mag-reach, Out ka kay Ruben, You can ask muna ako Or si Marvin if tama.
Speaker 2 00:10:52
Yung... Hindi na ako. Ikaw.
Speaker 1 00:10:53
Or si Vince. Or si Vince pala About ano, kung tama Ba yung next steps na gagawin mo. Ganon. Para mag-reach out. Para pag i-check muna natin or I-review muna natin.
Speaker 2 00:11:08
Diba Maggie, nag-pro-proactive ka magbigay ng ETA bago ma-implace ang order?
Speaker 4 00:11:17
Pag, yung, ang tawag nun, kung hindi ganun nakatagal, Ay, like for example, pag sobrang tagal, nagsasabi naman ako. Tapos usually, nakikita din naman ng sales kung ano yung lead time, ganyan. Yeah, tapos...
Speaker 2 00:11:42
Pero regardless, Regardless kung matagal O malapit, Magbigay kayo ng ETA Kung sino man yung, Nag-request ng order, Nag-place ng order sa'yo, Na internal lang, ha? Internal lang.
Speaker 4 00:11:55
Okay, internal.
Speaker 2 00:11:57
Hindi ka magsasabi sa client.
Speaker 4 00:11:59
Oo, kasi na-involve sa team.
Speaker 2 00:12:04
Hayaan mong sila yung mag-, Hayaan mong sila yung magbigay ng... Update sa client.
Speaker 3 00:12:09
Mm-hmm.
Speaker 1 00:12:13
Ayun.
Speaker 2 00:12:14
May talong pa pala ako, Maggie. Kailan yung instance, Na nagkaroon ng Delayed procurement, Sa projects Na hinahandle Ni Mark Or ni Miguel?
Speaker 3 00:12:27
Um,
Speaker 3 00:12:30
Parang,
Speaker 2 00:12:30
Pinabili na daw Tapos, Ah,
Speaker 1 00:12:33
Hindi nabili. Oo. Kasi ang press release nung dalawa during Project Q-Up, pag tinatanong kung nabili na, ang sabihin daw ng dalawa, yes, nabili na. And then, ma-find out ni Pete na hindi pa pala nabili or parang ngayon palang bibili. Ganun.
Speaker 4 00:12:50
Wait lang. Kasi ang usapan is sila ang magsasabi. Kunwari, nag-convert tayo ng, kunwari, itong Primrose.
Speaker 4 00:13:04
Na-convert ko siya as project, Magtatanong ako sa kanila Kung ano na ang ipi-place order. Sila ang magsasabi sa akin, Ng go-signal kung ano. Kasi, lagi akong, Like for example, kung yung mga computers, Kailangan natin Ito ng quote ni Dell. So, Sila naman ang nag-request, Kay Dell. So, aantayin ko Lang yung quote from, Dell, ginagaling sa kanila. Tapos kung yung mga Meraki, magtatanong ako, kaya nga ako gumawa din ng list ko sa kanila na ito ba i-order natin?
Speaker 4 00:13:41
Tapos sila ang mag-go-signal sa akin. Pero ang lagi nilang tanong sa akin is, na-order na ba ito? Tapos sagot ko sa kanila, kayo ang magsasabi sa akin kung i-go-go na natin ito. Kasi yun din ang sabi sa akin ni Seg. Sila ang mag-go-signal. So sila nakakalimutan nila mismo. Tapos sasabihin ko na Kung yung order man, Gini-screenshot ko na, Parang sabi nga namin,
Speaker 4 00:14:12
Anong silbi nung, Connect twice sa project natin Dun sa product. E lagi namin sinasabing na kung may PO Na yan, ordered na siya, Dun sa product natin. Tapos sila, ayun, parang sa kanila, Is every time, magtatanong sila, Kung, Ganito, ganyan. Tapos kung Magpaporder sila, sasabihin nila, Pwede ka sa ganitong time Yung project na ganito mag-order, Tayo. Ganon.
Speaker 1 00:14:41
Ah. So, siguro minsan sa Queue up, ang nasa isip nila, Na utos na nila sa'yo. Pero sila pala, hindi pala Nila na utos sa'yo.
Speaker 4 00:14:52
Kasi kung magtatanong ako, O ordering na ba natin to kung mag-check, Ako ng list ng procurement, hindi Pa kasi. Hindi pa tutapos. Ganon naman sila. Meron ba kayong like? Ako lang nagpa-follow up.
Speaker 1 00:15:03
Meron kayong common, Kunwari, Per project, Meron kayong parang, Common na checklist, Ng mga needed items And then may remarks doon, Kung, Nabigyan na ng Green light to order, And then Status if in progress, Or ordered na. May ganon ba kayo? Per project.
Speaker 4 00:15:22
Ako lang yung Ako lang yung gumawa. Tapos kung magkocall kami, ilalagay ko na hold muna as per Miguel. Gaganon ako. Ito canceled as per Mark. Gaganon ako.
Speaker 1 00:15:36
Inisip ko kasi, Bin, kung mag-make sense ba na weekly magkaroon sila ng review together na, O ito yung, just ano lang, mag-sync up na ito yung mga, for this project, Ito yung mga items na inaantay ko pa yung approval nyo, Or ito na yung... In progress ito na yung mga nabili. Siguro Iniisip ko before the project Queue up, magkaroon kayo ng.
Speaker 2 00:16:00
Initiative. Ang initiative, Kasi na yan dapat manggaling Kay project manager.
Speaker 2 00:16:07
Kasi sila dapat yung mag-make, Sure kung nabili na ba Yung, Products.
Speaker 1 00:16:16
Naisip ko lang kasi hindi nila naisip eh.
Speaker 2 00:16:21
Pwede naman, Nasabihan sila. Pero ngayon nga, kailangan man galing sa kanila Yung initiative na yun. And sila Yung merong, kumbaga, sila yung Sa kanila mo makita Yung need. Kasi, Right now, we're being, ano naman eh, Parang, say Maggie, Hindi na, tatanong niya kung order na yun, Na ba, ganito, ganyan, diba? So, nagpa-follow up man siya. Ang disconnect kasi is nandun-dun, Sa dalawa. Kahit sa billing naman eh. Kahit billing nila,
Speaker 2 00:16:52
May problema. Mayroon pa nga, Diba, Na secret na Plenase na order, Na dapat ibibill pa yun Na hindi naman nila sinabi Na ibibill pala.
Speaker 1 00:17:01
Ang ano ko lang din kasi,
Speaker 2 00:17:02
I-disconnect sa dalawa.
Speaker 1 00:17:04
Ang ano ko lang din kasi, Right before the project queue up, Ma-refresh ba sila Na, Oy, ito yung status Ng mga items, Ng project na to. Alam mo yun, Parang hindi nila Ma-imimention, Dun sa project queue up Na, Nautusan na namin si Maggie na bilhin yan And then ang ending, puputok pa rin, Kay Maggie na hindi naman pala Sila na.
Speaker 2 00:17:25
Pwede naman, Masyado lang natin silang ini-spoil.
Speaker 1 00:17:32
Kasi dapat nga.
Speaker 2 00:17:33
On top sila ng project nila.
Speaker 2 00:17:37
Kausapin mo si Mark, Sa kasi Miguel.
Speaker 1 00:17:40
Sabihin ko, mag-i-initiate mo, Sync up every Monday Before Tuesday na, Queue up nila. Kasi Mag-i-initiate mo, Sabihin ko na, I know this is...
Speaker 2 00:17:51
Tanungin mo sila, gusto ba nila?
Speaker 2 00:17:56
Kasi sa kanila nga dapat sumanggaling yung need. Kasi sabihin mo, kung hindi nyo gusto, maging on top kayo sa orders ninyo. Kasi hindi nyo pwedeng i-throw under the bus ang admin procurement kapag nagkaroon ng sync up.
Speaker 1 00:18:13
Yeah, yun nga yung tinatry kong... I-avoid nilang gawin. Kasi yun nga, Na-highlight yung admin team Dahil nga sa Yung mga sabi-sabi nilang ganyan. Yun, even yung nga kay Vince Na ako naon ng chika-chika niya na Di ba magiging ngayon sa.
Speaker 2 00:18:26
Metathesis. Basta, ang gusto ko maging tono is Hoy, tutulungan namin kayo, Eto yung gawin natin.
Speaker 2 00:18:35
Sobra eh, masyadong sobra eh. Kailangan, Eto yung pwede namin gawin. Gusto nyo ba to? Kasi kung kami lang yung may gusto.
Speaker 2 00:18:46
Misa healthy. Dapat gusto nyo din na gawin to. Yun yung gawin yung tono.
Speaker 1 00:18:53
Okay. Pero walang ano, no? Walang regular sink. Di ba, Maggie, meron kayong regular sink Pero billing ang usapan. Tama ba? Oo. Billing lang yan. Billing lang.
Speaker 3 00:19:03
Na weekly. Project billing.
Speaker 4 00:19:04
Yeah, with project billing lang. Minsan, hindi naman. More on, medyo malapit kung, Closing na din. Month end. Tapos kung masyado na rin marami yung invoice ni EA na hindi namin alam kung available ba yun and all. So, manggagaling pa rin kasi sa kanila yung first step bago kumapio and bill.
Speaker 1 00:19:31
Inisip ko naman kung magtotake ng time din nila yung sync up na ipopropose, Eh pwede naman nilang i-check yung listahan ni Maggie like before the queue up. I-remind lang sila na Mag-check nun na ito na yung status.
Speaker 4 00:19:47
Ng mga. Meron silang One. Meron silang access dito, Sa procurement Tracker natin. Tapos, sineparate ko, Na actually yung construction Projects para minsanan Nilang makita. Per project, Naman to. Sige-sige. Meron yung time.
Speaker 2 00:20:08
Na pinapacheck. Kung may access, Naman sila, kailangan Pinapacheck. Magkaroon sila lang ng schedule to check.
Speaker 1 00:20:14
Yung... True. Ng initiative.
Speaker 2 00:20:18
Diba? Eh, yun nga. Kung wala naman, Initiative, kahit mag-schedule Kayo ng call every, ano...
Speaker 1 00:20:24
Yes. Sige, sige. Kausapin ko Si Mark.
Speaker 1 00:20:29
Ivy, nag-email pala ang Mic. Wait lang. Yung sa pass? Oo, nabasa mo? Yan ko lang nakita. How can we try... And identify a way to catch this in the future and for our.
Speaker 2 00:20:51
Existing clients to prevent possibly having to give the clients a huge credit.
Speaker 1 00:21:04
Like yung mga hindi na dapat ipibil.
Speaker 2 00:21:07
Paulit-ulit naman siya.
Speaker 1 00:21:09
It was fortunate we caught this now As I was able to tie this to our 100th rollout. But we had Missed this and preferred to review the invoice Line by line again. But a year or two later We'd be having to credit tens of thousands.
Speaker 2 00:21:21
Ang process kasi nyan, Kung meron silang ipapa-end Na subscription, kailangan mag-send, Sila ng email sa admin.
Speaker 2 00:21:32
Kunwari, Yung Protection for Workstation.
Speaker 2 00:21:37
Gusto nilang ipa-end dyan. Sino kailangan mag-email sila sa admin, nag-cancel yan. So nakakatch lang naman natin yung billable at not billable quarterly sa deep audit. Pero kapag sa monthly na billing or sa midway ng before billing audit, magkakaroon ng, Cancellation ng mga.
Speaker 2 00:22:07
Subscription, kailangan mag-send Sila ng email sa admin To stop the subscription. Ngayon, sino ba yung Nakakaalam na wala na yung Subscription na yan? So, yung, Champion ng tool. So, sino yung champion ng tool? Si security. So, sila Yung magsasabi.
Speaker 2 00:22:31
Yun yung dapat Na process.
Speaker 2 00:22:36
Na kapag merong ina-offset na, ay sinasunset na subscription, magsisend sila ng email sa admin.
Speaker 1 00:22:47
May nahanap ko yung explanation dun sa ano.
Speaker 1 00:22:59
Ito, example bin, diba, yung sa reason ni... Ni Ann Zor, but hindi na dapat Chino-charge sila dun sa SIM. Sabi niya, long time ago, We sold them that package, but only For a few computers. Pag mga ganun, Now, sabi niya, we include it all, Now we include it on all computers, so technically We can remove it if you feel, Like it. Yung ganitong Instances, kanina ang manggagaling, Dapat na, o dapat Hindi na pala isi-charge.
Speaker 1 00:23:32
Si Paph, for example, kung noong time ago pa pala yung agreement na ito na only few computers lang yung in-installan ng SIM na yun and then eventually naging all computers na.
Speaker 1 00:23:52
Yung ganitong reason, yung kay Anzor. Diba tinanong ni Mike, bakit may mga ano pa? May sinacharge pa tayo na may managed SIM account doon sa workstation.
Speaker 1 00:24:06
Ang sabi ni Anzor is, long time ago, we had that package but for only two computers. Pero eventually, naging all computers na din.
Speaker 1 00:24:17
So, since nag-move na nga kay Huntress, tama no? Hindi na kailangan si SIM dahil kay Huntress na tayo. Tama? Oo, sabi. So, pag mga ganitong cases na... Sino dapat ang nag-initiate na, o dapat tanggalin na ito, kung hindi pala, ah wait, okay, narealize ko na. Kasi diba, since nag-rollout nga ng Handra si security, okay, mag-fall pa rin pala kay security, tama.
Speaker 2 00:24:48
Yes, kapag may mabagas sa subscription ng client, kailangan kasi ini-inform tayo. Okay. Kasi nga, ang nangyayari, Nagiging melting pot yung admin. Lahat na lang sinisisi sa admin.
Speaker 1 00:25:05
So, Since hindi naman siya Technically part, Ng off-boarding, pero every time May roll-out or, Every time may pagbabago sa Mga security tools, siguro, Magiging part ng Task list sa project, kung project man Siya, is i-inform si admin. Tama?
Speaker 2 00:25:29
Kailangan mag-send sila ng email Sa admin board.
Speaker 1 00:25:39
Second line made sense. When they were on SOFOS, a SOFOS charge extra for old. Ah, okay.
Speaker 1 00:25:47
Ito, yung sa SOFOS nila. Di ba, Nag-ano na tayo, wala na tayo kay SOFOS?
Speaker 1 00:25:55
Um, nung na-remove si SOFOs pero hindi na-remove sa invoice ni PAF, pag mga ganong case, like for example, sasabihin ba dapat nila na since mag-remove na tayo sa SOFOs, so si security pa rin yun?
Speaker 2 00:26:18
Oo. Masa kailangan kasi add or delete. Manotify tayo.
Speaker 2 00:26:33
Kasi nga, wala naman tayong First person Na gumagawa Ng add and delete. Tapos, tayo ang may ginagawa, Sa billing. So, dapat kung Sino yung magagawa Ng adjustment or changes sa subscription, Kailangan ini-inform, Si admin. So, Kailangan parte ng SOP nila yun.
Speaker 1 00:26:59
Okay. Sige. Okay, so for now, I-end muna sa agreement tong dalawa. Yung SIM na to, and then yung SOFOs.
Speaker 1 00:27:15
Explain ko na lang ba sa email na ganun? Or, kasi sabi niya, if we have time, Can we schedule a call? Kineso, kineso.
Speaker 3 00:27:24
Project.
Speaker 3 00:27:31
SIMs. Excuse me.
Speaker 3 00:27:35
Ay, sanaw ko na.
Speaker 3 00:27:38
Sim.
Speaker 3 00:27:56
Ay, manage.
Speaker 3 00:28:01
Patwala.
Speaker 1 00:28:09
Eto te, i-end na lang to for May 1.
Speaker 1 00:28:56
Bin? Ano yan? Ay, kala ko na wala ka. Yung ano, yung ito, i-end Na lang ng May 1.
Speaker 2 00:29:08
Kahit hindi May 1. Ayun na.
Speaker 2 00:29:14
April 30.
Speaker 1 00:29:18
Cancel date.
Speaker 1 00:29:30
Okay, April 30.
Speaker 1 00:29:34
Screenshot ko yan.
Speaker 1 00:29:38
I-end na natin.
Speaker 1 00:29:42
Tapos, si, Sophos din.
Speaker 1 00:29:46
I-end na natin.
Speaker 3 00:29:50
Sophos.
Speaker 1 00:29:58
Lahat ba ito? O ito lang dalawa na old, no? Hindi lang yung hini-highlight niya, eh.
Speaker 1 00:30:09
Ito, seven... Ano lang yung hini-highlight niya? Yung $300 na dalawa. Pero ba't ito, Sophos pa rin nakalagay?
Speaker 2 00:30:19
May cancelled naman, eh.
Speaker 1 00:30:21
Ayaw nga. Ito rin naman may Cancelled na ng March 11. Bakit na? Kailan ba itong invoice na to?
Speaker 1 00:30:34
Yung recent?
Speaker 2 00:30:38
Ano kasi? Huwag mo kasing isearch. Pumalikan mo na dyan.
Speaker 2 00:30:45
Panggalin mo yung sopos mo doon sa ano. Tinanggal kasi yan eh. Mag-search ka lang dyan. Para makita mo.
Speaker 3 00:30:53
Ah, okay.
Speaker 2 00:30:60
Tinanggal kasi yung SOFOS na warning dun sa Prada.
Speaker 1 00:31:06
Ano na ba yun?
Speaker 1 00:31:08
Manage Advanced Endpoint Protection. Dito pala yan.
Speaker 1 00:31:25
Ito yung ALC.
Speaker 1 00:31:28
Advance and Ito, yung $300 To $150. Ah, okay. I-cancel na natin ito. April 30.
Speaker 3 00:31:48
Wala na yan.
Speaker 1 00:31:52
Nagay tayo notes dito.
Speaker 1 00:31:55
Wait lang. Saan ba yung ticket? Service board.
Speaker 1 00:32:03
Ay, magino ka pala yung tatanong mo. Sorry, hindi na kita nabalikan kanina.
Speaker 4 00:32:08
Eh, wait lang. Mag-email lang ako.
Speaker 1 00:32:11
Ago lang.
Speaker 1 00:32:14
Asan ba yun? Puff.
Speaker 3 00:32:23
No. Not yet.
Speaker 3 00:32:59
Okay, 8.30.
Speaker 3 00:33:05
Saan na 8.30?
Speaker 1 00:33:09
Huh? Please set up a call to review and discuss Next steps for... Okay. Tomorrow, 8.30.
Speaker 1 00:33:29
Sama ko na rin si Christian dito para admin seal sync.
Speaker 3 00:34:04
Christian.
Speaker 3 00:35:11
Okay, fine.
Speaker 3 00:35:24
Excuse me.
Speaker 3 00:35:50
Yes.
Speaker 2 00:37:45
I-feed nyo nga kay Claude Yung current SOP Ng procurement.
Speaker 2 00:37:54
Tapos hanapan nyo ng SOP si sales, Sa pag-create ng code. I-feed nyo din. Tapos tanongin nyo kung ano yung, Gap or loophole.
Speaker 1 00:38:06
Sige. Maggie, may ano ka ba? May SOP ka nun?
Speaker 2 00:38:11
Parang, wait. Para alam natin yung pag-uusapan Sa Wednesday.
Speaker 1 00:38:18
Pwede ba, Makahingi ng Copy ng SOP, Nyo sa Coding process, no?
Speaker 1 00:38:31
Coding process.
Speaker 2 00:38:32
Mag-ready kayo ng bala.
Speaker 3 00:38:38
Bye.
Speaker 2 00:38:49
Kasi magiging defensive na naman yan sa sales.
Speaker 1 00:38:53
Yeah, na-fail ko na.
Speaker 1 00:38:59
This should not reflect their invoices anymore.
Speaker 1 00:39:17
Mag-schedule ako ng call din. Tayong nila, Mike.
Speaker 2 00:39:27
Pwede naman.
Speaker 2 00:39:30
Thursday or Friday na lang. Hindi naman yan urgent.
Speaker 2 00:39:35
Pero pwede mo nang replyan yan, actually.
Speaker 1 00:39:38
Sabihin ko na lang na ganun process. Kailangan kung sino ang Nag-add na team siya Ang mag-initiate.
Speaker 2 00:39:45
Mag-send ng email. Sa admin team, the champion Of that tool Or platform. For any subscription, should notify, Admin.
Speaker 1 00:40:01
Any deletion or adding Of subscription.
Speaker 3 00:40:04
By admin soon again.
Speaker 3 00:40:22
Bye!
Speaker 3 00:40:59
Alam mo, hindi ko kaya yung ginagawa ni Segrid na yan.
Speaker 2 00:41:23
Ang taas ng anxiety ko pag ganyan.
Speaker 2 00:41:28
Nagt-travel siya tapos nagtatrabaho. Ah. As in travel ah, as in bumabiyahe.
Speaker 1 00:41:36
Sinusunod na niya pa kala malapit na siya umuwi. Kano ka siya uwi? May 2.
Speaker 2 00:41:43
Ah, malapit na nga.
Speaker 2 00:41:46
Kailangan mapabilik ko na pala ang mga dapat ko mapabilis mo.
Speaker 3 00:41:50
Yes.
Speaker 3 00:42:02
Thank you for watching!
Speaker 1 00:42:41
Ito sa sabihin ko, Ben, to help prevent or catch these types of issues in the future, we recommend that any additions or deletions of subscriptions be communicated by the tool or platform owner to the admin team. Champion. Ad platform champion.
Speaker 2 00:42:57
Oo. Actually, hindi siya we recommend eh. We remind everyone. We should remind everyone. Kasi sinabi ko yan sa meeting ng Wednesday.
Speaker 2 00:43:10
Oui.
Speaker 1 00:43:11
Siguro sabihin ko ulit sa Wednesday call, no?
Speaker 2 00:43:19
Oo, remind mo.
Speaker 2 00:43:27
Siguro, Dapat din talaga, If part ng SOP, O task ng account manager Is mag-, Check ng invoices ng mga Hawak nilang client.
Speaker 1 00:43:42
Ayun nga, ano, yun nang, Naisip ni Mike, sabi niya, Do you think, kailangan natin Mag-review or audit, Ng each invoice ng each client? Yung mati-invoice ng client. Sabi niya, Sabi ko, pwede naman, Siguro quarterly. Ay, shit.
Speaker 3 00:44:06
Nakalimutan kong tawagan yung Ano, hotel Christ, 10 to 12.
Speaker 1 00:44:30
Ate, dyan nga muna kayo. Tawagan ko lang itong pinapafollow of ni, Katerina.
Speaker 1 00:44:36
Thank you for watching!
08-25 Operational Incident: Dual-Task Multitasking—Employee Transport Coordination and Copilot Cost-Alert Reconfiguration
## Core Synopsis
The operational lead, Christi, is simultaneously managing a critical employee logistics issue and a separate systems administration task, demonstrating a state of high-pressure multitasking. While successfully coordinating an Uber pickup for an employee named Angie—providing precise details on location, driver, and vehicle—Christi is also directing a team member, Anton, through a complex configuration change within a cost management system, likely Copilot. This dual focus creates clear friction, leading to verbal stumbles and repeated instructions ("go into Copilot," "go to cost management where you were," "sorry, my apologies"). The core reality is not the tasks themselves, but the operational environment where a single individual is serving as a critical single point of failure for both human logistics and technical system management, indicating a potential resource or process gap.
## Operational Execution: Dual-Task Management
### 1. Employee Logistics Coordination
Christi handled an immediate transportation need for an employee, Angie.
- **Destination**: 11633 Hawthorne Boulevard.
- **Service**: UberX was ordered.
- **Pickup Point**: The driver was instructed to meet Angie on 117th Street, near the parking lot entrance.
- **Driver Details**: The driver's vehicle is a silver Toyota Camry with a license plate ending in "242". The ETA was three minutes at the time of the call.
### 2. Systems Administration Walkthrough
While arranging the ride, Christi guided Anton through a system configuration to modify user alert settings. The process was fragmented due to multitasking but ultimately targeted a specific outcome.
- **System**: Copilot.
- **Task**: Modify cost management alert settings.
- **Initial Path**: Christi directed Anton to `Settings > Funding Drives` before correcting course.
- **Correct Path**: The correct path was `Cost Management > Configuration > User and Group Alert`.
- **Action**: A setting, possibly a budget threshold of "5000", was confirmed.
- **Final Step**: Anzor's name was removed from the alerts configuration, redirecting those notifications to Christi.
## Next Move
**@Christi**
- [ ] Follow up with Angie to confirm she arrived home safely - [TBD]
- [ ] Determine the plan for "the laps" with Angie - [Tomorrow]
**@Anton**
- [ ] Inform Anzor that the cost management alerts have been disabled for his user profile - [TBD]
Aug 25, 2026
Speaker 1 00:00:02
Hola. All right, share. Yeah, show your share your screen and I'll walk you through it. No, no worries. I'm multitasking. Angie, I am um Angie, can you send can you text me real quick the address that you're at? Yeah Okay.
Speaker 1 00:00:35
And services ride. Nope. Uh Angie and 11633 Hawthorne Boulevard. Hang on one moment.
Speaker 2 00:01:06
Two one one seven seven five.
Speaker 1 00:01:10
St. Paul's Seneca. All right, UberX is what I'm picking, is what's going to come pick you up. I'm going to have them pick you up and I'll text it over to you in a moment. They're going to pick you up on 117th Street near the entrance into the parking lot. So wait for them there. Okay. All right. And then, um, hang on one moment. Hang on. Anton, I'm watching. I'm sorry. Um, I'm also grabbing an Uber Uh go into Copilot and then go into configuration Uh uh settings. I'm sorry settings and then Angie is funding drives and then Anton.
Speaker 1 00:02:05
Uh go to cost management where you were sorry, my apologies I I'm trying to remember where this is at configuration. Yeah, click on that and see uh, user and group alert. Yeah, yeah, 5000. Yes, oh, and we'll go back to uh go to alerts, real quick. Uh, you were now where you're at on your right left side. Right side, sorry. Uh click on alerts and then take out Anzor's name. Um Angie, your driver is on the way. He's going to pick you up in three minutes. He is driving a silver Toyota Camry and his license plate ends in two four two Okay Thank. You I would send you a picture, but I don't think you're going to see the picture Yeah. No, it's okay.
Speaker 1 00:03:04
All right. Text me when you get home and we'll figure out what to do tomorrow with the laps.
Speaker 2 00:03:11
Okay, thank you. You're welcome. Bye. All right.
Speaker 1 00:03:17
No, we should be good. Let Anzor know you turned off the alerts for him. It's just they're going to me now. Yep.
Speaker 2 00:04:05
I can. Okay. I'll take care of it. Bye.
Follow up with Angie to confirm she arrived home safelyDetermine the plan for the laps with AngieInform Anzor that cost management alerts have been disabled for his user profile
✓
Crimson IT
902467 (0.12h, tkt 956831, Crimson IT 250, CIO(14)/workType 55, DoNotBill) - logged 2026-08-31 EOD sweep. 8/25 16:30-16:37Z (approximate placement from Plaud upload time; no calendar block).
Crimson IT (250), internal ops ticket 956831. Only the Crimson portion was logged: Copilot cost-management alert reconfiguration walkthrough with the security engineer. The rest of the recording is a personal family transport arrangement handled in parallel and is deliberately excluded from ConnectWise. Non-confidential; no personnel matter.
2 - Internal Operations\Meeting Recordings & Transcripts\Crimson\Meeting Transcript - 08-25 Operational Incident Dual-Task Multitasking-Employee Transport Coordination and Copilot Cost-Alert Reconfiguration.txt
—
✓
06-18 Discovery Call: Microsoft Copilot Email Organization for KC
Date & Time: 2026-06-18 12:58:24
Location: [Insert Location]
Customer: KC
## Overview
This discovery call explored how Microsoft Copilot can improve KC’s email management and organization. The primary pain point is inbox disorder; KC needs a way to prioritize, categorize, and track tasks derived from emails. We discussed Copilot capabilities, licensing models, and KC’s firm boundary that the AI must not proactively send emails. The objective is to replicate—and enhance—functionality previously built in a different system (Base 44) using Copilot within their existing Microsoft environment.
## Background
The meeting was initiated to replace a custom solution (possibly in “Base 44”) with Microsoft Copilot. KC seeks AI-driven email hygiene, organization, and task tracking. The consulting team (Christi, George, and another speaker) believes many desired features can be delivered with Copilot by leveraging and automating existing Outlook tools. KC emphasized a strict requirement: the AI should assist with internal organization only and must not send emails or engage in proactive external communication.
## Pain Points
[Pain Point 1: The client struggles with email disorganization and needs an effective way to prioritize and manage incoming messages. There is currently no system to automatically sort emails by importance, leading to delays on critical items and time wasted on low-priority messages. This lack of organization makes it difficult to manage workload and track tasks originating from emails. The current process is manual and inefficient. The client needs a system that automatically categorizes emails to quickly surface items requiring immediate attention versus those that can be deferred. This impacts personal productivity and ability to stay on top of responsibilities.]
## Expectations
[Expectation 1: The client expects an automated solution to organize and prioritize emails, as discussed for Copilot. The primary goal is for AI to categorize emails by urgency (high, low, no priority) to streamline workflow. Success will be measured by categorization accuracy and time saved from not manually reviewing every email. The client has a strict requirement that the AI should not proactively send emails or act on their behalf without explicit instruction. The solution must integrate with their existing Microsoft environment, specifically Outlook.]
[Expectation 2: The client wants Copilot to replicate and potentially improve a system previously built in “Base 44.” The goal is to use Copilot to build a robust approach for email hygiene, email organization, and task completion tracking. The expectation is that the consulting team will analyze the “Base 44” project and propose a method to rebuild its core functions within the client’s environment using Microsoft tools.]
## Other Information Summary
- KC requires that the AI must not proactively send emails. The AI may assist with organization but must not take action on the user’s behalf.
- The team briefly discussed a cloud “Team license,” quoted at $25 per user per month with a minimum of five users (totaling $125 per month). This includes $100 of credits per month. George will follow up via email with detailed licensing options.
- Consultant Christi has experience building custom solutions, including one for Crimson IT using Kloud on a Microsoft tenancy that handled user management and permissions via Crimson IT accounts.
## To-Do List
- [ ] Send KC an email detailing cloud licensing options. (Stakeholder: George)
- [ ] Schedule a follow-up meeting to review the “Base 44” project and map its functionality to Copilot and Microsoft tools.
- [ ] Prepare a detailed demonstration of Copilot’s email categorization and task tracking features for the next meeting.
> **AI Suggestions**
> The AI has identified the client’s biggest pain point as the absence of automated email organization and prioritization. Consider:
> 1. **Copilot-Powered Outlook Rules:** Use Copilot to analyze incoming emails for urgency and sender importance, then automatically apply Outlook categories and flags. Combine with custom Outlook rules to route emails into folders (e.g., “High Priority,” “FYI”), providing clear visual organization without the AI sending any emails.
> 2. **“Catch-Up with Copilot” Feature Demonstration:** In the next meeting, show “Catch-up with Copilot” and “Summarize” in Outlook to generate summaries of long threads and highlight action items, directly aiding task tracking and reducing reading time.
> 3. **Power Automate Integration:** Create flows triggered by Copilot-assigned categories. For example, when categorized as “high priority,” automatically create a task in Microsoft To Do or Planner with a link to the email. This automates task creation within the Microsoft ecosystem and respects the “no auto-emailing” boundary.
Jun 18, 2026
Speaker 1 00:00:13
I guess they can hear us.
Speaker 2 00:00:15
Yes, I can hear you.
Speaker 3 00:00:16
I'm having camera issues. Um, ever since the updates this week. Yeah, It's I had it working, and then the updates happened and no.
Speaker 1 00:00:28
More camera again. See if I can try to get it, But are we having KC as well, Jonas? George.
Speaker 1 00:01:05
Every meal. Every single meal. Never fails. Indeed. Yes, and I always got to give him crap about it. Who do you want to argue with? Lunches, okay so.
Speaker 2 00:01:26
I'm going to turn off my camera, sorry.
Speaker 1 00:01:28
You're good, I'm just giving you grief.
Speaker 2 00:01:43
By The way, Christi, um, if you could also discuss with Brettum about the cloud licensing. I did give him brief about it, but you know better. You know if while we were waiting for KC, perhaps you can just you know.
Speaker 4 00:01:60
He just explained that.
Speaker 4 00:02:03
Team license is probably the one we want. It's by users. It's, uh, what'd.
Speaker 1 00:02:12
You say it was?$ 150 per user?
Speaker 3 00:02:15
So it's uh$ 25 per user, but it's a minimum of five users. And so the minimum cost would be$ 125 per month.
Speaker 1 00:02:24
Right. Per month, right? Yes. And so that's with Teams and then.
Speaker 1 00:02:33
I s there. And that's with the minimum allotment of credits, right? Say that one more time I'm. Sorry,
Speaker 4 00:02:41
Is that how many credits does that base license get.
Speaker 3 00:02:45
Uh a hundred dollars per credit or a hundred dollars of credits per month.
Speaker 1 00:02:51
For the twenty five dollars, a hundred dollars per user in credits? Um but it's only twenty five dollars per month.
Speaker 1 00:03:04
Okay, well let's let's put a pin in this.
Speaker 4 00:03:06
George is going to send me an email on the licensing on this, and we can circle back. Yes, we'll do that. So KC, are you doing? Guys, how are you? Sorry I am a minute late. Oh no, no worries. We're I am just glad we're having this call. Uh, so we finally got there. So obviously, you know, after we you know, went through the perplexity. Uh, the perplexity of perplexity. Now, here we are. You know, as we kind of communicated, you know, we think that Christiti will be able to. This is kind of a discovery call, But I think a lot of the functionality that you're looking for in terms of email, hygiene and email organization and task completion tracking, you know today's top hits all of that. Yeah.
Speaker 4 00:03:60
I think Copilot can do.
Speaker 3 00:04:01
I'm sorry, give me one second. I need to answer.
Speaker 4 00:04:04
That's fine, Christi, I'll keep talking. And then hello, um, I think so basically we'll outline what Copilot can do now, some of which, you know, maybe be uh leveraging Outlook's existing uh tools, but then automating the task of that.
Speaker 5 00:04:21
And then so there's one site problem. We would need to get a. I think the important thing for us too is to understand. When you and I talked about your comments about, you know, where and so on, Didn't want her to be on it or reach, like didn't want the AI to be sending out emails. So clearly defining what this organization.
Speaker 4 00:04:49
Maybe even a you know. So we need a cool case. All that stuff instead of that, the worker knows. Okay, thank you so much. You're welcome. Thanks. There's a clear dividing line between don't want to act proactively on your uh in your step, right? Is that, yeah? Yeah, absolutely. Yeah. Okay, I think, that's yeah, that's fair. Um okay. Would that be? Do you want to dig into that? Yes, let's dig into that. So.
Speaker 4 00:05:22
Christi, are you back? Are you able to share your screen or I guess? Is there something you want to? What would you like to do in terms of given that how I kind of set the table there. Do you want to do you want to kind of give him some examples of what you've done for other clients? Do you want to do any screen share? How'd you like to handle it?
Speaker 3 00:05:44
Sure. And guys, bear with me. I'm expecting a pretty urgent call today. So if I have to step away, just be aware of that. It will only take me a few minutes if I need to. So Casey, I've done quite a few different types of projects. I've done them both personally and for clients. So I'll give you an overview and a showing of what those look like. And basically, I know that you built something in Base 44. We can download that project.
Speaker 3 00:06:16
We can tell Kloud, "Hey, Let's take a look at this and see how we can rebuild it and put it in your own environment." So just be aware of that. Very first thing I'm going to show you is something that I built for Crimson. And so bear with me, let me get that pulled up. And I am going to share my screen. I did turn on facilitator, but let me do this. Let me actually record it so that you can have it as well.
Speaker 3 00:06:46
So, And bear with me because I'm on a screen that I'm going to have to blow up what I see because I see, I've been sharing my screen. People says it's too small. But I see it just fine because how big my screen is. So if you guys have problems seeing it, please let me know. We did just start bringing this down because we're put it on something entirely new. But just be aware this is something we built that's built in Microsoft So the backend of it was built through Kloud. We have it on the Microsoft tenancy, And that way people who log in are logging in with their Crimson IT account. And so we can monitor the users and give them access and so on. In fact, if I go into users and permissions, it will show me here. Actually, hang on one second. I think I'm in the wrong system. So.
Speaker 3 00:07:44
I have two of them. I mean,
Speaker 4 00:07:47
Christi, Ideally, I think would be better if we could see sort of how Copilot is able to organize. Like, cause this looks like a custom site you built for Crimson using Kloud. I think I'd like to see how Copilot uh what what kind of features Copilot can apply to help organize these emails.
Speaker 3 00:08:09
Oh, I'm sorry. My brain was still on the uh base 44 stuff. So my apologies. Um okay, so for email, uh even better. So I'm gonna just go into my email. I have two systems in my email that is doing various things. Um. So one of the types of things I have in here is Copilot running uh um categorization and urgencies. And the other one I have plots. So I'm going to show you what the Copilot version is. So if you guys see there's some circles with up arrows, that comes from Copilot. And Copilot is categorizing and classifying these as either high priority, no priority or low priority. And so when I'm looking through these, I can ignore anything with a low priority. And anything that needs my eyes on it pretty rapidly is going to be the higher priority.
Speaker 3 00:09:05
And so far, Copilot's doing really. What's the criteria that it uses to designate high versus low priority? So it basically so it basicallyum give me one second guys.
Speaker 1 00:09:23
Okay. I think it kind of Hi,
Speaker 3 00:09:28
I'm sorry, I my daughter answered my phone for me.
Schedule a follow-up meeting to review the Base 44 project and map its functionality to Copilot and Microsoft toolsSend KC an email detailing cloud licensing options for Microsoft CopilotPrepare a detailed demonstration of Copilot email categorization and task tracking features for the next meeting
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05-05 Weekly Meeting: Internal Process Improvements and Project Updates
> Date: 2026-05-05
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8]
## Meeting Notes
### Internal Process Improvements
- **Transcript Review:** Dell will review transcripts to identify conversation patterns and improve meetings.
- **Knowledge Collection:**
- Archie will resume due diligence as a knowledge collector.
- Tasks include collecting travel information from meetings and emails.
- He will note personal details in Airtable and ensure travel knowledge is captured.
- **Business Strategy:**
- Warren will review business strategy for Sharp, Ability First, and other clients.
- Develop a method to store strategic information in Airtable.
- **Project Manager Billing Responsibility:**
- PMs are responsible for accurate project billing.
- Ensure quotes and bills are accurate and that bills are sent to customers.
- Prevent issues where bills are forgotten or not sent, complicating later collections.
### Project Updates (19th Power Query Meeting)
**Project 2612: Firewall Rules**
- Firewall delivery has been delayed again.
- The team is checking if the client wants a more expensive firewall that can be delivered within a few days.
**Project 2614: Crimson ID to Hudu Migration**
- In progress.
- Access is being revoked in ITG; the team is migrating everything over.
**Project 2663: Signal Partners Offboarding**
- Chris meets Tim on the afternoon of May 5, 2026, to finalize the offboarding plan.
**AutoElevate Implementation**
- 900 devices enrolled.
- Current phase: auditing user actions to identify required admin permissions.
- Charlene and Becker will test max enrollment with Rippling and JumpCloud this week.
**Kristen's Project: EA Tracker**
- Moved to late June 2026.
**Carney Properties Project**
- On hold pending client green light.
- Will use Claude, Copilot, and OpenAI.
**Sharp Project**
- **Status:** On schedule.
- **MFA:** Deadline intentionally moved to May 15, 2026, due to outreach events.
- Windows Hello will be configured for Outlook and desktops; HIPAA-compliant.
- **Computer Updates:** Progress intentionally slow. Seven Bathma computers still need to be exchanged.
**Ability First / Camp Paivika Project**
- Speaker 2 will take over as PM from Julia.
- **Equipment:**
- Equipment has arrived; proceed with setup, labeling, and shipping.
- Must arrive at Camp Paivika one week before May 26, 2026.
- Replace all existing equipment with upgrades or new devices.
- **Installation:**
- ComDirect tentatively locked for installation week, pending an 11K deposit.
- Work scheduled for the Saturday before and after installation week.
- On-site staff (Will and Alex) will handle mounting; Speaker 2 will physically replace upgraded devices.
**Project 267?: Codsen AI Assessment & Implementation**
- Client signed off on plan and dates.
- Audit report due Friday, May 8, 2026.
- Upgrade Microsoft licenses from Office E3 to include Azure P1.
- Training week of May 18, 2026; wrap by end of May.
**LA Alliance Cloud Teams Project**
- Starts next week (week of May 11, 2026).
- Tabletop report to be finished this week for client sign-off.
**Project 2630: New Laptops**
- 17 computers completed; several pending or undelivered.
- Received $2,000 payment; awaiting $1,250 check.
- Additional $1,000 invoice for four completed laptops will be sent this week.
**Project 2639: Shida Wang Associates Inc. Onboarding**
- Microsoft accounts for all 14 users configured.
- Invoice for May and prorated April 2026 sent ($2,957).
- Remaining: Gmail migration and Avenant configuration, planned late this week or early next week.
**Project 2679: Maverick IT Security Assessment**
- Gabby and Kevin have gaming licenses.
- Internal kickoff call to be scheduled on May 5, 2026.
**New Project: Foothill Family IT Infrastructure and Security**
- Send project plan to client ASAP, preferably before end of this week.
- Reuse and adapt Sharp project plan.
- Meeting at 1:00 PM on May 5, 2026, to review the plan.
**HANA IS Internal Audit**
- Assisting Anton by curating lists required by Victoria; target completion this week.
**Sophos to Hana Migration**
- Curated and Cotton Food remain in Sophos.
- Meeting with Curated scheduled this week to explain Sophos migration.
**Project 2670: Chen Tracy Access Point**
- Change order approved for an additional AP mount.
- Mount expected around May 11, 2026.
**Project 2670.04: Auto Home Search Access Point Repositioning**
- Done and ready to close.
- Switch hardware accessories expected by May 11, 2026.
**Project 2651: Barker Cloud Takeover**
- Methodology IT can transfer unified devices for a labor cost; awaiting their quote.
- Fortinet firewall ownership unknown; Methodology IT does not manage it.
**Project 2530: Project Angel Food**
- Server and VCDR unit decommissioning underway.
- On-site visit Monday, May 11, 2026, to check printers and other systems post-cutover.
- Expected to close soon.
**Projects 2597 & 2611: Hardware Refresh**
- Two laptops and two desktops at Crimson IT HQ as spares, awaiting Stephen’s setup requests.
**Intranet Project: Compliance & Device Management**
- 12 of 22 users’ Cloud PCs provisioned from US to Europe/Poland.
- Four users pending scheduling; seven require follow-up.
- Expected to close by end of May 2026.
**Project 2583: Launcher Azure File Migration**
- Ready to close, pending invoice payment confirmation.
**Project 2588: Secure Wireguard File Structure Cleanup**
- Discovery phase led by Jason.
**Project 2598: Wayfinder SharePoint and Teams Migration**
- Vendor progress reporting inaccurate: actual 50% (not 90%); follow-up needed.
**Hana XDRM Upgrade**
- 80% complete; targeted completion May 31, 2026.
**Project 2652: Clappage SharePoint Consolidation**
- Ready to close.
**Project 2672: Linear 416 MDNS Project**
- Ready to close; monitor service tickets for three remaining devices.
**Project 2685: CBR Tower Network Equipment**
- Complete; pending billing for Kevin’s extended hours.
**New Project: Avalon Test Equipment Claude Setup**
- New project: 8 hours professional fees and 12 Claude enterprise licenses.
- Will start only after upfront invoice payment due to payment history.
## Next Arrangements
- [ ] Dell to conduct transcript review for conversation patterns.
- [ ] Archie to resume knowledge collection: capture travel info from meetings/emails; add personal details and travel knowledge to Airtable.
- [ ] Warren to review business strategy for Sharp and Ability First; design Airtable storage method.
- [ ] Chris to meet Tim on May 5, 2026 (afternoon) for Signal Partners offboarding.
- [ ] Schedule internal kickoff call on May 5, 2026, for Project 2679 (Maverick IT Security Assessment).
- [ ] 1:00 PM meeting on May 5, 2026, to review Foothill Family project plan.
- [ ] Send Foothill Family project plan to client by May 8, 2026.
- [ ] Set up, label, and ship Camp Paivika equipment to arrive one week before May 26, 2026; coordinate Saturday work before and after installation week; confirm ComDirect upon receipt of 11K deposit.
- [ ] Verify firewall decision for Project 2612 (standard vs expedited, higher-cost unit).
- [ ] Follow up with Methodology IT for quote and identify Fortinet firewall owner for Project 2651.
- [ ] Follow up with Robert on Wayfinder (Project 2598) to address 50% progress and corrective plan.
- [ ] Notify Sean to move IT compliance issues to service tickets for Launcher (Project 2583) and confirm payment.
## 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. Project 2612 firewall delivery is delayed; a decision is pending on purchasing a more expensive, readily available alternative.
> 2. In Project 2651 (Barker Cloud Takeover), Fortinet firewall ownership is unknown; Methodology IT does not manage it, posing a project risk.
> 3. Speaker 2 is at capacity for new AI projects until June, yet new AI projects were discussed; potential resource allocation conflict needs management.
> 4. Wayfinder migration (Project 2598) is actually 50% complete, not 90%; define a plan to correct the discrepancy and get back on track.
May 5, 2026
Speaker 1 00:00:09
The town is located on the banks of the river Sava. Can we have dill? The name of the town is derived from the river. Can,
Speaker 2 00:00:18
We have Dell go through and do a.
Speaker 2 00:00:24
Transcript Review for conversation patterns and any any of those things that are coming through, and that way we can look at improvement on meetings. Press enter.
Speaker 1 00:00:48
The name of the town is derived from the river. I'm not sure what you mean. Good morning.
Speaker 3 00:00:52
Good morning, happy Wednesday. I said happy Wednesday. I'm already ahead.
Speaker 2 00:01:03
Also, I don't think Archie has done due diligence lately as far as knowledge collector and collecting travel information from meetings and emails. Let's get him spun up as well to go through the meeting, notes and getting things taken care of that way. And let's make sure he's notating personal details for users or people in Airtable. Let's make sure travel knowledge is getting captured. I just don't think he's done that lately.
Speaker 1 00:01:29
Press enter.
Speaker 1 00:01:33
For Warren,
Speaker 2 00:01:34
I need him to go through and take a look at. Uh, sharp ability first and any of my other clients. And let's look on business strategy of where we're at, where we're going. And let's come up with a way of storing that in Airtable.
Speaker 1 00:01:55
The name of the town is derived from the river.
Speaker 2 00:01:57
Sorry, Julia. I know you started talking to me when I when you jumped on, but I was. D ictating and I had myself muted purposely.
Speaker 3 00:02:06
Yeah, I heard that. I was like, okay, she's not talking to me.
Speaker 2 00:02:09
No, I had a lot of things I needed to say and dictate, and so it was much easier using the The dictation software that I use.
Speaker 1 00:02:18
The city is located in the central part of the island.
Speaker 2 00:02:25
Besides, How am I going to take over the world if I'm not doing all that I can do to meet Vlad's expectations on being dangerous?
Speaker 1 00:02:36
I'm sorry. You need me today?
Speaker 2 00:02:41
I am maxed out. But it's fun. I am having a blast, so and Gabby, have you heard of the conversation Vlad and I had about me being dangerous? Do you know what that's in reference to? I'll let Vlad explain that one.
Speaker 1 00:03:04
You can stand behind her while she's doing her work. You know, you'll need two pack of cigarettes just to recover.
Speaker 3 00:03:11
He needs uh he needs to she has the army behind her man.
Speaker 1 00:03:16
Yep very much so. All right. I think we can start. Oh, did you?
Speaker 3 00:03:27
I Have to go for a second. I some.
Speaker 4 00:03:32
Okay. Alright. Morning, everybody. Welcome to the 19 th Power Query meeting. So let's start this meeting with the latest projects, starting with project two six one two. For setting rules for their firewall.
Speaker 5 00:03:47
Good morning, guys. So the firewall is supposed to arrive this week, but of course it got pushed back again. So I am checking with them if they want to go ahead and buy the more expensive firewall that only takes a couple days to deliver. So We will see.
Speaker 4 00:04:07
All right. And next is project 2614. This for Crimson ID for the IDG to Hudu migration.
Speaker 5 00:04:14
So this is still in progress. I'm still revoking access in ITG, and my team's still working on moving everything over. So yeah.
Speaker 4 00:04:29
All right, let's move on to project 2663. It is for Signal Partners for their offboarding.
Speaker 5 00:04:36
Uh, so Chris has a meeting with Tim this afternoon. So if we offboard them or not, I don't. Not sure what. What our plan is, there we'll see. Product. And then how about the other elevator implementation?
Speaker 4 00:04:53
For AutoElevate, we have 900 devices enrolled so far. And Yeah, Charlene Becker are planning on testing max enrollment with Rippling and Jump Cloud this week. So we'll see. How that goes as well.
Speaker 6 00:05:09
We know how much people are using that Olivia. Being used by people, or we managing it well, or people are we enrolling the right groups.
Speaker 5 00:05:21
It's just auditing right now, so it'sum just gathering what people are usingum or what people will. Like what kind of actions they're taking, um, and then we'll come in and we'll. Decide on like rules for each.
Speaker 5 00:05:42
Company kind of thing. So right now it's not doing anything. It's just it's just watching, it's gathering information and telling us where. Um, like what people are trying to install or whatever it may be. What they need admin permissions for.
Speaker 4 00:06:03
Okay, and then let's move on toum Kristen's project for the E A tracker, Corinne.
Speaker 2 00:06:11
So I talked to Jason Yu uh today about that, and we are moving that to the end of June. Uh just because they they need to push that out a little bit farther. Honestly, with Carney Properties. There's not much I'm doing I'm, just waiting them for them to give me the green light And start building things out for them with Claude, Copilot, and OpenAI. They're going with all three, by the way.
Speaker 4 00:06:32
I'm not sure what you mean.
Speaker 4 00:06:37
Al right, do you want me to remove this and just re- add it on June?
Speaker 2 00:06:42
Um. Yeah, let's put a hold on that. And then also, um, that reminds me. Uh, You need to putum ability first project back up for Camp Poveglia because we are currently starting to work on that.
Speaker 2 00:07:03
Okay, And I can give you that update whenever you're ready. I guess. Um, for sharp. Sorry. Sorry about that. Uh, for sharp, it's I I get a lot of updates. I'm not going to bore you guys this time. Uh, I don't want to, I don't want Pete to get exhausted from my meetings so Um. For Sharp, everything is going according to schedule. We are not behind on anything except MFA, But MFA was intentionally moved because of some outreach events and things they had going on. So the new deadline for MFA is May 15th. We have some training set up for them to get everybody involved. And what we're going to do for desktops is HIPAA aligned and compliant, So we're going to just do Windows Hello setup for both Outlook and their desktops.
Speaker 2 00:07:53
Because that is actually HIPAA aligned because it's considered a security key and a passkey. So.
Speaker 4 00:08:03
Got it. But that's also the computer updates that you update?
Speaker 2 00:08:08
Yes, so for the computer updates, they still are working on it. We are down to seven Bathma computers that need to be exchanged. We're still at pretty high numbers for the Sharp ones, but, But they're doing it slowly, Intentionally, because we've got so much stuff going on that, you know, this one's going to be taking a while. They're doing about one to two right now every week or so. If not more, but it is going slowly.
Speaker 4 00:08:38
Okay, next is the Kampai Vida. Yes. Okay.
Speaker 2 00:08:44
No worries. So the equipment is already here for Camp Paivika. So what we're doing is switch that project manager over to me. I'm going to pull that one off of Julia because there's honestly nothing she's going to do other than babysit us, and she doesn't have time for that. I don't even have time to babysit myself. So, um, for Camp Viveka, the equipment is in um Christian or somebody or Miguel. Somebody uh asked if yeah that was me. That was you. Yeah, so we can go ahead and start setting up the equipment now. Make sure that we label them and put labels on the equipment. I know I don't have to tell you guys that, but I'm telling you anyways because it's in my brain. Um and get those shipped over to Camp Pavica, and it needs to be there a week before the twenty sixth. Uh, if at all possible. And then um for ComDirect, they're just waiting on the 11K deposit.
Speaker 2 00:09:41
Uh, from ability for them to lock in, but they are they are tentatively locked in for that week. Um, We are also going to be working on Saturdays, the Saturday before and the Saturday after. I don't have to go up to camp but one day. Um, We are going to have to replace manually the existing equipment because ComDirect uh, Did not follow our directions. So I'm going to go up and physically replace the, Dev ices that are just upgrades and not new installs. So, it's just going to be a quick, put the equipment up and have Gabby just verify I'm doing everything correctly with pictures.
Speaker 7 00:10:24
Just do one question. So, we basically are going to do a refresh on all of the current equipment at Camp Peiwanca. Yep. Okay.
Speaker 2 00:10:35
Yep. So, uh, ComDirect made a mistake. And, now it's too late to fix it because they don't have the timeframe in which to fix it. So any of the equipment that is a direct upgrade and not a new device, I am just going to go up and switch it out. And so and we're going to borrow the team here, Will and Alex that are on site to actually do the mounting equipment for us. And then I am just going to physically Yes, all of them.
Speaker 7 00:11:02
We know which ones are going to be upgrades and which ones are new equipment.
Speaker 2 00:11:06
Yes, there is a map. U m, of everything, and I'll get with you on that one. And okay. Um. Yeah, everything is getting either replaced or new add. There's not going to be an old device there after we're done.
Speaker 1 00:11:21
Okay. Got it. Yeah.
Speaker 4 00:11:25
All right. Next is, um, project 267, it is for Codsen for their AI assessment and implementation.
Speaker 2 00:11:33
So they have signed off on the project plan and the dates. So, we I've already started the audit on everything, and then going from there, I'll have the report to them by Friday, which I've already got almost done. And we are going to have to upgrade their licenses within Microsoft. So I'm going to have a meeting with CommAd to go over that. Because they are on Office E3 licenses and not Microsoft, so they don't have Azure P1. So we are going to have to upgrade that, which we already knew that that was going to be a possibility.
Speaker 2 00:12:07
U m, And then training is going to be uh the week of the eighteenth of May. And the project will wrap up by the end of May.
Speaker 1 00:12:18
And we are on target for that. Got.
Speaker 4 00:12:26
It. Alright, how about the. The LA Alliance Cloud Teams at.
Speaker 2 00:12:34
Yes, so we are. I talked to Kevin Thomas yesterday. We are going to start that project next week. Um, I am finishing up their tabletop report today or not today this week and getting that over to them. So that they can get everything signed off on from that angle, and then once all of that's signed off, then I am going to Um, why is never mind. Um, I'm going to start working on the clock project next week. Okay.
Speaker 4 00:13:03
Thank you. So let's move on to project 2630, Ms. Caroline, quarter 21. Um, new laptops. So, um, seventeen computers has been completed. Three still checking the availability of the monitors. Um, two of them has been just like undelivered last Friday, and then. Um, two thousand has been paid for this project. We've we've also, We're also waiting for the check for the one thousand two hundred fifty that we have billed them. Two weeks ago, and then for billing this week, I'm gonna send one thousand. Ah, for the progress billing for four um laptops that has been done. Next is project to 639. This is for the onboarding of the Shida Wang Associates Incorporation. So all 14 users um has their Microsoft accounts configured already. So we've also billed them for May and prorated of April 2026.
Speaker 4 00:14:03
So that is yeah, so that is like two thousand nine hundred fifty seven. And then the only thing that we're waiting, um, The only task for this onboarding is for their for their Gmail migration and configuration of Avenant. So Um, hopefully to start the Gmail migration this week, early um late this week or early next week. And then, Um, next is project two six seven nine. This is for Maverick for their I T security assessment. So um, Gabby and Kevin already have their. Um, um, gaming license. So I I need to, um, update my. Checklist and then making plans. So I'll be scheduling Gabby. I'll be scheduling a call with. With you guys today, to have an internal.
Speaker 4 00:15:01
How can.
Speaker 2 00:15:01
We fix Dale so he's not blocked? Let me know how we can do that and I will fix it. Or you can fix it.
Speaker 4 00:15:07
And the next new project that we have is for Foothill Family for their comprehensive IT infrastructure and security. So I guess, Chrissy. Oh, I also need your help on this one. Also, Jason, because we need to send them the project plan as soon as possible. So I think this is the same. As what we did with sharp. For the assessment project that we need to be charged. So, I need your help on this one.
Speaker 2 00:15:36
I already have you. I started working on today, the roadmap and framework for you guys on so that Jason has it, And I'll put together that project plan as well because I am just going to reuse the sharp one.
Speaker 6 00:15:50
So Chris, I just sent a note to this team right before this meeting. I strongly recommend. You all get together today, if possible and put together or review whatever that project plan is that you have for sure, because we present that to them. ASAP, Like preferably before the end of this week because they want to review it and see what we're going to be doing. And. Make suggestions or comments or whatever. Yeah, I would also like to review it.
Speaker 6 00:16:24
We give it to them, So I'd like I'd like to take a look at it and maybe be part of that. So, yeah, I know we're going to take what we did for Sharp and kind of take a look at it. I'd like to understand what what our approach is going to be, but Anton also said that he's got some automation stuff that he's. Done since the sharp thing, and I am interested in what that looks like. So. I really want to see what we're doing. So I don't know when we're going to have what, but um. Can the team get together maybe today and just touch base on it and bring SAG up to speed, bring Jason up to speed, all that kind of stuff.
Speaker 2 00:17:02
Yes, but I am. I am dying today after lunch as far as meetings. Let me let me see what I can move around. I think I think my one o'clock is being canceled or by two o'clock, one of them.
Speaker 6 00:17:20
If not today, Sometime before noon tomorrow, cause we. Yeah, I need to make time. I need to make time this week to. I'd like to get it to them and see what their feedback is before the end of the week. I don't know what we can get done in that time. So. Um, we got a lot to do in a short period of time. So I don't really know where we are and and how much we can get done. So and you're kind of the the starting point for a lot of that. So that's that's, I'm trying to get to so if it's got to be tomorrow that's okay, um but preferably sometime by tomorrow morning if possible.
Speaker 2 00:17:58
Yeah, let me see what I can do because I thinkum. I think one of my meetings today might get canceled. So if you guys can meet at one o'clock, because at my team meeting at two.
Speaker 4 00:18:09
Okay, I'll schedule a meeting at 1:00 p. m. Then.
Speaker 2 00:18:12
Okay, that would be perfect.
Speaker 4 00:18:14
Thank you. Alright. Thank you, Christy. Okay, so we have. We have an the HANA IS internal audit. It's the time of the month, it's time of the year again. So I'm helping Anton with this project. So, we're curating all the lists needed by Victoria for the audit for HANA IS. We had.
Speaker 2 00:18:37
Given to all of them, Because I have a feeling,
Speaker 4 00:18:41
You'll need it. They will give all the documents, so they've already. Plotted in Connectwise. We're hoping this will be finishedum this week, hopefully. Um, plan is mostly doing all the stuff. So yeah, and just getting some of this stuff to admin from admin and from. Next is our migration.
Speaker 1 00:19:08
To Hana project.
Speaker 4 00:19:09
So, this isum curated and cotton food will still be kept in sophos and lumi five, but curated I've checked that they have on uncolored has a meeting with curated this week. This I think this Friday. This Wednesday. Explain to Susan what theum I need to explain to Susan the sophos migration to Google chat.
Speaker 1 00:19:35
So I'm sending out. Most of the time.
Speaker 2 00:19:40
Have you trained it to think like or to talk like you?
Speaker 6 00:19:43
I thought that was going to be at least by this month, right?
Speaker 5 00:19:48
Yeah, we're testing out to see if we can push it through JumpCloud.
Speaker 5 00:19:54
We're Going to test it out this week.
Speaker 8 00:19:57
Let me send you a prompt that I use to get it to sound like me, and I keep it in my memory. And that way, it sounds less AI- ish.
Speaker 4 00:20:12
The MR 36 is a 36 mm anti- tank mine.
Speaker 2 00:20:17
I'm going to send you my entire prompt that I sent to my team. And you can just add that to your summary.
Speaker 8 00:20:26
You're good. If necessary.
Speaker 4 00:20:35
Go t it. Next isum Chen Tracy for their MR for their access point.
Speaker 8 00:20:41
For an access point, okay. Uh, for this one, uh, Vlad was able to change solid uh last week. But we provided a change order code to procure and install an additional access. Mount for support, uh since it's quite heavy based on uh. The installation last time, so the code was already approved and the. Order is already in process and we're currently waiting for the mount. The mount will arrive sometime around May eleventh.
Speaker 4 00:21:16
Next Is project two, six, four, two, six, seven point zero four, auto home search for the repositioning of the two existing access points.
Speaker 8 00:21:23
Yeah, this one is done and ready to close. And then For.
Speaker 1 00:21:34
Up dated ETS uh.
Speaker 8 00:21:36
Switch hardware accessories are expected to arrive by May eleven. Uh, just additional one and this is what based on our last meeting. Uh, Pete, uh I was able to know. How we get the models from AutoConcierge. So, Vinson provides the models, But Vinson consults with Ingram or Cisco to identify the specific model of Switches or webs to use. So. Yeah, basically we provide the models to them. Not on search,
Speaker 1 00:22:09
Provide models to us. Yeah. Okay, so. So are we able to find a,
Speaker 8 00:22:19
To use it to model them? Yeah, but I check with Vince. He said the ETA for the model is quite is good. So we're still proceeding with this with this specific model. That's enough now.
Speaker 1 00:22:36
Okay. All right.
Speaker 6 00:22:41
Another one. And, we're sure on all these billings because just to be clear on this call. The project manager is responsible for making sure that the billing is accurate, right? That means you make sure that we have. That the quote and the bill is accurate. And that we have billed the customer and that the went out right, and that means. You make sure that the that it wasn't just that, oh yeah, we'll build them. And then you forget about it. It means you make sure that the bill went to The billing team and that the bill was sent to the customer. Because we've had way too many times where somebody said, yeah, We'll bill the customer, and then the bill did not go out to the customer or we did not bill the customer.
Speaker 6 00:23:30
You as the PM need to make sure that, that bill did get sent to the customer. So, I want to make that clear when the new PM starts. I'll make that clear to her as well. But, I want to make sure that the PM is responsible for following through that, that bill did get sent to the customer. At. That point, it's up to the receivables team to make sure we we get the money from from the customer, obviously, but, We want to make sure we did build a customer according to the The. Uh. So the SOW and the billing agreement and whatever they signed off on, but um. We've had we've had quite a few billing issues where we either forgot or we thought we billed them and we didn't, and then we go back and find out that. Something happen in the building gets sent, and it's really hard to go back a year later. And bill a customer when you finished a project last year and they thought they Paid it. So, yeah. And that's for everybody on the call.
Speaker 6 00:24:27
There you go. Just so you're aware, but I know that you're kind of newer to this project meeting, but I just wanted to make that clear to everybody. Okay.
Speaker 4 00:24:38
Next is Project 2651, this is Barker for the quad takeover.
Speaker 7 00:24:43
All right, so some good news. We could finally hear back from Methodology IT. Yeah. After several attempts.
Speaker 7 00:24:57
Like Kevin emailed them a few times, and then I just decided to follow up, and they finally responded back. So. Yeah, go figure. Anyway, So they did say they were still managing the unified devices, and they can help us with. Transferring them over, um, but there will be a labor cost. So I am waiting to receive. I am just waiting to receive a quote for them. And I'll, um. And then I'll just um discuss with Vince on how he wants to build a client for this. Um if he wants to put it in the agreement or. Or whatnot. We still haven't figured out the mystery of the Fortinet firewall, though. The methodology people say they don't manage it, so we'll still have to figure out. Figure out about what to do with that. So, but some good news. That's that's a piece of good news. That's all I have. Thank you.
Speaker 4 00:25:60
Next, This is T and M. Gabi, they want us to build some of the hours that you work on already. Like program email or no?
Speaker 7 00:26:09
I would say yes, you can include that.
Speaker 4 00:26:14
Because, if we might send them a whole amount of invoice with a big amount during the end of the project. They might ask a lot of questions.
Speaker 7 00:26:30
The Town is located in the central part of the county.
Speaker 4 00:26:31
I mean, whatever is the best. But let me also check with Vincent. Okay. The city is located in the central part of the island. The city is located on the banks of the river. Okay, let's move on to project two five three zero for Project Angel Food. Part of, like we should talk about Julia.
Speaker 3 00:26:53
I evenum. We are doing the decommission of the servers and VCDR unit. Haven't scheduled like upgrade domain services for this Friday after half work. And I also scheduled him for the post-crossover on-site visit for Monday. As Mike suggested, just make sure that you know printers and everything is working. The name of the town is derived from the river.
Speaker 3 00:27:25
We should be closing this project pretty soon. Alright,
Speaker 4 00:27:32
Next isum project, two, five, nine, seven and two six, one one is for pa for their hardware, refresh, January and December orders.
Speaker 3 00:27:41
I have not had a chance to work on this project. Um, I needed. I know they we have two laptops and two desktops at the Crimson IT. I just need to update my spreadsheet.
Speaker 3 00:27:56
S toll, Olivia's team are aware of what's at the Cincinnati headquarters. Andum, but itum. It's basically, they're they're going to be this computers will be sitting and waiting for Stephen to. Send us requests to set them up. They are spares.
Speaker 4 00:28:21
Alright. Next project. One second, Mr. Intra, for the compliance setup device management and DM.
Speaker 3 00:28:31
Jason is the lead right now, and Gabby's doing fantastic work on it too. So basically we have 12 out of 22 users. We provision their cloud PCs from US to Europe. Or slash Poland. We had a couple of issues. You know, people, users were just needed to. Reboot the cloud PCs. Some were still using VPN even though they don't need to use VPN anymore. We have four pending users that will be scheduled. And seven more users remaining that I need to follow up with. There is also just one note for everyone.
Speaker 3 00:29:24
Some intranet users were experiencing, uh, uh, the you know, while they were accessing their cloud clients websites they were blocked. So we moved one to from Poland because Poland was blocked, I guess blacklisted. As a country, so we moved that user from Poland to Europe, but still it's better performance than when they were. Pro vision ten US. So hopefully this project will also be closed by end of this month.
Speaker 4 00:30:02
Next is product 2583, this is for a launcher for the Azure file migration and archiving.
Speaker 3 00:30:10
We are, I haven't checked if invoice was paid or not, But we are ready to close this project and I will notify Sean to move. Uh, in it. Comp liance issues to service tickets.
Speaker 4 00:30:29
Next is Project 25, a secure wireguard for their file structure cleanup.
Speaker 3 00:30:36
Jason leads this project too. I have not had a chance to check in with Jason. He is doing a discovery.
Speaker 4 00:30:47
Project Five Nine Eight is a finder for the Sharp Point. And Microsoft Teams migration. I.
Speaker 3 00:30:54
Have updated Keith yesterday. We since last week we had a Charles finding out that. Instead of Wayfinder reporting to us 90%, it's actually only 50%. So Pete, have you had a chance to connect with Robert or not yet?
Speaker 1 00:31:16
Um, no, not yet.
Speaker 1 00:31:22
U m, that's it.
Speaker 3 00:31:25
For Wayfinder.
Speaker 4 00:31:26
All right. Next is Hannah for the XPRM upgrade.
Speaker 3 00:31:32
For John, we are set to get this done May 31 st. For 31 st and percentage completed is 80%.
Speaker 4 00:31:46
Then Forum. The name of the town is derived from the river. Five videos for Clappage for their SharePoint library consolidation and OneDrive sync with Teams.
Speaker 3 00:31:55
We can close this project. We had internal meeting. Last week, talk about what happened and why.
Speaker 4 00:32:04
Okay. All right. Next is project 2672. This is for a linear 416 Mdns project.
Speaker 3 00:32:12
We can close this project too, uh, we'll just, Watch out for the service tickets because there were three three devices that still needed. To be updated, but I don't think they're using them. That's why I didn't get back to us. Next.
Speaker 4 00:32:32
Is Prachi Nigam. Project two, six, eight five is for the C B R tower for the floor network equipment. This Project.
Speaker 3 00:32:45
Start ed and finished in, in a week I guess. So I haven't had a chance to look at it, but we're billing for Kevin's. Hours because it took longer than we expected.
Speaker 4 00:33:01
Okay, and then oh we have new projects. And there's one for the cloud team setup. Oh, I think this is for Christine.
Speaker 1 00:33:16
Are you getting this project, the Claude,
Speaker 4 00:33:18
For Anderson?
Speaker 1 00:33:21
I guess I am. The name of the town is derived from the river. Yep, I guess I am.
Speaker 4 00:33:31
Thank you. And, then we have the Anderson Real Estate Firewall Replacement and then Microsoft three hundred and sixty five Copilot for Earlier Readiness and Deployment.
Speaker 2 00:33:41
That one I know about. Yes.
Speaker 4 00:33:44
Yeah, I'll just put this in here and then get the one. Okay, and anything else?
Speaker 3 00:33:53
Nothing from my side.
Speaker 6 00:33:57
Sorry, did we say anything about the. And I don't know if this is actually a project, But did we say anything about the IT Avalon thing? Or is that not really coming through? Is that really even a project?
Speaker 1 00:34:12
As soon as I I know they, well I think they signed. I know it was put on my radar.
Speaker 6 00:34:20
They sort of signed, but I don't know if we've officially approved it yet. So then it might not be on the list because of that, or it might not be on the list because I even. To be a project, I don't really know. It's kind of small, and the only thing I saw when I pulled it up.
Speaker 1 00:34:34
Was I see.
Speaker 1 00:34:42
When I looked at it, it just said it was like a licensing and. Thank you. Avalon, let me check. I think it's uh.
Speaker 6 00:34:56
What it shows is Avalon Test Equipment, Claude Enterprises, twelve licenses and. Eight hours of engineering time for something. I don't know what that is. Is that your time, Chris, or is that something else? It's my time. I don't have the actual. Let me see if I actually. I'm looking at the procurement email,
Speaker 1 00:35:24
But we probably have the quote somewhere.
Speaker 3 00:35:29
The code seven five one four and it's actually attached. To it says Claude team setup.
Speaker 6 00:35:37
Yeah, I'm downloading it right now. Let me see. So, Claude team set up it says it's just got professional fees. For eight hours and cloud enterprise licenses for twelve. There's twelve licenses.
Speaker 4 00:35:54
Oh, it's I think it's not yet like signed. It's signed. Was it signed today?
Speaker 6 00:36:01
Uh- huh.
Speaker 3 00:36:02
It was signed for 24.
Speaker 6 00:36:04
Well, it was signed before, but we weren't going to do it until they pay them. They have to pay it up front. I told Mike, they have to pay the money up front, or we're not going to do it before we do it. Because of their history of payments, so it says we're going to configure cloud enterprise single sign on integration. Validate authentication flow, identify and configure key connectors. Test connectors conduct one training session. Is this mostly your work? Chris, do you know or is this somebody else?
Speaker 1 00:36:36
Mostly my work.
Speaker 6 00:36:39
So. It'll probably become a project, I would imagine.
Speaker 1 00:36:45
Yes, it should be a project.
Speaker 6 00:36:47
But again, we're not launching it until they pay. Yes, I understand that. They may wire the money this week and then we schedule it. But again. We're going to work on our schedule and not theirs because they pay on their schedule, which hasn't been very good. So I'm not going to say we're going to. Have Chris drop everything to do this. So, Chris, if it takes three weeks to schedule this, then it takes three weeks to schedule this. So don't Bend over backwards to do this.
Speaker 2 00:37:18
I won't. Trust me, I understand. Yep,
Speaker 6 00:37:20
This is not this is not urgent. The name of the town is derived from the river. When we when we have time to make it work, then we'll make it work. But don't worry too much about. They don't worry about paying us. I'm not going to worry about. Doing this on anybody's schedule but ours.
Speaker 2 00:37:39
So and this is why you're my hero.
Speaker 4 00:37:46
The name of the town is derived from the river.
Speaker 3 00:37:50
I put the. I put the quote in a chat. I'm not sure. Fine, it was fine. We also have a SharePoint migrate project for Avalon on hold, just so everybody remembers that.
Speaker 1 00:38:06
We're not starting the project yet, right? No. Okay. Anything else? Going once. Going twice.
Speaker 2 00:38:23
Let's not do we need more AI projects until June.
Speaker 1 00:38:33
Okay, so I think you need to tell that to.
Speaker 2 00:38:37
I already told Mike yesterday. I already told them I was at capacity. I gave Pete a heads up either yesterday or today. My days are running together.
Speaker 4 00:38:49
I know, right Okay. I think that's it. Thanks everybody. See you. Okay, thanks all. Thanks guys.
Speaker 1 00:38:55
Thank you. Bye- bye, bye- bye. The name of the town is derived from the river. I'm not sure what you mean.
05-19 Weekly Meeting: SEC Tabletop Exercise and EAP Requirements
> Date: 2026-05-19
> Location: [Insert Location]
> Participants: [Christi] [Vince]
## Meeting Notes
### Tabletop Exercise Preparation for SEC Requirements
- Christi met with Paul, Sam, and Esther from Eldridge to review documentation for an upcoming tabletop exercise.
- Paul questioned the necessity of all documents, which were based on the "twenty five" requirements, suggesting some were not needed for the SEC last year.
- Christi maintained that the documents were updated based on new requirements and will send a follow-up email clarifying what is required versus "nice to have."
### Tabletop Exercise Logistics and Participants
- A tabletop exercise is scheduled for June 2. Another exercise is planned for January next year.
- Christi invited Vince and Anton because their participation is required.
- Jason was also invited to observe and understand the process.
- Christi plans to add Sean, Olivia (team lead for Eldridge), and Monty to the invitation.
- Vince noted Monty’s potential as a single point of failure, emphasizing the need for a system rather than reliance on one person.
### EAP and Arc Requirements
- Vince mentioned that the work being done can be reused for Arc, as they are filing at the end of June.
- Christi confirmed she would finalize some items for EAP after the call.
## Next Arrangements
- [ ] Christi to send an email to Paul clarifying SEC documentation requirements (required vs. nice-to-have).
- [ ] Christi to add Sean, Olivia, and Monty to the June 2 meeting invitation.
- [ ] Christi to finalize EAP deliverables after the call.
- [ ] Team to assess and document processes to reduce single-point-of-failure risk around Monty.
## 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 disagreement with Paul from Eldridge regarding the necessary documentation for the SEC tabletop exercise. A clear resolution is needed to ensure the exercise is compliant.
> 2. Vince identified a potential risk that processes rely too heavily on a single person, Monty, rather than a documented system. This could be a point of failure.
May 19, 2026
Speaker 1 00:00:00
Hello. Hello. So, I am sorry, I took a bite of a pretzel. I had a very lovely meeting with Paul and Sam and Esther from Eldridge. We were going over the documentation that's required because we got to do the tabletop exercise.
Speaker 1 00:00:27
And as I'm going through, I'm using the exact documents from twenty five, not twenty four, but twenty five. And he's like, I don't think all of this is needed for her S E C. We didn't have this last year. And I am like, Do you know how hard it was to school my face to not let on that, he's crazy? So I just played it off that we were updating based on new requirements. And then he was like, well, I think I think we need to go back and determine if this just a nice to have or if it's actually needed. I'm like, dude, this required. But I couldn't say it. So I got to send him an email later today. Going to go home and work on it.
Speaker 1 00:01:24
Of, what is actually required for SEC requirements and what is not required for SEC requirements. Okay. That's.
Speaker 2 00:01:33
A quad prompt away.
Speaker 1 00:01:35
Yeah, so just a heads up, You I invited youum I invited you and Anton because you guys have to be in it. Uh I invited Jason because I promised Jason I'd put him in the next. Uh, the next. Tabletop exercise so he can understand how they go. That man.
Speaker 2 00:02:07
That one's in January,
Speaker 1 00:02:08
Right? Oh, January's next year's. I'm gonna hand put it on the calendar because I wanted to be proactive. But this one is July 2 nd, I mean June 2 nd. Okay, yep.
Speaker 1 00:02:24
So. I see it. Yeah, we can see it there. Okay, cool. I'm going to add Sean to this as well.
Speaker 2 00:02:36
Um, I think you missed Jason though. No,
Speaker 1 00:02:41
I'm about to add them. I'm about to send it Oh gotcha gotcha Yeah, I was making some updates So.
Speaker 2 00:02:51
Cool The good news is we're, Just going to be able to regurgitate this because EAum Arc is going to need this very soon since they're filing end of I think end of July. Yes, June, maybe yeah end of June shit I forgot.
Speaker 1 00:03:09
I got to add Olivia, who is theum who is the team lead for? The part over with that deals with Eldridge, Becker is sharp.
Speaker 2 00:03:28
That that is sharp. All.
Speaker 1 00:03:36
Right. Shit, I forgot about Monty. Oh yeah.
Speaker 2 00:03:52
Although Monty wasn't on the call last time, was she?
Speaker 1 00:03:56
She couldn't. I think she was on. She was on vacation, I think.
Speaker 2 00:03:59
Oh, I gotcha. Okay. Yep. That might be a good opportunity to where everything if they ever say, oh, it goes to Monty. It's like no that Monty is not a system. Monty is one person. So we have to make sure that there is an actual system behind it Yep That's going to come up I'm sure. Yeah So.
Speaker 1 00:04:21
Oh my gosh, I was so hungry. Um okay, I was eating pretzels. I didn't eat lunch because all my meetings were back to back. I had seven meetings for today and three of them trainings. Gosh, yep. All right, I've got a mountain of work to get done before I go do anything else. So with you, I uh just wanted to give you a heads up, About what was going on with EAP so that you had it. And I am now going to go get some work done and get some things finalized for EAP.
Speaker 2 00:05:04
Perfect, thanks for looping me in. I appreciate it.
Speaker 1 00:05:06
No worries. Have a great rest of your day.
Speaker 2 00:05:11
You too, let's hang in there, we're almost through the week.
Speaker 1 00:05:14
Mhm, soon.
Speaker 2 00:05:17
I say that and realize it's just. Yes. I'll tell you again tomorrow.
Speaker 1 00:05:22
Yes. All right, talk to you later, bye.
Add Sean, Olivia, and Monty to the June 2 tabletop exercise invitationFinalize EAP deliverables following the callResolve disagreement with Paul on scope of required SEC tabletop documentation+2
✓
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04-21 Project Meeting: Foothill Family IT Infrastructure & Security Assessment Scope and Proposal Refinement
## Meeting Information
> Date: 2026-04-21 14:58:45
> Location: [Insert Location]
> Participants: [Sergio] [Mike] [Christi] [Pete] [Speaker 5]
## Meeting Notes
- Topic Title: Context and Current Workload
- Audit season is in progress with multiple audits: third-party pen test, PEC Bard Street audit, and RSM audit.
- Mike stepped out of the RSM audit meeting to join this call.
- Topic Title: New Client Assessment Proposal (Foothill Family)
- Client: Foothill Family; ~300 employees across ~9 sites; primarily on-prem.
- Engagement: Comprehensive IT infrastructure and security assessment; target delivery within 4–6 weeks.
- Pricing: Standard cost 25,000; proposed at 15,000.
- Proposal audience: CFO, IT Director, potentially CEO.
- Topic Title: Tailoring Objectives and Scope (Remove Cost Focus, Emphasize Security and Infrastructure)
- Remove items focused on budget review, IT spend, and carrier contract analysis; client is not seeking cost analysis.
- Maintain security assessment aligned to best practices and NIST baseline.
- Deliverables must be achievable within the timeline; avoid over-promising.
- Topic Title: Proposed Objectives (Refined)
- Provide an executive-level summary of infrastructure health across all sites.
- Evaluate security posture aligned with best practices and NIST baseline.
- Assess cloud environments: configuration, access, and security posture (generic across AWS/Azure/Google).
- Review WAN architecture, ISP configuration, failover strategy, voice, and bandwidth posture (replacing “carrier contracts/call flow” bullets).
- Include a roadmap aligned with business strategy; explicitly mention co-managed assistance options to reduce perceived threat to the existing IT admin.
- Topic Title: Tools and Methodology
- Use Network Detective (RapidFire Tools) if accessible; confirmed subscription exists and can be used.
- Consider Live Optics for VM environment reporting (note: lacks hypervisor info).
- LionGuard can pull local admin data but may require installation; ScalePad does not provide those details.
- For hypervisor info, Christi has a tool (likely LionGuard) and experience building reports; can export to Excel if needed.
- Topic Title: Infrastructure Scope Details (Adjustments)
- Network: Routing, switching, segmentation, VLAN design; wireless and access controls; remote access/VPN.
- Firewalls: Configuration and rule review (noted overlap with security but acceptable within the network scope).
- Servers/Compute/Cloud: Health, patch levels, lifecycle; avoid specifying only Azure—use generic “cloud resource groups, VMs, networking, policies.”
- Storage and Backup: Backup solutions, schedules, retention, immutability; data recovery capabilities; DR/BC posture.
- Identity and Directory: AD health and GPO review; Hybrid AD/Microsoft Entra; user lifecycle; privileged access reviews; stale accounts noted.
- Documentation and Operational Maturity: Architecture diagrams, SOPs/standards, monitoring/alerting, ticketing usage, change/release management.
- Licensing review removed from objectives; may appear elsewhere if needed.
- Topic Title: Security Assessment Scope
- Endpoint protection: local admin usage, patch management, device compliance; Network Detective can help pull these.
- Network security: segmentation, remote access, perimeter threat protection; verify VLAN isolation (Meraki defaults may allow crosstalk).
- Cloud security: configuration and posture across platforms.
- Optional vulnerability scanning/pen test: can resell third-party (e.g., Insight); leave as optional without bundling cost.
- Governance and compliance: Foothill Family is HIPAA and COA-accredited; NIST used as baseline to cover HIPAA, SEC, SOC 2.
- Topic Title: Operational Plan and Team Involvement
- Onsite visual audit: photos and inspection of equipment at all locations.
- Office 365 review to be led by Christi; manual steps expected.
- Networking team to review firewall platforms (e.g., PAN, Meraki).
- Potential partners for specialized tools (e.g., Zscaler/NetScope) if encountered.
- Clarify server count and redundancy; initial client statement of “one server” is likely inaccurate.
- Topic Title: Proposal Editing and Distribution
- Christi and Sergio to export/edit the document in Word; remove/adjust objectives and scope as discussed.
- Replace ISP/VoIP/call flow/carrier contract bullets with WAN architecture/ISP/failover/voice/bandwidth posture.
- Remove “validation and operational readiness from resilience.”
- Fix roadmap language: “Roadmap aligned with business strategy,” and include co-managed options.
- Remove “cost savings and optimization roadmap” and “IT adoption readiness guidance” from deliverables.
- Chinky to update formatting and send the revised proposal to the client group; Mike to post in the channel.
## Next Arrangements
- [ ] Export proposal to Word, redline objectives and scope per decisions, and finalize by 2026-04-22 before noon.
- [ ] Chinky to format and send the updated proposal to the CFO/IT Director group.
- [ ] Confirm and run Network Detective; include ESXi credentials for host info if available.
- [ ] Schedule onsite visual audits for all ~9 sites; assign resources for photos and equipment inspection.
- [ ] Christi to lead the Office 365 review; prepare a manual assessment checklist.
- [ ] Identify a networking specialist to review firewall configurations and VLAN segmentation.
- [ ] Decide on an optional vulnerability scanning partner (e.g., Insight) if requested.
- [ ] Verify tool access/licensing (ScalePad, LionGuard, Live Optics) and plan usage.
## 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 the exact deliverables list in the final proposal document to ensure consistency with the discussed removals and additions (objectives vs. scope vs. deliverables).
> 2. Confirm tool coverage for local admin detection and hypervisor data; document which tool will be used for each dataset to avoid gaps.
> 3. Validate the client’s on-prem server count and redundancy early; initial claims of “one server” may indicate risk and impact backup/DR recommendations.
> 4. Determine whether firewall platforms (PAN/Meraki/etc.) are in use and assign the appropriate specialist; lack of clarity may delay the network security review.
> 5. Establish the cadence and timeline for the 4–6 week assessment, including scheduling site visits across ~9 locations, to meet the proposed delivery window.
Apr 21, 2026
Speaker 1 00:00:00
Hi. Can you hear me?
Speaker 2 00:00:36
Ooh, I think we avoided having a uh hold the security team into the earlier audit. Nice. This is audit season. We had third parties pen test audit, we had the PEC um Bard Street audit, and then we're doing an RSM audit. So all like yeah, it's been super busy so, They're in the middle of the RSM audit right now. Actually, I hopped out of that meeting to join this one.
Speaker 3 00:01:08
Yeah, it's uh it's been a crazy busy day. It's like I've not stopped moving. Well, Not I've, not moved from my chair, but not stopped doing a bunch of things. How,
Speaker 2 00:01:21
Could you take one visit to the mountains and then you change your background to the mountains?
Speaker 3 00:01:25
I changed this a while back.
Speaker 2 00:01:27
Oh, did you okay? Yeah,
Speaker 3 00:01:29
Cause I'm working from my home computer. Not my home computer, but I'm working from my desktop, not the laptop.
Speaker 2 00:01:35
Well, I'm just going to pretend it's because you went on the Friday trip.
Speaker 3 00:01:38
Oh. That Friday trip. I was going to see if my uh. Yeah, my room is a mess. There you go.
Speaker 2 00:01:50
I'm not even gonna. Yeah. I'm not even gonna undo mine. I've got dog crates back here Uh.
Speaker 3 00:01:58
There's a kitten somewhere, She was under my feet. She moved. They've been they've been doing cartwheels off the counters today.
Speaker 4 00:02:10
Kyle, hi, hey Pete, So I need everyone's help to do like a quick fix, and then a longer term fix. So the people that were supposed to come to the office on Monday that didn't come to the office, Anzo and I met with them. And we're going to do a full IT infrastructure and security assessment. So, sorry. It's it's for a company called um, uh what are they called? One second. The company is called uh Foothill Family. How big are they? I'm sorry.
Speaker 4 00:02:57
They're about three. They have about three hundred or so people, about like nine nine sites. It's not it's I don't think it. I don't think it's as big as sharp, but it's probably somewhere between stability first and sharp or something like that. It's a good one. Three hundred people, that's a good one. Yeah, it's a good one, but they're mostly on prem. So, okay, yeah. And and it would if if we get it might just be initially kind of some. Co managed kind of stuff, or potentially we could take more of it than that, or we might get nothing. Anyway, but so long story short, What I need help with and I am going to share is what Chinky put together was a very I think it was a duplicate of what we did for Sharp and I don't like it. And, the reason I don't like it is because it's got a bunch of stuff in it that I don't want to deliver as part of this.
Speaker 4 00:03:50
So what I need your help with is, What can we take out of here and what should we be delivering as part of this? And, is there a way that we can just tweak it enough to where I can get this out today? And I know it's if we can't do it today, I would like it before noon tomorrow because I don't want to wait days to get them a quote. So are we proposing to them? That's where sorry. It infrastructure and security. It's the same thing we basically did for for sharp. It's a comprehensive IT infrastructure and security assessment. Right now, what we did, what we described to Sharp is this. Oh wait, you guys can't see it. Hold on. I thought I was sharing. I am looking for a document or something. I thought I was sharing giving it Sorry, my mistake. My mistake Here, we go So We're doing We're doing a comprehensive IT infrastructure and security assessment. So It's this right And. It's the same thing we did for Sharp But like these objectives.
Speaker 4 00:04:50
I didn't really like number one because I don't want to do this necessarily. I mean, some of it we can do, but I don't necessarily want to have to do all of it. I don't know if I want to do like IT cost savings and opportunity for op opti. I mean, optimization yes potentially for low hanging fruit, but I don't know if I want to do full cost savings right.
Speaker 5 00:05:19
Could, you could you do executive uh, like an executive overview of infrastructure and include those, those line items. Well.
Speaker 4 00:05:28
We we did some of that for sharp because, we were asked to do a lot of cost analysis stuff for sharp because, Sharp had a lot of let's just say they had a lot of financial concerns with what was going on with their IT spend, right? So a lot of. A lot of their concerns were around why was it costing so much, what were they spending money on, and they wanted an objective opinion on what was going on financially. This company is not about that at all. They want to know, they want they want help with a full IT assessment from an infrastructure perspective. What.
Speaker 4 00:06:11
And and security, right? They want to know where are the where are the security holes. The security thing I think is very straightforward, right? I think the security piece should be very much what we've done in the past. And I would have included Anton, but he's out today and tomorrow. So I'm hoping Chris that you can sort of cover like what we should deliver from a security perspective. And I think that's probably already in here and I think that's probably pretty accurate, right? So from a network from a network secure From a network security perspective, and from a cloud security perspective, and from a threat security perspective, I think these are probably unless you guys disagree. I think these are probably okay. Yes. Any issues with any of these? And and this right? I think.
Speaker 2 00:07:05
See, I would like to understand what we're proposing to them, so then we know exactly what we need to be offering.
Speaker 4 00:07:10
They want an assessment, and I am asking you guys what should we deliver to them. That's my question. They want to know they want a full IT infrastructure and security assessment. I am asking you guys what should we deliver as part of that? Because what we delivered here was very tailored to Sharp. I want to know what you guys think we should really deliver as part of this assessment.
Speaker 2 00:07:30
Do they have an existing IT team? I am sorry. Do they have current I T now that we're displacing So they have.
Speaker 4 00:07:36
So what they have is they've got an I T administrator that they kind of promoted and is doing a lot of automation. I don't think they are thrilled with him. I think they would like him to stay, But I think there's a concern that he might not and he might get threatened by us doing an assessment, but yeah, I think actually actually i think They're happy with their help desk, so I don't think that's going to be in scope for us. But there could be some leadership things that, It could be something similar to what we're doing at Sharp, but they have their people that we maybe oversee. It could be lots of things, right? It might it might just be sort of we, We place some leadership in position to oversee their folks and kind of help them lead I T or something. I don't know. I don't know what it could turn into.
Speaker 2 00:08:21
Do we still have access to network detective?
Speaker 3 00:08:24
Uh, I have not tried to access it lately. That's going to be more of a question, but, I can see if I can access it. I put together that thing for SHARP. Hang on one second because I have that stuff, that entire list.
Speaker 2 00:08:46
And do we need to assess all locations? Yes. All right. Okay, I mean, if you're looking for things, definitely a visual audit so, There is a tool called Network Detective from Rapid Fire Tools that, from like password policies, what's installed on computers, like what's installed on servers if they have on prem infrastructure. We'll gather a lot of the under the hood stuff. It's not super comprehensive, nothing like Sharp, but it does gather a lot of stuff automatically. Everything within the domain it will grab. Yeah. You only have to run it for if there is all the sites are located. You only need to run it from one like they're all IP set tunnels like all connected to each other.
Speaker 2 00:09:26
You could run it from one location, and it'll scan. It'll take a long time, but it'll scan the entire domain. Um, three sixty five. I think Christie's going to have to lead that because that's going to be manual. I think, But we need to be sending someone on site to do pictures and visual inspection of equipment.
Speaker 4 00:09:44
Right, we're and and I think that would all be part of the plan. We, we kind of told them in general that would be part of the plan. I guess what I am asking is what should our deliverables be as part of this proposal? Because again, when I look at when I look at what our high level objectives were, I don't like this. Mm hmm. I mean, I don't like. I don't know that we need to do a review of their IT budget. No. My opinion: I don't think that should be part of it, So I think we should redline this, and i think we should take that out. That's my opinion. So um.
Speaker 5 00:10:20
Well, let me ask you this, Pete. In regards to theum carrier contracts and ISP VoIP, Um you know, sometimes companies just absolutely don't have any idea what their contracts are. Uh you know how many circuits they have. Well,
Speaker 4 00:10:37
Let's see they they have an I T director, and he oversees them and that and he's part of the he and their. C F O or the people we met with, they're stick. They're sticking around. So in my opinion, they are overseeing that, and I don't think that's something we need to worry that much about. Um licensing may be in scope. And what I think we can do is we can give them this, and they can say, well, we don't need you to do that right. But um but I don't think like I don't think that necessarily.
Speaker 4 00:11:07
And. And what I'd like to do is I'd like to have this be a template that we can use going forward that we don't have to tweak all the time. So,
Speaker 2 00:11:15
From a sales perspective, who are we presenting to someone technical or like a CEO?
Speaker 4 00:11:21
Well, This is going to them so their their CFO and their IT director and potentially a CEO as well. Right? So okay,
Speaker 2 00:11:29
Because there's there's one report where it could be super technical and comprehensive. But. Doesn't hit well with like C level executives.
Speaker 4 00:11:36
But this isn't a report. This is the proposal. This is our scope of work, right?
Speaker 2 00:11:41
No, I thought you were asking for the scope of work. What is the deliverable of the scope of work?
Speaker 4 00:11:46
I'm well, but what I'm asking right here is what are we promising to give them? I got to give them this proposal and what I want to know is what should our objectives be? What should I promise them because I don't want to promise them a whole bunch of stuff that we can't really deliver. And what we did for Sharp is we promised a bunch of stuff, and I was kind of like," I am not sure we can really deliver all that in four to six weeks." And Anzor was like," Well, yeah, we can." And did we really deliver all this stuff? Sort of. But you know.
Speaker 3 00:12:17
Kirstie did a lot of late nights.
Speaker 4 00:12:19
Well, yeah. And and I am not sure we one hundred percent delivered everything that we said. But they weren't all that. You know. They weren't as you know. Fine tooth comb, as some companies are going to be right so.
Speaker 2 00:12:37
Real quick, we can provide a comprehensive report. Like if we do onsite audit, we want to essentially give an uh an inventory assessment of what they have, including security tools in place. Chrissy can do the Office three sixty five review right? Um, if you're dumbing it down to CEO I think we still have access to Audit It.
Speaker 3 00:12:56
Well we changed it out for ScalePad. ScalePad is our is better now. An audit,
Speaker 4 00:13:01
Their IT director wants to know where are my security holes, What do I have to? What do I need to do and build me a roadmap to get me where I want to be. You know if I want to do some cloud stuff, if I want to move to the cloud, If I want to simplify and and make my, you know make myum my company better. What should I do and how do I get there right so but. But i wanna but but i need, In this proposal, I need to get this done like in the you know today. Like I'm not I'm not talking about revamping this long term. Yes, Let's revamp this and make it right, just like we did with all the other stuff. But, what do I need to take out so that I can get this to them? You know by tomorrow morning. I'd love to get it to them today, but if we can't, I want to get it to them tomorrow morning. So because this is what Shinky sent me late yesterday when I was getting on the plane and only got got into look at it today and I don't want to send them just because i don't like it.
Speaker 2 00:13:58
And, let's let's rip out the stuff that we don't need. And let's see if what we're left with is. Let me go back to.
Speaker 1 00:14:12
So I was looking up because I had I'm trying to find it right now, I had a scope of work that kind of fits what you were talking about Pete, that I did before Sharp. Let's see if I can find it because I know it doesn't talk budget.
Speaker 4 00:14:38
And Yeah, because we're promising something in you know four to six weeks with their help. We got to be able to deliver all this stuff, and the the deliverable is basically.
Speaker 2 00:14:51
Can you copy this into Word, and then we can just number. So since we're all looking at this, we can just change the bullets to numbers and we can say remove three, remove four, update five. Make it easy.
Speaker 3 00:15:01
I'm gonna see if I can find my other document, but Microsoft search is going slow.
Speaker 2 00:15:08
Yeah, just put that in a Word real quick so it's easy. If you click on the uh, Approve. Is there an approve button at the bottom? I think that takes you to the website. That might be easier.
Speaker 3 00:15:22
Uh, go to menu. There's an easier way. Go to menu. Sorry, um,
Speaker 4 00:15:29
Can I just can I just like.
Speaker 3 00:15:31
You can export it, I think it's all tools or edit or menu or whatever it is.
Speaker 4 00:15:37
Can I export it to a Word document or something?
Speaker 3 00:15:41
Yeah, you can uh export a PDF very top one That one, And in Microsoft Word, and then convert. I don't do this enough, do I? Yep, click that, and then it will pop up with your Windows.
Speaker 4 00:16:01
You don't have to.
Speaker 3 00:16:04
On certain standard.
Speaker 4 00:16:06
Um. Let me send this to you.
Speaker 3 00:16:09
Yep, and I because I decided to switch my personal account.
Speaker 3 00:16:33
I'm gonna copy paste mine in here too into the chat. I think I found it. IT assessment style template. Let's wait for Microsoft to open.
Speaker 4 00:16:53
I'm Gonna, just forward this to all three of you just so you have the the PDF also. Okay.
Speaker 3 00:17:00
So this is the original one I, I'd started to write. If I can copy and paste, and then I just when I did it for sharp, I just went through and added and removed, and then sent over to Ching Kee.
Speaker 1 00:17:27
Let me copy.
Speaker 3 00:17:32
There's more to it. I'm not going to copy all of this because the rest of us methodology and uh exclusions and all the other favorite conversation that Mike Mike likes to have deliverables.
Speaker 2 00:17:50
It Looks like your email just came through.
Speaker 3 00:17:53
And then I put mine in the chat.
Speaker 2 00:18:10
Okay, so under objectives, did you want to just want to share my screen? I can do this. To this. Somebody.
Speaker 4 00:18:21
Want to export the original into Word and share it?
Speaker 3 00:18:24
Yeah, I am doing that right now. I am just waiting on the computer to speed up.
Speaker 4 00:18:30
Because I think we can keep all the security things. I think we can keep the format that we had. I thInk think we just need to change the. The original objectives to be something reasonable and then read or adjust the infrastructure piece. I think the security pieces are pretty solid unless you guys disagree. So yeah,
Speaker 2 00:18:54
Like the line that says" reviewed IT budget, web spend and carrier contracts," we can remove. Identification of cost saving opportunities and optimization strategies we can remove. Avoid that. Um.
Speaker 1 00:19:08
Word documents on its way.
Speaker 4 00:19:12
You want to just share it out when you have it, I mean, of course.
Speaker 3 00:19:17
Yeah, I just sent it in your email. Um, cause I didn't think I wanted to just send them an email. But you guys should have it in your email. Okay,
Speaker 1 00:19:31
Let me share my screen.
Speaker 3 00:19:37
And I apologize in advance, I think I'm having some slow internet issues.
Speaker 1 00:19:47
Okay, here we go.
Speaker 3 00:19:49
So we're going to take out this one right here. Uh, do we want? We don't want to take out ISP, ISP boy and carrier contracts, do we? I missed that part.
Speaker 4 00:20:07
I'm not sure if we want to do a contract review. I mean, we can sayum I.
Speaker 2 00:20:16
Guess like, Around security and if my stuff is safe, we can those are stuff we can tackle later.
Speaker 4 00:20:23
I would like to take the word spend out, but maybe we say. Um. Should we say should we because we're going to do something around like. Carrier, I mean internet service provider data circuits and stuff right? So in should we put something in there? Or is that just covered under the the network?
Speaker 5 00:20:46
In Christie's, the one she posted in the chat, WAN architecture, ISP configuration, failover strategy and bandwidth posture, VoIP systems call flow and carrier configuration. So I think those may cover it. And, we can you know I think it'll we can talk about the carriers that they're using.
Speaker 4 00:21:05
So, maybe maybe copy that bullet that you have there that WAN architecture bullet and put that in over the ISP VoIP carrier contracts thing. Okay.
Speaker 1 00:21:21
I haven't taken lunch yet. I keep trying. I mean,
Speaker 2 00:21:24
Pete, I am looking at this document for the most part, like the executive level reporting. Maybe we can we can tweak and tools and methodology, but a lot of the stuff looks good.
Speaker 4 00:21:34
Yeah, most of it looks okay. It was mainly the objectives I didn't like. And then I just wanted to make sure that the full infrastructure scope of work we wanted to include. I think most of that was okay. It was the objectives, And I wanted to make sure that you guys agreed with what we what we really wanted to say for the for the actual deliverable.
Speaker 2 00:21:53
So are they are they paying for it? We're charging for this? Are what? Are we charging for this?
Speaker 4 00:21:60
Yeah, okay, yeah. We're basically saying our normal cost would be twenty five k, but we're giving it to them for fifteen.
Speaker 3 00:22:11
I Took out the cost part of optimization strategies because I believe I believe we should do like when we're looking at things, we're not I'm not as worried about optimizing for budget, but we can make suggestions for optimization of network and cloud and all that.
Speaker 4 00:22:29
Do you want to put VoIP in that same bullet? WAN architecture, ISP configuration, failover strategy. Voice and bandwidth posture. Yeah. Make the O a small o, please. Oh, yeah. And then I think that that will be good. Identification of optimization strategies, clear short- term and long- term recommendations or.
Speaker 2 00:22:50
Can we remove validation and operational readiness from resilience?
Speaker 4 00:22:60
Yeah, I don't even know what that means. And then the last bullet I noticed yesterday has been wrong for probably a very long time, because it doesn't make sense. A roadmap to with options, it doesn't have a roadmap to anything. So I don't really know what it was supposed to say. So what should that bullet say, in your opinion? Is it just a roadmap with options for co managed assistance? Or is it a roadmap to, to long term, Company goals, is it a roadmap? Because I don't know what they want their roadmap to be. Right, so the roadmap strategy. Should it be a roadmap built with built with the company's. Yeah, there's something that aligned with business strategy.
Speaker 5 00:23:50
Yeah because really based on based on results,
Speaker 4 00:23:53
But based on assessment results maybe or something. I mean how I don't know how you want to phrase it but yeah.
Speaker 2 00:23:58
That's assumed. You don't have to. I mean, if you want to put a you can, but that's two words. Yeah, that's nice.
Speaker 4 00:24:03
That's a lot of words. It's a lot of words.
Speaker 3 00:24:05
Yeah, I worked so hard today Do,
Speaker 4 00:24:08
We do we need though with options for co managed assistance because Well, We don't know what we're positioning.
Speaker 2 00:24:15
I don't know I don't know if they yeah.
Speaker 4 00:24:17
I don't know if they want co managed assistance. I don't know if they want fully managed assistance or what I am.
Speaker 2 00:24:23
Pretty sure if that it guy is not leaving, they want co man. They don't want full because now he is going to feel. Like he doesn't want a sharp happening over there, so I think co manage is good to put that in there. That's what I am curious who who is this going to because, we know nothing about this opportunity.
Speaker 4 00:24:41
The CFO and their director of IT are the ones that engaged us because. You get mixed. You get mixed up feelings like they're kind of afraid their manager's going to leave. But at the same time, they kind of want him to leave.
Speaker 2 00:24:56
I would definitely need co managed in there. It's way less threatening. Yeah, one hundred percent.
Speaker 5 00:25:00
And you know, Pete, when you guys did your proposal for Majestic, I don't you know when I talked to Vince and Edward, You know, I didn't think I didn't know what your capabilities were as it related to being a managed service provider. I thought you were just your run of the mill VAR that just offered, you know whatever, right? And so I didn't understand that. Uh, that you guys were a full managed service provider and you could take over. So absolutely, I think something needs to be said about that.
Speaker 4 00:25:33
Okay, that's fine then. All right then let's look at scope. Is there anything Are there any other bullets, though that we need that we should be doing that. We're not saying we're doing as far as the actual objectives that we should summarize on here?
Speaker 3 00:25:47
I I really want.
Speaker 4 00:25:49
We should mention go ahead Chris You what? Um.
Speaker 3 00:25:54
This one right here. Yeah.
Speaker 4 00:26:01
Okay. Yeah, that's good.
Speaker 2 00:26:02
Sure. And this objective, this objective says assessment will provide, so this is a deliverable Do we also want to include the security assessment?
Speaker 1 00:26:15
Um yes.
Speaker 4 00:26:18
Well, Well, we've got security posture evaluation aligned to best practices and NIST baseline. But maybe we should say something better than that. I mean, are we are are we really is that what we're delivering? That that it's best practices and NIST base baseline? Or should it be a little bit more? I mean,
Speaker 3 00:26:36
Is NIST so We try to do NIST because NIST covers everything. So if they're HIPAA, SEC SOX two, NIST covers everything. But I like this wording better. Because you're bringing in the best practices and.
Speaker 2 00:26:56
Yeah, the way I'm reading this, the objective is the deliverable. Like, that's what they're going to be receiving at the end of at the end of our effort. Right,
Speaker 4 00:27:02
Right. This is yeah, This, this is what I want to summarize and why it's at the top right? This is what they really are getting at the end of the day right? And, then they can read the detail under it. But if they want to just see it right off- the- bat, this is what they're going to get.
Speaker 2 00:27:15
And then some mention with cloud security or cloud configuration posture.
Speaker 4 00:27:21
That's a yeah, that's that should probably be a separate bullet.
Speaker 5 00:27:29
So now let me ask you this: uh, So a complete understanding of infrastructure health across all sites would that include WAN art? Are we're calling the network piece out separate from the infrastructure? All you know. So are we saying the same thing, or are we just calling out specifically the networking piece? Does that make sense?
Speaker 2 00:27:50
I think it's everything under that way. It's it'sum you're not tied to like every single. The way I read it is you're not tied to individual. It's not granular because the scope of work goes over like endpoint protection, network security, right cloud security. But that's a scope of work. That's what we execute on, uhhuhum I think complete understanding of infrastructure health across all sites, leaves it generic enough. That we can put whatever we want in their server health. Maybe lack of lack of access control. I mean, we can. I gotcha. Otherwise, this document gets like really long and right.
Speaker 4 00:28:27
Yeah difficult to consume. Are they on three sixty five? Um, what did he say to that? I'm pretty sure family what? Pretty sure they are like pretty sure they are okay.
Speaker 4 00:28:46
Is that what they said? Trying to remember now if we talked about that.
Speaker 2 00:28:55
Give an email to me, we can maybe find out really quick. You said family what?
Speaker 5 00:29:02
Foothill Family. Foothillfamily dot org. Oh, you already have it.
Speaker 4 00:29:14
So any other bullets? I don't want this to get, Two wordy. They're on three sixty five.
Speaker 3 00:29:21
They are on.
Speaker 4 00:29:22
Three okay access controls and security posture costs.
Speaker 4 00:29:42
So So we don't think that's should should we. Summarize that a little more. Just say evaluate cloud environment, um, configuration access and security posture. I think that's probably better because that way if they're AWS or if they're Google or if they're Azure or whatever we're sort of covering it and not showing that we're.
Speaker 1 00:30:07
So, they are HIPAA.
Speaker 3 00:30:11
They use Wellagenta.
Speaker 4 00:30:16
And, let's take the period off there because we don't we don't end the other bullets with a period.
Speaker 3 00:30:20
Yeah. They are co- accreditation which carries some some of its own security requirements.
Speaker 4 00:30:28
Anything else that we need in the objectives? Because if not, Let's call the objectives good. And then see, is there anything in the scope of work that we want to or need to change? Physical and logical topology.
Speaker 4 00:30:52
Let's take carrier contracts out of the fourth bullet. On yeah. Like, if they, you know, if we have a customer that wants us to do that, we'll do it. Should we take call flow out too?
Speaker 2 00:31:08
Get rid of call flow. Yeah, get rid of call flow.
Speaker 4 00:31:10
Yeah, just say We could just take that bullet out and add boy, To the WAN architecture, and then we're not really getting into their voice systems at all. Yeah, maybe just take systems out. That way we're not really signing up to do their voice systems per se. Yeah. Okay, servers compute in cloud VM health patch levels life cycles test switch switches.
Speaker 4 00:31:47
Are we being too. I guess do we have the skill set to do anything outside of Azure. So here here might come to us and say, We have Azure and AWS. Do, we have the skill set to even do anything in AWS.
Speaker 2 00:32:01
For companies this size? Here's my concern. So let's say for example, they're leveraging like a Zscaler or like a NetScopes or something like that. I don't think we have familiarity working with those those tools. But.
Speaker 4 00:32:15
Could we go get it from someone that could, Help us do it anyway. I don't know. Yeah, Do we have partners that we could bring in next week that could help us do that piece of it so that we could do our evaluation and still have a comprehensive deliverable? What ask Jason?
Speaker 5 00:32:35
Are you talking about storage or servers.
Speaker 4 00:32:38
Between Mike and Jason between Mike and Jason and everybody else, Could we get somebody that we could go and find?
Speaker 2 00:32:44
In the MSP space, we don't sell Z scalers and NetScopes, and right, that's too big. Our typical client size can't afford that. Sure, sure.
Speaker 4 00:32:54
And I'm not saying we sell it, but I'm talking about like if we had to do an analysis of it, we could. We could. I think we could find somebody that could help us at least look at that stuff. Yeah, yeah i I guess still haveum i'm asking is the word Azure? Azure resource groups, VMs, networking and policies in the cloud. Are, we being too specific by saying Azure or is that our skill set and we leave Azure in there? And if they ask about well, what about Google? What about AWS? Why are you only saying Azure because we're doing Google now right? We did Google. We're doing Google for for Sharp right Chris.
Speaker 3 00:33:32
Yeah, we are.
Speaker 4 00:33:34
And are we doing goo or, I mean, I don't know. Again, I don't want to. Pete, Google is wise it. Sure, Chris doesn't want to work with us. I don't want us to say we're doing. I don't want us to say we can do what we can't do, but at the same time, I don't want us to corner ourselves where they say, well, they don't even know how to do. Aws. So am not going go with these people, just based on the fact we only say Azure So, you tell me So,
Speaker 3 00:33:59
We can We can do Google Um We do send it out to Wise IT to double check all my. But lately they've been.
Speaker 4 00:34:09
So so because the because the alternative here is you change Azure to cloud, cloud resource groups, virtual machines, networking and policies. And, then if they come back with something that says, well, we got AWS and we got Google and we're on every cloud that exists, then we might say well. We'll do the analysis but we can't help you with these maybe. I would change it to Google. I mean I would change it to cloud. That's my opinion.'Cause I think we could still find people to help us do the analysis. Yeah.
Speaker 5 00:34:44
Now, if you don't mind me asking, um, so when you're doing some of this analysis, Are you running a tool like Live, Optics or something for the for the uh uh on- prem? We would. We would. It's free. Yeah. Okay. I mean, I would. Well, I didn't sure if we had an existing tool set that we would use. So if they let us plug in Live Optics, We'll just connect it to their VM environment, and it'll spit out this beautiful report that we can give to them and make recommendations. I mean, we need to know everything about their environment, so that would be a good thing.
Speaker 2 00:35:24
Yeah, The only problem with Live Optics is it doesn't provide you hypervisor information;. It's only the virtual machines.
Speaker 3 00:35:29
And we do have a tool that can do stuff like that. So hypervisor and it's playing guard, but I'm the only one who's ever used it for these kind of reports.
Speaker 1 00:35:39
Mhm. Okay.
Speaker 5 00:35:46
Well, um, if it's not a difficult or time consuming task, I mean I can take a stab at it.
Speaker 3 00:35:58
There's a lot of resources out there on Langar. So I just all I did was pull up their knowledge base and started learning.
Speaker 2 00:36:06
There you go. Okay. Do we know like what platforms it supports? Does it cover like Nutanix? They've.
Speaker 3 00:36:14
Been adding to it a lot lately, and then if they can't make the report that I like, I just export it into Excel and I build my own stuff. Yeah,
Speaker 2 00:36:25
Because I'm assuming if they have on prem, we're talking about like you know, A VMware cluster, Nutanix cluster. They're probably going to have like separate storage hosts. iSCSI, you know.
Speaker 4 00:36:35
See what but I, but what he said, didn't make sense to me because he said, well yeah we got we got VMs and we were running VMware. And blah blah blah, right? And then they said they had like three hundred people or whatever. And then we asked them," How many servers do you have?" And he said," One." And I'm like, we can't possibly have one server, right? Even one physical server, I can't imagine. Run ning a bunch of VMs on one physical server without having some physical redundancy, unless he's got like a cluster, he's calling it. One phys. I don't know. So anyway, we'll find out, but that didn't make sense to me. Like, you have to have a domain controller or something if you're on prem and you have.
Speaker 2 00:37:12
Two for a company that size.
Speaker 4 00:37:14
Well, that's what I mean. You need at least I would hope right? I would hope you have at least two domain domain controllers, but again, Plus whatever their servers are that they were talking about file services and stuff. So my guess is, he didn't really know, but whatever we'll find out.
Speaker 2 00:37:31
This looked to me let's just looks generic enough.
Speaker 4 00:37:34
Yeah I think this is good. So let's go down to storage and backup backup solutions. Yeah I think that's fine backup schedules, retention immutability validation of restore capa I would call that restoration capabilities, not what that I bet. That's what the grammar is suggesting. Adjusting right. Probably restoration capability or restoring. I don't like restoring.
Speaker 4 00:38:03
Restoration. Yeah, I think restoration capability or recovery capability, data recovery capabilities. Recovery is a better word. Yeah, prior recovery testing, disaster recovery and business continuity posture. I think that's good. Firewall configuration and rule review. Now, why is that a network infrastructure versus security? If you're talking about rule review, normally that goes in security. I mean, rule review also applies to like VLANs and stuff, but I guess you can leave it there. Like it's fine.
Speaker 4 00:38:47
Routing, switching, segmentation, VLAN design, wireless infrastructure and access controls, remote access and VPN configuration. You could you could say directory services health and GPO review if you wanted to? But I guess AD is fine, whatever.
Speaker 2 00:39:07
That'd be under directory services. You what? You have it right there AD health and GPO review under next section down.
Speaker 4 00:39:15
Hybrid AD Microsoft Entra user lifecycle privileged access reviews.
Speaker 2 00:39:23
Do we want to make note of like stale accounts?
Speaker 4 00:39:26
How much how much of this should be in. Is, any of that should any of that be in security or I? Mean, are we. These do belong identity. Privileged access review okay, all standards and MFA.
Speaker 4 00:39:46
Okay. Documentation, operational maturity, architecture diagrams, SOPs, standards, monitoring alert coverage, ticketing system usage change release management. Anything else inum should governance be in documentation, operational, maturity, or.
Speaker 3 00:40:06
It should be in security assessment?
Speaker 4 00:40:09
Okay. So anything in that section that we need to change? I think it all looks pretty good.
Speaker 1 00:40:15
Yeah, I agree.
Speaker 4 00:40:17
Okay, security assessment. Um,
Speaker 1 00:40:34
I'm gonna turn off my camera for a second.
Speaker 3 00:40:36
You guys keep getting static.
Speaker 2 00:40:41
Chris, for endpoint protection, how do we gather local admin usage?
Speaker 3 00:40:47
There used to be something we could do in one of our tools and scan for.
Speaker 2 00:40:52
Network Detective had it, but you said we don't have it anymore. I.
Speaker 3 00:40:55
Don't know if we have it anymore. I just haven't used it.
Speaker 2 00:40:58
We might have to remove that if we don't have a tool. If we don't have a tool to do, we can't do t. Here's no way we're going to touch all the points,
Speaker 4 00:41:12
But shouldn't we? I mean, that's, That's a big security hole if we don't plan that.
Speaker 2 00:41:20
Network detective, everything here like patch management and device compliance, network detective will pull that. But if we don't have network detective, I am not familiar with ScalePad. I am not sure if ScalePad pulls out.
Speaker 3 00:41:30
No, Scalepad can't pull it, butum LionGuard can pull it, but it needs to LionGuard has to be installed on every machine uh to report and pull it.
Speaker 2 00:41:42
Can we just subscribe for like a month and then cancel?
Speaker 3 00:41:45
Well, if we have, if we haven't had it, hang on. Let me log into because let me log into the system and see if we still have it.
Speaker 2 00:41:52
Because I agree Network Detect is not the greatest tool, but for something like this, it'd be helpful. You know? Yeah. And it's super easy to run.
Speaker 3 00:41:60
Do we have Kaseya? I have a login for Kaseya Hang on.
Speaker 2 00:42:03
I can bug Justin for a temporary license.
Speaker 3 00:42:07
And let me let me see if I can log into Kaseya, because i i had a kaseya account. Uh.
Speaker 3 00:42:15
I'm going to ask Sean what should I ask do any of our tools, monitor or catch or what do I, what should I say.
Speaker 2 00:42:45
I use it a ton back in the day.
Speaker 3 00:42:49
All right, here's what let me just share the screen so.
Speaker 3 00:42:57
Uh, Subscriptions and billing.
Speaker 2 00:43:07
We have it. Do you take a pro?
Speaker 3 00:43:09
Click on it. We do, it expires in, Can you?
Speaker 2 00:43:16
So we have it. Put it back. Put it back. That'll get local admin privileges.
Speaker 3 00:43:21
All right, hang on one second, uh,'cause I definitely am going to use that. Let me go back to you. Am I using a chart? All right.
Speaker 2 00:43:31
Sweet, put local admin privileges back.
Speaker 3 00:43:36
Thank goodness for control Z, And they got us all the credentials,
Speaker 2 00:43:40
And then we ran. Yeah, it'll give you patch status. Pete, it'll if we put in ESXi credentials, it'll give us the host information. Um.
Speaker 3 00:43:54
So cool. Yeah, I am definitely going to utilize that.
Speaker 2 00:43:58
We definitely need someone from our team, though, to review whatever firewalls they have like I don't do they have Pan firewalls or do they have? We'll figure it out here report yeah, We'll need someone from the networking team. Well,
Speaker 4 00:44:13
We have to have people from everywhere involved in this for sure. Okay. Remember threat protection secure configuration be able to do it through protection settings. Third, party apps.
Speaker 2 00:44:26
One thing, Remind me or repeat what I notice on a lot of our client networks:. We have a bunch of VLANs, but we don't segment the VLANs;. There is VLANs. That the devices are part of, but they can crosstalk to other VLANs. I had I just went through this with the layer. Okay, so I'm not sure if it's a default Meraki policy, But I had to submit a ticket to have us like restrict the VLAN to only internet access. Okay, so it might be something we want to check. Um, okay. So So we're good on network security remote access security segmentation and perimeter threat protection.
Speaker 4 00:45:08
Yeah. For optional vulnerability scanning, do we want to offer likeum Do we buy Qualys? Do, we want to offer pen tests as a third part as a as a vulnerability scan?
Speaker 3 00:45:22
Did we do we buy the pen testing solution from Insight?
Speaker 4 00:45:30
I don't think we bought it, but I mean, we could. We could resell one. Anzor knows those guys. If we wanted to resell it and put ten percent on it for ourselves, we could do it. I am sure.
Speaker 2 00:45:40
Yeah, but that we have to include that cost in this quote then.
Speaker 4 00:45:43
No, it says optional. Right?
Speaker 2 00:45:47
Oh, you are right. Did we purchase Qualys? Uh, did we?
Speaker 4 00:45:53
I don't know. I don't remember.
Speaker 2 00:45:54
I know Anton's been pushing for it, did Did Anton get his new security tool. Let me ask let me ask. Anton.
Speaker 4 00:46:00
Well, let's just leave it as is. That's fine. We can we can offer it later if we need to. Um okay, what's next? What else is below that?
Speaker 3 00:46:07
Anything governance and compliance. And then we want to remove this.
Speaker 4 00:46:20
Yeah, well is licensing going to be something we're going to look at or not? Um.
Speaker 3 00:46:25
Looking at it up at the top, it's part of one of the other things.
Speaker 2 00:46:29
We removed it from objectives. Yeah. Yeah, I think.
Speaker 4 00:46:36
Yeah. Now did that go back to being a four or was that? It.
Speaker 3 00:46:47
Was a three point four from here. This was a three point three, then went to three point four and now it's a four. Okay.
Speaker 2 00:46:56
Oh, here's deliverables.
Speaker 4 00:46:60
So executive level reporting, security posture summary, key findings and risk ranking, detailed findings matrix with criticality scores, infrastructure gap analysis, vulnerability findings cost savings. Um is cost savings and optimization roadmap going to be a deliverable? No. I would take that. What is an IT adoption readiness guidance? How was I supposed to remove it?
Speaker 3 00:47:31
Yeah, that was part of an old system that we had.
Speaker 4 00:47:34
Okay. Okay, I think I think that's fair, right? Look good all these go. Yeah, like it. Comments? Anyone? Anyone?
Speaker 2 00:47:51
Can't believe this place is landing three hundred plus seeders. That's that's crazy. Well, I don't know. That's big. I mean, Sharp is a whale,
Speaker 4 00:48:00
You know? Yeah but but Mike, this wouldn't be a help desk thing. They would keep their help desk and all that. So really, this would be this would be potential like like a bionic type relationship. Um they do security, we'll do X Y Z got it yeah. Maybe maybe like, but but it more it might, but rather than them having a like a Sean we might be like. We might be the internet, right? Okay. Right, like Chris or Jason, You know, a Chris or a Jason, or somebody like them depending on what they would need, would maybe be that role or or maybe it would or maybe we have somebody like a network administrator network manager that we put in there to sort of manage their day to day stuff, like somebody like a Vlad or so, you know, I I don't know I don't know what they need and I don't know what they want. And it might be nothing, but we'll see.
Speaker 4 00:48:55
Could be just some, I don't know. We'll see. We'll see what comes out of it if anything. So, as far as it's going to be a fun contract if we get it. Well, we'll see what they want. We're going to do the assessment and then they're going to decide if they, well, because the guy said he knows that they have some security things they need to fix, right? They're doing MFA but they're not doing conditional access policies. They have no MDM, you know? They have some things that he already knows they need to do. And they need help doing right, So there's going to be I think some things that we're going to help them do one way or another. But he also I think knows there's other stuff that we're probably going to find that he needs help with, and he may want us to. They also have a a position or two that just came open, and rather than filling the positions, I think they want to know, should we just have somebody come and help here or.
Speaker 4 00:49:52
You know, co managed solution or something. Wow, this is crazy.
Speaker 2 00:50:01
I am not used to that. Yeah, I worked for MS. My first second MSP was big like this, but I wasn't in this part of the business. Um so these are good ones wow I am impressed.
Speaker 1 00:50:15
Mm hmm.
Speaker 5 00:50:19
All right.
Speaker 5 00:50:22
Hey Mike, after this call, do you have five minutes for me?
Speaker 4 00:50:26
I do. So so Mike, How do I get this to Chinky and make make sure he puts it in the right format to replace the one he sent me and gets it over to me asap?
Speaker 2 00:50:37
Just literally what you just said. Post it in that channel. Um, here oh Christy, I'll do it. Send it to me.
Speaker 3 00:50:43
Are you did so in all three of your emails the updated one?
Speaker 4 00:50:48
Okay, Does does and ask and ask Chinky to send it to I guess that group. Were you on the group yesterday that he sent it? So.
Speaker 1 00:51:08
Time was that yesterday.
Speaker 2 00:51:22
Does he have the Pete does cheeky have the client information already.
Speaker 4 00:51:26
Yeah, cause the the what he sent was already addressed to them. He just sent it to me to proof. And then I was reading it late yesterday, and I was like, I don't like some of this stuff. So I said, okay, adjust it. Okay. Soum, When I am trying to find who was on that list, because I can add you to it Mike. And then we can just do it in there. But.
Speaker 4 00:51:52
Who was on that and when did it? I don't know if it was, it might have been an email. It might have been, no, I think it was a Teams. Let me find the Teams. I'll add you guys to it and then we'll go from there. Sweet. Okay. Thank you. Appreciate y'all but okay bye.
06-18 Weekly Meeting: Copilot Deployment, Security Setup, and Training Plan
## Meeting Information
> Date: 2026-06-18 11:33:05
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Christi]
## Meeting Notes
- Topic Title: Volunteer activities and personal updates
- The team discussed recent volunteer initiatives: food pantry support and preparing duffel bags for foster children.
- Christi shared foster care experience, adoption of her daughter, and upcoming foster placement.
- Brief updates on graduations: eighth grade and high school.
- Conclusion: Positive acknowledgment of volunteer work; Speaker 1 will share foster-related volunteer impact with their team.
- Topic Title: Project status – Copilot deployment and security setup
- Christi reported project budget usage at 49% of budgeted hours; ~30 hours logged by Christi and Gabby.
- Security work in motion: sensitivity labels, conditional access policies, retention, and Global Relay journaling.
- License activation is in progress; plan to assign licenses to Colin, Mark, Jolie, Daniel, Sam within ~24 hours, with Speaker 1 added (total six).
- Conclusion: Licensing nearly finalized; foundational security and compliance configurations underway.
- Topic Title: Training plan – structure, content, and materials
- Christi has ~75% of Copilot training built; includes basics, advanced, and role-specific sessions (total ~12 hours if all attended).
- Content covers labels, DLP, prompt patterns, use cases; recordings will be provided for reference and internal hosting.
- SharePoint library, cookbook document, demo files, master slide decks, and four cheat sheets to be finalized; ~12 hours estimated remaining in Phase 2.
- Free additional training hours offered to accommodate varied user needs; advanced Excel sessions also available to clients.
- Conclusion: Training approach will be modular with multiple sessions and recordings; materials to be completed shortly.
- Topic Title: Copilot updates, features, and tooling changes
- Microsoft Copilot Co-work updated June 16; billed per task in Copilot credits (details to be covered in training).
- New Copilot UI shipped May 28, requiring reshooting of training videos and screenshots.
- Refinements to GPT vs. Claude responses in Copilot for improved usability.
- “Create agents” feature requires enabling Anthropic models; Christi will double-check tenancy settings.
- Conclusion: Rapid feature evolution necessitates ongoing material refreshes and updated training assets.
- Topic Title: Managing rapid change – newsletters and refresh videos
- Tools change frequently (potentially monthly); Christi will send newsletters and refresh videos to keep users current.
- Christi uses monitoring (“AI minions” like Chip) to compile weekly Copilot change summaries.
- Blog updates and videos planned at least weekly to track changes.
- Conclusion: Ongoing communication cadence established to manage rapid AI platform updates.
- Topic Title: Scheduling training sessions and availability windows
- Speaker 1 suggested targeting the week of June 29 and around July 1–2 to catch staff before July 4 time off.
- Organization is closed on July 3; some team members are out June 29–30; variable availability weeks of July 6 and July 13.
- Christi has blocked the week of June 29 primarily for this project and is lighter the week of July 6.
- Christi will propose a schedule with multiple session options (basics, advanced, departmental use cases).
- Conclusion: Christi will send proposed training schedule; sessions will be recorded to accommodate absences.
- Topic Title: Support model and help desk readiness
- Help desk staff required to take advanced AI training; can answer questions across Claude, OpenAI, Copilot.
- General AI troubleshooting becoming standard support.
- Conclusion: Clients encouraged to email help desk for Copilot feature questions; expanded support capacity in place.
- Topic Title: Licensing and pricing clarification
- Typical Copilot licensing noted at approximately $25–$30 per user.
- Day-to-day chats and agent builds have fewer token concerns; advanced agent development may require credits.
- Microsoft pricing recently adjusted; Christi will inform the team of changes.
- Conclusion: Speaker 1 requested inclusion in licensing (total six users); Christi will confirm and notify all six.
## Next Arrangements
- [ ] Christi to confirm license activation and assign to Colin, Mark, Jolie, Daniel, Sam, and Speaker 1; email confirmation to all six users.
- [ ] Christi to send a project update email with the proposed training schedule by June 19, 2026.
- [ ] Finalize master slide decks and four cheat sheets by June 19, 2026.
- [ ] Stand up the SharePoint library, cookbook document, and demo files during Phase 2 (estimated ~12 hours remaining).
- [ ] Verify Anthropic model enablement in the tenancy for visibility of “create agents.”
- [ ] Share links and invites for Advanced Excel Level 2 and Level 3 sessions (Tue/Thu 2 PM; Fri 10 AM).
- [ ] Speaker 1 to review proposed training dates for the week of June 29, 2026, and July 1–2, 2026, and confirm availability.
- [ ] Christi to send newsletters and refresh videos as features update.
## 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 exact Copilot pricing tier for your organization and any credit requirements for advanced agents; document internally to avoid unexpected costs.
> 2. Establish an ongoing cadence for training material refresh (e.g., monthly review) and ownership for updating SharePoint resources as Copilot changes.
> 3. Verify whether Anthropic models are enabled; if not, define steps and approval needed to enable them for “create agents.”
> 4. Align on departmental use case priorities to tailor role-specific sessions effectively; gather attendee lists and time constraints per department.
> 5. Define retention and journaling policy validation steps post-deployment to ensure compliance is functioning as intended.
Jun 18, 2026
Speaker 1 00:00:02
Hey Kristen, how are you?
Speaker 2 00:00:04
I'm doing well, thanks. And you?
Speaker 1 00:00:06
I'm doing well. Uh, I think yeah, I see Christi on here. I just wanted to make sure everybody wasum actually around for this. Um, I know some, I don't think some of our team members on the Alere side are doing a volunteer day today. So it may just be me, but.
Speaker 2 00:00:27
Yeah we just did ours last week.
Speaker 1 00:00:29
What, did you guys do?
Speaker 2 00:00:31
Um, nourishing hope. So boxingum for families, pantry and freezer, and then you know breaking it all down, restocking the shelves. Yeah, it was really nice.
Speaker 1 00:00:43
Very nice. Yeah. In the San Francisco office. We did one at there's a kids museum, and they were getting ready for summer camps, and they needed some people to come in. And. Help prep some walls to be painted and stuff, so we did some of that. But the rest of the group down in Newport. Beach today is doing something similar to you guys. It's, they're actually putting together duffel bags for kids in foster care with like stuffed animals and other care package stuff, which is pretty cool. I think so, yeah.
Speaker 2 00:01:15
Yeah, there was we i mean we did a lot when we were there, so just unbelievable that every day it's that many right? Yeah.
Speaker 1 00:01:23
Takes a lot of volunteers. Yeah.
Speaker 3 00:01:27
Uh, hi guys, my camera is not working today, So I don't know if you saw that icon that popped up that said, no camera. Ever since updates came from Microsoft this week, I've been having issues with my external camera. So eventually I'm going to get that fixed. I just haven't had time to do that. And the foster care duffel bags is near and dear to my heart. I am a foster parent, so uh hearing that you guys did that, that's great. I have a foster closet, Where I have supplies that come in, And one of the things that I have on my Amazon wish list is duffel bags and backpacks because kids, when they move from one home to another, often they'll either get their duffel bags taken away by a foster parent, which is not should not never happen. Or, they were brought into a home without a duffel bag at all and just a trash bag. So.
Speaker 3 00:02:19
I I do appreciate you guys doing that because that's a huge thing for us to see coming in.
Speaker 1 00:02:25
So. That's good to hear that those you know are meaningful gifts, and it sounded like a pretty cool organization when they when they send it out. So yeah, that's good to hear.
Speaker 3 00:02:35
And, my daughter is sitting next to me, and she's over here, nodding her head. She was in foster care I ended up adopting her six nine months ago uh, and she graduated from high school and she's going to UC Merced. So. Um, yeah, We have another foster kid coming in in the next couple weeks, andum that'll be my 14 th child coming through. Wow. Yeah, so I love it that people jump in to help out with foster. We need more people like that. Mhm Well,
Speaker 1 00:03:06
I'll pass that on to our team and let them know that's something to keep on their list as uh as a good volunteer event.
Speaker 3 00:03:12
Yeah And I definitely appreciate it so.
Speaker 1 00:03:18
Um, How did the how did the high school graduation go? Was that high school or college? I forget now.
Speaker 3 00:03:23
High school. So she graduated on Wednesday. It went well. I enjoyed the week off, um, we had a lot we got done. I didn't even touch a computer at all during my time off, which is unusual for me. Um, but we did family thing. We had kiddos coming through staying with us, her sister and best friend came and stayed a couple nights with us. And then. In four weeks, she turns eighteen, and in eight weeks, she's off to college. We'll get her moved in. So yeah, exciting stuff.
Speaker 1 00:03:53
Back to pack summer.
Speaker 3 00:03:55
Very very because we'll have at least one or two more kids coming through foster on top of all of that. So it's going to be a lot of fun. I am excited.
Speaker 2 00:04:06
I just had eighth grade graduation and I was a waterworks so high school. I'm glad I have four years to prepare for that. Yes.
Speaker 1 00:04:15
I had eighth grade graduation too, so yeah, getting ready for high school over heree as well.
Speaker 2 00:04:21
Yes. They're ready, I'm not sure I am but they seem to be.
Speaker 1 00:04:25
Yeah Yeah It it the waterworks came out, I did really well not crying too much. I didn't get that long with here, i've only had here two and a half years so.
Speaker 3 00:04:36
It went fast. All right, I am trying to pull up my my document that I wrote this morning, and I seem to have forgotten wheree I saved it. But, let me walk you guys through what all we got done because I was working on that this morning as well. When I checked in with Gabby the othere day, things were going really well on here end. She had all here deliverables done. Our project budget, we're at 49% of the budget hours for everything. We've logged about 30 hours total between the two of us. So, she's gotten everything in motion on here end as far as the security side, the sensitivity labels and conditional access policies, the retention and the global relay journaling gate.
Speaker 3 00:05:23
And so, right now, what's in motion is license activation is in progress. I am waiting on the licenses to be assigned to your company. And then once that's in theree, I am going to get Colin, Mark, Jolie, Daniel and Sam added to those licenses. So they'll pop up and I'll send an email out when that happens. It'll it'll happen probably in the next twenty four hours. And then I have already built out I am going to probably say about seventy five percent of the training for you guys. So when we do the actual Copilot training, I'll have that built out. Um, I've been working through that this week, which is part of phase two. Uh, so I am working through um the basics how how to utilize labels, how to utilize DLP. Uh, We're going to work through um I've already built out prompt patterns and use cases uh, based on the information you've already given me um and then.
Speaker 3 00:06:16
We'll have the basics, advanced, And the role specific trainings, which I believe is about if someone was to attend all of them I think I have it at 12 hours. So just a heads up. I am going to throw in some free hours in theree for you guys on training, just because something I've noticed a lot lately is some users require more hands. - on training. And, so I want to get you guys through basics and into the advanced and role specific. I am going to record them all so that you guys will have them to refer back. You guys can download them, put them in your own system. I'm also working on a new application for training, for creating my training videos because I've been doing a lot of training lately. It's like half my job has been training. So I am utilizing some new tools and I'm going to try to build out some more advanced training for AI and stuff for a couple of clients. You guys are included into that mix because I got to build it for Claude and Copilot.
Speaker 3 00:07:12
So just a quick heads up on that one. So you'll see that coming out. I keep saying the next couple weeks, but right now it's all in the next couple weeks. So, what is left for the training part is me just building out the master slide decks that we are going to be reusing heavily with your team and then finishing building out the four cheat sheets. That's all that's left on that and I have that slated for tomorrow to finish up. And then to stand up the SharePoint library and the cookbook document and the demo files. So I'm estimating probably about 12 more hours uh in phase two that's left. And, then um we have some new Copilot features that were updated uh on the 16t h by Microsoft, and I am adding that information in as well. Um so Copilot Co-work uh June 16th.
Speaker 3 00:08:09
So it is billed per task in Copilot credits. I will explain all of that during the training and I'll kind of give you guys a quick heads up on it. I have not even tested that feature out yet. I'm still using Claude Co-work, but just a heads up on that. And then the new Copilot UI which did ship out May 28th, so thankfully I did not get all my screenshots done during that time, so because they really switched up the UI in some places. And then, um, theree's some re they refined some of the GPT versus Claude's answers within Copilot. And so it's going to be a little bit more user friendly, I guess is the best way to put it. So I'm going to i got to reshoot that one. Uh, I had already started making um some videos on that so i'll reshoot those.
Speaker 3 00:09:03
And then create agents only appear if we enable anthropic models in your tenancy. And I believe we did, I'm going to double check that because that is a new piece coming through from Copilot. And then I think for wheree we are in phase two, that's about it.
Speaker 1 00:09:25
Yeah, that's interesting that, You know, these tools seem to be changing so quickly, right? Like, that'll be interesting to think about how we deal with that. Like, if we have a bunch of recorded trainings or cheat sheets and manuals and things like that, that we put togethere. And then as team members come on and start using this and those change. I'm curious how we tackle, you know, those still being meaningful, you know, over time. Do you guys have any thoughts on that? Like is this something wheree we're going to have to refresh training on things like every, you know, Six months. Or do you think that the general idea behind these materials will sort of be still useful?
Speaker 1 00:10:20
How do you think we should approach that from a long term perspective? Well,
Speaker 3 00:10:25
Let me give you the bad news first. It's going to be a lot faster than every six months. It's probably going to be every month something's being updated. So what I'm doing right now with all my clients that are currently in Copilot is I'm starting to send out newsletters of, hey, this is what has changed and heree's what you can add to that list. And then, As time goes on. And this new app that I am working on looks like it is going to be a game changer in that area. I am also going to send out refresh videos as well, so that you can have them download them for your team, and then they can go back and refer to it. But it is changing pretty rapidly. So I know Claude itself, I see an update and I have to restart my Claude session every day, if not two times a day.
Speaker 3 00:11:14
With Copilot, theree's something new. I have minions, AI minions. They're agents, but I call them minions. I have one, His name is Chip, and he goes in, and every Monday I get a " W hat ' s changed in Microsoft C opi lot " email outlining it. So yeah, it's pretty rapidly expanding. And, we're going to see this probably for the next two years, if not longer. But I will be making sure that you guys, I'll email you any updates that are happening, what's going on. Um, I'll even give you guys my blog wheree I wheree I try to keep up with all the updates. Um and and put a blog and video out at least uh once a week, if not more than once a week.
Speaker 1 00:12:02
That's great. Yeah it's great to have access to that ongoingum, Repository of changes and additional training materials. So, I think that'll be really helpful for us. And then I, over time, Especially considering like whethere theree's a major new release or something else that requires maybe some more in depth understanding, maybe we can have some sort of arrangement with Crimson wheree we can, You know, outside of the scope of what you're doing now, but like, you know, Maybe do a detailed training or virtual session or something that we can engage you guys on as those things come up that maybe require more in- person, or at least someone like a moderator to answer questions and be able to kind of go back and forth on. So.
Speaker 3 00:12:58
Yeah, and let me give you guys a quick heads up. One of the things we're doing with our staff, especially on the help desk side, Is everyone's required to take more advanced AI training so that they can jump in and answer questions when they come up. So if you ever have questions about how to use a feature within Copilot, Just email the help desk and it'll get assigned over to one of the team members. Some of them are going to be really strong in Claude, some are going to be really strong in OpenAI, and some are going to be really strong in Copilot. So feel free to use that. We're actually making that general AI troubleshooting part of the standard this Tanner's house just because we're seeing that, that's wheree things are going. And we want to make sure that support is theree for you guys.
Speaker 1 00:13:46
Great. So, So, as far as um I know, you're working on getting the sort of the training materials togethere and thinking about that. I'm just looking out on our calendars at some of the group members that are in that pilot group. Um and you know, summertime people are taking time off, not all at the same time. Are, you thinking that we would we were we're going to have different sessions of that training that kind of are tailored to some of those specific use cases we sent in?
Speaker 1 00:14:18
Or, is it going to be one large group session wheree we discuss those all togethere? How how were you planning to approach that?
Speaker 3 00:14:25
So I was planning on doingum a basics training, and we can do that over multiple days or we can do that uh wheree everybody chooses, which session works for them, and we can do multiple sessions for that one training. Okay. And then doing an advanced one and then doing a departmental use case one wheree they can join, which one makes the most sense for them. Okay. We're getting a lot of positive feedback on doing it in that manner, rathere than just one training for everybody. Um, okay. And I'm a fast talker, So I want to make sure that we record it and allow people to ask questions and allow them to attend multiple sessions if they just want to repeat. So okay.
Speaker 1 00:15:12
Um, Well, if the I mean once you kind of get settled on the timing like. I know next week's a little bit of a tricky one, but I mean, If theree's some some time maybe in that middle of that week of the twenty ninth, maybe like around the July first or second. You know that might be a decent time to catch people before they go out for Fourth of July time off and othere things like that. It kind of looks like theree's a general, Availability as far as what I can see on people's calendars. Um, but you know, That may be something to kind of shoot for as you're looking to schedule some of those.
Speaker 3 00:15:52
So the week of the twenty ninth, I am blocked for you guys. Um, you guys are the only thing that I have slated for that week. So I've actually blocked out most of my time to work on the rest of the project and finalize everything we can do training during that week, and we can also do training during the week at the sixth. And on the week of the sixth, I am even lighter theree because no one's covered my no one's covered my calendar yet. So, But I also know that quite a few like, are you guys you guys are closed on the third.
Speaker 1 00:16:25
We're closed on the third. I am out of the office on for sure on the twenty ninth and the thirtieth. And kind of back in the afternoon of the first, and sort of around on the second. That was kind of my week to be out of the office, but I'm available in pockets here and there. And if I'm not available and everybody else is, We can have some of those sessions that I can get filled in on the videos and the recordings. And stuff. But I will try my best to be available.
Speaker 1 00:17:00
That seems like where others may be available. And and then, you know, I know after that, I see some people are out the week of the sixth, and other people are out the week of the 13 th. And well, I think the 13 th is available, but that's kind of far out. It's like a month away from now. So I mean, obviously, we want to try and get some stuff done before then.
Speaker 3 00:17:20
So, what I'll do is I'll put together a schedule for you guys and I'll send that over. It'll probably be sent out with the update email that goes out tomorrow. And then you guys tell me uh if those dates and times work, And then I am gonna um I'll let you guys decide what works for your team, and then we can add on additional hours. It'll be it's free; it's still included under the bored. You guys just add on uh additional hours for anyone who might miss it due to being on vacation or something, and okay that way they have it. Um I am doing a lot uh starting on the week of the.
Speaker 3 00:17:57
Uh, twenty ninth. I am also doing a lot of well, not a lot three sessions for advanced Excel training. Um, you guys are welcome to join those. It's open. Uh, I have a client that's been asking for it. So I asked her if I can open it to other clients, and you guys are welcome to join that as well. So it'll be like a level to and a level three advanced Excel classes and those are Tuesday Thursdays at to p m and then Friday I believe at ten am.
Speaker 1 00:18:25
Okay. So. I'm sure there'll be some people interested in that.
Speaker 3 00:18:29
Yes. Um, and then uh any of those types of classes as well, I'll send those over to you guys. Um, And you guys you can send that over to your staff if they would like to join. Uh because some of those we might get into talking about Copilot in those various apps. Okay. Great. All right. Anything else you guys have questions on or we need to cover? Because I I honestly don't want to take up too much of your time today. It's Thursday, it's Friday eve.
Speaker 1 00:18:59
Yeah. Um, I think I think weum we're in good shape, and we're justum ready to get started. And and I'll look at those dates when you send them over and and hopefully we can come up with something that logically makes sense. So we can try and accommodate, you know, people's schedules. But yeah, good to hear you're making good progress on the security side. Andum and everybody you know seems to have the capabilities, the initial capabilities that you guys had us check for. And I think some people are maybe testing it and playing around with it on their own. So but I know they would benefit from that training and guidance for sure.
Speaker 3 00:19:37
So absolutely. Well, let me get everything over to you guys. Um I think that I just got pinged that they finalized the licensing that I asked forum and. Once once I confirm that, then I'll add those to the five people that need that license. Were you one of them?
Speaker 1 00:19:56
The one question I did want to ask about licensing is, I just don't know enough about how the pricing of these things work and reading things about, you know, people paying based off of tokens being used. Is there an aspect of that to the licensing that we're getting that? Has some sort of thresholds that we have to stay within, and then going into another pricing tier, or how how does that work like in terms of the usage?
Speaker 3 00:20:24
So the basic, The standard usage is justum I, believe it's twenty five or thirty dollars per user. Um within Copilot, you don't have as much token issues on your day to day, chats and agent builds and stuff like that. Now there is a tier that once you hit it, It's not a tier as everyday users, but if you're trying to go into making more advanced agents, then that's going to hit where you're going to need to get credits. And I'll explain that process in the email that I send out. Okay. So, it's actually a little bit better right now than Claude's where you're having to manage usage. It's very similar to OpenAI, but everyone's adjusting.
Speaker 3 00:21:09
Um, how they're doing things. And Microsoft just redid pricing again in the last to weeks on what's what's allowed and what's not. So that's constantly changing. As soon as as soon as it changes, I will inform you guys so you can make changes on that.
Speaker 1 00:21:27
Okay. And then to your question about those five licenses, yes, I would I would like uh to be added to that too. So I think yeah we should have six probably Okay.
Speaker 3 00:21:40
I'm gonna let the team know real quick so I don't forget. Um, all right, so I'll let them know of that and then as soon as they confirm, I'll get those added and I'll email, all six of you guys and let you know. Great. Okay. Thank you very much.
Speaker 1 00:22:06
Thanks for the update.
Speaker 3 00:22:07
You're welcome and reach out if you guys have any questions.
Speaker 1 00:22:10
Okay. Have a good one. Have a great week. That's the most awake I've felt.
Share links and invites for Advanced Excel Level 2 and Level 3 sessionsSend project update email with proposed training schedule by June 19, 2026Define retention and journaling policy validation steps post-deployment to confirm compliance is functioning+7
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05-22 Training: Enterprise Adoption of Microsoft Copilot, Anthropic Claude, and CoWork for Secure Productivity
> Date Time: 2026-05-22 08:57:30
> Location: [Insert Location]
> Instructor: Chris (CIO at Crimson IT)
## Summary
On 2026-05-22, Chris led a fast-paced, practical training on adopting AI tools—Microsoft Copilot, Anthropic Claude, and Claude’s CoWork—for organizational productivity, privacy-first workflows, and automation. Framing LLMs as “extremely well-read assistants” or interns that require human oversight, the session emphasized strengths (drafting, summarizing, research, brainstorming, formatting), limitations (context dependence, potential errors, non-sentience, no autonomous actions), and compliance guardrails. Housekeeping covered Microsoft Teams recording/transcripts, interaction tools (raise hand, reactions, chat), and Copilot Facilitator recaps; Facilitator instability was noted as a Microsoft-side issue. The organization (referred to as Coateson/Copson/Cosen) has a draft AI usage policy to be finalized after training and feedback, with strict guidance to avoid sensitive inputs in personal AI and to rely on enterprise protections. Live demos showcased Copilot across Outlook, Teams, Word, Excel, SharePoint; Claude for long-form writing, research, synthesis, editing; and CoWork for agentic file operations, scheduled briefs, and executive status updates integrated with Outlook, ConnectWise, and Asana. Chris outlined upcoming advanced trainings (separate tracks for Copilot and CoWork/Claude), an updated reference guide current as of May 2026, tips-and-tricks emails, recording distribution, and extended Q&A support.
## Knowledge Points
### 1. Meeting Housekeeping and Teams Features
- Recording and transcripts enabled; notes and recaps via Copilot Facilitator, which can auto-fill notes and post updates in chat; occasional Facilitator toggling issues acknowledged.
- Interaction: frequent use of raise hand, reactions, and chat for questions; agenda timers possible when preloaded (not set for this session).
### 2. Instructor and Session Context
- Chris is CIO at Crimson IT, available via email/Teams; shifted schedules to allow extended Q&A and demos; light personal context maintained engagement.
### 3. Organizational AI Policy and Adoption
- Draft AI usage policy exists; will be revised post-training and feedback, then distributed for acknowledgment/signature.
- Privacy-first emphasis: clear guardrails on safe vs. unsafe inputs; avoid sensitive data in personal AI tools until enterprise protections are enabled.
### 4. How AI Works: Strengths and Limitations
- LLMs predict text based on training corpora; effective assistants but not sentient; can be confidently wrong.
- Intern analogy: fast and capable but requires review; outputs depend on input quality and provided context.
- Cultural/completion examples (“Mary had a little lamb…snow”) illustrate probabilistic prediction and context variance.
- Training recency matters; models may not know post-training events without web search, and knowledge isn’t retained across new chats.
### 5. Security, Privacy, and Compliance
- AI cannot access files unless shared; understand Microsoft ecosystem permissions before use.
- Enterprise rollout will disable data-sharing to public models; users can work with sensitive data in company AI once protections are active.
- Copilot enterprise data protection indicator (green shield) signifies protections; Microsoft does not train public models on organizational data.
- Strict exclusions for personal AI: no SSNs, tax IDs, W-9s, banking details, passwords/credentials, confidential legal terms; AI cannot read passwords entered for protected files.
### 6. Microsoft Copilot Capabilities Across M365
- Outlook: summarize long threads, draft replies, prioritize/flag, schedule; edit AI drafts to correct tone/context.
- Teams: meeting recaps with video/audio summaries, speaker ID, executive reports; share via Outlook/meeting channel.
- Word: first drafts, tone rewrites, document summaries; revise in user voice.
- Excel: explain data, suggest formulas, generate charts/insights; better prompts yield targeted analysis.
- SharePoint: search organizational files for answers; Copilot standalone chat supports work vs. web searches; Microsoft recently moved Copilot UI position.
### 7. Claude: Long-Form Writing, Research, and Editing
- Excels at grant proposals, donor letters, reports, explanations in plain language, brainstorming, and editing; tone/style customization to avoid AI-sounding language.
- Research pulls reputable sources with links; comparison and pricing assistance for unfamiliar tech.
- Models: Opus (deep/complex), Sonnet (high-powered general), Haiku (short tasks); Adaptive Thinking for complex prompts; start new chats per topic to avoid context bleed.
- Desktop app with file access to be deployed; skills/features to be covered in advanced training.
### 8. Claude CoWork: Agentic File Operations and Scheduled Briefs
- Action-oriented mode that reads, creates, renames, reorganizes files in scoped folders; desktop-only.
- Set tasks per subject with folder permissions; skills/plugins (Operations, Finance) assist audits/budgets.
- Automations: daily briefs, weekly executive reviews pulling Outlook Calendar/Email, ConnectWise, Asana; outputs to Outlook drafts; always asks before executing.
- Reads PDFs, extracts invoice data into structured stores, organizes folders; progress tracking displayed.
### 9. Data Protection in Office Files
- Apply Protect Workbook > Restrict Access (Restricted, Confidential, Highly confidential) for sensitive content; sensitivity labels audited and applied where available.
### 10. Prompting, Workflow, and Tone Customization
- Output quality tracks prompt quality; provide detailed context; open new chats for distinct tasks.
- Personalization: concise, conversational tone; avoid heavy formatting, em dashes, and “kindly”; be direct; calibrate for leadership (executive summaries) vs. end users (plain-language guidance).
### 11. Custom Agents and Practical Automation
- Within Copilot: create agents (e.g., Teams “Watercooler Bot,” password generator) by giving instructions and connecting data sources; agents can surface missed chat updates and generate themed passphrases.
### 12. Current Status and Rollout
- Copilot free/basic version is safe under Microsoft compliance but lacks enterprise features; caution advised with confidential files until enterprise rollout completes.
- Upcoming integrations indicate Copilot “taking steps up,” including incorporating Claude capabilities.
### 13. Training, Resources, and Next Steps
- Updated reference guide (current as of May 2026) to be distributed; follow-up emails and surveys to gather feedback.
- Advanced trainings: separate sessions for Copilot and CoWork/Claude, free to clients; advanced videos targeted by the weekend following 2026-05-22; recording will be sent to attendees.
- AI committee (e.g., Steve, Tyler) will integrate feedback to finalize the AI use policy for staff signatures; ongoing tips-and-tricks emails and extended support available.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] Attend the upcoming advanced Copilot training (free) to see agenda timers and advanced features.
- [ ] Review the organization’s draft AI usage policy when distributed; provide feedback based on training.
- [ ] After enterprise licenses are activated, practice with Copilot and Claude/CoWork using sample, non-sensitive data.
- [ ] Compile desired real-world AI use cases and submit to Chris via Teams/email for tailored guidance.
- [ ] Follow privacy-first practices: document examples of safe vs. unsafe inputs; avoid sensitive data in personal AI.
- [ ] Apply Protect Workbook and Restrict Access settings to confidential files; use sensitivity labels where available and coordinate with audits.
- [ ] Set up Outlook Copilot Prioritize criteria and flag key senders; use summarization for complex automated emails and edit drafts for tone/context.
- [ ] Install the Claude desktop app; prepare for training on file access and CoWork scheduled tasks (e.g., Weekly Review Fridays at 4:00 p.m. pulling Outlook, ConnectWise, Asana into executive drafts).
- [ ] Create at least one custom Copilot agent relevant to your role (e.g., Teams update bot or password generator) with compliant data connections.
- [ ] Validate AI outputs against source data; avoid misattribution when contacts share names; open new chats for distinct tasks.
- [ ] Plan your week using Copilot and Claude; block major tasks; integrate vendor OOO dates; use Teams Copilot meeting recaps and executive summaries.
- [ ] Ensure enterprise data protections are configured; verify Copilot’s green shield indicator before handling sensitive data.
May 22, 2026
Speaker 1 00:00:14
I'm so sorry.
Speaker 1 00:01:00
I'm not sure what you mean.
Speaker 1 00:01:31
I am not a good swimmer.
Speaker 1 00:02:08
Good morning. How are you today? Good, good. Good. Good morning. Good morning.
Speaker 2 00:02:26
Just like that, I like your background. So are you going to invite us to your place in Cancun with all those flowers?
Speaker 3 00:02:36
You know, I would love to, um, but I can't grow a flower to save my life unless it's an orchid. Orchids are about the only flower I can keep alive. I can't even keep alive a succulent. It is that bad. But it's because I have kittens.
Speaker 2 00:02:54
Oh, I see. All right, very good. Yes Well So.
Speaker 3 00:02:58
This place is just going to live in my imagination for now. Oh You guys want to see? Because I'm working from home today, Our newest addition. Oh wow. This is Eva. She's napping right beside me. I have a little throne for my cats. She's like, okay, I'm out of here. I'm going back to my throne.
Speaker 2 00:03:16
Oh, you mean she she doesn't want to learn about A I?
Speaker 3 00:03:20
But she's heard this conversation because I've been recording some A I trainings. So, she's been listening to all of them, and she's been watching my mouse, go back and forth. So. She. She's adorable. I have three moose is my daughter's orange cat, and moose is also tired of hearing it, but moose is sitting beside me as well. And then I have a tuxedo, and she's on my bed. She is sprawled out still sleeping.
Speaker 2 00:03:48
Oh, That, that that's why you call her the tuxedo because it's sort of like a very.
Speaker 2 00:03:56
Yes All right Excellent Very good.
Speaker 3 00:03:58
Yeah Oh. She went the. The black one just went back and lay back down and fell back asleep on the little kitten throne. I have a little, can't show it to you guys, Um but I have a little kitten bed or a cat bed that C clamps to my desk. And it looks like a little cat throne and it's really cute. So she has taken over it.
Speaker 4 00:04:20
Alex, that's what you're looking for. Uh Alex,
Speaker 3 00:04:24
Let me know, send me a Teams message. I will send you the link to this one. Perfect, It just clamps on your desk. It's it's the best thing ever.
Speaker 5 00:04:34
Thank you.
Speaker 3 00:04:36
It's my third one, because I've tried two others and they didn't work so well. This one's actually amazing, this one's hardcore, so and it's pretty. All right guys, I'm gonna share my screen. And then we're gonna quickly go through some housekeeping itemsum within Teams. And then I am going to we're gonna get started now heads up, I do know some of you might need to leave earlyum, I actually canceled my meeting after this meeting, just in case you guys want to go over. So, if you've been in the other trainings and you have questions and things like that, I do not mind going over. So I was able to move my meeting next one until two o'clock, and so I've got some free time that we can go through things. And I will record it for those of you guys who are leaving early.
Speaker 3 00:05:22
So real quickly, I did blow up my screen so that you guys can see it better. But I want to bring your attention to some housekeeping things in the meeting. I'm going to record the meeting once I show you guys this portion. Raise hand is something I use often in my meetings, so if you go right here and click on raise, it'll just put your hand up. Reactions are right here, so thumbs up, likes, Hearts, all of that is here, and you can go You guys are welcome to use that. When I start recording, I'm going to turn on Miss Facilitator. And if you see my notes right here, she's going to fill out the notes section. And so if you need to refer back to anything, notes will be right here. She is a feature of Microsoft Copilot, and she's one of those things that is one of the best godsend. She also will go into chat, but I want you guys to be aware. Chat is right here as well. So you guys can type in your questions.
Speaker 3 00:06:20
She's going to give recaps and updates as well in the chat. And so, if I had stuck the agenda in before the meeting, Right? Here would have been a little timer for me to let me know how long I have in that section. But this time I didn't stick it in. Maybe when I do the advanced Copilot training, and if you guys want to attend that, that one's one I'm going to be offering for free to all my clients. You guys will see that one in action. Okay?
Speaker 2 00:06:48
So uh, Chrissy, one just one quick question if I may. Yes sir. The fact that we I can't see notes in the top menu bar, that means we don't have Microsoft Copilot yet. Is that serious? That there isn't?
Speaker 3 00:07:01
Um you know, no should have been there. Um But Microsoft's been having a few issues with Teams meetings today that they're fixing. So it might be something that they they might be having some issues with. Okay thank you. I'm going to go ahead and I'm going to start the recording and transcript. I'm going to do both video and audio. Um, and I'm going to turn on facilitator. So when you guys get ready to, if you are using Copilot, go into more, turn on facilitator. It is going to be right there. All right? Um, And so she'll turn on she is she will be taking notes and she'll be adding Oh. Wait, it got turned off Hang on, let me turn it.
Speaker 3 00:07:43
That probably was one that Microsoft issues. Um, I am recording the meeting. I do have transcripts on, so I will send you guys out notes. Um, I think that they've been having some issues with it. So, um, all right. So I'm going to get in with you guys. We're going to go over a few items today. We're going to cover uh Microsoft Copilot Claude through Anthropic Anthropic And co-work mode also through Claude on Anthropic. Then we're going to go through privacy and best practices, and we're going to have some live demos. Um, Now I'm going to try to give you guys a few items uh to try on your own, But I also want to caution you to not use uh your own personal AI. Um the things I'm gonna give you to try on your own. Are items that we're gonna be. Uh once we turn on.
Speaker 3 00:08:38
AI within the organization, you guys will be able to try yourself. Okay, now for those of you guys who don't know me, my name is Chris. Thank you guys for joining me today. I am the CIO with Crimson, IT and I've been working with you guys for a while now. Um, I've been with Crimson for about four and a half years. Um, I didn't get as involved because I had other team members like Monty uh taking care of your organization. But I had done a lot of behind the scenes work on your account. So um. Today, uh, Over the next hour, we're going to do a lot of AI from the ground up. And please bear with me today. I my allergies have come out. The flowers are blooming right outside my window, which is right here. So I keep sneezing uh, but please feel free to drop any questions in the Teams chat as we go. I am going to be checking it throughout, and we are going to have live time for a Q. And A at the end, okay. Um.
Speaker 3 00:09:33
One of the things I want to be really upfront with about from the start is that Coateson has done everything right this far. You guys have a draft AI usage policy, and we are going to reference that today. Um, but we're not going to finalize that, And you're not going to see it until we are done with the trainings and get some of your feedback back of things we might need to put in there. Okay? So um, we are going to reference that. We're gonna. Everything's gonna get sent out to you guys later on to uh finally sign that AI policy. You'll be aware of it, but we're going to talk about a little bit about that today. And then we're also going to talk about how to use AI tools, not just from Copson's point of view, but also personal point of view. Um so you're going to leave not just knowing how to use these tools, but what the guardrails are and how to stay safe okay? So in the agenda I gotta, click the other page. Uh went over welcoming ground rules.
Speaker 3 00:10:28
We are going to go over what is AI and why now. We're going to go through the Microsoft Copilot with a live demo, the Clod with a demo, um, the co-work and demo. And then we're going to do some real world use cases. I that works. We're not gonna take as long in uh, but we are gonna go over a few items in that. Um I want to learn from you guys how you want to use it. And, then we're going talk about data and best practices, and then we'll do the wrap up. Okay? So what I want you guys to remember is there's no wrong questions. This is judgment free zone. Um if you're wondering something, chances are the rest of you guys are wondering it as well. All right, um if something on the screen looks useful, stop me we'll explore it together. You have hands on time um to open the tools on your own device. Once we give you out the licenses. So I want you guys to be aware, but I do want you to try it. Uh one thing.
Speaker 3 00:11:24
Uh, about me is I'm going to be available for questions. Uh, I have clients all the time sending me questions via email or Teams chats. And so you guys will have a chance to do that as well. I am not off limits for you. I will be definitely uh hands on, especially as you guys are ramping up to turn everything on. So if you guys have questions, please send them over to me. Um and then for you guys we definitely want to emphasize privacy first We want to cover what's safe to put in AI tools and what is not, so that you are aware of that even in your own personal use. So I kind of want to start with an honest version of what AI really is because there's a lot of hype and fair amount of fear around it. And trust me, that fear is valid. And, then a lot of information also comes from misunderstanding what these tools fundamentally do.
Speaker 3 00:12:21
And so again, the AI tools we're talking about today, to Copilot and Claude, they are actually what's called large language models. 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 really good at predicting what a useful and coherent response looks like given a question or prompt. Now I do want to point out something to you guys. Um they're not magic, They do not think the way people do. They can't browse your files on their own. They can't take actions without you asking, and they can make mistakes. So, uh, if you were to say to you guys, let me let me say this to Kamia. Uh, Kamia I want you to fill in the blank of what I'm about to say,: Mary had a little lamb, its fleece was white as. Um.
Speaker 2 00:13:13
You know, Chrissy, You picked the wrong person because I wasn't born here. And so I'm not really familiar with all the. No worries.
Speaker 4 00:13:22
But I think that's a good example to pick Kamehameha because since you know, so then what happens next with AI when it's not your culture, right?
Speaker 3 00:13:31
Yes. Actually, yeah uh. Alicia, you're right on that. Um AI is going to try to fill in the blank with what it thinks it should be. But. If you were born in the US and you're not come yet, which one hundred percent understand, um, you are automatically going to Alicia. I'll let you pick. I'll let you fill in the blank.
Speaker 4 00:13:51
It's snow coming up. It's silly. Okay,
Speaker 2 00:13:54
It's snow when yeah You know. Uh my kids are going to be saying, dad You should have known that Yeah So.
Speaker 3 00:14:04
AI will try to fill in the blank with what it knows, and it may not say, snow It's, just gonna predict. What it thinks you want to say if it doesn't know that. So, Call me up ;. You are a really good example of how AI is going to work. So, again, they're not magic; they don't think like we do. A lot of us were born into I was born in the South, So I have a lot of nursery rhymes and dittles that are not if I say ", H ey fiddle, fiddle the cat in a diddle, and the cow jumped over the."
Speaker 3 00:14:39
Most people know that.
Speaker 2 00:14:40
Moon. Yeah, moon.
Speaker 3 00:14:42
Yes, yes. Um and then if I give you a really southern Kentucky one, uh it's uh listen listen the cat's uh does anybody know that one? No. No It's a southern one. And most people wouldn't know thatum and it's one my mom used to teach me. So I'm not gonna tell you the rest of it. You guys look it up if you want to. But this is how AI. Girl, you better share. It's listen, listen. The cat's a pissing where where under the chair?
Speaker 4 00:15:20
So that's what I thought it was. My dad used to say that one, but he's from the south, right?
Speaker 3 00:15:25
Yes. So AI does not think like that. They are very smart, very fast, extremely impressive. But you got to review what they are. They're like interns, My daughter is starting her first internship. She's seventeen. Um, she is going into an internship for psychology this this uh, this summer. I don't know why words escape me just now. Um, So she's going to college at U C Merced and she's going to do a lot of internships and she's smart and she's fast thinking when it comes to what she knows and pretty impressive.
Speaker 3 00:16:05
But she doesn't know everything, and I know it's going to be rude with me. And that's the way AI is; she you have to double check her work. And I, as a parent, I one hundred percent understand that. So um, It is trained on vast amount of text ;. They predict the most useful next word at an enormous scale. So they're not going to necessarily know snow or moon, um but they're going to try to predict it. Um It is good at drafting summarizing researching Brainstorming, uh, answering questions, things like that. Um, I will say it's it's really good at a lot of things, but it's only as good as the information you give it. Uh, for example, I'm going to use Kamiya as an example. Uh, I have a friend a close friend his name is also Kamiya. He is in my uh Outlook contacts, and so is Kamiya. Both of them are in my Outlook contacts. I didn't think about something and as I was writing out notes and things like that, which I do um I wrote my best friend's last name.
Speaker 3 00:17:03
I said, "Copiers." And so, in all my documentation, when AI was helping me do it, it was pulling the wrong last name. And then I sent information over to Copier and he's like, "Who is this? This is not my last name. " Um. And so it's only as smart, and it does not know to fix that. And I looked at those documents so many times, and it just didn't dawn on me. And I still sent it to Copier. So, it is only as good as the data you give it. Okay? It's only as good at answering questions from context you provide. If you don't give it all the context in something, it's not going to give you the answers that you are looking for. That I have to give my staff all the time when they're getting ready to send out reports. If they notice that maybe maybe our security software doesn't have the context that we use certain applications, our security.
Speaker 3 00:17:58
Tools will flag that that information and then AI will take it and flag it even further because we didn't take the time to edit it first. So we got to, uh, and that's something I tell my staff you got to be able to look at things and be engaged with what you're giving AI. Um it can't count some sorry, it can sound confident and be completely wrong. It doesn't know about events after its training date. And so this is something that will trip people up. Uh, the current model of Claude was trained December twenty twenty five. Unless it goes out on the internet and searches for anything past that date, It doesn't know about the events in its context, and it doesn't retain that information. In your next chat, so if you chat in a next chat, open up a new chat window. It's not going to remember that it just went out and found out uh something the current event that just happened in the last month or so.
Speaker 3 00:18:56
So it won't know about events after its training dates. It cannot access your files unless you share them, with the exception of Microsoft. Okay, don't please don't paste in any sensitive donor data, any student information, any financial records without understanding privacy settings first. Now I say that with a caveat, when we roll out AI to Cosen, we are not going to. Uh, we are we are going to turn. Off a few settings that will make it more secure for you. So, uh, Every AI out there has a setting to feed data back to its AI models that you give it. We're turning that feature off for everything Coats and related. So you can paste insensitive data into the company AI models. Do not do it for your personal AI. Okay? And then uh your output quality is only as.
Speaker 3 00:19:57
Only as good as how you ask. So if you don't ask it well, it's not going to output pretty well. Okay? Um, I want to say this : AI is a force multiplier for the work you're already doing. It's not going to replace your judgment, It's not going to replace your relationships or your expertise in what you do for the foundation. What it can do is eliminate a lot of the tedious middle work : the first drafts, summaries, the research, formatting. So you can spend more time on what actually matters. Now, with the research, please double check everything, but it is pretty good on research. Um, we're going to go through three specific tools. I know I've said this multiple times, but I want you guys to be aware of it: Microsoft Copilot, which lives in your Microsoft 365 apps. Um, it is the AI that knows about your work context. Okay? So I want to give you guys a heads up on that.
Speaker 3 00:20:53
And then Claude is a standalone AI assistant that's great for research, reasoning tasks. And then CoWork is a desktop application built on top of Claude that helps with file management and document automation. Okay, so I'm going to walk you guys through each one. For Microsoft Copilot, it does live in Outlook, Teams, Word, Excel, SharePoint which is where your your team's files live. It also lives in other applications that you guys have. So I have it in, it's in my PowerPoint, it's in my OneNote, things like that. Um within Outlook, it can draft replies, summarize long threads, extract action items. In Teams, it will recap meetings. It'll catch up on missed chats and draft follow-ups. Um with Word, it will write first drafts or rewrite for tone. That's something I use fairly often and it will summarize documentation.
Speaker 3 00:21:48
Within Excel, it does explain data, suggest formulas, create charts from tables and so on. And then for SharePoint, it will search across files and find answers in your documents. Okay. And then your data I want you to be aware of this. I cannot stress this enough. Your data only stays yours. Copilot only reads your data. Microsoft does not use it to train public AI models, which you guys to be aware of that. Okay? I am going to show you something that um Not very many people realize, uh, Copilot has its own standalone document. So this is Copilot. And you can message it just like you do Claude or OpenAI or chat. I can tell it, Can you find my test file for Excel that I use in trainings? My keyboard's battery's about to die.
Speaker 3 00:22:47
It will contain, you know what? I'm not even going to try to contain. Employee data for Bilbo Baggins and financial data. Okay, So I'm going to give it some context of what it might have in it. And that way it can find that training document. And it's going to start searching. Now, while we do that, I'm going to point out some things. Right now it's using auto reasoning. It's going to pick the best type of AI for what we're talking about. Right here, this little green shield lets you know that your enterprise data protection is on. You've got work options here, so I'm having it locate an Excel file on the work side, but then separate from that you can do web kind of searches.
Speaker 3 00:23:44
So kind of how you would do OpenAI and Claude. All right, this the Excel training document I was looking for. So I'm going to click on that to open it, and it's going to bring up things. This one includes employee data and financials, and this the one it's recommending. And then the second one is also an Excel training sample data. It's one that I use that's a little smaller, so I can just open it in Excel from here.
Speaker 3 00:24:15
Now, the one thing to note is when you say open in Excel, it opens it in Edge. So I'm going to go into editing from there and just open it in the desktop. Click the little button in that one. So it does pull that information. Now, because it did that, I'm going to open a new chat. Every time I want to talk about something else. Okay? Um, there are agents in here and agents are really cool Um, I make agents all the time. I've got a couple of them. Uh, Watercooler Bot is an agent I created. It's kind of like um where you give specific instructions for something. And I'll tell it, what have I missed in Teams? Now Watercooler Bot, What I did was I connected it to Teams and I told it that its primary purpose.
Speaker 3 00:25:10
Is to give me gossip from Microsoft Teams as its primary purpose. So, it'll catch me up on uh specific chats that I've outlined in the bot. So and that one's a really cool and useful tool. I love using it. Um, It just makes my my day a little bit better when everything's going really crazy. So I want you guys to be aware of that one. And it's gonna take a minute There's other ones in here that I've built. I've built a password one. So anytime when I'm helping the help desk and I want to do, need to do passwords and create passwords for people, I use a password generator. It's got my standard. It's got my default password requirements. And then I tell it, I give it a theme and I tell it to give me five unique or more.
Speaker 3 00:26:07
Memorable past phrases. And so here's my five ones. Except for give me twenty five. So it is not perfect, but uh you guys can see, So if you you guys can tell the theme of the day, if you ever call me, ask me to reset your password, I usually have this chat up. And then um so here's the office gossip update that I was telling you about. Uh this one's a different one that I had up, but here you go.
Speaker 3 00:26:37
Um, I told it earlier to pull all the emails. Kamia had sent to me over the last week. I asked it to summarize a document that I was working on. And then I did ask it to create a presentation for me. Um, this one I goofed up, but you guys can see the options here. Um, the presentation we're doing right here, Was created by me giving it my presentation to Copilot and saying, Hey, this is my script for a training that I'm doing. Create for me a presentation from it. And it did. And it made it pretty. So, uh just be aware those are the things you can do within Copilot. It's very useful. Um within Teams, Teams is a lot of fun. So I'm gonna pull up Teams real quick Ignore. My calendar You can pull that same app from here.
Speaker 3 00:27:32
And you can chat within here. So if I go in here, I can see, here's my Star Wars password generator that I showed you guys. Here's the chat from what I missed in Teams. Um it it does have its moments. I tell people it acts like my seventeen year old when she hasn't had food sometimes. It's that ornery. But, you have a couple different things in here. You can do now within Excel because I did pull that one up.
Speaker 3 00:28:04
I'm gonna. You have Copilot. Copilot is right here on almost all of the Microsoft applications. It's going to be in your bottom right. Now, Microsoft just moved that this week, so just a quick heads up. Now, I can ask it to add data insights to my document When I click on that button, It gives me a prompt, and it's going to go through and work through and find me some insights for that. And it's actually going to put it into the sheet. I can also ask it to make me a chart of salaries from this one. And so as it goes through, It's going to find it, and it's going to give me a lot of details and data on the different things I have in here. So in my document, I have 100 something employees, 120 employees. So it's going to take a look at everything. This is a document I use when I do my Excel training.
Speaker 3 00:29:01
So, It has information in here that I build out so that when I am teaching people how to do Excel, so it's going to add some things in here. It's going to make some changes. So, It's going to do its own analysis because I didn't give it a good enough prompt. It's also got financials in here, so I can show people how to do that. So, it's going to build out based on this. It's really good at doing things like that. Now for Microsoft Word, um, I am going to pull up a Teams training that I do. I had that earlier this week, so let me pull that up, get that over. I can go into Copilot, and you'll see Copilot's down here on the bottom, right. Microsoft is having some kind of issue. There we go. Um, so I can click in here, I can say um, I could tell it to give me a summary.
Speaker 3 00:30:04
And, it's going to read the document and give me a summary based on it. So I wrote this document two years ago to do Microsoft Teams training, and I keep updating it with the help of Copilot. So I'll ask it, "Hey, is there anything new that needs to be added to this training?" And it'll go through and give me anything new within Microsoft Teams. Based on its uh based on its knowledge of how Microsoft Teams operates. And so I use Copilot to update this document all the time, but I also put it in my own words. Okay? Any questions about Copilot? Yes, Kamya.
Speaker 2 00:30:54
Uh Christy, So I just want to make sure that as of now, since we have not yet uh. Introduced or started the enterprise version of Copilot. When we do go to Excel or Word, and we shouldn't really use Copilot yet, right?
Speaker 3 00:31:16
So, you can use C opi lot;. It's going to be a smaller version of the enterprise version. However, Just want to let you guys know that first and that you guys have is a free version. It isum, Still backed by your data policies, So it cannot go past anything that we have said as a compliancy policy within your Microsoft Teams or Microsoft Data. So I want to put that out there. It is safe to use, but it is very basic. It does not have the the components to make this really something that will help you guys out.
Speaker 2 00:31:55
Yeah, So I just want to make sure that, for instance, if a file contains confidential information.
Speaker 2 00:32:02
As of now, we can still apply uh AI or the copilot worker. Oh, I see. And it's not going to disclose any information externally. It will not. I see.
Speaker 3 00:32:16
Yeah. All right, So I wanted to go back to Excel real quick, and then I'm gonna call me up. You brought up the point that I need to cover in a second Um, But this is the worksheet analysis that it built for me based off the data Christine Chris Yes Alex.
Speaker 5 00:32:31
Um, sorry, I'm raising my real hand. Um, instead of the virtual. Um, I was going to ask. So anytime there's that little uh symbol for um for the Microsoft. You just click on that and it'll just open up the and then and then you just work on it. So I've been doing emails that way, and it's right on the right hand side. Maybe you'll go through this, but why why would you want to use that for emails? That's just, And that could be something later, but yeah.
Speaker 3 00:33:03
No worries. So you are you are it's a good question. We're going to jump into that one in a second. I wanted to give you guys like a chance to ask any questions you have on what we've done. So far, um Outlook Copilot is a lot bigger and it's a lot nicer, so I am going to go through that in a moment. Um real quickly, I want to show you guys the worksheet analysis that Copilot did. The reason why I jumped back and forth between Word and Excel was because Copilot. It does move pretty quickly, but it does not move at our speed for training. So I have to give it some time to think. But just be aware, it does do a lot of things here. We do have, It does do charts, and it does do a lot of information. So you can have some analysis behind it. So that is there for you guys. Now real quickly, when you guys are working with confidential information, what I want you to do.
Speaker 3 00:33:59
Is go into your file and go to protect workbook. So if it is highly if it's highly confidential, I want you guys to go to restrict access, and you will have a choice in here. I'm waiting for it to pop up. It's taking its sweet time today, But you'll have a choice some choices in here that you can select um restricted access, confidential and highly confidential. Okay? There's also another option you guys will have that's not turned on within My Crimson. Tennessee, but you can apply sensitivity labels here. And those are pretty important. So, if you have something like this file that I have and you've got employee data in here and you don't want this shared within the rest of the company, you do want to apply a sensitivity label and apply restrictions. So be aware of that. I want you guys to understand.
Speaker 3 00:34:55
Now, additionally, we're going to be looking for files like that. We've already started our audits on your files so that we can apply the sensitivity labels for things we found. But when it's in your OneDrive, we want you to be aware of this. Okay? Now, Alex, you did bring up an amazing question. I am going to go into Outlook because I want you guys to see this information. So bear with me. Let me pull my Outlook up. I am on Um, the newest. I am on the classic version of Outlook, so your Outlook might look different than mine. And so in my inbox, I can go in here. Um, I've got Pete over here. I'm oh, I actually need to click on that. Okay, I've got Olivia over here now if I wanted to know or summarize a long message, I can click on this little thing right here.
Speaker 3 00:35:52
And Copilot will give me a summary of the email. And so Olivia was making some announcements, making some changes to our on-call schedule, so she sent that email over. So that's what the AI-generated summary shows. Now if I click on this Answer Connect call and I click on Summary here, here's the full summary. I often will do that in my InstaConnect emails because sometimes the emails come across and they're convoluted. They come from an automated system. Summary will give me a lot of good information. Now, if I want to reply to Kamya, he sent me a message and I'm hitting the reply button, I can go in here and I can have Copilot write my reply. So I'm going to pop this out because for me, it's a lot easier to do this in a pop- out version. And I'm going to go into Copilot and I want to say draft.
Speaker 1 00:37:04
Okay, I can't type today, so like bear with me, guys. Um, and I'm gonna say uh generate. Now here's the thing I don't like about AI: it sounds aiish. So I'll go in, I'll say keep if I like the message. Um and then I don't like em dashes.
Speaker 3 00:37:21
So I replace it. And if you guys notice something, Copilot doesn't really know context. So it's saying, "I hope your training and call both go smoothly." Well, the training is with me. I would never say that. So I am going to say, "I hope your call goes smoothly." So I'm going to go in and edit that a little bit, But it still gave me um it still gave me a draft that all I have to do is go in here and send. So now all I have to do is just send that. So and copy, I'm just going to get it in a second. Um, A couple of things that Copilot will do so I can have a chat with it. I can schedule with Copilot. Now this one's really really good um, I can do reply.
Speaker 3 00:38:19
I can summarize and I can prioritize. So if I click Prioritize, it's going to pop up with another window. And I haven't done it on this computer. I have done it on my laptop, but I'm on my desktop. So I'm going to set it up. You guys get to see what makes an email higher priority for you. If it comes from Onsor or Pete within Crimson, And I can say save. Now, it's going to restart my Outlook, which is okay. And it's going to re-sync through some things. And I'm going to go back into it. Oh, it minimized it. Let me try to get it back up. Okay, Microsoft is really having some issues today, but you guys get the understanding.
Speaker 3 00:39:17
A couple other things that I can do within Copilot is I can say to go in. And uh, flag. Any email that's come from CalmYap or flag. Any email that's come from Steve Luna. And I have done that. So those are some really useful things within Outlook. I don't know why Microsoft is having some issues today, however Google is having worse issues, so I'm happy about that. So um so be aware, Outlook's got a lot more tools that you can use. And also, Copilot is also coming to Co-work. And we'll go through what Copilot or not Copilot. I'm sorry, Co-work is coming to Copilot soon. Um, and we're going to go over what C o- work looks like in a little bit. I wish I could show you guys a little bit more on Outlook, But I am going to be sending out some new tips and tricks within Outlook uh to everybody. And so if you guys are okay with it, comment up, I'm going to look for your approval.
Speaker 3 00:40:13
Uh, Can I BCC you guys on a lot of the email updates I'm sending out to clients? Okay, Tom Yab says yes. So that makes me happy. All right. Um, any questions about Copilot? And I do apologize. I could not get into uh more detail on that. All right. I'm going to go to Claude by Anthropic. I want to go through that a little bit with you. Um, Claude can be accessed in a web browser, or it can be accessed on um the desktop app, Which we will be pushing out the desktop app for you guys to your computers. Um, desktop app with file access, we're going to cover that in the next section. Um, but I'm going to use Claude in the desktop app for the chat version as well. Um.
Speaker 3 00:41:08
It is really good for long form writing. Really good for that. So you can you can do drafts of grant proposals, donor letters, any type of reports and communications. I have a client that I have who's a nonprofit, their donor team, I work with them all the time on how they can use Claude to write up some of those grant proposals and how to make the language their own language. And not be so AI-ish. Okay, it does really good on research and synthesis. I showed my daughter as she was working through her AP psych class, and she had to write a report in a paper. I showed her how to use Claude to do the research portion, Not actually write it but do the research and pull articles that are from known reputable sources. So, and cause she was struggling as she was doing her research doing Google.
Speaker 3 00:42:04
And she was trying to find reputable sources, but when you're asking Google, it's not really great at doing that. So I showed her how to go into Claude. She has Claude access because I paid for that for her. And she goes in and she'll say known reputable sources, and that's one of her criteria. Um, And then it will list out some things with the links that she can click on and go read those articles. It can compare options. So, If I am working on, so a client's asking me about new technology that I very rarely use, I will use it to compare my options, especially pricing. It does really great explaining context complex topics. I am technical; I know I am technical; I speak tech all the time. I have to use it to help explain sometimes and draft an email to explain technical terms in layman terms and.
Speaker 3 00:42:60
It is a good tool for using that. It's also good at brainstorming. When I was building out some apps that I do on a personal side, I was brainstorming app ideas that I had with Claude to say, is there a niche for this? So, I am a foster parent. If you guys didn't know that, um, I also work. My kiddo was my thirteenth foster kid. Um, but i we did finalize the adoption six months ago. So, I have foster kids coming in and out. And I wanted to build a foster app that helped kids in the system to know where to get resources. And so I built it, But I had Claude brainstormed ideas with me of different things we can put into it. It was really good about that. It does really good at creating workshop agendas, and it does really good at exploring different approaches to different things. It does great on editing and rewriting, although I will be honest sometimes uh Open AI is better, but.
Speaker 3 00:43:58
Don't don't tell Clark I said that. Um, I am going to give you guys a live demo of it. Uh, I am not going to use these examples because they don't work for me. Um, I am going to go into my chat now. i I do chat about everything. Um, I had to look up how to do a loss mode in Intune the other day, which is uh tool that we use for for phones. Uh, one of our clients had lost his phone um, so i asked it for the steps. So think of chat like.
Speaker 3 00:44:28
A very uh an amazing version of Google. Um, I have uh I send it over screenshots and I'll tell it to list me the the numbers, so that I can copy and paste them into something I'm writing. I'll use that a lot. Um, yes, I ask weird now questions. That was on our drive home. I had an idea So I pulled up, Claude and I did it in voice mode and I asked it some ideas. Voice mode is great. Um, I have uh done a lot of different things. I wanted to write an email. Um, I was working on you guys. Uh, this was actually some things in here that I was working on. And then because I use a dictation software, I had to fix some things. Um, i.
Speaker 3 00:45:24
I went in and asked it to give me a list for some things that I was working on. So this is for you guys. I was responding back to some things. Anytime I start a new topic, I will always hit new chat, just so that I can keep them distinguished between the different ones. It also has something called skills. We're going to get into that in the advanced one, but If I am so, I am an audio engineer on the side. I need to learn how to tell a new volunteer, how a Yamaha CLI works. And. So it's going to give me that information, and it's going to come back and tell me I mixed up my terminologies, but it's going to think through.
Speaker 3 00:46:21
And it's got different versions here. Now I tell it, I turn on adaptive thinking so that if it feels complex, AI is going to think a lot deeper about it. But you have different models you can use here. So you've got some some models to choose. Opus is really good for complex issues, and that's one that I use for like my research and my thinking. Sonnet is my high powered Google, and Haiku is Something for shorter stuff. So, um, This one is going to I I use the adaptive one, because I knew this is going to be something that is going to require some research behind it. And I always keep it on Opus and then drop it down as needed. Okay. Now a couple of things. I want you guys to notate on Co on Claude under settings, you got a lot of different uh features here.
Speaker 3 00:47:16
So tone and style. I am going to give you guys my tone and style. I do not like AI acting AI-ish, so I give it boundaries of what it can and can't do. And so this my personalization. This how I customized how I want Claude to act. Now it is long, and I did this in both Claude and Copilot. I wrote this for both of them. A couple things I want you guys to be aware of is you Is AI is going to sound AI unless you put some constraints on it. I like when I can talk to people instead of at them. I notice that when I talk to people, they listen a lot more instead of at them. But Claude and any other AIs, they're used to um talking at people, and so I changed that tonality. I also like it when my responses are concise. Um, I want.
Speaker 3 00:48:15
Everything to flow, and I don't want heavy formatting. I also don't like em dashes. You guys already heard me say that. Um, I do say use hyphens or restructure sentences. I also don't like the word kindly, Um because one of the things I've taught people over the years is when you see an email that has the word kindly, and it doesn't come from an American, it could be spam depending on the type of email it is. Um, I also tell it be direct to no sugar coating. I don't want filler. I don't want excessive hedging. I want you to be direct, okay? Um, so a couple of things. I also avoid weak qualifiers. That's just on that. Um. And then there's some audience calibration in here. And i tell it hey, i want you when i say is for leadership. I want an executive summary. I want plain language guidance for end users.
Speaker 3 00:49:13
I don't want it to get too technical. Um, and then my formatting I always like natural prose for most content. I don't like numbered lists that screams AI. So these are the these are the formatings I do. Um, you can take this you can use it for yourself, uh build it out however you want to. Now I do set my appearances um the voice, because I do voice, i do a lot of voice. I've tested the voices. I'll share my sound so you guys can see it. Oh. Um, hang on one second. Let me fix that.
Speaker 1 00:49:55
All right, let's try sharing my sound again. Because.
Speaker 3 00:50:01
I want you guys to hear this. All right, there we go. So when I go in here. Betty bought a bit of butter, but the bit of butter Betty bought was bitter. Fuzzy Wuzzy was a bear. A fuzzy bear was Wuzzy. If practice makes perfect and perfect needs practice, I'm. She sells seashells by the seashore, The shell. Amid the mists and coldest frosts. So, you can set your airy uh your voice, and then you can set how fast or slow it goes and I choose fast, because I have A D H D and I think.
Speaker 3 00:50:37
I I don't like slow, it'll put me to sleep um and then you can set other items in privacy for all AI. Uh, with the exception of grok. So grok does not allow you to do this, but for all AI I strongly encourage you to turn off help improve plot. That is the privacy setting that you need to set so that AI doesn't feed your data back out to public AI. Okay. I want I want to be very clear with this, um. When, you say to allow the use of your chats and coding sessions to train, AI models, that means your data is now publicly accessible. So, if you turn this one button off, and that's all you have to turn off, it makes your data private. It doesn't say that I know the language is a little confusing, but this is on all models. So uh, I just want to show you guys I know we're not talking about. Uh.
Speaker 3 00:51:35
OpenAI or ChatGPT, but it is here as well. I use ChatGPT to make my images. So if I go in here to settings, there is going to be an option in here for security. And in this section, you have that option to turn it off. Now I'm on a business account. So it won't show that, but it's going to be in here where you can turn it off. So just be aware of it. Um, it'll be under settings and security for OpenAI. I don't have a OpenAI private account. I just have a business account. So, if there's anything you take away from this training, It is to make sure that your personal AI is set to not share data. Okay? Now. The very last thing we're going to get into is going to be CoWork. I'm going to spend a little bit of time in CoWork mostly because um.
Speaker 3 00:52:35
We are going to have a more advanced class that I am opening up for everyone here. So, I want you guys to be aware of what you can do with CoWork. CoWork is pretty awesome. Um, I am going to click on it right here. You've got chat, CoWork and Claude. I mean Code. I am not going to show you guys Code, But I am going to show you guys CoWork. And so where Claude is a conversational, you type into CoWork can actually build things for you It can reach into folders on your computer. It can read files. It can rename things. It can reorganize folders, and it can help you build documents from scratch. So I'm going to go in and say, new task, because every new subject I do, I want to build it into a new task or a new chat, and I'm going to select the folder. So I'm going to choose a different folder because I'm not working on that folder that I was in, and I'm going to go to my documents.
Speaker 3 00:53:32
And I'm going to go in. I'm going to pull up Coateson. So, nope, that's wrong. I accidentally made two folders. Got to find the right one. Yeah, okay, so that one was it. I'm going to say select folder and I am going to say allow for Applaud to change files in Coateson Foundation Okay? It does that It did give a notice about sharing files with third party organizations, but remember I turned that feature off. Um, Now what I'm going to do is I'm going to change my model and I'm going to go Opus because I want it to do some deep research. And I want to now, I've got some options down here that I can do with it. It's going to give me some suggestions. Um, It's also going to ask me if I want to give out a guest pass.
Speaker 3 00:54:25
I can also change plugins. So right now I have operations in here. I also have finance installed. I have a few other things. So when I'm working on client data that I'm working on their budgets for, I use the finance skill a lot. And we're going to go into what skills are in the more advanced class. But, I'm going to say, look at this folder and make sure that we have organized.
Speaker 3 00:54:56
The folder, and there is nothing in here that is not related to cops or co- sets. Sorry, um, if it is unrelated, put it in a unrelated folder for me to sort later.
Speaker 3 00:55:26
It is going to find some files because I put some files in there today. It's going to move them into it, but in the folder itself, it's got. I'm going to show you guys the folder. So this is my file explorer, and I keep my folders pretty organized.
Speaker 3 00:55:59
So I did throw some files in here for it to sort, but I have a bunch of things in here that I do. And so I have a lot of folders and files, And any of my meeting transcripts from you guys are going to get sorted in here. And so it should make a folder that's called unrelated in a bit. Okay, bear with me. So it's going to work through that, it's going to build out, It's going to have documents in here that it's doing. Okay. Uh, if it has a pro- if it has a project plan, that's going to be listed in here as well. Now, couple key things I want you guys to see. Um, oh! There's something. okay. Um, there are some options I have in here. I can set up a scheduled task to only run when my computer is awake, and I haven't kept the keep awake wake.
Speaker 3 00:56:54
So you can schedule something in here. I can schedule a daily brief or weekly review. So I'm going to click on weekly review, and it's going to schedule a task that reviews what I work on each week and drafts a short status update. And, it's and I can click on it um on Fridays and have it pull it up. Now, It is going to ask me some questions and I'm going to say when should this run each week? I'm gonna say Friday at 4:00 p.m. And where should it pull the review data from? And I'm going to say Outlook Calendar, Outlook Email. I have it connected to my Connectwise Tickets and my Asana tool. So it is in here. And I'm going to say Next. And where should it update? I'm going to say send it to me, and I want it to do executive as the format. And so it's going to give me my answers that I put in.
Speaker 3 00:57:52
So here's my answers, And I do love it when uh I have Claude put things in my Outlook draft. It makes my life so much easier. Then it creates this a progress tracker here for you, and it pulls up. I already had instructions put in here. We're going to go over this in advanced class, but it's going to pull information up here. Now I do have scheduled tasks. I'm gonna let that run. Um, I do have it in my Claude code, so I do have routines built out that does weekly Routines are exact same thing as scheduled tasks. So I do have things that this one does. Um, I have a system that sends me over updates, uh, and it ran today. And here's the formatting. And, so it delivered this to me where it pulls up the uh morning brief. So patches, stories, different things like that. And it will send it to me by email every morning. And so if I go in here.
Speaker 3 00:58:55
I don't know why I missed it. It will see it in here. Um, in addition to that, There's a briefing tool that adds to it, and it'll show my list of all the things I'm working on uh tickets that I'm working on uh tickets by client everything that's in there for me. And then if I scroll down, there's news as well. So all right. And that's Copilot in a nutshell. Um it's. It will ask you as you go through because it's set to always ask before it does anything. So I'm going to tell it to schedule. It will ask just to confirm that's really what you really want to do. And, that's actually a useful feature. Just in case you tell it to do something, and you don't realize you told it something wrong. So it's really good at that. Any questions about Claude CoWork or AI in general?
Speaker 3 00:59:54
I want to recap real quick on cowork, but I want to stop and ask questions. And Kamia, I know you need to leave, so feel free to drop. And I will be sending over the recording of this session. All right, Real quickly only runs in the desktop app ;. It does not work run on the browser. And that's really big distinction that you guys have it Also can create, edit, and read files that are directly on your computer. It doesn't have a copy and paste. You don't have to drag and drop anything. That and Copilot can read the files directly on your computer that you've granted access to. What you want to make sure, and I'm going to reiterate what I did was you select a folder, and Claude can work inside it just like you would. It will read your documents, it will make changes, it'll build new files, and it'll organize content. It's very useful for that.
Speaker 3 01:00:51
It does read PDF files. That was a question I got in a different training recently, but Open AI does read PDFs really well. And so if you guys, What I something I do for one of my clients is they will hand me paper copies and a stack this big of invoices for the month, and then I have to physically sign off on all of them. And then I will scan them into the system and Copilot or sorry CoWork actually will. Extract the data for me and put it into a database for that half. So, it's really good at doing that. It's really good at organizing folders. It's really good at processing multiple documentations and is automating repetitive tasks. Now, I do have more scheduled stuff on my laptop, my desktop I don't use as much, but it does do a lot of things. All right? So, a couple of things that I've already pulled out.
Speaker 3 01:01:49
Um, that people have mentioned in the last trainings. Um, but with Copilot you can do meeting follow-ups. So after a Copilot meeting, um, this is real root real use real world use cases. I am so sorry guys. Um, So if I'm into a meeting within Teams, um let's see here's a staff training. I did yesterday and I'm going to view recap. So this is a recap of my meeting that I did in Teams. Um, now they've got some new features in here that I love. So I'm going to do my sound again and I'm going to do a video recap of my meeting.
Speaker 4 01:02:34
The session began with Christy outlining the agenda for the Excel training, including a tour of Excel, autosave and file storage options, and key features relevant to multiple companies present. She emphasized the importance of understanding.
Speaker 3 01:02:49
So it goes through and it'll do a recap for people. It's actually pretty cool. It'll give you an AI summary. And so here's the AI summary for that. Uh, it'll do a custom summary, So you can actually create a templateum or an executive report, and it'll create that summary for you. Someone go in here and click executive report, which I did. Um another thing while that's generating, Uh, you'll see speakers in here. I had a lot of people in here, but only Jennifer really talked out loud. Everybody else put their questions into chat. So it'll it'll see how much you talk in there. And, you can click on a piece and it'll take you to where Jennifer starts talking. So I'm gonna click on this and then I can hit play, and you guys can hear Jennifer. Here's the executive report it generated for me, and I do use this for a lot of meetings.
Speaker 3 01:03:43
So this something that I put in and it's still typing. So I'm still scrolling and it's still typing. Um, and then I can share from here. So I can share to an email, and this a useful feature. The only thing that's annoying is that it opens it up in Outlook on the web, not my Outlook, but that's quite all right. So I can open this up and say Share to meeting or Share to email. Anybody that was in that meeting will get a copy of this.
Speaker 3 01:04:15
And it goes through and it provides that information in there. And I have uses, although I don't like how it builds it, so I usually drag copy and paste into Claude, have Claude clean it up for me. So this is something that's really cool that they've started doing. The video recap is nice. There's an audio recap as well. And so I will utilize this pretty often. So let me close out this window and go back in. So you have that And you can even download those videos and send it to people, so that is available for you. Um, and that's a key feature that you can do. Now, uh in Claude, you can grant narrative drafts. So, you can paste your notes bullet points and ask it to write a compelling program description for a grant application. I help my other nonprofit clients that deals with a lot of grants and things like that, help them do this all the time.
Speaker 3 01:05:12
Um, and I've worked with their grant and donor team to actually build this out. So, um in Copilot you can do email triage. So you can use Copilot to prioritize your inbox. Uh I don't know if you guys noticed this about my inbox, but everything has categories against it. And I had Copilot help me with that. I had Claude help me with that too. Um so if I go into my calendar and please do not get stressed out looking at calendar, I promise you it's not all that bad. Um So in here on my view, let me go into week. You can see my calendar is pretty colorful and organized. So, and that's because I go in and I organize it and I put things in. So after this training, I actually blocked out my calendar. I had another meeting but I moved it down here. Um, I put in here, uh, this is what I'm going to be working on, so that i know what i'm going to work on.
Speaker 3 01:06:09
And I do this every evening before I go home at the end of the day. You'll see an EOT wrap here. That's when I start working on my next day and I finish up my day. And so I'll go in here and I'll do, "I had a 30-minute prep this morning where I was prepping for you guys. " " I was looking at the last survey to see what I need to change." And then I go in here and i'll wrap it up. And then i have a few other things. i color code everything, okay? Um, i also have Copilot go in and And I, if it's a vendor or someone I work with very closely and they're out office, I will go in here and I have Copilot put their out- of- office states up here, so that I know that the people I work with might be out office and when they're going to be back. Uh, Gloria is somebody I work with a lot. She's a vendor for two of my clients and I needed to know she was going to be out office. So i have Copilot added. Uh, My daughter is on a minimal day today because uh, the twenty fifth is a holiday.
Speaker 3 01:07:08
And then on Sundays, I go in here and I work with both Copilot and Claude to build out my next week. And it's already scary, But it's because I'm going to be traveling at a client's camp location in Big Bear next week. So, I will do that. I will have Copilot do a lot of this information. There's also Copilot is going in here, and it's giving me a heads up on anything that's an alert or high priority. And so when I read it, it's going to get notated. Those are different things I can do with Copilot. That's email triage. And, we are going to do a more advanced class on that because for you guys, I know that I am giving you the basics today, but we have so many features that can't fit into an hour. So I am going to follow up with you guys with a lot more advanced stuff. With Claude donor communications.
Speaker 3 01:08:04
I built out in Klod a project for a client, and you can do that under projects where they have a report generator. I have i built that out for them. I have a few others in here that I've done where they and I do it on their client side, so it'll show up if I went into their client cloud. But report generator is one this is where um I send it over some documents, and it creates a security report based on the documents. I send it that comes from our systems. But you can do that with donor communications, and you can specify how you want it to look and sound. You guys saw me point Copilot to a folder, not on the templates, but I actually do this with some of my policies. If I've got good templates that I can reuse, I will do that.
Speaker 3 01:09:00
In fact, if it's a client I work with a lot, I have their letterhead. I have a blank copy of their letterhead, And when I finish up a document that I've written or I've partially written with the help of AI, I will point Copilot to that folder where that client's letterhead is and have it put that document under the letterhead. Makes my life a little easier. And then oops! I went too fast. Um, I will Ask Copilot to find all the documents on such and such. You guys saw me do that today with an Excel document. It's very handy on that one. Now, real quickly, I am going to reiterate some of the things I went over in data privacy and best practices. So, if you guys need to drop, I know we're going over. Um, I will continue recording, so don't worry. Um AI is safe to use uh for drafting communications and emails is.
Speaker 3 01:09:56
Really good for summarizing public or internal documents. I do go out on research sites, um, and I especially if it's related to security and IT, and I will summarize some of those documents. Okay? I do a lot of research. A lot of research. I have a blog. I'm gonna give you guys my blog where I write about uh AI and different IT things. Some of it might be a little bit too advanced for you guys, but some of it might be good. I do have that out there on that blog and AI to brainstorm. And then I do use it for editing because as you guys can see, I don't type well. Type well. I actually use a dictation software. Now, what you want to keep out of AI: no social security numbers, tax IDs, W nine information. Please do not put that in there.
Speaker 3 01:10:51
As safe as AI is, that's something I just I have a hard rule there. Um, I don't put in banking or financial details. Uh, no passwords at all, credentials or login information. Um, the I will ask it to generate passwords but as you guys saw, I tell it to generate five or twenty five, but I don't tell it what it's for. Okay? Uh confidential legal or contract terms without approval. You guys can do that within the internal Codesmith AI, uh, but I would not do that on your personal. And don't use personal AI accounts for any Codesmith work. Okay. And that's part of that AI um acceptable use policy that we're building out. Uh, That was a non-negotiable one uh for personal AI accounts, unless CompAI comes back and says, no, we're going to allow such and such. Um so just be aware those are your data.
Speaker 3 01:11:48
And your best practices. Okay. Um, didn't want to click for me. So, which tool should you use? I get this question a lot. Um, if you're using multiple tools, um, I'm going to send this chart over to you guys, if you guys are using multiple tools to do it. Um, But I'll be honest uh for some of these tasks, Copilot or Clock works really well for both of them. Um. But you got your best choices here too. I don't find Copilot useful yet. Yes, come yet.
Speaker 2 01:12:23
Speaker C to bother you, but just one question about the password your previous slide. So this is a very amateurish question, but I'll ask it anyway. So, if we have a file that is password protected Yes. Now, if we are using any of these AI platforms, do we then. Um, when we're entering the password to access the file, would would say Copilot see the password or how does that no.
Speaker 3 01:12:57
No. If a file is password protected, Copilot can't even access it.
Speaker 2 01:13:02
No, I understand. But I mean if if when we do put in the password, would Copilot see what the password is we are putting in?
Speaker 3 01:13:11
No, it does not have that capability.
Speaker 2 01:13:13
I see okay that's good.
Speaker 3 01:13:14
Yeah, no, and it's that's a very good question. It's not amateurish at all. Um, that's a question a lot of people don't ask and don't realize. So I'm glad you did. So thank you for that. Um, So on here, this task list um I do not find Copilot great at writing grant narratives or any type of higher level documents. Um but it it does work well for to be done in Claude. So. Just want you guys to be aware of that. Now Copilot is taking some steps up to meet the level Claude is at, including incorporating Claude into Copilot. So it is making some changes and this reference guide can change. But I am going to send this out to you guys, and I will notate that this is as of twenty twenty six as of May. Um so be aware things do change rapidly okay so key takeaways for today.
Speaker 3 01:14:10
Copilot lives inside your M three sixty five apps or Microsoft apps, so you can start there. Claude is your deep thinking writing partner, and I write a lot of blogs and a lot of documents, so I use Claude all the time. And then cowork will handle files, so you don't have to. Your data is protected for enterprise tools uh enterprise Claude and enterprise Copilot. So um and then you also you don't have to be an expert to start with one task. One thing that you want to make your life easier. Okay. Any questions from from me, guys?
Speaker 2 01:14:46
Uh, yeah, one question. So cowork is that something comparable to copilot and Claude or does cowork work with copilot or in Claude?
Speaker 3 01:15:00
So copilot works withum with Claude. It is part of Claude. But it's more of your documentation, document automation, and like what we call agentic AI, where AI helps you do things that would be mundane tasks. If that helps. Okay. And that's a good question. I love that. Steve and Tyler, I know everybody else has left us. Is there any questions you guys may have?
Speaker 5 01:15:38
Not at the moment.
Speaker 3 01:15:40
Okay, I am opening up that advanced training for you guys. It will be in a couple weeks once I am back from Big Bear. Um, and I am going to invite all of you guys. There will be other clients in that training, so I won't be talking about codes and things in that training. Um, but I think you guys would really like it. I am going to go through a lot of co- work and clot. So there is going to be a separate one for co- work and clot. And there's going to be a separate one for Copilot. So I'm going to invite you guys to both of those. They are free of charge to you guys. It's one of those things where I'm not telling Ozar I'm doing it, I'm just doing it, and then if he gets mad at me, I'm going to send him over to Kamyab and Kamyab's got smooth the for me.
Speaker 2 01:16:21
Well, Thank you very much Chrissy for uh for sacrificing me. But uh since uh since Steve and Tyler are the three of us are part of the AI committee. So the next steps. In our from the feedback and survey results and all that, that you might have received from participants in these videos, Uh would we then sort of then summarize incorporate it into the AI use policy or whatever, And then what you'll be sending us a new document that then will have to finalize it. And basically.
Speaker 2 01:16:60
Get it to a point where then all the staff members would then sign it, right?
Speaker 3 01:17:05
Yes, let me stop recording real quick because I am going to share this video. Okay. But yes, we are going to do that. Um, I will get everything over to you guys. Um, I am taking any comments uh in that in the surveys that I am sending out and I am going to send another email to all of your staff todayum as a follow up to the training. Um. And let them know that one, I am going to have advanced videos for you guys. I was trying to get it done today, but as you guys saw on my calendar, it was a pretty crazy week. So I am going to have it done by this weekend. And that's fine. I.
Speaker 2 01:17:41
Want you to work on the weekend.
Speaker 3 01:17:43
Do a lot of catch up. It's not y'all's fault.;. There was another client that had some ups and downs this week that kind of stole a lot of my attention. So, I am going to get this done for you guys. Um, I do have some time today that I'm going to get a lot of it done and I'll send you guys over that information and how to access it. Um, And that way, you guys can go a little bit slower in the areas you need to go because I do one of the feedbacks I did receive is the meeting that the training is very fast paced. Um, And i and sadly, that was unavoidable, but I am going to make some more extensive training for you guys so that you can slow down do at your own pace.
Speaker 2 01:18:20
So thank you, Christy. I've got to go. Uh, I really appreciate all the work you're doing for us and will continue to do for us. So we look forward to working with you.
Speaker 3 01:18:30
You guys are amazing and I love. What the foundation does. So this is this is the best part of my week. Is you guys this week.
Speaker 2 01:18:38
Have a great holiday weekend. Thank you Thank you very much.
Speaker 3 01:18:42
Take care You guys have a great long weekend.
Speaker 2 01:18:44
Okay, use one Bye- bye Bye- bye.
Speaker 2 01:18:49
I'm sorry.
Finalize Cotsen AI usage policy after training feedback collectionDeploy Claude desktop app to Cotsen staffProduce advanced Copilot and CoWork/Claude training videos by weekend after 05-22
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06-01 Weekly Meeting: Vacation Approvals, Client Updates, Camp Project Status, and CoWork Training Plan
## Meeting Information
> Date: 2026-06-01 10:00:32
> Location: [Insert Location]
> Participants: [Christi] [Sergio] [Pete]
## Meeting Notes
- Topic Title: Vacation Scheduling and Zenefits Approvals
- Christi plans vacation next week; initial request entered for four days instead of five.
- Time off for June 9–11 was previously approved; Christi requested additional days for June 8 and June 12.
- Pete confirmed approvals for June 8 and June 12.
- Christi’s vacation is for her daughter's graduation week; a mix of personal plans and rest.
- Pete noted being behind on time approvals and monthly security training due to vacation.
- Conclusion: Pete approved June 8 and June 12; Christi will be on vacation the week of 2026-06-08.
- Topic Title: Client Updates and Help Desk Introductions
- Christi will include help desk member introductions in weekly client update emails.
- Sergio noted emails to SCHARP and Ability First will introduce Becker and Charles.
- Goal: Increase familiarity beyond on-site techs; some SCHARP staff only call known techs (Gaston and Robert).
- Format: Name, short bio, and possibly a picture; Pete will not be introduced to avoid direct calls.
- Conclusion: Help desk introductions will be added to updates for SCHARP and Ability First starting now.
- Topic Title: Project Status: Camp, Firewalls, Switches, and Media Converters
- Camp project: Firewalls changed; main lodge and amphitheater switches pending due to SFP+ requirements.
- Many APs installed; some APs were out of scope and will be finished by Christi.
- Two switches need media converters; Christi will procure and install.
- Camp may require on-site work the week of 2026-06-15.
- Conclusion: Camp nearing completion; remaining tasks include APs, media converters, and specific switches.
- Topic Title: Other Project Updates (Carney, Coateson, Avalon)
- Carney: Timeline pushed again by client; Carney is trying to complete tasks.
- Coateson: Finishing up; decision pending on which AI tool to adopt.
- Avalon: Payment received on Friday; Paul to set up a meeting with Avalon.
- Conclusion: Most projects progressing; Avalon meeting to be scheduled; Coateson AI decision pending.
- Topic Title: Meetings and Availability
- Christi has recurring SCHARP check-in today at 12:00 and Ability First check-in tomorrow (2026-06-02).
- Christi will work from home due to building/AC issues; Aaron and Crystal informed and aligned.
- Conclusion: SCHARP check-in confirmed for 2026-06-01 12:00; Ability First check-in on 2026-06-02.
- Topic Title: IT Survey Results (SCHARP and Ability First)
- SCHARP/Bathma survey sent on Friday (2026-05-29); only three responses so far.
- Ability First: 16 responses; average rating 4.13; strong results in help desk resolution (“always/most of the time”).
- Survey covered tool reliability/usability (Word, Excel, other apps), satisfaction, and suggestions.
- Plan to send reminder email to Ability First; links to survey results to be shared with Pete and Olivia.
- One suggestion prefers Teams over email; Christi plans advanced Teams training; ProCare may require HR coordination for one-on-one training.
- Conclusion: Ability First shows positive feedback; reminders to increase responses; training adjustments considered.
- Topic Title: All-Hands Training Content and Approach (Claude, CoWork, Fundamentals)
- Pete raised concerns that recent training is too technical for most attendees; wants more fundamental, applicable content.
- Suggestion: Two-step sessions—setup basics (e.g., installing prerequisites) followed by simple, useful automation examples.
- Example ideas: Email triage automation, file/document organization, ticket follow-ups, SharePoint search (maybe less universal).
- Christi proposed breaking Kaizen training PowerPoint into 5-minute segments (focus on slide 10: Cloud and CoWork fundamentals).
- Pete noted CoWork requires installing “Virtual Machine Platform”; fundamental prerequisite guidance needed.
- Christi will compile instructions for Virtual Machine Platform installation and develop training videos/scripts.
- Christi uses Claude in Outlook via Cloud Code; Pete emphasized most staff (≈90%) won’t use Cloud Code, so start with CoWork.
- Conclusion: Shift training to fundamental, broadly applicable tasks; Christi to prepare setup instructions and short sessions focused on CoWork.
- Topic Title: Practical CoWork Example: Folder Merge and Document Cleanup
- Christi demonstrated merging two folders (e.g., “Coateson” and “Coateson Foundation”) in My Documents using CoWork.
- Task ran while multitasking; proposed as an initial exercise for staff to clean up personal document folders.
- Additional example: Searching documents and organizing outputs; Christi encountered VM platform prompt and will document steps.
- Conclusion: Folder merge and document cleanup will serve as entry-level CoWork training examples.
- Topic Title: Personal Logistics Affecting Availability
- Christi experienced elevator issues and AC outage; apartment at 79°F; temporary workaround with fan.
- Live scan appointment canceled due to staff illness; rescheduled for Wednesday (2026-06-03).
- Conclusion: Christi working from home; live scan rescheduled to 2026-06-03.
## Next Arrangements
- [ ] Send reminder email for Ability First IT survey to increase responses.
- [ ] Share survey result links with Pete and Olivia for SCHARP/Bathma and Ability First.
- [ ] Prepare and distribute instructions to install the Virtual Machine Platform prerequisite for CoWork.
- [ ] Develop 5-minute training segments on CoWork fundamentals and practical tasks (e.g., folder merge, email triage).
- [ ] Schedule the Avalon project meeting (Paul to coordinate).
- [ ] Introduce Becker and Charles via emails to SCHARP and Ability First.
- [ ] Include help desk member introductions in weekly client updates.
- [ ] Procure and bring media converters; complete switch setup at Camp.
- [ ] Conduct the SCHARP check-in at 12:00 on 2026-06-01 and the Ability First check-in on 2026-06-02.
- [ ] Coordinate with HR regarding ProCare-related one-on-one training feasibility.
- [ ] [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. CoWork prerequisite clarity: Confirm organizational policy and security implications of enabling Virtual Machine Platform across staff devices; provide standardized guidance.
> 2. CoWork vs. Cloud Code: Establish a clear training roadmap prioritizing CoWork and define when, if ever, Cloud Code should be taught.
> 3. Survey baselines: Locate last year’s Ability First survey to enable trend comparison; define data retention practices to avoid loss.
> 4. SCHARP survey response rate: Determine a target response rate and a plan beyond reminders (e.g., timeline, incentives) to ensure representative data.
> 5. Coateson AI decision: Set a decision framework and deadline for selecting the AI tool to avoid project delays.
Jun 1, 2026
Speaker 1 00:00:16
Team, In my update for each of the clients today, I am going to introduce a person from the help desk so that people can get more familiar with everyone and not just their on- site techs.
Speaker 2 00:00:28
So today, the emails going out to SCHARP and Ability First are going to introduce Becker and Charles.
Speaker 2 00:01:01
I'm not sure what you mean.
Speaker 2 00:01:31
The city is located on the banks of the river Sava.
Speaker 2 00:02:03
The film was released on 24 July 2015.
Speaker 3 00:02:59
Good Morning. Good morning. How are you?
Speaker 1 00:03:01
Well, I'm calling off, which is, Interesting. I have had the weirdest weekend and day, like it was very weird. So,
Speaker 3 00:03:13
Yeah, getting stuck on an elevator is no fun. That's for sure.
Speaker 1 00:03:18
And my air conditioner is out, So it's seventy nine in the apartment right now Because.
Speaker 1 00:03:24
Yeah, we're directly over the parking garage. So. So I've got a fan in my window and a cat next to the fan. Trying to steal all the air. Lovely. Yeah, lovely. So it's a great day, but all the inflatables are out now at the apartment complex.
Speaker 3 00:03:46
All of them are out?
Speaker 1 00:03:47
All of them are out. Oh, great. And I'm parked on P 2, and there's not a set of stairs that goes all the way down to P 2, except for across on way on the other side of the building. Right. But good news is my live scan today got canceled because the person called in sick. So I got an email or a text about it, like three minutes before I was supposed to be there, which I was on the elevator, so I couldn't get it. So that was good. They rescheduled me for Wednesday. So Oh good Yeah, that's great. I guess. I mean coincidence like if any coincidence was to happen, that would be the best one because I couldn't call.
Speaker 1 00:04:31
Can only text. Okay. Um, next week I'm on vacation, But I was looking at Zenefits and I did not put my time in right. Um. Okay. I put it in, but for four days instead of five.
Speaker 3 00:04:51
Okay, are you in uh in Zenefits? Let me see. I haven't approved anything yet, so if you need to go in and change it, do I need to do I need to reject it first?
Speaker 1 00:05:07
No, I thought you approved it already.
Speaker 3 00:05:09
No, not unless somebody else did. Uh, let's see.
Speaker 1 00:05:15
My time off June ninth through the eleventh is approved. So I can just go in and add to it. Um but you'll, That'll require you to approve it again.
Speaker 3 00:05:30
Yeah, I didn't approve it, so I wonder if April or something. If April did, I didn't think she does that though. She doesn't normally.
Speaker 1 00:05:39
You, you told me the day I sent it over to you that Oh.
Speaker 3 00:05:43
Was this was this approved? Was this something I approved a lot like a week a couple weeks ago? Oh yeah. Oh okay, I thought you meant it was just like recently you put this in. Okay yeah, i i approved that before Yeah,
Speaker 1 00:05:54
You didum but, Put in the time wrong, So I just put in to some bookends because I put it in for the ninth through the eleventh, which was really weird. I must have not had my coffee that day.
Speaker 3 00:06:07
Yeah, Go ahead and just add whatever it is, you want to add and I'll just approve it. That's fine.
Speaker 1 00:06:11
Okay, you got two requests, one for Monday, one for Friday.
Speaker 3 00:06:16
Kashif because I'm in there right now. Let me just take a look.
Speaker 1 00:06:23
Did I beat you on approving time today?
Speaker 3 00:06:27
Yeah, I haven't approved time yet. I'm a little behind on that and on uh, This is the first month I've ever not done my security training by the time the deadline was in May. So that's the first for me. It's because I was on vacation, so I'm going to give myself a pass, but I still need to get it done. I want to do that today too. So.
Speaker 3 00:06:57
So June eighth is the one you are asking for.
Speaker 1 00:07:02
June eighth and twelfth, those are the ones I didn't do right.
Speaker 3 00:07:05
And June twelfth, okay, that's approved.
Speaker 1 00:07:09
As much as I like you, it's my daughter's graduation week and uh.
Speaker 3 00:07:14
That's what you gotta do. Gotta do what you gotta do.
Speaker 1 00:07:17
So I am gonna take three days without her because she'll be at school and then two days with her. And we're gonna sleep all day on the last two days, but the first three days I've got. I've got some personal plans to do. Unless I get a kid during that week, which could happen. Good for you. Yeah, they threw a wrench into my process by So what do you have?
Speaker 3 00:07:39
What do you have for today?
Speaker 1 00:07:41
I have camp, um, Which I may have to go up this week or on the week of the fifteenth. So uh everything is in but.
Speaker 1 00:07:53
A couple of APs that wasn't on ComDrex's list to do, which we already knew about. And, then there was two switches that I need to take media converters to go because they didn't have media converters for it. So, that's just going to be me. Take up the media converters and get those plugged in. Okay. So, and then camp will be done. With that, they changed out the firewalls, Everything, but the switches in um in the main lodge and in the amphitheater, because amphitheater requires the S P F plus. So okay. So those are good. Um, but they got everything else ran. They have almost all of the A Ps installed because they didn't have all the A Ps on their scope work, so we're going to finish up those.
Speaker 1 00:08:51
And then, for my projects, we have we have tabletop exercises this week EAP. So I am going to finalize their script that I usually do. I have some training with Brett Johnson. They want to go over AI and how to use it, so I have that coming up and then I have, Uh, We got the retention policies and the compliance manager stuff that we're finishing up for earlier this week. Alia knows I am on vacation next week, so uh, okay. And then I have my SCHARP reoccurring check in and I have my ability first check in tomorrow. So the SCHARP one is today at noon. Uh, They are aware that I am going to have to work from home. And then um because I texted Aaron and Crystal and gave them a heads up because I wasn't going to make it to office when they were making it to office. So.
Speaker 1 00:09:49
And they're good with it. Um, okay. And then Carney's been pushed again by Carney. Carney's trying to get things done. Um, Coateson is finishing up. Uh, They were going to hold and let them make a decision on which AI that they want. So pretty much all the projects except for Avalon because Avalon just paid on Friday. So. Uh, Paul is going to work on getting me a meeting set up with, uh, with Avalon for that one. All other projects are good. And, thenum we got some surveys back that I wanted to talk to you about.
Speaker 3 00:10:33
Say that say that again?
Speaker 1 00:10:34
Surveys IT surveys So Sharp and Bathma's IT survey went out onum on Friday. So we don't we only have three responsesum. But ability first, I'm going to remind them all. So here is the Sharp one. There's only three responses, So I'm not as concerned about there's not really any faster responses from IT or help desk. And then I think that's the only one that we have from Sharp that's even applicable. But I'll send you over the link to this so you can see it.
Speaker 1 00:11:16
And then, um, for ability first we had 16 responses. So 4.13 writing. Um I am going to send out a reminder email today. And then um always and most of the time was on help desk resolution. And by the way I sent the same survey both. And then tool reliability uh and tool usability.
Speaker 1 00:11:47
For their tools, so there's stuff like Word, Excel, uh the applications that they use. Um how satisfied they are with us. And then uh suggestions for improvement. Um this one right here but I'm going. There's no way for me to do this, uh because I know that this person loves to use Teams. I think I know who this person is, Uh, but there's not a way for us to squash email responses for people who use Teams. So, Um I am going to do more advanced training on Teams, but Pro Care we're going to have to talk to HR and I are going to have that conversation tomorrow. Um one-on-one instructions or training, I'm not sure how we can do that.
Speaker 1 00:12:43
This is already planned right here. I'm going to have Maggie get me more chocolate because I'm going to take the chocolate to the sites. But Mershon and I, um, Next month are going to start our tour of all the all of all the community centers and everything. And talk to everybody. We'd already planned that before this person left a comment. So, I am going to send you a link to this so that you can see it. And see all the responses. And then, um, IT support. At least we don't have any no's. Would you recommend it to a colleague?
Speaker 2 00:13:34
Okay. Well.
Speaker 1 00:13:39
So not bad.
Speaker 3 00:13:43
So this was ability first, okay. And you said the one went to SCHARP recently? Friday. Okay.
Speaker 1 00:13:54
So here is.
Speaker 3 00:13:57
So did we get one of these last year?
Speaker 1 00:14:00
I did a similar one last year to Ability First. Um, I just can't find it. I think I might have deleted it, but I did it right when I took over. So there's the ability first one. Um, but I cannot find it anymore. I don't know if I did it or maybe Michonne had done it and it's on her system or I had done it on my ability system. I will figure that one out.
Speaker 3 00:14:26
It'd be nice if we had something to compare it to last year to see if we've gotten better or worse. Yeah, so.
Speaker 1 00:14:36
Substituting you both the ability first and the sharpened baffle one. Okay.
Speaker 1 00:14:45
And Let me send that over to Olivia as well. So you guys have that, and you can see what's coming in. With my update emails I'm sending out to Ability First and SCHARP, I'm also going to start introducing members of the help desk so that people just like do a name. And then a blurb of each person, and maybe a picture. Just so that people get more familiar, Because a lot of our a lot of the sharp staff don't want to call the help desk because they only want guests on and Robert because they don't know who the other people are. So, um I'm gonna work on that and when I send out my weekly updates, I'm gonna introduce a new person each time. So, I'm not going to introduce you.
Speaker 1 00:15:40
First, I need a mug shot, and then you know I need a bio. And I don't want people calling you. Okay. Um, but I think that's everything I have that I've worked on. Okay. Okay.
Speaker 3 00:15:56
Um okay, I want to talk about the all hands trainingum okay? i wanna I wanna do something that's more.
Speaker 3 00:16:08
Pointed and organized, it's it feels like we're kind of throwing stuff together last minute, and it doesn't feel like there's. It doesn't feel like it's applicable to the the majority of the group. I think we've got. I think we've got some technical people that are gonna get out, get some things out of what you're talking about, And then I think we probably got at least fifty percent of the people on that call that probably either. Are going to zone out or not going to understand a lot of what you are talking about just because it's way too technical right, like I think. I think when you are talking about Cloud or Cloud code. It's probably an even larger percentage that are not even going to ever get to that point or or even understand what you are talking about. So, we have to we have to get to a much. A much more.
Speaker 3 00:17:04
Fundamental level of where we start, I think. Um, I mean, we're gonna. We're gonna have some people that are gonna be really excited and understand probably because they've, they've dabbled or they've um, They've taken the initiative to understand play with a lot of what you are talking about. But, we're going to have a huge percentage of people that are completely lost in what you are talking about. So if I were to guess.
Speaker 3 00:17:35
Five to eight people on this call probably know some of what you're what you're referencing in that training that you did last week or the week before. So, before we go down that path any further, I think we got to talk about how we rewind and get to something that's more applicable to the team and what they can use. And some of their day, Either some of their day to day work or some of the stuff that they can actually use for some of it, for either for the. For the um. The challenge that Anzor put in front of them and actually give them a chance at it or. Um, or give them a you know. A way to even start because I have a feeling um a majority of the people are still in the.
Speaker 3 00:18:33
In the early stages of this, So and I know that I know that some people are going to be excited about it and and are probably further along. But if I were to guess, The majority of folks are not even close to where you're where you're training them. And um, you know, and I am thinking in terms of, Not just the help desk, right? We have a lot more people than just the help desk on these calls, right? We've got April and Marvin and Christi and Elisa and Paula and Maricar and Jane. And I mean, you know, we're talking about also the admin people. And we're talking about L one s. And we're talking about SAG. And we're talking about Julie. And we're talking about.
Speaker 3 00:19:24
And some of them are really into it, right? Like said, talks about it a lot, right? So she's probably taking a lot of her time and and Cheryl probably has. And you know some of the other folks on the help desk have. But, then others I have a feeling are completely lost and probably are zoning out. You know thirty seconds into what your training. So what I want it to be? Is something that as soon as you start talking about it, they're seeing how that. Can affect them and how they can use it. So I'm trying to figure out what can we do, what can we do in in that training, you know, Three to five minute training session to almost immediately, let them identify how they can apply that.
Speaker 1 00:20:10
So I put a PowerPoint into our chat. Um this is the Kaizen training that we did. So, this is what I was going to start breaking down into five minute increments, Especially page nine, because they can't do anything until they understand Cloud and co- work. And the other tools that are out there. And so I did page, I'm sorry, page ten. Um So I did put together different things like that for Kashif and I was working on putting that together for Kashif. And I'm also working on a script to make the videos so that I can get those out to staff.
Speaker 3 00:20:54
Okay, now one thing that I found and I, I told Anzor, this and I have not gone back and done this in Cloud. So I'll be candid that I haven't had time to do anything more with Cloud than that. But, I've used Cloud a little bit to do some stuff. But when I tried to use CoWork, it said I had to install uh virtual desktop or something. Yes. To even get CoWork to even get CoWork installed. Are, they gonna all have to do that and do we we need to probably start there right? Like I mean, that's when I talk about fundamentals, like if people haven't done that. That's a pretty fundamental thing that we probably need to even tell them they need to do if they're gonna go there. Like if cowork is a reco, if if that's gonna be what's required for cowork, we probably need to walk them through that too, or maybe maybe you don't need to walk them through it, but you probably need to say.
Speaker 3 00:21:51
You're going to need to do this and this and this to get CoWork even working on your machine. And then you can do this. I mean, I guess, and maybe I'm being too too basic here, but I would probably go to the point of saying, " H ere ' s how here's how to do something that's really that's really basic, and will will do something helpful for you." Here's and and you might have to do it on a machine that, that doesn't have it yet, right? But to install Claude CoWork, you have to go here and it's going to tell you, you have to do this first. Here's how you do this do this. And if that's going to take 20 minutes. Obviously, you can't do that in a training session, but you can say here's how you do it. This will take 20 minutes. So here's one that already has it installed now. Cowork is installed.
Speaker 3 00:22:44
Here is what coworker can do for you, and then you can do like what what your slide nine shows, right? Where it says, um. Slide ten. I am sorry.
Speaker 1 00:22:55
I was I meant slide ten. I am dyslexic.
Speaker 3 00:22:58
Oh, slide ten. Okay, um. Like, if yeah and and pick one of those, right, if you want to, if you want to do email triage or whatever, if you want to, if you want to say and then pick pick something. Easy that somebody could implement if they have to. If I am a help desk person and I don't have a ton of time, right? And and I say, " I want to easily implement CoWork to take all the emails that come in from one of my basic clients and put it into a folder." You know, that's a basic rule. I don't want to do something like that, But something something fundamental that I can do that will automate my life that I can't do without Outlook rule.
Speaker 3 00:23:41
Right, something that you've done that could make my life easier, and I could do it fairly quickly with coworkerers. That you've got an idea on, and you could show quickly and something like that. That to me is something that makes a really good quick training session. That doesn't, That isn't so complicated that it sounds like it's overwhelming and I am going to tune out for. So if you can if you can Compartmentalize something like that and do something that you feel like, okay, what would an what would eighty percent of the help desk want to be able to do or even an even eighty percent of the company want to be able to do with their email or with their documents or something that you could think of that, you know in at Crimson, what is what do we all get or.
Speaker 3 00:24:36
Do or something like that, that coworker could help us manage that you've been able to have coworker do for you. That would be really helpful to everybody and how how can you show them how to do that with coworker? And how can we do that in a five minute session? You know, and maybe it's two sessions. Maybe it's session. One is here's how you set up coworker and next week I'm going to show you here's what you can do with coworker to automate. An email function or a or a your files your file. Let me see what you have in there again. Um, Your meeting follow ups your because these some help desk people may or may not want to do that or need to do that. Yeah, um, but if there's.
Speaker 3 00:25:33
I'm I'm trying to think of, you know, is SharePoint search going to be valuable for everybody, maybe not email emails triage seems like it could be valuable for a lot of people. Um meeting follow-up s. Maybe it's probably not applicable to the majority of people because most people don't run meetings. They just attend meetings. Um.
Speaker 1 00:26:03
So I've got a good one here.
Speaker 3 00:26:05
Thank you letters, probably not as much. Those are more for people that run meetings or communicate with customers a lot. Like I'm trying to think of, you know, what could, you know like maybe automation for something like a ticket follow up or something. Now maybe that's something that could be like, but it has to be we have to make sure it works really well, right, because like an automated automated ticket follow up as long as it's not. Gonna be so generic that it's gonna look generic or something. But you said you have, you have something.
Speaker 1 00:26:38
I have something for you. I'm gonna show you, um, hang on, Let me share this window because I'm on my 49 inch and I don't want yeah, I don't want what you have to get if I share the entire monitor, he won't see it because it's going too big. Um okay, so I have two folders, Coateson and Coateson or Coateson and Coateson. Foundation. You need to merge those two folders together, And I asked it to merge it for me. And so because they were in my My Documents, So I had just a generic folder for one and a generic folder for the other. Both had files and stuff in it, so I had it merge it together. And so there's all the things, and it did it while I was working on other stuff. So, that's something simple. That's like a very first thing. I you know, I would have people try is to clean up their My Documents. Um.
Speaker 1 00:27:32
And then, so here's another one that I'm working on, which actually I started this one Friday. Um, looking for documents in my documents. And then I had it create. Oh! That's a new one. Probably because my.
Speaker 3 00:27:57
That's what it is, yeah. The virtual machine platform. That's that's the thing thatum, That it told me I had to I had to install that I didn't have installed. So I was like, okay, I got to install the virtual machine platform. So that's probably a fundamental, you know here's something that. That you have to do first and here's how you do it. And is it okay to do that? What are the implications of doing that if anything? Are we okay to do that? You know yeah.
Speaker 1 00:28:26
Um my print screen is not working.
Speaker 1 00:28:33
I bet you this is something too long. I'm gonna just use. I was gonna screenshot this and so I had it. All right, So what I'll do is I will pull that issue up because I don't think I've ever had to install it. And i will get the instructions so that everybody on the team has it as well.
Speaker 3 00:28:59
Okay, yeah, because when i tried to use coworkerer told me. You can't use coworker unless you install the virtualization machine or whatever, and I was like, Oh, okay.
Speaker 1 00:29:08
Virtual machine platform. Yeah. Okay. And not everybody has Claude, so I am trying to.
Speaker 3 00:29:17
Right. And and maybe, you know, maybe it's something like Maybe, it's something like also another idea would be Go through your it'll go. Maybe have it go through your email and And. Categorize your email into into folders by customer or something. You know, maybe that would be a useful thing or something. Or I I don't know. But yeah, I wanna make sure that we're our training is is generic enough for for most of the people on the call and that it comes across as being applicable to people and and organized in a, you know, ready. Um.
Speaker 3 00:30:03
Yeah. So something that people can use, right? That that's that's because if it's super technical or whatever, It's going to be applicable for the people that are excited technically about using it. But, that's probably going to be a a pretty finite group of folks that are more unique and I don't know. No,
Speaker 1 00:30:24
You got no I'm I already started working on training videosum just because of what all I've had come through. Right. Um, have you seen what I did with my Outlook with Claude?
Speaker 3 00:30:37
Uh, If it's the one that you this stuff, you, well, i I read your your uh blog. If that was what you're talking about.
Speaker 1 00:30:46
Oh, I appreciate that you read my blog, but.
Speaker 3 00:30:49
I do I do have a I do have to jump to another Zoom call though. Unfortunately. Have fun with that.
Speaker 1 00:30:58
But, if you haven't, if you do have something, you can send me, i'll i'll look at it. Yeah, no, I I will send it so that you have it because I use I do that in Cloud Code. I don't do that in Cloud Work. So yeah, I'll send you all my stuff. I do in Cloud Code.
Speaker 3 00:31:12
And and just just for the record, my guess is ninety percent of people won't use Cloud Code ever here. So That's why not.
Speaker 1 00:31:21
Fully teaching on that one yet. Okay We'll use to Cloud Work first All right? Go ahead. Okay Thank you All right Bye.
Christi vacation approved June 8-12 (daughter graduation week)Introduce help desk (Becker, Charles) in SCHARP and AF weekly updatesCamp project: procure and install media converters for two switches+2
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07-29 Weekly Meeting: Cybersecurity Rollout, Training Compliance, Billing Deadlines, and AI Tool Usage
Crimson weekly all hands, week 31 (10:00-10:24am PDT, calendar entry 1896493). Updates: web filtering rollout across the client base; help desk ticket volume down for the first time since summer; month-end close with timesheet and expense cutoff 7/31; 401k provider transfer to Empower completing by 8/1; new "out of scope support" work type routes billable time to the invoicing board even with an agreement attached; professional services billing starts Monday so work role, work type and agreement must be correct on every entry; HIPAA and anti-harassment compliance training reminders; KnowBe4 completion running ~60 percent firm-wide with monthly review starting. An unannounced prospect deal was mentioned as probable for the week of 8/10. Christi delivered the training segment: Claude model tiers (Fable/Opus/Sonnet/Haiku) and effort levels explained by analogy, and how model plus effort selection drives cost, framed so techs can answer the model-selection and budgeting questions clients are now asking. She also demonstrated Meraki floor plans as a device-location documentation technique, already built for AF Fair Oaks, with SCHARP to follow and full AF coverage targeted by year end (camp sites gated on Sept/Oct visits).
Jul 29, 2026
Speaker 1 00:00:03
Morning, everyone. It's ten o'clock. Let's get this meeting started. So today's date is July twenty nine, twenty twenty six, and it's the last Wednesday of month. And today is oh sorry This week is week number thirty one, and for our after hour support for this week the primary will be Juno, and our backup is Kevin. And then moving on to core value. I would like to highlight do the right thing. So there's no specific person I would like to mention for this week, but I would like to congratulate everyone for doing the right thing. So the company is growing based on what I've observed for the past year. So we've added a lot of new members to the team and yeah, looks like we're doing the right thing. And then for our quote of the day, "The elevator to success is out of order."
Speaker 1 00:01:00
You'll have to take the stairs one step at a time, by Joe Girard. Okay, moving on to team updates. First up is Help Desk with Olivia.
Speaker 2 00:01:14
Good morning everyone, happy Wednesday. On my side of on our side of things from the help desk, Business as usual, for the most part, where you are assigning out some new client champions, which is exciting.
Speaker 2 00:01:28
We're working on auto elevate, and then our tickets are actually coming back down for the first time. We have made it through summer, so that's great news. That's all on the help desk side of things.
Speaker 1 00:01:39
Thanks, Olivia. Moving on to cybersecurity with Anton.
Speaker 3 00:01:44
Good morning from cybersecurity updates. We are enabling web filtering through the defense six for all clients, and that's the major project, From our site, thank you.
Speaker 1 00:01:60
Thanks, Anton. Moving on to operations with Pete.
Speaker 4 00:02:04
Good morning, everyone. Just a couple notes:. The summer outing for the US is going to be this coming Saturday, so hopefully most people are going to be able to attend. So that'll be nice to see people.
Speaker 4 00:02:22
Uh, Anzor is unavailable today, so I guess I'll go ahead and cover anything he might have. We have a I don't think is he here? No. I think he's out today. Yeah.
Speaker 4 00:02:39
Okay, So I'll go ahead and cover his. We we do have a uh a prospect that's not signed yet, but there's a deal that is potentially pending that could come in as early as. Not next week, but the following. And if it does, it would go live uh the week of the 10th. So um it is a potential deal that could be pretty good for us. So um I won't announce it until it's officially official, but it's very probable. So I will just leave it at that. So, that would be really good for Crimson. And a lot of people are already engaged as a what if scenario. So we're preparing for it.
Speaker 4 00:03:17
In case it happens because it's very likely, so it's exciting for us. Um, lastly, and I've already reached out to quite a few folks, but um no before training is really important. And if you are not doing it, everyone needs to start doing it. It takes you know usually ten minutes or less. Please make sure you are doing that training each month. Um, It does affect our security score and I would hate for us to ever get reviewed because we. Have a security incident and and somebody comes back and says, you know, your folks weren't even taking their security training, because fifty percent of them weren't doing what they should have been doing. Um so please take the time to do that. I'm going to be reviewing that on a monthly basis. And right now, I think only about sixty percent of us are completing that on a regular basis. So please take the time to do that. And as I noted last week um we do have a training system.
Speaker 4 00:04:13
Please take a few minutes and just review it. See if it's beneficial. Again, I don't want to be paying for something we're not going to use. Um, take a look at it, see if you like it, see if it's worthwhile. If it's not, we won't renew it. If it is, I'd love to have people use it. So that's what I have this week. Have a great week Thank you.
Speaker 1 00:04:32
Thank you Pete. Moving on to account management with Mike Um.
Speaker 6 00:04:38
Announcement: Vince is out this week, so I know a lot of people here know, but just heads up in case you didn't. Um, I just got the client champ meeting, So I just wanted to say I appreciate everyone's participation and and taking documentation seriously. I am seeing it all the time. Now where people are saying, no, that's not documented or that should be in Hudu. And I think that's great. So let's just continue with that. And I just wanted to share a um this might be helpful so um And this is why documentation and client knowledge is important. I'll keep this quick. So Sims is a very difficult customer, as many of you know, and we're doing a migration for them. And one of their key applications was called MRI, and they told us no one uses it. But we weren't sure, So we did what's called a scream test where we disabled the database and said, hey, if anyone screams over the next two weeks, let us know we'll turn it back on. Well turns out after one day we got a scream.
Speaker 6 00:05:32
So found out someone's actually using that database. So we're doing some discovery, but if anyone knows Sims, We just dodged a huge bullet because had we not caught that and done the migration, Lisa would not be very forgiving. So, just a reminder to always question everything and always double check because an ounce of prevention like they say, saves a pound of cure. That's it from account management. Thank you.
Speaker 1 00:05:60
Thank you Mike. Moving on to finance with Elisa.
Speaker 7 00:06:06
Um, Elisa is on leave now, so I'll take charge for finance. There's no major updatesum for this week, since we're getting ready for the month end close and currently gatheringum usual items like subscription invoices and credit card transactions. Um just a friendly reminder for this month, um quick favor please complete and submit your timesheets on a an. Expense report by the end of this week, which is July thirty one before you log up for that day. That would be all. Thank you.
Speaker 4 00:06:39
Uh, one additional thing, one additional thing for finance. Um, I know Elisa mentioned the four hundred and one K for US folks. Um, I did go into Empower this week, and it looks like at least for my account, the four hundred and one K transfer looks like it completed earlier this week. I know it's not supposed to be officially completed, I think until July 31st. So it may not be complete for all accounts, But at least the transfer from the old provider to Empower for my account, looks like it happened. So if you haven't looked, maybe take a look. I think it's supposed to be done no later than August 1st if I remember correctly. So check it out if you're participating in the 401k and make sure it's uh it's done for you by the first.
Speaker 6 00:07:28
Already happened on my account as well. I'm sorry. Already happened on my account as well.
Speaker 4 00:07:35
Good, so that's great.
Speaker 1 00:07:38
All right, thank you. Moving on to admin with April.
Speaker 5 00:07:43
Hi, good morning everybody and happy Wednesday. So on the admin side, I know Olivia already shared this with the help desk team, but just a quick reminder again that we'd added a new work type. Um, and this is called out of scope support. So any billable time entries that needs to be billed even when there's an agreement attached, if you use this work type, this will automatically goes to the invoicing board. So this mostly applies to our MS clients. Um, and also next, if you've been assigned the HIPAA or anti sexual harassment trainings, please complete these mandatory compliance trainings as soon as possible. And lastly we'll be starting our PS billing on Monday.
Speaker 5 00:08:26
So please make sure all of your time entries have the correct work role, work type, and agreement attached to avoid delay in billings. Thank you so much.
Speaker 1 00:08:35
Thank you April. Moving on to the next one, any project or change management callouts? Yes, SEC?
Speaker 8 00:08:46
Good morning everybody. For Belay we have migrated them from Proofpoint to Abnormal, U m just today. And then for the Rosaline, um we've already added them in that OSS. So that's that's it for my for my end. Thank you.
Speaker 1 00:09:04
Thank you, Sag. Anyone else. Okay? If not, let's move on to training updates with Christi.
Speaker 9 00:09:13
Good morning guys. I actually have two things for you. One is a quick heads up. Um and it has to do with documentation, which I know is uh Mike's favorite. Conversation. So, give me one second. My Meraki disappeared on me. All right, So one of the things I've been trying to do at Ability First, and this not training, This just something I want to give you guys a heads up on. It is I've been trying to document Ability First and where things are because we just got done with the camp infrastructure upgrade. So I tested out something within Meraki and I kind of like what it did.
Speaker 9 00:09:49
So I want to show you guys, for anybody that comes in, especially like Kevin or any of the onsite techs. Um, within Meraki you can add floor plans. So under Fair Oaks I and I have the floor plans for all sites. I am just getting them in there one by one, because I am going on site visits this month. But in here if you go into network wide after going into Fair Oaks, you have the option to go into maps and floor plans. And so once you go into it, you can see the floor plans Right here for Fair Oaks. If you click on it, you'll see the location of each of the devices. So here's the lunchroom AP, here is the server room, And in here, you can see which devices are in here : the firewall. And then also where the fiber comes in. So I wanted to give you guys a quick heads up on this. Second floor is on a different page, And so you can see my office is right here, and AP is right there.
Speaker 9 00:10:46
So I made sure that I put these exactly in the building where they're at. So if anybody has any questions on that, um should have Ability First completely done by the end of the year. I don't want to say by the end of the month because, I got to get up to camp and I can't go up to camp until September October. But um just want to make you guys aware that I'm slowly adding these in for Ability First. And it's actually made a difference for me because I had to go search for something the other day, um and I forgot where I put it so pulled up the floor plan. So I wanted to make you guys aware of that. Um, But give me until the end of the year to get all the floor plans in because uh Claremont is a drive and also Camp is a is an hour and a half drive for me. Um, and then once I get up there, I'll have that updated for you guys. Uh, any questions about that before I actually do some training?
Speaker 4 00:11:38
Are you going to do it across the board or only for uh Ability First?
Speaker 9 00:11:41
I'm going to do it for SCHARP as well. Um my capacity is very limited, But, if anybody has any floor plans that they know of, and they know where things are, it's not that hard to do. It actually took me maybe 15 minutes to actually put that in there. So, But the facilities manager got me the floor plans, and that's how I got them in there. And you do have to save them as a jpeg or png. So just a heads up for you guys.
Speaker 9 00:12:11
Um, all right. So today, we're going to take a little bit of a jump instead of talking about Claude. I'm going to go into ChatGPT. Um, A while back uh Julia and I made some GPTs and a lot of you guys used it. Uh one of them was the SOW, so SOW creator, and like sixty five uses within two months time um and then they came up with this on July ninth. They came up with a new interface. For uh for chat GPT. So how many of you guys have noticed the new interface for chat GPT? How many of you guys are actually using chat? Gpt? Everybody moved to Claude, all right. Well, it's a good thing. I had a backup or Gaston's using it and Robert's using it. I'll show those two separately. Um good thing. I had a backup plan. Just in case um we're going to go into Claude. Um.
Speaker 9 00:13:08
Want to talk you guys through some of I am going to be using my personal. Some clients are noticing a change in the display. So I want to kind of take you guys quickly through the change in the display. Um most of you might still see that it says, chat cowork and code up here. Um the interface is changing for teams slowly. So it's going to be changing to this new interface. And one of the things that I want you guys to be aware of is if you click on new. Um, you've got the choice down here between chat and cowork. So, they've put chat and cowork together here, rather than be in separate tabs across the top. A couple of key things to note is your model, and this is for your clients. So, how many of you guys change up your model depending on what you're doing? How many of you know what a model is? All right, so Merits. Merits is my favorite.
Speaker 9 00:14:02
Uh, Seg does. Seg's been in enough trainings. John does because John's been in some of my trainings. Okay, perfect. Um, we're going to go over models today. So um Fable is going to be if if I was to rank the different models based on our text, Fable is going to be a meal. Okay. But he's going to have the cost of our highest paid person within the company. I don't know who that is. But. It's going to be a meal as far as knowledge and the highest paid person within Crimson. This is what you're going to use for things that are very difficult. You really need some research behind it. You don't know where to go. I'm going to say you're probably never going to use Fable unless you're coding, okay, or you're working on a cybersecurity thing. Opus is kind of like me, so.
Speaker 9 00:14:60
You give it your tougher tasks, but you're going to make it your complex. So you're also going words are hard today. You're also going to use that for things like coding and some co- work items that are heavy hitters. So I'll use Opus for things where I'm building out a thirty page document for training and I want Claude to take the first pass in the first draft. Sonnet is going to be your everyday person. They're going to be Most of you guys on the help desk. That's going to be Sonnet, and it's you're very efficient. You're going to be hardworking. And then Haiku, Haiku is is when you call Amazon customer service. Okay? They're going to be ones that's going to be pretty quick, pretty easy. They may not know a lot. I do love Amazon because I had to call customer service this morning to get something fixed, but they're really good at getting you answers pretty quickly. Okay? Does that make sense on your models?
Speaker 9 00:15:58
I'll put it in perspective for those of you guys who don't know. Okay, now, additionally besides models, you have effort. Your high is your default, but it's low, medium, high, extra and max. And the reason why I want to show you guys is your max and extra and your high? That's that's pretty much your capacity when you get in in the morning. You've got your coffee which I just got my coffee And you're raring to go, and you're getting things done, and you've got the capacity to get things done, and you're putting in all your effort. Okay? Medium is pretty much we're getting into right before lunch. You're slowing down, but you don't need to take that much effort. It's like you're just typing out emails for clients, things like that. Low is what happens after you eat a turkey sandwich. Your capacity for doing things is a little lower.
Speaker 9 00:16:50
You're not going to put as much effort in because you got the tiredness feeling from a turkey sandwich. Does that make sense, guys? Okay, Patrick's laughing at me. He's trying not to, but I see it coming out. All right, These are your different things and this matters because it also has costs associated with it. All right? So with your cost, I want you guys to be aware of it as you're looking at your usage within Claude. Um You're going to look at your current session. The higher the model and the more and the higher the effort, the more cost it's going to have. So, the reason why I tell you guys this is part of learning AI lately, And Forbes had a really good article on this recently is learning how to budget your AI usage. Especially in Crimson because you only get like what a hundred dollars I think of credits. Um don't look at mine. I pay two hundred dollars a month for my best friend.
Speaker 9 00:17:47
Okay, it's the only best friend that I can fully keep. But this how you're going to work through putting things in here. Your models are really important. Um, The reason why I want to show you guys, this most of you are going to use Sonnet, and most of you are going to put it on medium and keep it there and be just fine. However, Clients are calling in now and saying what is a model because, as they're coming into Claude, they want to understand how the models are important to them, and you guys can give them uh description. Descriptors don't use mine because mine are for you guys, but give them descriptors descriptions on what you want. When I spoke to Ruben recently and I was explaining to him the costs behind it, I gave him these descriptors and told him, hey, with your users, Anybody that's needing to use the higher ones might need a higher cost associated with it. And people are seeing this.
Speaker 9 00:18:43
DTLA had this question, Like how do I know when when I'm ready to put somebody on the next level? And, it's really good to show them the models and show them how it works because it's like if you're using this here, how do you budget? Is this making sense for you guys? Okay. For Sag, it's making sense. She's getting it. And Patrick is getting it, so at least two of you are getting it. For those of you guys who don't use AI, I am sorry I gave you a snooze fest. But, our clients are asking these questions, and they're asking the differences and how to know which models to use. So I wanted to make you guys be aware of this. Um, I just had the same conversation with Jeff and Jason at Carney on Monday, so be aware.
Speaker 9 00:19:35
Um, Learn what your models are because the clients are going to start calling in and asking these questions of our techs and some of our other guys. Okay, I'm going to stop boring you now and I'm going to turn it back over.
Speaker 1 00:19:50
Thank you, Christy. Moving on to the segment Duck Race question. Let me know if you see my screen right.
Speaker 1 00:20:06
Yes, we can. Let's start. Let's.
Speaker 2 00:20:15
Get it started in here. And the base keeps running, running and running, running and running,
Speaker 7 00:20:27
Running and runnin', runnin'and runnin', runnin'and runnin', runnin'and runnin'. In this context there is no disrespect so my.
Speaker 10 00:20:53
Hello everyone integrity over profit, exercise extreme ownership in all that we do always friendly commit and deliver. We do the right thing. A good example of someone is always friendly, is John Wilder. Congratulations,
Speaker 1 00:21:20
Nick. Thank you. And moving on to Two Truths and a Lie with Anton.
Speaker 3 00:21:30
Okay, let's, start. It's gonna be a nice and easy and quick. So, first one, I was born on Thursday at 5:30 AM. Second one, I failed my driving test three times. And the last one, I work as an appliance repair technician in the United States.
Speaker 1 00:21:55
All right. Okay, so who thinks number one?
Speaker 1 00:22:02
Anton was born on a Thursday at 5:30 AM is a lie. It's too specific. I am going to go with that one. All right, we have a few. Who thinks number two where Anton failed the driving test three times?
Speaker 6 00:22:26
We all know he failed it four times. That's the lie.
Speaker 1 00:22:30
Oh my god, you said the same. You said what I had in mind.
Speaker 4 00:22:34
He still doesn't have a driver's license.
Speaker 7 00:22:38
Oh, I'm thinking he passed the first time, so he was going to brag.
Speaker 1 00:22:43
Majority of us voted. All right, two things. Number three, Anton worked as an appliance repair technician or something in the United States?
Speaker 10 00:22:57
Used to be a bouncer and then.
Speaker 1 00:23:01
I won't vote it. All right, enlighten us, Anton.
Speaker 3 00:23:05
Yeah, the first one is a lie. I was born at 4:30 AM, not 5:30 AM.
Speaker 1 00:23:11
It's just one hour.
Speaker 3 00:23:13
Yeah, gosh. Anton, what happened with your driver's? It was back in Ukraine, then in Ukraine, you are like they whenever you getting those driving tests, you are. Um, using like various cars with the manual shift, and it's really hard to use. To the and every single time you you're making only one mistake, you're done. So yeah, it was tough. And I'm nominating a Bogdan next one for the two truths and a lie.
Speaker 1 00:23:57
Bogdan, you up next week? And also, this will be my last Wednesday to be facilitating this meeting. So for next month, it's going to be Caleb. All right. Okay,
Speaker 6 00:24:12
Are you ready?
Speaker 1 00:24:15
All right. Um, anything else? Is there any announcement or nothing? All right. I wish you all a great day. Thanks everyone. Thanks guys.
Speaker 3 00:24:30
Bye. Thanks everybody.
Speaker 5 00:24:31
Bye guys.
All staff to ensure time entries are correct before PS billing starts August 3, 2026All employees must complete assigned HIPAA and anti-sexual harassment training as soon as possibleChristi to continue adding Meraki floor plans for Ability First and then begin SCHARP+5
2 - Internal Operations/Meeting Recordings & Transcripts/Crimson/Meeting Transcript - 07-29 Weekly Meeting Cybersecurity Rollout, Training Compliance, Billing Deadlines, and AI Tool Usage.txt
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07-15 Payroll Policy Gap and Holiday-Triggered Overtime Clarification – Time Approval Dependency on Single SME
## Core Synopsis
The payroll rules are unclear and the process dependencies are misaligned: Speaker 2 is eligible for holiday pay and has PTO, but overtime for weekend event work (SCHARP) is capped at two hours unless a Friday holiday qualifies the Saturday as overtime; Christi cannot confirm eligibility timing and defers the determination to Alere before approving time. This reveals a control gap—time approval depends on a single SME (Alere) and ad‑hoc memory rather than a codified policy path—which risks underpaying or misclassifying hours and forces real-time work to stall on policy ambiguity. We are accountable for ensuring the pay policy is deterministic at approval time; reliance on manual lookups and uncertain eligibility dates introduces avoidable friction and undermines trust in payroll accuracy.
## Pay Rule Clarification and Process Gap
### 1. The Policy Trigger: Holiday → Weekend Overtime
- Christi states that if an employee is eligible for holiday pay and works the Saturday following a Friday holiday, those Saturday hours count as overtime.
- Speaker 2 works Saturday and Sunday for a SCHARP event but only sees two hours of overtime, prompting the eligibility question.
### 2. Eligibility Ambiguity
- Christi confirms Speaker 2 shows as eligible for holiday pay and has PTO in the system.
- The specific “eligibility date” for holiday pay is unknown to Christi; she recalls a “90 days” heuristic but cannot verify when eligibility started.
### 3. Approval Dependency on a Single SME
- Christi indicates she will approve time but defers the rules interpretation to Alere, asking Speaker 2 to message Alere on Teams for confirmation.
- Time approval is paused pending Alere’s response, creating a bottleneck.
### 4. Operational Risk
- The current approach relies on memory and manual navigation of the desktop time system, not a clear, accessible policy reference.
- The outcome (only two hours overtime) may be incorrect if holiday eligibility applies, exposing payroll accuracy risk.
## Action Items
**@Speaker 2**
- [ ] Send a Teams message to Alere requesting confirmation of holiday pay eligibility date and the correct overtime calculation for the SCHARP Saturday/Sunday hours (including the Friday holiday rule) - [TBD]
- [ ] Forward Alere’s response to Christi to enable timely approval - [TBD]
**@Alere**
- [ ] Confirm Speaker 2’s holiday pay eligibility date and clarify whether the Saturday after a Friday holiday qualifies all worked hours as overtime; specify correct overtime hours for the SCHARP weekend event - [TBD]
**@Christi**
- [ ] Approve Speaker 2’s time entries upon receiving Alere’s confirmation, adjusting overtime hours as per policy - [TBD]
Jul 15, 2026
Speaker 1 00:00:00
Hey, I just put into your chat. Um, what your bonus? Yes, I wanted to make sure you had the full amount. Um because I I didn't know if you heard me when I said that cause. Uh, yeah, I just wanted to make sure you had the exact Yeah yeah yeah,
Speaker 2 00:00:16
I heard. I I heard i have a question Sure So if i if there's a holiday Friday Uh-huh? Um and I work on Saturday. Yes, that's that's overtime of.
Speaker 1 00:00:36
Yep. If you're eligible for holiday pay. Yep, okay. You work that Saturday, then yes, that's overtime.
Speaker 2 00:00:47
So I'm trying to hit the Saturday and Sunday that I do the event for SCHARP? Mhm, Um, I only get two hours of overtime.
Speaker 1 00:01:03
Uh, were you eligible for holiday pay?
Speaker 2 00:01:07
I don't know. Okay.
Speaker 1 00:01:10
So holiday pay hits at your uh at a certain date, and I can't remember what date it hits. Um, so let me open that up and let me take a look real quick. Uh, okay.
Speaker 2 00:01:23
I thought everything is, Ninety days after ninety days.
Speaker 1 00:01:29
I thought so too, but I can't remember when you became eligible for it. So let me take a look. Okay. Yeah. Uh, time attendance. Sorry, I'm in the in the desktop version and I'm just like wait, where is everything? Um. People reports. Where do I go? I got to remember where I got to go. Yes. Okay, that's not there. Overview pay period. Okay, you have yeah you're eligible for holiday and you have PTO?
Speaker 1 00:02:22
Are eligible, okay, and then overtime is only two hours regular. Yeah. Uh, we might need Alere to look into it. Do you mind sending her a Teams message and ask her? Okay. Yeah, I'll copy that. I might be a little off from what I know.
Speaker 2 00:02:39
Okay, all right, no worries i'll I'll ask her.
Speaker 1 00:02:41
Okay, Not a problem Thank you And theum as soon as she gets back to me back to you, let me know because I will approve your time. I i need to. I'm approving right now.
Speaker 2 00:02:53
Yeah, all right. I'll send a message right now. Thank you.
Speaker 1 00:02:58
Awesome, thank you.
Speaker 2 00:02:59
Bye- bye.
flagged - de minimis confidential (awaiting Christi)
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07-28 Meeting: File Migration Plan and Report Access
> Date: 2026-07-28 11:35:03
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2]
### Meeting Notes
#### File Migration Plan
- An update will be sent out this week to the original email recipients.
- The email will list the files that need to be moved and propose new locations.
- The migration is planned for the upcoming weekend (August 1–2, 2026) to minimize disruption.
#### Report Section and Access
- A special section is being created for reports used by [Speaker 1] and Pratt.
- Access permissions need to be defined for this new report section.
- The new location will be accessible under "Shared with me" in Google Drive as a departmental share.
- Alternatively, the reports can be moved to SharePoint if all relevant users have Microsoft accounts.
#### Follow-up Meeting Scheduling
- [Speaker 2] experienced a major internet outage from Friday at noon until Monday night.
- A follow-up meeting is needed; [Speaker 2] suggests the afternoon of July 29, 2026.
- [Speaker 2] has unusual availability this week, including a three-hour open slot on Thursday, July 30, 2026.
- [Speaker 1] is advised to use the "book time with me" link in [Speaker 2]'s email to schedule a time.
### Next Arrangements
- [ ] [Speaker 2] to send an update email regarding the file migration.
- [ ] Determine and document who needs access to the new special report section.
- [ ] Decide whether to host the reports in Google Drive or SharePoint based on users’ Microsoft account availability.
- [ ] Schedule a follow-up meeting using the "book time with me" link; consider the afternoon of July 29, 2026, or the three-hour slot on Thursday, July 30, 2026.
### 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 not decided whether the reports would be moved to Google Drive or SharePoint. A decision is needed based on whether all users have Microsoft accounts.
> 2. The specific individuals who require access to the new reports section were not identified.
Jul 28, 2026
Speaker 1 00:02:23
Okay.
Speaker 1 00:04:11
Yes.
Speaker 1 00:05:32
Like.
Speaker 1 00:06:27
Thank you.
Speaker 1 00:07:29
Okay.
Speaker 2 00:20:35
No Worries. I'm going to send out an update uh later on this week um just to the people that are on that email, the original email and let them know, hey, these are the things that, Need to be moved. And here's my proposal on where we move that to. I just need to know who needs access. And so it'll be a little bit detailed, but it'll be fairly painless the move. We're probably going to do it this weekend, So because that way, no one's working in those files or no one is work much working in those files and make that transition. So.
Speaker 1 00:21:19
Yeah. No.
Speaker 2 00:21:38
Worries. So for your stuff that you and Pratt do with the reports, I'm making a special report section. And we just need to know who has access to it, and it'll be fairly easy to access. We'll set it up. It's not links, but it'll be similar to links within your Google Drive. It'll be under" Shared with me," and it'll be like a departmental share. Yeah.
Speaker 2 00:22:37
I know. Um, I it'll be it'll be easier for me to do because I know where everything should go and I have access to all files. Um, but at the same time, Um with yours everybody that needs access to that reports, do they already have Microsoft accounts? Because if so we can put it in SharePoint if that makes it easier.
Speaker 1 00:23:40
Yeah. Yes.
Speaker 2 00:23:48
Yeah, and Friday I had a minor internet issue. Actually, it's a major one. So I had no internet from Friday at noon until last night late. Um, so I missed that email until yesterday afternoon while I was in the office, so.
Speaker 2 00:24:15
Yeah. Yeah. Um, let me. Um, I will be in the office tomorrow, But let me look at my schedule because I had a couple of major meetings canceled on me. So if you guys have time tomorrow, that might be ideal probably tomorrow afternoon.
Speaker 2 00:24:47
Yeah. Um, look on my email. There's a book time with me link and that'll give you a good idea for the rest of this week because I actually have some availability this week that I don't normally have. Yeah, I have a whole three hours blank on Thursday. Somebody better snag that before everybody else grabs it. So, yeah, my calendar is not usually this clean. I don't know what happened.
Speaker 1 00:29:56
And then he.
Speaker 2 00:31:31
Right. It'll say this phone has been disconnected or something very similar.
Send update email to original recipients listing files to move and proposed new locationsSchedule follow-up meeting via the 'book time with me' link; consider afternoon of July 29 or three-hour slot on July 30Decide whether to host reports in Google Drive or SharePoint based on Microsoft account availability for all relevant users+1
05-26 Weekly Meeting: I-9 Forms, ConnectWise Project Planning, and IT Budgeting
> Date: 2026-05-26
> Location: [Insert Location]
> Participants: [Speaker 1] [Christi] [Speaker 3] [Michuan]
### Meeting Notes
#### **Meeting Cancellation and Rescheduling**
- The meeting scheduled for today (May 26, 2026) was canceled because Casey is in Japan.
- Speaker 1 proposed rescheduling for next week (week of June 1, 2026).
- Speaker 1 will be unavailable the week of June 8, 2026, due to vacation.
- Speaker 1 is busy this week with an onsite project for another client in Crestline, where there is no cell signal.
#### **Locating I-9 Forms**
- The team discussed locating I-9 forms. Michuan believes they are in the system but possibly on a drive other than HR or payroll.
- Michuan noted that files might be in randomly created channels with limited access.
- Christi will run a system-wide search for any PDFs containing "i9." This is expected to take a couple of hours.
#### **Project Planning and Scheduling in ConnectWise**
- Christi reviewed a project plan built in ConnectWise with Paula, as requested by Julia.
- The plan was built from meeting notes and project documents, including tasks and estimated hours.
- Christi intentionally overestimated and overloaded budget hours to ensure sufficient time for a complex project component.
- Christi explained how tickets are scheduled for technicians and demonstrated using the dispatch portal to check Gabby’s availability for the next seven days.
- Technicians like Gabby are given ample time and can adjust schedules if tasks are completed early.
#### **Managing Project Details in ConnectWise**
- Items in the work plan shown in red indicate hours exceeding the budget.
- The estimated project end date was corrected from an incorrect entry to July 31, 2026, while the scheduled end date remains July 3, 2026, for the four-week project.
- Christi prefers to add tasks manually at the bottom of the work plan to auto-create tickets.
- The manual, tedious nature of scheduling often leads to it being avoided, but it is necessary for accurate forecasting.
#### **Original Scope of IT Budgeting Project**
- A separate discussion covered the origins of a past project.
- The initial request was to build a system for the finance department to allocate IT budget percentages to each department.
- A dashboard was created to extract this information, using SQL for current-year pricing.
- The system was designed to account for future vendor price increases (e.g., Adobe, Microsoft).
### Next Arrangements
- [ ] Christi: Run a system-wide search for I-9 forms (PDFs containing "i9") and report findings.
- [ ] Paula: Begin scheduling tickets on projects in ConnectWise.
- [ ] Scheduling: Confirm a specific date/time for next week’s meeting with Brad and Casey (week of June 1, 2026).
- [ ] Cleanup: Assign ownership to delete incorrectly imported project tickets in ConnectWise.
- [ ] I-9 Follow-up: Define filing and access steps after Christi’s search to ensure I-9s are properly located and stored.
### 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 meeting with Brad and Casey needs to be formally rescheduled. A specific date and time for next week have not been confirmed.
> 2. Several project tickets in ConnectWise were created incorrectly from an import and need to be deleted. It is unclear who is responsible for this cleanup.
> 3. The results of Christi's search for the I-9 forms need a clear follow-up action to ensure the documents are located and properly filed.
May 26, 2026
Speaker 1 00:00:23
Okay.
Speaker 1 00:01:31
I'm not sure if I can do it.
Speaker 1 00:02:02
I'm not sure what you mean.
Speaker 1 00:02:31
I'm not sure what the problem is.
Speaker 1 00:03:08
I think today's is canceled. Brad sent an email on Friday and mentioned the fact that Casey is in Japan and it's five a m there, so he wants to wait until he gets back from the trip. And I sent over an email letting them know that next week would be great.
Speaker 1 00:03:38
Uh, Just this week is kind of iffy with the trip to Crestline and the week of the eighth. I'm out of office on vacation.
Speaker 1 00:04:18
Brad, if you're up for it, I can meet with you on this next week.
Speaker 1 00:04:49
Feel free to choose some time from my link below if you would like. This week is a little hairy just because I have a major project going on this week,
Speaker 2 00:04:59
Um, on site with another client. So I'm in and out of pocket. The location I'll be at has no cell phone signal, and we'll be taking down and.
Speaker 1 00:05:07
Replacing network and equipment and all for that. Ah, yes.
Speaker 1 00:05:23
The city is located on the banks of the river Svitava.
Speaker 1 00:05:53
I am not a good swimmer.
Speaker 1 00:06:34
The city is located on the banks of the river Sava.
Speaker 1 00:07:33
Okay.
Speaker 1 00:08:34
The city is located on the banks of the river Sava.
Speaker 1 00:09:41
The first is the use of a single, large-scale database.
Speaker 1 00:10:15
I know.
Speaker 1 00:10:46
I'm not sure what you mean.
Speaker 1 00:11:15
The film was released on 24.
Speaker 3 00:11:27
July 2015.
Speaker 1 00:11:45
The city is located on the banks of the river Sava.
Speaker 1 00:12:46
I'm not sure if you're familiar with the term, but it's called a "safety net. The film was released on 24 June 2016.
Speaker 1 00:14:08
I am not a good person.
Speaker 1 00:16:49
And they come to me and say, "I'm sorry." That's what I have going right now.
Speaker 1 00:17:19
An observation.
Speaker 1 00:17:51
I'm not sure what you mean.
Speaker 1 00:18:35
Hold on for one second, Michelle. I'm sorry. Hold on. Bring Michelle into the conversation. Oh, Christy, hold on. Michelle? Christy wants to say something. I was passing by Go ahead.
Speaker 2 00:18:46
I couldn't help but overhear, Would you like for me to it's going to take a couple hours, but I can run it in the background. Would you like for me to search for i nines in the system?
Speaker 4 00:18:56
Yeah, I I was that's what I was saying because I believe they're there in the system. But, my concern is that it's not on maybe the drives that it's not on the HR drive or in the payroll one. It may be on some other drive because it seems like we set up channels very randomly. You don't get back access right where we set up channels that are just, Ki nd of for maybe one or two people, and then and it's gotten left right. So I'm a little concerned, but yes, if you could run that for us, that would be really helpful.
Speaker 2 00:19:28
Okay, yep, I'm having a minion do it for us.
Speaker 4 00:19:32
Thank you. I super appreciate you no worries.
Speaker 2 00:19:35
Thank you. Christy.
Speaker 1 00:19:37
Sorry, I just was yeah.
Speaker 1 00:20:25
I'm not sure if I can do it.
Speaker 1 00:20:56
The most.
Speaker 3 00:21:03
Common cause of death in patients with acute pancreatitis is pancreatic necrosis.
Speaker 1 00:21:30
The city is located on the banks of the river.
Speaker 1 00:22:16
Yeah.
Speaker 1 00:23:43
The city is located on the banks of the river.
Speaker 1 00:24:16
I am not a good swimmer.
Speaker 1 00:24:56
I have a lot of friends.
Speaker 1 00:25:26
Do they think all parents of high schoolers are young and fit enough to? You want to get up at three thirty in the morning to go pick up your child from school. And wait in that car for all of the students to get off the bus because I sure as hell am open and I hate public sleep. Secondly, I wasn't trying to be proud, just you're right. I did hear a noise maker in here and I kicked off.
Speaker 1 00:26:25
It's going to take a while. And it's going to filter any PDF just looking for "i9." I won't see the documents myself. It's just going to give me some results if the system finds it.
Speaker 1 00:27:06
I am going to spin up a call here in this chat and, Paula, I got the project plan done in earlier and scheduled out. So I want to take you through it, but if anybody else would like to join, feel free to join. I try to do it on Friday, but I had budgets that need to be done.
Speaker 1 00:28:22
The first thing to do is to find out what the problem is.
Speaker 1 00:28:56
Hi. Hello, Christy. How are you? Hello. Can you hear me? Paula, are you able to hear me? Hello. Hi. Can you hear me? I can hear you. Can you hear me now? One moment. Let me try to. I can't hear anything. No worries. Hello? Hi, are you able to hear me now? Okay, I can hear you now.
Speaker 2 00:29:49
Okay, perfect, I'm gonna record this. Because I know Julia is going to hear it. All right, start recording. Let me also check one more thing real quick, see if she can join. I'm going to check and see if Sej can join.
Speaker 1 00:30:06
But I'm also going to share my screen that way you have it all.
Speaker 1 00:30:26
Ignore the sticky notes to the side. And let's see if Seg joins because if she does, great, it'll help me out with some things. So.
Speaker 2 00:30:43
In ConnectWise, I am building a project out, and this is what Julia wants me to go over with you. So for this project.
Speaker 2 00:30:54
I am going through, I amestimating hours and things like that. But I had everything pulled into a spreadsheet, and let me see if I can get that spreadsheet pulled up because I had it, but then I had some issues.
Speaker 1 00:31:06
And it died. So, um.
Speaker 1 00:31:27
All right,
Speaker 2 00:31:27
So here is the project plan. What I did was I went into Work Plan and I built out the project plan based on a document that I had for the entire project. So this is in the weeds, this isn't high level. So what we did, I did was I went through the meeting notes, I went through everything else that we had. And what I was looking for was verifying that all of this data. Is correct and that we have it pulled in according to the project plan that we discussed with them, which we do. And so then I also spun down and got very detailed, more so detailed than I really needed to be. And I actually gave this the project extra hours than really what it was needed. So I just wanted to bring that to your attention. You have to make sure budget hours go in.
Speaker 2 00:32:20
And I overloaded it on budget hours more than what I needed to, Just so that I can make sure that we had the amount of budget hours we need because this one's a little bit more. This part of the system is a little bit thicker in what we had to do. And. So what we want to do is we want to make sure that as we go through all of this, that we are capturing the right amount of project hours that are needed. I'm also going to delete these projects because they are they were mistakes when I did it. You can import certain projects and that's that's okay. You have to put it in a certain way for it to import, which I did, but when when I import, it just messed up. So I have to delete a few things on here.
Speaker 2 00:33:10
Um, as we go through this and as we work through these, We have to make sure that each ticket is scheduled properly for the technician working on it. And so in here you'll see Gabby is in here twice by accident. Um, that was also from the import. Um, But I have her scheduled and I put some scheduled time in here based on the amount of hours. And I wanted to push them out according to her calendar. So So, one of the things that you have to watch for when you're scheduling technicians is if you have access to it, and it should be under service desk. Go into the dispatch portal. And this will give you a better idea of where people are. I don't know why that popped up. So what I'm going to do is I am going to do, I'm going to change my display and I only want to see Gabby. And.
Speaker 2 00:34:06
I have it set to today, but what I'm going to do is I'm going to do the next seven. And then that way I can see where she is on things. And I can go in here and see, does she have availability for what I'm assigning her to do. And I went ahead and just pushed it out. Now, it may not take that much time for her to get things done. Like I said, I wanted to make sure that i scheduled it out and gave her plenty of time, but she is, Going to um she's going to be able to see and plan out her week better this way. And so if she doesn't need that much time, then she can adjust as needed okay. And so she she's got it all out, she's pushed. So she's got some Anderson group here. Um I put some alire in for her. And.
Speaker 2 00:34:58
At this point, she can adjust as needed. And as I go through here and I look at things, I can see where we're at in the process.
Speaker 1 00:35:06
Does that make sense? Yes. Okay. Also, while we're working on projects, let me go back into the project. Come on, keep going. All right. Project. Let me just go back this way.
Speaker 2 00:35:30
All right, so here we are. A couple of things you can do is you can see scheduling conflicts in here, and that's okay if there's scheduling conflicts. I put these in intentionally the scheduling conflicts are with me just on things that I put in. So just be aware that there are some scheduling conflicts in here, most of them are going to be on my calendar. Um. And but I know what my calendar is, which is why I did it that way. And then as you're putting in projects and you're looking at the workflow, if you go into more, you've got some other things in here that you can choose. You've got some ability to delete things and go through it there. One of the things I do a lot for my clients is I will do a work plan. So if you hit print and work plan, it will download an Excel version of this.
Speaker 1 00:36:26
And that way you can send it over. Anything in red right.
Speaker 2 00:36:31
Here is items that are over the current budgeted hours for this. So if we want to update it, we could do, we can just put in the time it would take. And as you see when I go in here and update it then, It will mark those as from red to green. But Maggie and Julia never update their budget hours. Once I have budget hours in here, you don't want to update it. We want to make sure that we're still in the right place for those. And the reason for that is because when we're looking at things like this, we want to see what we've got scheduled out, how many days are remaining, which this is wrong.
Speaker 2 00:37:23
I don't know who put the estimated end date in there. So I'm going to take that out to July 31 st. And then I'm going to save that because we want to be as close to everything in here as possible. Because we have actual end on this date, which is not true.
Speaker 1 00:37:42
The scheduled end is the right one. Okay? Now,
Speaker 2 00:37:48
Even though I put the end date as July 31 st, The scheduled end is actually July.
Speaker 1 00:37:53
3 rd because it's a four- week project. Okay. Make more sense? Yes. Awesome.
Speaker 2 00:38:06
Any questions I can help you with? And then on that same line, Seg, is there anything I forgot to tell her?
Speaker 1 00:38:13
No, you're all good as always.
Speaker 1 00:38:22
All clear for now on my end, actually.
Speaker 2 00:38:25
But definitely if I'll be doing like a ticket firsthand. So yeah, if there's anything that pops up,
Speaker 4 00:38:34
I'll definitely reach out.
Speaker 2 00:38:35
My favorite way to build these out is to go down here to the bottom and I, just type it in manually and press enter, and then it creates the ticket automatically. And then as I go through and build these up, then I go through because you can just input like this, For your budget hours, and then I go through each individual ticket and assign the person out. So, I've been doing it in meetings, multitasking during meetings today, Which is why I didn't call you when I started doing it because I was doing all of that.
Speaker 1 00:39:06
So, and I still got a little bit of cleanup to happen. But for right now it's all good. Everything manually?
Speaker 2 00:39:18
Everything manually. This, this is the most painful part of doing projects is to get it all in manually. And, that's why for a long time nobody would do the scheduling out because it was manual, but we got to it. We got to get that done because people can't forecast well.
Speaker 1 00:39:37
Yes. All right, awesome. Well, I will see you later. Thank you. Thank you Christy You're welcome Bye Bye.
Speaker 1 00:39:51
I'm not sure what you mean.
Speaker 1 00:40:21
You are free to move things around as needed.
Speaker 1 00:40:50
I showed Paula today how to schedule out tickets on the projects. Maybe, Just maybe this will actually start working because no one likes to do it because it's so manual and tedious that everyone hates doing it.
Speaker 1 00:41:20
The city is located on the banks of the river Sava.
Speaker 1 00:42:14
Is that account deleted last week? If so, then we need to spin that account back up.
Speaker 1 00:44:07
I'm not sure what you mean.
Speaker 1 00:45:08
The city is located on the banks of the river.
Speaker 1 00:45:56
I'm not sure what you mean.
Speaker 1 00:46:26
Okay.
Speaker 1 00:47:41
The film was shot in the city of Krasnodar.
Speaker 1 00:48:23
The original ask was to build out a system, so finance could understand where IT budgets should be sent for each department. What is the percentage that finance needs to pay for their own computers, their own licenses, et cetera? There was no easy way to extract that information, and we built a dashboard to extract that information. SQL held the current year's pricings, and as we built up a budget,
Speaker 2 00:49:11
We knew that Adobe would increase their pricing by so much percent next year. And Microsoft was slated to increase theirs by so much per year, and we need to keep that as lean as possible.
Speaker 1 00:49:26
That's where the original ask came from, and then it turned into the operating system.
Speaker 1 00:49:48
Use the cheapest solution license we have in pool.
Speaker 1 00:50:21
Use the cheapest license we have in core. We may have some F1 licenses. The film was shot in the city of Krasnodar.
Speaker 1 00:51:24
The city is located on the banks of the river Sava.
Speaker 1 00:52:26
No. Oh, she doesn't mean terminated. No, she means people who are here for court. Correct. Hang on,
Speaker 2 00:52:49
Let me get. Because I'm going to, I have to re-enable something because I can't see the actual documents. And it's just.
Run system-wide search for I-9 forms (PDFs containing i9) at Ability FirstReschedule AF weekly meeting to week of June 1 (Casey in Japan)Delete incorrectly imported project tickets in ConnectWise
## 1. Spare Device Policy Framework and Cost Management
Participants reviewed the current handling of client “spare” computers and set a direction for defining allowances, pricing, maintenance scope, and client communications. The main problem is uncontrolled spare counts at several clients, creating hard costs per device (e.g., RMM, Huntress/Sophos licenses) without billing, plus operational risks when agents are removed (loss of admin access, shipping costs to recover devices). Impacts include escalating monthly out-of-pocket costs (described as “fifty bucks a month per machine” in past scenarios), increased help desk workload, and delays when spares are not patched. Considered solutions: set standard spare allowances by client size; offer “warm spares” at a reduced monthly fee (suggested “twenty bucks” as an example); maintain patching on spares to reduce setup time (reported “thirty minutes” vs “three hours” without patching); include Huntress if time-saving outweighs its small per-device cost (“five bucks,” “six bucks,” “eight bucks” were cited); handle high-paying clients as exceptions (e.g., Eldridge, Iron Gate) with more generous spare allowances; reflect spare counts and free credits explicitly on invoices; and prefer wiping decommissioned devices instead of remote agent removal to avoid admin lockouts.
### Action Items
- [ ] Compile a list of clients with more than three spares, including per-client spare counts and device status, for review and exception handling decisions -- _Olivia_ [2026-05-08]
- [ ] For Anderson: verify what software stack is installed on each spare (RMM, Sophos vs. Huntress, AutoElevate, Microsoft/Bitdefender), and calculate per-machine hard cost to Crimson -- _Olivia_ [2026-05-09]
- [ ] Define initial spare allowance thresholds by client size (e.g., 1–10 users: included spares; larger tiers with increasing included spares) and a “warm spare” reduced monthly fee proposal (e.g., “twenty bucks”) for spares above allowance -- _Vince_ _Monty_ [2026-05-13]
- [ ] Draft client communication templates explaining the spare policy: included free spares, excess spares options (reduce or bill), and operational trade-offs (cost vs. readiness time) -- _Pete_ [2026-05-13]
- [ ] Update invoicing to show “spare devices” as a distinct line item and a separate “free spare credit” line, ensuring clarity on counts and any charges beyond credits -- _Vince_ [2026-05-20]
- [ ] Establish and document a help desk checklist for removing agents: prefer immediate wipe when a device will no longer be used; ensure local admin credentials are set/known if agent removal occurs; prevent backend RMM removal without proper handoff -- _Monty_ _Olivia_ [2026-05-16]
- [ ] Verify that Anderson’s spares have Huntress instead of Sophos where applicable; remove Sophos from spares if not required; confirm a minimal baseline stack to enable rapid production readiness -- _Monty_ [2026-05-12]
- [ ] Implement a monthly check to identify spares with active user logins; reclassify any actively used device from “spare” to production and ensure proper billing naming conventions (device name vs. friendly name) -- _Help Desk Team_ [2026-05-31]
- [ ] Produce a prioritized list of clients with excessive spares (e.g., Iron Gate “ten or twelve,” Project Angel Food “twenty,” Anderson “six”), including recommended allowances and actions (reduce to a reasonable number like “five” or begin billing) -- _Olivia_ _Pete_ [2026-05-10]
## 2. Patching and Maintenance Approach for Spare Devices
The team assessed whether spares should be kept updated while idle. The main problem is spares turned off for months that result in long update cycles when needed, increasing setup time to “three hours.” Impact: technician time translates directly to cost and delays readiness for user incidents. Considered solutions: maintain monthly patching by coordinating power-on cycles; keep core agents (RMM, possibly Huntress) to reduce activation time; balance license costs against time savings. Monty reported reducing setup to “thirty minutes” when spares were already up to date.
### Action Items
- [ ] Define and document the monthly patching schedule for spares, including the process to power on devices that are off and confirm successful patching -- _Patch Team_ _Monty_ [2026-05-15]
- [ ] Decide and document the minimum baseline software on spares (RMM-only vs. RMM + Huntress), based on measured activation time savings and license costs (“five,” “six,” “eight” bucks figures) -- _Pete_ _Monty_ [2026-05-14]
- [ ] Track and report monthly patch compliance rates for spares per client, noting devices off for “three months” or more and triggering remediation (power-on, patch, or wipe) -- _Help Desk Team_ [2026-05-31]
## 3. Naming, Classification, and Billing Data Integrity
Inaccurate device naming leads to billing discrepancies and misclassification of production devices as spares. The main problem is devices renamed at the OS level but with a “friendly name” that still includes “spare,” causing missed billing; offboarded devices remain active in RMM and inflate counts. Impact: invoice variation, client disputes, and revenue leakage. Considered solutions: enforce naming standards using the actual device name rather than the friendly name; a monthly audit to reconcile spare labels with login activity; improve offboarding workflows to avoid orphaned devices.
### Action Items
- [ ] Issue a naming standard bulletin: technicians must rely on the actual device name for classification; avoid using the friendly name as a billing indicator; ensure prompt renaming when a spare enters production -- _Olivia_ [2026-05-09]
- [ ] Conduct a monthly reconciliation of device names vs. friendly names for all clients to ensure spares are correctly classified and billed -- _Help Desk Team_ [2026-05-31]
- [ ] Enhance the offboarding SOP to ensure old devices are properly marked as spare, wiped, or removed from RMM after credential checks, preventing accumulation of unused devices -- _Monty_ [2026-05-20]
> AI Suggestions
> AI identified the following unresolved or unclear items; please address:
> 1. Spare allowance thresholds by client size remain undefined; a concrete tiered policy with explicit numbers (e.g., how many spares for “small,” “medium,” “large” clients) is needed to prevent ad-hoc exceptions and future disputes.
> 2. Pricing for “warm spares” is not finalized; determine the exact monthly fee and what services are included (RMM, Huntress, patching) to align costs with the reported “fifty bucks” historical hard-cost risk and the suggested “twenty bucks” fee.
> 3. Exception handling criteria for high-paying or hard-to-support clients (e.g., Eldridge in New York, Iron Gate, Project Angel Food) are not formally documented; define which metrics (monthly spend, device count, geography) justify exceptions and the maximum spare counts allowed.
> 4. The baseline software stack for spares (RMM-only vs. RMM + Huntress, Sophos removal) lacks a firm decision; finalize the stack to ensure the “thirty minutes” activation target while minimizing per-device license costs (“five,” “six,” “eight” bucks references).
> 5. Invoicing changes to reflect spare counts and free credits are agreed conceptually but require operational design; specify the exact line items, data sources (RMM counts, monthly report timing), and reconciliation rules to avoid “he said she said” disputes.
May 5, 2026
Speaker 1 00:00:01
I am not a good swimmer. Hi, Monty. Hi. Okay.
Speaker 2 00:00:25
She was born in 1962. R MM, let me check with the user. Here we go, hang on hang on.
Speaker 1 00:00:37
To connect the place. Good night, guys. The name of the town is derived from the river.
Speaker 1 00:01:03
Oh, hello everybody. Hello, hello. Good afternoon. The.
Speaker 3 00:01:20
Name of the town is derived from the river. Sigh You should be joining momentarily. I wish I could have kept it.
Speaker 1 00:01:30
I'm so tired. The name of the town is derived from the river.
Speaker 3 00:01:38
But oh, I got to record this also for Mike. Oh, Mike is not joining. He is not okay. Well, Pete will join moment. Oh, there he is here. He's here. Pete, you're muted. You're muted, Pete.
Speaker 4 00:01:60
Sorry, here I am. I forget what this meeting was about. I had something to do with spares, but I don't remember what we were. Was it. How many we were going to be allocating to different customers Is that what we were going to talk about, or was it exceptions or something? I.
Speaker 3 00:02:14
Just want to talk about the whole process because, like from a help desk side of things, I really, because obviously, we are the ones who's going to be managing, whether they're in RMM or not. So I just want to make sure that we're all on the same page. And that I give good clear expectations to my team. Okay. So,
Speaker 4 00:02:38
Go ahead.
Speaker 3 00:02:39
I was just gonna say so, April said that. We're we're essentially gonna credit them, um depending on the size of their company right, like free tickets. For three spares, no for free. How many free spares are given?
Speaker 1 00:02:57
All ocate for such company depending on their size.
Speaker 5 00:03:02
Okay, so when we say allocate free spares, what that means is on the billing invoice we're going to show. So up to three devices, that can just be, considered spares. Is that how that works.
Speaker 3 00:03:17
Depending on their size, yeah. So I don't think,
Speaker 4 00:03:19
But I don't think we said it was going to be three. Across the board, right?
Speaker 3 00:03:23
No, sorry. April said," for free." I am the one who put three. I thought that April said three. Yeah, for free. So it's not it's not three devices.
Speaker 4 00:03:35
Yeah, for smaller clients, I think we said one. Right. And I and I guess we have to define what what are those thresholds. Right. So what is a small client? What is a larger client? Did we ever define that?
Speaker 2 00:03:50
So someone like EAP, they've been having two. And they have two spare. So EAP, how many user? Twenty something, right. So per ten computer one free.
Speaker 4 00:04:05
No. No. I mean, you know. Eldridge is so noisy and because they're paying a pretty good premium per machine, I'm going to go ahead and make an exception for them because I just don't want to deal with them, to be honest with you. So let them keep their two. And just don't change it.
Speaker 2 00:04:23
I want to make it clear, right Having spare is benefit crimson. And time that the tech spent on the client, tremendous like. So much. We can remove our device, computer is in New York. When they need somebody set up, right now when somebody computer crash, we tell them turn on the spare. They log in is done in thirty minutes. Without this spare that we have in place, it's gonna take. Easily three hours just to get somebody to turn it on, trying to install the agent, trying to. Does that make sense?
Speaker 4 00:05:02
And Monty, they're welcome to have spares. They just have to pay for them. Yeah,
Speaker 2 00:05:08
We're not. And they're gonna tell every time they offboard somebody, they're gonna remove it because to them, it doesn't affect them.
Speaker 4 00:05:16
Well, I mean, We can either come up with an alternative or we can come up with what we think is the right solution, right? So so is it. Is the solution that we should have a spare that is at a lower price? Is it that we should have a spare, that is a because we need to, we need to cover our costs. At a minimum, right? And we have to pay for the RMM license. We have to pay for the Huntress license. We have to, but we have to cover our cost on licensing, and we should have some sort of a markup on it. Now it doesn't necessarily have to be The full support costs, but if if we're paying for our license costs. Then we need to cover that at a minimum, And whatever else is hard cost to us plus anything that we're going to be.
Speaker 4 00:06:09
Doing to to maintain it. So if we're patching it every month or we're doing anything else every month. There's got to be something that we're getting for that every month. Now, if they're not opening tickets and we're not providing support on those machines. Then I am willing to do a discounted rate for spares, but it's not going to be free. So, if we want to say, "Hey, you can have multiple spares, But the cost is going to be fifty bucks a month or seventy five or whatever," whatever our. Re asonable prices, I'm willing to do that. But it has to be something that makes sense. So, if you all want to tell me what what a reasonable thing is, I'm good with that. You tell me. I mean,
Speaker 3 00:06:51
Just RMM. Just RMM, no hunters. That's what I was thinking, Monty. Because well, just and just as a as a mention. Yeah, because Another Thing.
Speaker 3 00:07:06
That, we from Helped us use it for Pete. Is we use it as like a manage, as like aum you know, device management tool essentially, where is this device? How many devices do they have as spares, right, likeum and what sites are they at? So it helps it helps uh help us, of course,
Speaker 4 00:07:25
Of course, but but to Monty's point, as far as the amount of work, it takes to bring that machine into production. If, it's still going to take us three hours because now we have to apply two hours worth of Windows patches because it hasn't been updated, and we have to install Huntress, and we have to install this, that, and the other thing. It's not going to save us a lot of time, then is it really worth it? But if it's going to have. Most of our base products on it. Um. Again, Huntress doesn't cost much, right? But.
Speaker 4 00:08:02
We could we could put Huntress on it. I think Huntress cost us like six bucks or something. If I remember right, it's not much five bucks four bucks eight bucks. I don't remember. It's not it's it's not much like we're like it cost less than Sophos. But, um, we didn't decrease the price. But nobody needs to share that. Um. But I think it was more, It was a more robust solution because it included the seam with the um with the solution. So, And we got a better deal on it because we negotiated a better deal. So, we could include Huntress if we think it's worth it. And it saves us time. But if hunters can be installed in five minutes, then it doesn't really matter. But what else do we have to do? To bring it to production if it's sitting with just RMM? Or are we going to continue to patch it? Is that cost us any money? Or are we going to do anything else? Do we need to do anything else to it when we bring it into production? I don't know.
Speaker 3 00:08:59
Yeah, well, We don't patch it while it's set as a spare, because oftentimes they're turned off and they're never turned on. You know.
Speaker 2 00:09:06
We do. We turn them on. If it's in RMM, like Aliya and stuff like that, I will. Patch guy will say, hey, this computer is off. Can you turn it on? And, the reason for that is if the computer has been off for three months, right? Never touch nothing. The moment that they're trying to use it again. It take. A long time to do update, so that's why it is being patched every month. Like EAP on, I had an issue trying to somebody and then they turn on the spare. We log in, I set it up in thirty minutes, right? Because that system is already up to date and everything, and that save. Couple hours and that transferring, I mean translate into money too, the time of the tech, right.
Speaker 2 00:09:56
That's why we have to think of how much it really costs for us to keep the computer, but you're right about it cannot be ten. Is it just gonna yeah? Because like Project Angel Food has like twenty, for example. That's a bit overkill.
Speaker 4 00:10:12
Yeah, because the the The issue I had before is, you know, if we had ten machines that were sitting in a closet for. You know, A year or six months or whatever that were paying the RMM license for and Sophos and all that other stuff. I mean, it was costing Crimson fifty bucks a month per m achine, and weren't getting anything for it. I mean, that added up very quickly. If they only pulled two machines out, you know, in that six month period. That's, I don't know. That's that's a big deal for for me. So I don't it's lost heart. It's hard money that and and we can.
Speaker 4 00:10:46
We can talk about hard costs versus soft costs because I am paying for technicians, not me. Crimson is paying technicians. Anyway, right? And I know it's but hard cost out of pocket. We can save that money versus not so. My opinion is we can we can say you get one one spare, you get two spares. If you're bigger iron gate, like you know, like iron gate, maybe ability first, maybe sharp, maybe project angel food. I mean, some of the bigger clients we have, maybe we say they get three or four or whatever But the smaller clients, I think they get one or two. And if they want more, they got to pay some sort of a fee.
Speaker 4 00:11:29
Whatever that whatever whatever we come up with is reasonable that you think makes sense and Vince you probably have. Input from either where you've been or what you think is tolerable, and Monty, you too.
Speaker 5 00:11:42
Yeah, I thinkum, so what we can do is just set set that framework right so like. One to ten users, whatever, however many spares. That's included. So when we say that, what we mean is like we'll include the ability to manage, right? Anything outside of that number. We can call it like a warm spare, where it's like a reduced fee, right Meaning that it's. Twenty bucks or something like that. We just have to make it clear in the the MS agreement. That in order for them to manage or maintain that warm spare over the allotted amount for your user base, then there's a fee associated with it. I think that's a fair way of doing that, right?
Speaker 2 00:12:26
I wanna bring one thing up that. I've been in hundreds of meetings for this, where trust me every year this will come up. Um, one of the thing, because it's correct. Why are we paying Right, but. You know what problem when we make them pay and they like fine, then just offboard everybody right You know what a lot of ticket. We have our Cis logo on the system. We remove our agent. They turn it off. They try to use this Cis logo doesn't work. They all remote in New York. They have to send it back to us.
Speaker 2 00:12:59
And we try to tell them, "Hey, try to log in." And we have to give them since local password is not working. We no longer have remote access. So that's why I'm trying to accumulate them to get a cheaper. I'm trying to whatever we do, I want them to keep the agent on. Maybe two free, and then whatever cheaper, and if they really going to offboard and remove our agent, we should kinda. Olivia like the the local admin on the laptop. If we remove our remote agent, it has to be on our checklist. What, are we going to do Because sometimes you know the system like you change this local password. In six Monday call, we don't know what it is, and no one can get in except we have to wipe the computer. And, what are we going to do? Because most user do not have admin right to the computer. And then we have to reset.
Speaker 3 00:13:51
All of said level passwords. Exactly.
Speaker 2 00:13:56
For them to ship the computer because we don't know the sys local, they don't know the admin. We have to pay to ship, how much that gonna cost? You see, I just wanna bring that up because that's the problem in the past. You know,
Speaker 4 00:14:10
And maybe, and I hate to say exceptions, but maybe some of these clients we have exceptions for. Right? Like Eldridge pays us. A lot per machine because they're on a, They're on a plan that for whatever reason they pay a lot per m achine. So if they have two spares and we leave it as is for Eldridge, then so be it. Right, we give them two spares. They don't pay for them, and we just let it be. And they're in New York, which is really difficult to support. So. Just leave it the way it is. Iron Gate, they pay a lot of money. If they want three or four spares, just let them have them. But some of these clients that are paying us two or three thousand or four thousand bucks a month.
Speaker 4 00:14:52
That are like twenty computers. They get one and that's it. And if they want another spare, they pay us. Whatever rate they're paying us, at the rate that they pay us to have an extra computer. Maybe that's just how we do it, right? And then maybe we just take it as, you know, if I guess which ones are the pain points that we really have. That want a lot for a little bit of money. Maybe we just have to address those as the exceptions and deal with those. Is that is that the better way to handle it?
Speaker 2 00:15:24
Yeah, the one that have too much. I feel like, right Olivia?
Speaker 3 00:15:29
Yeah. So for so. Alire has two. Anderson has a handful. Um.
Speaker 4 00:15:38
And how are we billing Anderson right now?
Speaker 5 00:15:41
Yeah, I was just going to clarify. Is that a point of contention? The spares are counted as devices, right? Currently.
Speaker 3 00:15:49
They're counted as devices, but we we as far as I'm aware, we haven't changed anything. It's still, as long as it's named spare. We're not billing. Okay,
Speaker 4 00:16:00
And how many do they have? They have six. And we have our full stack loaded on those? Um.
Speaker 3 00:16:12
I mean, yeah, we have like our A G M. We have some local.
Speaker 2 00:16:15
We have some countries. I see that the soft phones, some is Microsoft and Bitdefender. Might not kick in yet or something.
Speaker 4 00:16:24
Those should have huntress right, at least get get sofos off of there. If it's again some somebody verify that, but somebody needs to somebody needs to look at those. But. What what I what I need to what somebody can do for me and. Olivia, maybe you somebody on your team can get this for me, but tell me what that's costing us per machine. Okay. Because or or tell me what's installed on these machines specifically because what I believe it is is RMM and Sophos, do we have auto elevate on there? Do we have what else do we have on there? Because then I need to tally what that's costing us out of pocket.
Speaker 4 00:17:08
And I can tell you at a minimum. We have this much that it's costing Crimson out of pocket that we are not billing them anything for. Now, did we promise them that they were going to get this many spares? Um.
Speaker 2 00:17:23
There were never a rule set up or notify them about spare, how much it's gonna cost. So if this is changed. But the other,
Speaker 4 00:17:31
But the other, But the other question is: How. Many computers are they paying for on their contract? And how many do they have? And does that already include the spares? Because if they're if they don't have as many computers as they. I mean, I don't know how many they already have on their account and how many they have on their contract. Cause if the spares.
Speaker 4 00:18:01
I don't want to get too caught up in the minutia on just this particular client, but you know, normally. Don't we build the client based on the contract versus the actual?
Speaker 2 00:18:13
The actual computer count.
Speaker 5 00:18:16
The monthly the monthly report dictates all of the changes to invoice every month. Which is why there's always so much variation.
Speaker 3 00:18:26
Yeah, that's why like, my team has to be. Me and Monty's team, We have to be on it with what's in R M M because they pull it directly from R M M.
Speaker 4 00:18:35
Right. I guess my yeah. So I guess what I'm not sure of though, is what did we What did we tell them they were going to get from a spares standpoint?
Speaker 5 00:18:48
That conversation never came up.
Speaker 2 00:18:52
And as of right now, they already I'm sure know that all of their spare are not being charged. So tomorrow you'll be gonna start charging or changing. We have to notify them.
Speaker 4 00:19:03
Well, I don't think we tell them that we're going to start charging them. I think we tell them the i think we. It's how it's how we deliver the message. It's that you have six spares that are in your account that we have not been billing you for. We only.
Speaker 4 00:19:22
We normally only include two spares as part of your account. So we either need to remove four spares, or we're going to have to start billing for the additional. Other four, and you know, or or whatever, right? Whatever we think Anderson should get for. Whatever they have. So, um.
Speaker 3 00:19:47
They have seventy seven devices. Yeah, what? 77 devices.
Speaker 4 00:19:53
Yeah, so see they're a bigger customer. So maybe we let them have four, right? I don't know.
Speaker 2 00:19:59
So, okay, but what's our range? I feel like we should have a standard. And I wanna makeum Olivia like, If that ever come up and I'm not a part of the uh, if they said, okay, keep four, remove two right? We cannot just in the backend and say, right, click and remove RMM from the laptop. We cannot do that. Please, because we got in the past, they did that. Then the next time they turn on the computer, no one know admin password. No one know nothing about the computer. Does that make sense, Olivia Yeah. So only makes sense.
Speaker 3 00:20:31
I've been doing it for a year though. I really here.
Speaker 2 00:20:34
I feel like this is I know. I just If. The computer has not been online for a year, that's a different story, right? But the spam is like. Yeah, yeah, yeah. I hear you. What if we wiped immediately after? It's almost better to just wipe it and knowing that it's in the login screen as a fresh computer. That's like almost better because there's not really an admin that we concern. Does that make sense?
Speaker 3 00:21:06
Yeah, agreed.
Speaker 2 00:21:07
Because if they're not gonna use the system. That computer is not in a spare. They're not using it at all. We should wipe it. Yeah. Okay.
Speaker 4 00:21:19
Thank you. So their agreement is 70 workstations, 83 a la carte mailboxes, 90. Simulation 82 Backup and Recovery. Seven subscriptions, twenty-two, seven twenty-five extra file storage.
Speaker 4 00:21:46
Microsoft premium plan. They paid us sixteen grand last month. See again, I think we need to kind of. And I hate to tell you all this because it's not a standard, right? But. Some of the bigger clients, I am not going to push back as much on spares because it's not worth nickel and diming them over. For as much as they're paying us, but others I just I don't want to give them.
Speaker 4 00:22:17
Four or five spares when they're paying us a few thousand bucks a month, right?
Speaker 2 00:22:21
I don't have any of my productive client. They just have, I think the most two or three. Except Barker that easily taken care of. So Olivia, maybe we should only focus on the problem maker. But has how many? Most of them are.
Speaker 4 00:22:39
Used for day care. Can, we go and and try to identify the clients that have what we would consider an excess number of spares. What I would consider excess number is more than three. And, can we get a list of any client that has more than three spares? And then And then just send me the list, and I'll kind of go through and say, " T, he se are the clients that we probably need to need to look at and figure out should we do. " Because what brought this up for me is I saw like two or three or four clients that had like.
Speaker 4 00:23:12
A bunch of spares, like I think Iron Gate had like ten or twelve, and I was like, "That's crazy that they're not we're not building anything for that," and I think. I think even at a minimum, we should be able to say, "Hey, you know, a reasonable number like seven. Right? Seven or eight, but not twelve." Right, or something like that. And the same with Project Angel Food, or whatever. Now, Project Angel Food right now we're probably not going to say anything about. So I may defer that one, but if there's others.
Speaker 4 00:23:43
Get me a list. Get me a list.
Speaker 5 00:23:45
One thing I caution, yeah. One thing I caution real quick though is if we're going to start having an A form a formal discussion around spares, We need to reflect that on the invoicing accurately, right? So for example, if they have seven spares. We need to list in invoicing that they have seven spare devices, and then if they get some sort of credit, we need to actually add another line item that shows. You know you get two two spares. Credit for free, so they're kind of aware that like hey, Moving forward, there is a price associated with it because what will happen is if we don't reflect that on the invoice. Then it's kind of a he said she said thing about like okay well, you guys are giving me four spares. I am only using, you know what I mean like I am gonna use seven and. Like, how do I know if you're charging me more or less? It just it's gonna. It's going to make that that discussion monthly even more complex.
Speaker 5 00:24:39
Because now we're talking about device count and then also spare count, And then there's obviously timing issues between when a device is considered active versus it becomes a spare.
Speaker 4 00:24:49
Well, that's why I'm hesitant about formalizing this. I'd rather maybe handle this more as an exception for the clients that seem to be abusing it. Oh, okay. Maybe they're not abusing it. Maybe they just don't realize it, right? Maybe they're Uhhuh. Maybe we've just it's just gotten out of hand, and they just kind of don't get that they have way too many, and that we are incurring cost on their behalf. I think a lot of times. It's just that they probably don't even get that they're like, "Yeah, I want a bunch of spares because I might need them." But I think if we went to them and said, "But you realize, We have hard cost of like fifty bucks a month that we're paying for this software, and this software out of pocket."
Speaker 4 00:25:32
Because it's running and available for you. So, we either need you to contribute to that or we need to take it off. And, then it's but it is going to take longer for us to have that ready for you. So, you either need to bring it down to like five, or you need to Pay us for something, right? And then we can work it out with them. But I think we can do that with the the ones that are just at an unreasonable number. Yeah. So let's so let's so let's just. Just give me a copy of, Or a list of how many spares are at each of our clients that are like, you know. Over a couple or whatever, and then I'll just kind of take a look at it, and we'll just kind of weigh that. Okay. Then we don't have to come. Then we don't have to do anything major across the board and. Make a huge deal out of it.
Speaker 3 00:26:25
Yeah, and like you said, maybe there is some spares. I mean there could be spares that. Are in our system, but aren't actually even going to be used again. You know, so it could be some spares that maybe need to be e- wasted or whatever, and we just clean it up. You know.
Speaker 4 00:26:44
Yeah, and I guess Vince, One of the questions I would have is like when you're in your monthly calls with Anderson. Would it be hard or easy to bring up if they get to like seven or eight spares in our count? And we're let they're labeled as spares. Do, we know for sure that they didn't put them in a production or did could we have not relabeled them accidentally?
Speaker 5 00:27:08
Right, And that's that's why it's a tricky discussion sometimes, because this is the same problem with devices in general, right? Like a device gets off like I G P, right? They They they get a new device, the user switches devices, but the old device didn't get. Off boarded, So then over time now you've got way more devices than the number of users. And somewhere along the line, it's because it didn't get updated the name, And then you know, billing now shows that they have more devices than actual users. So that, that same discussion will come up in terms of broaching the subject with him. I don't I don't have a problem with it. They they've got bigger fish to fry. It's an easy conversation to have,
Speaker 4 00:27:50
But and I think yeah. And I think the subject would be, you know normally. We typically allow, you know, for a client your size, we'd normally allow like five spares. You guys have kind of crawled up to like eight, and we've got a hard cost of like fifty bucks a month. That it costs us to have that many, could we pare you back to like five? I would guess they would probably say, "Yeah, that's fine because we're not billing you for for those," but you know. Or something to that effect. If we get to the point where it becomes problematic, I don't.
Speaker 4 00:28:24
I don't know if we will need to do that or not, but anyway, yeah. The name of the town is derived from the river. And I would think for spare computers, we should be able to pretty easily. And correct me if I am wrong, Olivia, but we should be able to pretty easily tell. Ha s anybody been logging into spare computer X, Y and Z in the last month or whatever? And if somebody's actively using it,
Speaker 1 00:28:53
It's not a spare. I mean, if it's been turned on for patching, okay, But you should be able to see: has this person has somebody been logging into this and using it? If so, it's not a spare, and we ought to be finding out. What should it be renamed to? Because somebody's actually using it as a device. Yeah, yeah,
Speaker 2 00:29:10
That's true. Because that's what when they overusing the spare, but none of my client that I'm you know. Nobody use it. It's pretty much off, Like most of the spare are off and only turn on when somebody'computer have issue. Or new user setup. I know by fact, but again, yeah, we'll check other client that use this.
Speaker 3 00:29:36
Okay. And I was going to say too, um. One thing I'll just remind my team, like for example this this BPG one, You can see that the device name was renamed, but the friendly name still has spare in the in the name. Yeah.
Speaker 3 00:29:52
So technically.
Speaker 2 00:29:52
This is not supposed to be spare, it's not free. So yes they have to always rename. So this is actually So yeah, That's the text because then the admin might not build for this one because our team doesn't didn't rename it.
Speaker 3 00:30:07
Yeah, I've been telling. I've been telling like every time I've been talking to like Christian, I tell him to look at the actual device name instead of the friendly name. Um, but yeah, but yeah, it's still.
Speaker 3 00:30:24
Okay. So I'll get the list.
Speaker 4 00:30:26
I gotta go to another important meeting.
Speaker 3 00:30:29
Okay. Thanks, guys. What not important? Well, it's with me, so it is very important.
Speaker 4 00:30:35
It's a one- to- one with Olivia. Thanks. Okay.
07-15 Team Meeting: Dawn's Wraparound Services and Goal Setting
## Meeting Information
> Date: 2026-07-15 15:01:09 (noted meeting on 2026-07-15)
> Location: [Insert Location]
> Participants: [Sergio] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8] [Speaker 9]
## Meeting Notes
- Bonus Notification and Payroll Details
- Quarterly bonus eligibility discussed; payment date set for July 25, 2026.
- Bonus amount approximately $674 (gross), paid via direct deposit and included in the paycheck; taxes apply, reducing net amount.
- Paycheck on July 25 will be larger than normal due to bonus inclusion.
- One participant will call individuals separately to notify them of the bonus.
- Conclusion: Bonus to be direct-deposited with the July 25 paycheck; taxed; individual notifications to occur.
- Attendance and Meeting Start Coordination
- Team members were being notified to join; brief wait planned before starting.
- Registered clinician Sloane joined; awaiting CFS before proceeding; plan to begin if CFS does not join after one minute.
- Conclusion: Meeting proceeded shortly with or without CFS after a brief wait.
- Team Introductions and Roles for Dawn’s Wraparound Services
- Facilitator Adelie Juarez introduced the team: Sloane Dempster (therapist), Kimberly (children and family specialist), and noted parent partner Vanessa Sainz would join near the end.
- Sloane meets Dawn weekly and coordinates wraparound; Kimberly meets Dawn weekly focusing on behaviors; parent partner to connect later.
- Christi (Speaker 2) participates as caregiver/supportive adult.
- Informal rapport-building occurred.
- Conclusion: Roles clarified; parent partner to connect later.
- Scheduling Weekly Check-ins and Individual Sessions
- Weekly team check-in set for Mondays at 4:00 PM via Zoom; facilitator to send link.
- Christi prefers 4:00 PM Zoom on Mondays (Linwood office day at SCHARP); 4:30 PM if in person due to building security.
- Sloane requires Zoom/telehealth for Mondays; Kimberly can do 4:00 PM Zoom and separately meets Dawn Thursdays at 3:00 PM.
- Sloane to confirm next Friday’s in-person session time after coordinating sibling sessions and placement updates.
- Conclusion: Monday 4:00 PM Zoom check-in confirmed; Thursday 3:00 PM Kimberly-Dawn session set; Sloane to confirm next Friday’s time.
- Dawn’s Goal Setting and Matrix Update
- Dawn retained the primary goal: “Do things independently, be safe, and learn tools to increase independence.”
- Action steps and underlying needs to be refreshed for a clean start; no revisiting of prior steps.
- Non-negotiables: daily school attendance, safety, and participation in mental health/wraparound.
- Plan supports Dawn’s short-term stay with Christi to build independent skills and habits before starting treatment; aim to improve self-advocacy.
- Conclusion: Goal retained; matrix to be updated with new action steps and underlying needs; team to follow Dawn’s lead.
- Strengths Identification for Dawn and Christi
- Dawn’s strengths: fast learner, dependable, charismatic, resourceful, independent, communicator, respectful, kind, resilient, humorous, go-getter, supportive of other kids.
- Christi’s strengths: supportive, creative, outgoing, wise, protective, caring, communicative, reliable, loyal, provides stability; caregiving philosophy emphasizes stability (no 14-day notices).
- Conclusion: Strengths acknowledged to inform supportive approaches.
- Concerns/Worries Review and Updates
- Current worries: catching up on school and mental health.
- Prior concern “not being able to work through challenges” slated for removal (originated from Vicki).
- Concern about missing school/losing structure reviewed; Dawn indicated it is not a current worry.
- Suicidal ideation previously noted; Sloane hasn’t heard SI in at least a month; Dawn said “I’m not.” Team will keep SI on matrix as past concern for monitoring.
- Christi suggested a 2–4 week adjustment period due to schedule changes; mood variability expected.
- Conclusion: Matrix to reflect current worries; retain SI as a past concern for monitoring; remove outdated concerns.
- Summer School Module Completion and Deadline
- Dawn is in module one with two weeks left to finish module five for summer school; current deadline is Friday.
- Concern about stress and need to submit more assignments and dedicate more time.
- Christi ([Speaker 2]) received school information from Vicki and will call the school to request a possible extension through the weekend.
- A weekly schedule was discussed to support Dawn’s classwork.
- Christi does not yet have educational rights but will advocate.
- Conclusion: Plan to contact the school to seek an extension and implement a supportive schedule.
- Thyroid Testing Follow-up and Potential Impact on Mood
- Past psychiatrist (Doctor Blake) recommended comprehensive thyroid testing; unclear if completed due to conflicting messages from Vicki and the doctor.
- Low thyroid function could contribute to depressive symptoms, low energy, and low mood.
- Christi will reach out to Sharon Terry at the Hub Clinic in Torrance to confirm testing and arrange comprehensive panels if needed.
- Conclusion: Verify prior testing and pursue comprehensive thyroid panels if missing.
- Underlying Needs Review: Building Security and Stability
- Reviewed Dawn’s needs for security, stability, respect, and understanding.
- Dawn associates security with having someone (e.g., Christi) who “has her back,” protection, loyalty, communication, and feeling safe.
- Past frustration with Vicki regarding unclear communication (e.g., 14-day notice via social worker without prior discussion).
- Proposal for clearer expectations and open, honest conversations to prevent surprises; suggestion of weekly progress reports/check-ins to review expectations and progress, including “in-between” steps and consequences.
- Conclusion: Consider implementing regular check-ins/progress reports to enhance clarity, stability, and security.
- Administrative Follow-ups for Dawn’s Case
- Christi needs to call Vanessa to handle pending paperwork and obtain necessary information, potentially related to educational rights and coordination with school and medical providers.
- Setting Expectations and Boundaries for Dawn
- Christi’s approach: clear rules (phone on, location sharing active, 11:00 PM curfew), proactive warning at 10:00 PM; Dawn returned early.
- Emphasis on setting expectations and consequences ahead of time to provide freedom within defined limits.
- Group agreed Christi should continue clear expectations and consequences.
- Acknowledging Progress and Areas for Growth
- Recommendation for weekly time between Christi and Dawn to discuss progress and growth, acknowledging positives as well as challenges.
- Open, honest conversations encouraged to provide reassurance and stability; team will check in during meetings on how “progress reports” are going.
- Action Plan for Dawn’s Stability
- Resume and Job Search: Dawn to work with her mentor on July 16, 2026, to update her resume; plans to apply for food service jobs; wraparound team (including Kimberly) will assist.
- Financial Management: Dawn wants to learn budgeting to save for a car and a tattoo; Kimberly will help create a budget and teach money management skills.
- Supporting Dawn’s Well-being
- Relaxation Techniques: Dawn finds muscle relaxation helpful for sleep; committed to practicing weekly on Mondays.
- DBT Skills: Dawn uses an adolescent DBT workbook; finds activities helpful; Christi offered an adult version if needed.
- Retrieving Personal Belongings: Dawn’s Social Security card and birth certificate remain at Vicki’s; plan to contact social worker Vanessa to coordinate retrieval; Christi will also contact Vanessa to discuss documents needed for school enrollment.
- School Enrollment Plan
- Christi plans to enroll Dawn in a Da Vinci School District program (Wiseburn) allowing self-paced work with twice-weekly attendance; transportation via nearby C line bus is feasible.
- Enrollment requires documents (birth certificate) currently at Vicki’s.
- Scheduling and Next Steps
- Next CFT meeting scheduled for August 10, 2026.
- Potential scheduling conflict during week of August 17, 2026, due to family trip to UC Merced.
- Christi will have individual sessions with parent partner Vanessa starting July 17, 2026, at 9:00 AM; future sessions on Fridays at 12:00 PM.
- Weekly check-ins will occur virtually on Mondays at 4:00 PM.
## Next Arrangements
- [ ] Conduct individual calls to confirm bonus details with recipients.
- [ ] Ensure bonus is included in the July 25, 2026 paycheck via direct deposit; confirm tax withholding for the bonus in payroll.
- [ ] Proceed with meeting even if CFS does not join after the planned wait.
- [ ] Facilitator to send recurring Zoom link for Monday 4:00 PM weekly check-ins.
- [ ] Kimberly to continue Thursday 3:00 PM sessions with Dawn.
- [ ] Sloane to confirm next Friday in-person session time with Dawn after coordinating sibling schedules and placement updates.
- [ ] Update matrix with refreshed action steps and underlying needs per Dawn’s plan.
- [ ] Monitor school attendance, mood, and safety during the 2–4 week adjustment period.
- [ ] Christi ([Speaker 2]) to call the school and request a weekend extension for summer school completion; implement a schedule this week for classwork and assignment submission.
- [ ] Christi to contact Sharon Terry at the Hub Clinic (Torrance) to confirm prior thyroid testing and arrange comprehensive panels if needed.
- [ ] Christi to call Vanessa to complete pending paperwork and obtain needed information; coordinate retrieval of Dawn’s Social Security card and birth certificate from Vicki’s for school enrollment.
- [ ] Consider setting up weekly progress reports/check-ins to review expectations, discuss “in-between” steps and consequences, and acknowledge achievements.
- [ ] Dawn to work with her mentor to update her resume on July 16, 2026; wraparound team to assist.
- [ ] Kimberly to help Dawn create a budget and learn money management skills.
- [ ] Dawn to practice muscle relaxation techniques weekly on Mondays.
- [ ] Christi to enroll Dawn in a school within the Da Vinci/Wiseburn School District.
- [ ] Next CFT meeting on August 10, 2026; note potential conflict week of August 17, 2026 (UC Merced trip).
- [ ] Christi and Vanessa to begin individual sessions on July 17, 2026, at 9:00 AM; schedule ongoing Fridays at 12:00 PM.
## AI Suggestions
> 1. Clarify the exact net bonus amount after taxes for each recipient and confirm all intended recipients received individual confirmation calls; verify any compliance/payroll approvals needed before July 25, 2026 payout.
> 2. Confirm whether CFS joined and whether any agenda items dependent on CFS were addressed.
> 3. Define specific, measurable action steps and underlying needs for the updated matrix (independence, school catch-up, mental health supports); specify safety and SI monitoring protocols (check-in frequency, early warning signs, response plan).
> 4. Clarify school catch-up strategies (contact school, tutoring, attendance tracking, assignment plan) and expedite educational rights for Christi to strengthen advocacy.
> 5. Obtain definitive documentation on prior thyroid testing results; coordinate communication between psychiatrist and primary care.
> 6. Establish clear communication protocols to prevent surprises (e.g., notices without prior discussion).
> 7. Set a clear timeline, responsible person, and logistics for retrieving Dawn’s essential documents from Vicki’s for enrollment.
> 8. Set a specific day/time for weekly “progress report” check-ins between Christi and Dawn and define who designs/tracks the format; establish a process to switch meeting formats (Zoom/in-person) with notice period and updated links/locations.
Jul 15, 2026
Speaker 1 00:00:00
I like a parrot. You gonna be my parrot for the day?
Speaker 1 00:00:31
Oh, wait. Let me call Gaston real quickly.
Speaker 1 00:01:23
Hey, Really quickly. Can you hear me? Okay, you are eligible for a bonus this quarter.
Speaker 2 00:01:30
It will arrive on the twenty fifth. Of this month. And your bonus amount is six hundred and seventy four dollars and some change. So.
Speaker 3 00:01:44
Just a heads up, um I gotta call you individually cause you know. That is gonna be direct deposit, Just remember bonuses.
Speaker 2 00:01:56
Are subject to tax, so, Yeah, so just allow for tax, but yeah, that's going to be in your paycheck on the twenty fifth. So it's part of your paycheck.
Speaker 3 00:02:09
Yes, so your paycheck is going to look bigger than normal. Awesome Thank you. All right Bye Hi.
Speaker 2 00:02:23
Can you guys hear us.
Speaker 4 00:02:24
Yes, I could hear you. Let me just reach out to the team to let them know that you're here. Oh, I'm sick. No worries. Oh no puppies.
Speaker 5 00:02:34
Well, I love your Poodle. Thank you, that's my dog is a Pup.
Speaker 1 00:02:54
I'll try again. I'll post one. Okay, I'm watching it. They're just gonna curl it up for me,
Speaker 6 00:03:03
Okay? Christi, I just let them know so they should be joining soon. We'll give them a minute.
Speaker 2 00:03:10
Okay. Do you have any pets of your own, Christi? Oh, I have three cats, and two of them are within arm's reach, and one of them is sleeping under the bed.
Speaker 4 00:03:21
Oh, they like attention.
Speaker 4 00:03:33
It's Very different having cats; they're a lot more independent. Yeah.
Speaker 5 00:03:40
And they added, they added two in that emotion switch like quick. Yep, right. Well, dogs like they were keeping like one emotion for a while I think.
Speaker 4 00:03:55
They Added what I am sorry, Dawn. I couldn't really hear you. Oh, I was just talking. Oh, I.
Speaker 5 00:04:02
Am like I really wanted to know what you said, but I couldn't hear. Oh no, She's saying like, but like dogs, like they be having like this one, like don't mind. Like and kids like some dogs are nice on good on the little Barney. He be having this one show, right.
Speaker 5 00:04:19
The cats like they have all types of attitudes.
Speaker 4 00:04:27
They all have a different personality, huh?
Speaker 1 00:04:33
I just got headbutted.
Speaker 6 00:04:37
Yeah. It looks like Sloan, the registered clinician, joined in. We should just be waiting on our CFS. I'll give her one more minute. If nothing, we could just go ahead and get started.
Speaker 7 00:04:49
Yeah, I want to say hi. It's nice to meet you, kind of virtually face- to- face, Christi.
Speaker 2 00:04:55
Nice to meet you as well. So if I keep looking down, Uh Vicki sent me a bunch of information that I'm trying to get uploaded into my digital file for Ladanya. Oh perfect. And, the only reason why I always say Ladanya is because my daughter's name is Dawn with an M. And sometimes I got to differentiate them in my own brain.
Speaker 7 00:05:17
Yeah it can get confusing.
Speaker 7 00:05:21
Yeah, it looks like Kimberly's in the waiting room. Okay,
Speaker 1 00:05:25
Perfect. Coming out. Perfect, thank you. Is.
Speaker 2 00:05:39
He coming out? How many kitties are there? Three. Ooh, I have two.
Speaker 2 00:05:47
What happens coming out from under the bed where he's been sleeping since I left this morning. He's probably just stuck.
Speaker 2 00:06:01
He's Just not used to everybody else. He's officially my daughter's cat, but he's my baby. So and then grandma over here has her throne that's attached to my desk, so.
Speaker 2 00:06:18
But uh, don't mind the house. Yes. Uh, don't mind the blurry background. My bed is completely made. It was uh, it's been a week. So in a good way, I I understand like I don't even know if I have a bra underwear in picture and I think I'm good. I think I'm good to go already Yeah So there you go Hi Tom.
Speaker 5 00:06:48
How are you doing today.
Speaker 7 00:07:14
Yeah, How do you? How do you like it getting kind of that exposure to It's good.
Speaker 5 00:07:19
Like I love it. Like they're pairing me more and more. Like I'm just like, She.
Speaker 2 00:07:31
Does really well in professional environment. So don't let her don't let her fool you on that one.
Speaker 6 00:07:41
Oh, okay. It looks like we have to start pushing it off. Let me just turn on my camera. I was trying to. I just. So we could start off with introductions. So hi, Christi. Um, I'm the one that you've been in touch with. So I am Adelie Juarez, the facilitator on Dawn's Rep Brown team.
Speaker 2 00:08:01
Awesome. Nice to actually see your face.
Speaker 7 00:08:03
That's awesome And then I'll let everyone else introduce themselves, I'm Sloan Dempster again. I'm the therapist. I work individually with Dawn. We meet once a week, um, And then I also work with the the team in order to provide wraparound services.
Speaker 2 00:08:21
Awesome. Nice to meet you.
Speaker 8 00:08:24
Hi, I'm Kimberly. I'm the uh children and family specialist, and I work with Dawn also once a week as well. And I focus on the behaviors.
Speaker 2 00:08:32
Gotcha Perfect.
Speaker 6 00:08:34
Mhm Thank you and. We also do have. One more person, um, the parent partner. Her name is Vanessa Sainz. Um, She will be joining in maybe like around the last fifteen minutes of the meeting just to pop in and introduce herself. Um, Just because she had something overlapping, but she should be joining towards the end. Just so you could say hello.
Speaker 2 00:08:53
Okay perfect. Good to meet you guys.
Speaker 6 00:08:57
Mhm Likewise, we're very excited to work together with you. We've heard a lot of good stuff about you.
Speaker 2 00:09:04
Awesome. Thank you.
Speaker 6 00:09:06
Um, but Dawn was just sharing um a little bit about her day, And I do want to start off with saying that I am really proud of you, Dawn. Because I know well we all know that waking up at six a.m.. has been difficult in the past. So for you to do it right off the bat first day, you know, going in with Christi. That is a huge thing to celebrate. You know there is no, Thing too small or too big to celebrate, but that's a big thing. Like that is huge.
Speaker 5 00:09:43
Amazingly well, So.
Speaker 5 00:09:47
Yeah, we got Starbucks.
Speaker 7 00:09:50
Ooh, Starbucks. Did you get your what's your banana order?
Speaker 5 00:09:55
Oh, I don't think they they're saying like they don't. Uh oh, they don't have it anymore like yeah that was only out for like a certain time. I don't know. What are you getting now? Did.
Speaker 7 00:10:13
You get the s'mores cold foam with it?
Speaker 2 00:10:16
A s'mores cold foam. Yeah, they have that. Yeah, I thought that sounds pretty good.
Speaker 7 00:10:22
I didn't know they had it. They have the they have the s'mores frappuccino back for summer and a s'mores cold foam like cold brew. Yeah, as though she's, It sounded like it tasted like I thought I heard, you say it tasted like marshmallow and I was like, oh, did you get the s'mores cold foam. Is it very chocolatey or too sweet? The cold foam for the s'mores is just like a marshmallow, but they have for like the s'mores Frappuccino. They have like a chocolate sauce that they put on it, but it's mostly I think it's like a vanilla Frappuccino with, Like, marshmallow and chocolate syrup.
Speaker 7 00:10:59
If I am remembering correctly from my my Starbucks days.
Speaker 2 00:11:04
Well, I can tell you, Dom with an M loves it. That's her favorite drink right now. So they do have the s'mores, but they changed the banana one to a banana bread. And sorry, I am putting you guys all in my phone because I just realized I need. I had your phone numbers and i from Vicki. And so. Uh, I gotta get you guys in my phone.
Speaker 5 00:11:34
Adelaide, where are you headed to?
Speaker 6 00:11:39
You said where where am I at? Yeah,
Speaker 5 00:11:41
Where are you headed to? I'm playing. Well, where am I headed? Sorry, I couldn't hear. Where.
Speaker 6 00:11:49
Am I headed? Nowhere. I'm just sitting in my car because I don't have a place in my home office space. And not the other.
Speaker 1 00:12:06
Oh yeah, I had to sit in my car for today. That's my workspace. Hello. Yeah, Sometimes you just gotta figure it out and make it happen one way or the other.
Speaker 7 00:12:16
Right. Mhm, I know some days after a client session I'll be in my car. Yeah.
Speaker 6 00:12:25
Where I should be headed though, is to Starbucks to get a drink after this. That sounds yummy. But I did um before going into like the matrix, you know, like and all that stuff. I know Christi you've worked and you're very familiar with with wraparound. So like in what we do like our roles, Um So I did want to make sure that we had like our meeting set before we go into everything because I know there's been a change in schedule. Um, so I guess to start off with our weekly check in meeting, so that's where, uh, Sometimes most of the wraparound team is present, if you know all of us are available. And then yourself Christi and then Donna of course. We would usually have that meeting Mondays at four p m. Um, Would you I don't know if that still works? Or if maybe we want to change it around? And we could also do that.
Speaker 2 00:13:16
Um, I think four p m is perfect. I know for my schedule that's, The most ideal is it in person or is it uh over uh Zoom.
Speaker 6 00:13:30
We would do in person, um, but we could do either or because I believe that is your office day.
Speaker 2 00:13:38
That is my Linwood office day, so that's when I am at SCHARP. So oh.
Speaker 6 00:13:43
Okay so it's a bit closer yeah.
Speaker 2 00:13:46
Doesn't matter either way um. We can do either one. if If we need to do it in person, could I ask for four thirty. Just because I I've got uh to secure the building before I leave.
Speaker 6 00:13:60
Okay, um, we could do well. I guess I'll check in with the well Sloane and Kimberly, what would work better with your schedules Because then you have individuals. Would, you prefer four PM through Zoom or four thirty in person, What would work better.
Speaker 7 00:14:16
Is this on Monday still Yeah. Okay, I would have to be over Zoom or Telehealth just because I, um, would not be able to make the drive in person.
Speaker 8 00:14:26
Okay. Like um Donna do you still want to do Thursdays?
Speaker 5 00:14:36
Yeah we can still do Thursdays at three. Me an you right?
Speaker 8 00:14:43
Yeah yeah okay.
Speaker 6 00:14:47
Uh, so Kimberly, Would you be okay with doing four p m on Zoom every once in a while, because I know you have individual sessions too. Yeah. Mhm. Okay, so we could do four p m through Zoom then. Um I'll set up, uh the, the link and I'll go ahead and send it to you Christi. Just how I did with this one. And, then if we ever need to do any future changes for in person or whatever it may be, then we could make that adjustment too. Okay. Um and then Kimberly it looks like you already confirmed your session with Donna, Yeah. For Thursdays. Mhm. Okay, and then Sloane, I'm not sure if you want to set that up now or maybe at a later time.
Speaker 5 00:15:25
Are weum next Friday?
Speaker 7 00:15:28
Yeah, we are planning on meeting on Friday. I still need to confirm time because we are planning on meeting in person and I have to figure out with the siblings what time I'm seeing them because I see them too, on Friday for Shifu andum sibling. So I just have to figure out the drive from them to Donna, and especially for another case we had, they recently moved placement as well. So I don't know if I'm still even going to be able to see them on Friday. Um, So we already had our session this week on Tuesday, and Donna said she only wanted to do one this week. So we won't do this Friday. So tentatively we're planning on meeting next Friday. I just have to get back to her about the time.
Speaker 7 00:16:16
Um, So that gives me a little time to reach out to the other clients and figure out what Friday's schedule is going to look like, and then get back to you, John.
Speaker 7 00:16:25
Okay. Is that okay still? Okay. Yeah.
Speaker 6 00:16:28
Okay. Okay, perfect. So now that we have that set, And then the program partner will also um schedule that either when she comes in or maybe at a later time Christi individually. So that wayum you can set something up either. By phone, Zoom, or in person with either individual sessions with herself.
Speaker 2 00:16:48
Okay, perfect. Um, With my last parent partners, I usually did it over phone calls, so either way works. So anyway,
Speaker 6 00:16:58
It usually works out best, because I know there's work and chores and all the other good stuff. Yes.
Speaker 2 00:17:06
So we're too about space I'm sorry. Okay perfect.
Speaker 2 00:17:12
Sorry, I sound like I'm an eighty two year old man with chronic C O P D. And I could say that because my dad was eighty two year old man with chronic C O P D. So, um, I'm not sick. I just, I got out of the hospital two weeks ago from a brief stay. Still haven't gotten rid of the cough. So Oh no,
Speaker 6 00:17:30
Hopefully everything gets better pretty soon. Yes It's not a good feeling just not feeling our best Yeah.
Speaker 6 00:17:39
But I'm glad we got the scheduling though, so, I did want to go into the matrix if that's okay. Yes. The goal that we had for yourself done before, And I know I spoke to you before individually about how you would wanna do the matrix. So just to loop everyone in and be on the same page, Dawn did say that she wanted to keep. Um. Like, The goal, the same. And you know, again, we could still revisit now in case she has any changing thoughts. Um, but for the most part, Dawn did say that she wanted to make a change to the action, steps and the underlying needs. Um, Just to be able to have a little bit more like of a fresh start. Uh, you know and just being able to know that she's able to move forward. So, we're going to have a tweak in that we're not really going to revisit previous action steps. It's going to be more of just, you know, starting fresh, starting new and moving forward.
Speaker 6 00:18:33
Yes. Um yeah, Alright, So the goal that you did have done before was to do stuff on your own, be safe and learn tools to increase your independency. Would you still want to keep the same or make an adjustment?
Speaker 5 00:18:48
Uh keep the same.
Speaker 6 00:18:51
Keep the same? Okay perfect. Oh and uh talking about the permanency goal, uh how was your interview today? With all of Crest, that one.
Speaker 5 00:19:05
Oh, I didn't do it. Um, What's it called Cause y'all wanted to get into that? Cause? What's it called Like me and Christy like we've been like, of course, like having a conversation about like the rules and expectations. And uh Christy's like she's been like really like supportive since day one. She was like I always know her, so she said I could stay andum overnight just stay for how long I want, but obviously not for forever, but. I was like, um, just like to stay with her. And so like I can learn like other like independent skills. And so she can get me to better habits. So, when I do find the time to go into treatment, or how do we start that process again? Like I'm actually prepared and I know how to really, really advocate for myself and stuff like that.
Speaker 6 00:19:55
Mhm, yeah. And it sounds like that's something that you're a bit more comfortable with for right now, too.
Speaker 5 00:20:00
And I should yeah like I was like thinking cause like, but I'm gonna keep this all real. Like it's like I was thinking in my head, like, I was like, oh no. Like, I've been able to do just in case. Like, um if I could trust. Like not like if I could trust you just have a hard time yeah. Like to trust but was like You You never failed me so. I give you my chance.
Speaker 6 00:20:29
Yeah, you know, and we definitely want to follow your lead. Right, so whatever it is decision that you wanna take, Like we're all on board to support you in the best way that we can. So, if that's a decision, you know that you talked about with Christy, and you know, you're both in agreement and that's something that you're comfortable with, then You know, then we're going with that. You know, like let's figure out how we could make that work and still give you those independent skills, right? That, You know, You are wanting so that way. When you do transition into your own housing, you feel most prepared to be able to go into that role. So that could definitely be the plan then. Um. And then the non-negotiable s that we have is for you to attend school every day, safety of course, and for you to be a part of mental health services or wraparound right? Um and then for the strengths. So I'll go over the strengths that we already do have. It's a pretty long list, but.
Speaker 6 00:21:26
We do have that you are a fast learner. You're dependable, you have fun energy, you're charismatic. You make others feel comfortable. You're resourceful, independent, a good communicator, honest, respectful, kind. You're open to wraparound services. You're talkative. You're friendly. You're resilient. Opened to asking for help. You're strong. You keep cool in hard moments. You're knowledgeable. You have a nice style, Appreciative, Easygoing,You,'re very understanding. Humorous. I love to give resourceful, a go- getter, thoughtful, compassionate, independent, outspoken and a good communicator. I think that's added in twice. So that means that, that is a very big strength of yours. Um any other strengths that come to mind Christie for Dawn?
Speaker 2 00:22:14
I think you hit every single one of them on the head. I can't think of anymore. We were just talking about I've known her for four years now, and you know, she's. Even in the last six months, like it feels like every other week she was with us. She's always been a massive supporter of other kids, except for when she stole my baby last night. But that's a whole nother joke. But you know, She's is a fantastic kid and I. Don't think there is anything. You said that I would object to. So.
Speaker 2 00:22:52
She did steal my baby last night, but the baby is only mine when she comes over.
Speaker 2 00:23:06
So, She's one of my best friend's kids. Baby, so she's how old is she? Five months.
Speaker 6 00:23:13
Oh, she's little Dawn was mentioning that she really likes babies.
Speaker 2 00:23:18
I will send something in the group. Text, cause you guys will find it just as adorable as I did. Oh, okay. So she's still my baby. And what I think too is that you're very supportive. Yeah. So.
Speaker 4 00:23:42
Yeah, And so now you know, with that long list, we do want to also mention your own strengths Christie.
Speaker 6 00:23:49
Um, you know, of course we're just getting to know you, but Dong, what would you say are some of Christy's strengths?
Speaker 5 00:23:56
She's supportive. Creative. Mhm. Very outgoing. I'm an introvert.
Speaker 3 00:24:10
You're from the west coast? Yeah.
Speaker 1 00:24:20
I say very wise. Protective.
Speaker 5 00:24:29
Mhm. Yeah, she's just a sweet, amazing person. And easy to talk to too, I mean.
Speaker 6 00:24:50
And those are really good strengths. How about from yourself, Christi? What would you say are some of your own strengths?
Speaker 2 00:24:55
Uh, I am loyal to my kids. Um, if you come into my home, you are my kid. It's just plain and simple. Um, Even my nieces and my godchildren and my nephews, they're all my children. So I am the one that has their back. Uh I always want to be that person that uh they know is is behind them and. They're never going to worry about where they're going to land. We have a rule in our house: we never do fourteen day notices. It's a straight rule. I've had it Alere was number three foster kid to come into my home, and I've had fifteen overall, and so I've never written a fourteen day notice. I've never.
Speaker 2 00:25:45
Needed to put a fourteen day notice in, so I want kids to understand that they have stability. Cause that's important. I was in care when I was a teenager. I was adopted, so I know what it's like. The good, Bad and ugly and I just know that kids like Dawn and my daughter and my other daughter who's with us. Now she's another kid that just came like couple days before Dawn That. They just understand that there's even on the bad days. There is stability here, so.
Speaker 6 00:26:22
Yeah, you are a very reliable person. Um, and like I've mentioned a little bit before, all we've heard about you is really great things. You know Donna is always very excited to share about, you know the times that she has spent over. Um, You know before coming in yesterday and at least from what I've been able to. Communicate with you just yesterday, you know, I could say that you're really good at at communicating. You know, you're very open to wraparound services. You're understanding and I also hear that you're very reliable. Um so those are very some good strengths. I don't know if the team has maybe additional strengths to add from maybe they've had conversations maybe heard from from Dawn or just from your observations.
Speaker 7 00:27:09
Yeah, I would just say I um, I know. We've only interacted a handful of times. I did have the one, um, call with you as well before I think previously when when Dawn was, um, Under your care and had shared some, you know worries regarding some like passive suicidal thoughts. And so we did have conversation back then too, um and you do seem to be very caring. Um.
Speaker 7 00:27:40
You know, ah, very open as well to communicating, which is always amazing. Um. Yeah and Dawn has shared nothing but but positives in in our sessions together.
Speaker 1 00:27:53
Mhm. That's because she's here. Oh yeah. Absolutely.
Speaker 6 00:28:05
Uh anything else that comes to mind Kimberly?
Speaker 8 00:28:08
Ah, not just the same. Um, I think she's brought up um her name a few times, too, during our sessions before, and all I've heard is positive things.
Speaker 6 00:28:18
Mhm. Yeah, And I'm sure we'll hear more, you know now that we'll be working together as well. Um. And before we go into like the underlying needs and create some action steps, I did want to share some of the concerns that were on here. And, you know, Dawn, if you disagree with some of those, you know, again, we could you. You know, Talk about removing them or if there's maybe new concerns that come to mind for everyone, then we could also add those in here. Um, But one of the concerns that are added is I worry about being able to catch up on school. And making sure I graduate. And I believe that came from you, Dawn. Would you still say that? That's still a worry of yours?
Speaker 5 00:28:56
Um yes.
Speaker 6 00:28:59
Okay. Um I worry about my mental health is also a concern you had shared.
Speaker 6 00:29:08
Yes. Okay. Um, I worry about not being able to work through our challenges. And then I'm going to remove that if you agreed on because I believe that was a worry that Vicki had previously shared. Um and um, I worry about Dawn missing out on school and losing out on structure. Would you still agree with that concern Dawn? No. No, okay. Um. And then I worry about Dawn having thoughts about ending her life, and I know that's something that Charl just touched on a little second ago. Um, I don't know Tim and Dawn or or Christy, you know, even if we would still agree with that concern.
Speaker 7 00:30:01
I will say I think I was the one who initially put that on our matrix. Um, I have not heard anything in the past couple, I want to say, at least in the past month, Dawn hasn't shared any thoughts of suicidal ideation with me. I don't know if you would agree with that Dawn or if you still feel like you're having some.
Speaker 9 00:30:23
Yeah, I'm not. Okay.
Speaker 7 00:30:26
Mhm. Okay, so we but since it was in the past, I would say to keep it on our radar but I think we, We could remove if everyone's comfortable.
Speaker 2 00:30:38
I would say that what I've seen in the last probably the last month versus when you and I talked previously, Charl is a difference. Even in the last two days, Dawn is happier, more settled. Like that, and I mentioned that to her today and just kind of got her her, Uh thoughts on on how that's impacted her. So I would say I would leave it on a matrix just because it should still be on the matrix. And that's just my personal unprofessional right nowum but I also think that Dawn is not showing any anything that would trigger concern for me of being suicidal.
Speaker 7 00:31:25
Yeah, I would agree. I think for monitoring purposes. We can leave it on there Adley, but I think okay. Um. Just so we can continue to check in, um and see if anything changes. But I have seen an increase overall in Dawn's mood, especially like you're saying in the last few days, Christy.
Speaker 6 00:31:46
Yeah. Okay. Okay. So I did add in I worry about Dawn having thoughts about ending her life in the past. Just so you know it's not something that's current, but it is something again just to be able to keep an eye out on.
Speaker 6 00:32:03
Um. And then the next concern was I worry about Dawn needing support to follow through with school attendance. Dawn, would you say that that's still something to worry about? No. No okay. Starting fresh? Um.
Speaker 6 00:32:32
And those are all the worries that were here before. Dawn, do you have any additional worry that maybe comes to mind? Could be about anything.
Speaker 6 00:32:58
No, Okay. How about from yourself, Christy?
Speaker 2 00:33:01
I think, and this is just real talk, And I would tell Dawn the same thing if it was just me and her. Let us get through the next two to four weeks of schedule shift and adjustment in life. And then once that's out of the way, I think any of that concern is not going to be an issue any longer. And the only reason why I say give us a couple weeks is just She's got a new schedule, and some days she's going to be grumpier than others. And some days she's not like three Starbucks runs, and some days she's not running any. Um, so we're just going to need to get through the next couple weeks. And this is just from experience with with kiddos, uh in including myself. So um but once we get through that, I think I think it's not an issue anymore. Okay.
Speaker 6 00:33:56
Yeah, sometimes it just takes some time to to adjust. Sorry,
Speaker 2 00:34:02
She was trying to get in my lap and I couldn't reach her. Aww, so cute. She's the baby. She's a she's a parrot in the skies. Aww. Hi babies! Hi babies! I did some make some adjustments to my microphone. Can you guys hear Dawn better now? I.
Speaker 3 00:34:22
Don't have have.
Speaker 3 00:34:25
I think yeah,
Speaker 6 00:34:26
I think that works. Okay, good. There you go. Uh, How about from Kimberley or Sloane Any additional concerns that come to mind right now?
Speaker 7 00:34:35
I think the only thing for me and again, this is something I think maybe also given like a few weeks, like you know, there may be changes like Christy's saying, um but I think the only thing for me is just the summer school, because I know. That was something we talked about on Tuesday, where you were still only in module one, And and you only have two weeks left in order to to finish out module five. Um. So just getting on top of that. And and trying to see if we're able to turn in more assignments and and spend a little more time on that. Um, just so that you don't have to stress about it.
Speaker 5 00:35:17
Yeah, what's it called? Uh yeah I have to until uh, This Friday. Okay,
Speaker 7 00:35:25
Until this Friday. Thank you so much, everyone.
Speaker 2 00:35:29
So I got notice about it this morning from Vicki, and then she sent me over the school information. So I am gonna call the school tomorrow and explain the situation and see if we could possibly get an extension for this weekend. And then Ladanya and I talked about a schedule for the rest of this week that will work for her to get to work on her classwork. So awesome.
Speaker 2 00:35:55
Perfect. I know I don't have a leg to stand on because I don't have educational rights for Dawn just yet, but I'm going to try.
Speaker 7 00:36:02
Yeah, just see what they say and and what can be achieved. Hopefully they'll be open to working on it. Um, I will say you know and and this is up too. I was going to talk about this with Dawn in our individual, but I think it's worth bringing up again, Because I know in the past, Dawn had had lab work done by and for the psychiatrist through our program, and Doctor Blake's had worries regarding her thyroid levels. Okay. And so I know they had wanted more comprehensive thyroid testing to be completed.
Speaker 7 00:36:42
I wasn't sure. I never got a clear answer from Vicki if follow up testing ever happened. She just told me that the doctor said there was no concern or worry regarding that. Um, I did want to put it on Dawn's radar again, because I know she doesn't technically have a primary care provider of if she thinks it would be worth it to explore getting a primary care provider and seeing if they would put through an order for more comprehensive like thyroid. Panels to be tested, Just to see if there is like an underlying medical concern because that can have an impact on the depressive symptoms and and on like low energy, low mood. Again, I am not a doctor, so I can't you know give advice. But that was just one thing that always for me, I could see how it'd be really difficult if it could if it was a medical concern as well leading to some of these um.
Speaker 7 00:37:39
Struggles, and I am not saying it is. I am not saying it isn't, But it's always one of the things we like to rule out if we are able to.
Speaker 2 00:37:49
So, I do have her doctor's information. She is seeing Sharon Terry at the Hub Clinic in Torrance, which is my daughter Dom's before we finalized the adoption, which was her doctor as well. Okay. Um yeah yeah, Is awesome. I love, I love her. Um, so let me reach out to her and see if I can. I've got to wait for Vanessa, But let me see if I can find out if those tests were actually done. And if you know we'll get that set up and get those tests done. Awesome.
Speaker 7 00:38:28
Yeah, cause I just wasn't certain. I think she said that the doctor said she wasn't worried, but I wasn't sure if like the tests were actually done, Like more comprehensive ones, just because we got two different answers from two different people. And so I was like, okay, our psychiatrist is saying this is a worry. The doctor's saying it's not. I don't know if they ever had a conversation together. Um so I just like to make that known.
Speaker 2 00:38:54
Gotcha uh yeah I gotta call Vanessa today, cause I still have not signed any of the paperwork yet. U m and I don't have any of the information. So let me let me get with Vanessa and see what I can find out and see what I can take care of awesome.
Speaker 6 00:39:13
Okay, perfect any additional concerns from anyone. No, okay, so we'll keep those thenum and then for your underlying needs Dawn. Again, you know, if you want to delete one, you know, add one make adjustments we can. But, just to review the ones that you do have is one to have security. Two to have stability and three to feel respected and understood. Would you agree with those or do you want to make some changes? You're good with those okay. Perfect so since we're starting off fresh right clean slate um.
Speaker 6 00:39:59
Let's see here. I'm trying to see. For so for the first need to have security, um. What would help you? Feel like that sense of safety and security.
Speaker 1 00:40:23
Just having that,
Speaker 5 00:40:24
My reassurance of like. Like, well, Christi, that's like my thing. Like, that she has like my back and like I am safe. Yeah, like I guess I can talk to her. Well, basically like she has my back. Basically. And like for example, when I go out, if I am in trouble call her kind of thing.
Speaker 1 00:41:18
No, I was just going to ask, you know, like, is there something that maybe Christi already does or something that you would want Christi to do.
Speaker 6 00:41:26
That gives you that reminder, like Christi has my back. Like there's nothing that I have to worry about.
Speaker 6 00:41:47
Or Maybe not Christi individually, right But just you know, like when you think of someone having your back, like what does that look like.
Speaker 5 00:41:57
She protect me like if I'm in trouble, she got me like. Her loyalty is. There's like loyalty, like there's. Communication there's a sense of security there's just like you feel me like. I don't know just like based on all that the confidence I need to have. And it's just all about time knowing her life. She got my back, Like in any way.
Speaker 7 00:42:30
I Mean, I'm wondering if maybe for clarification for the team, I know one of the things that Dawn and I have talked about a lot, Which I think is part of the frustration with Vicki is feeling like things weren't clearly communicated. Would you agree with that Dawn? Yeah. And so maybe part of seeking misunderstanding and and, Stability is, is feeling like there are more honest and open conversations about the relationship, um so that you understand, Um like where kind of you stand in the moment, right? And that if there is conflict that you are able to like communicate about it and to set expectations as well.
Speaker 7 00:43:24
Um, Do you do you think that would help to feel more kind of secure and stable? Yeah. Okay. Mhm. Mhm. Cause I think one of the things we talked about was feeling kind of caught off guard by the fourteen day. Notice of of you having the understanding things are fine and feeling like things were fine in the relationship and then being kind of taken off guard, if like, You know that the social worker was the one sharing that with you and that you didn't. Realize that that notice had been placed. Um, so just having clear conversations right before anything would get that far, which I am hearing from Christi that wouldn't happen in this placement, you know. Um, But but yeah, just for for you to feel secure to be able to kind of rely on like open communication um and and working to understand each other.
Speaker 5 00:44:24
Yeah, like with Vicki, like there's like she'll set like expectations and stuff like that. But like we'll never like discuss like further on, Like the consequence or like the in between if that makes sense. Great.
Speaker 7 00:44:40
Like me and my progress. Do you feel like almost, Like, it would be helpful to what I'm thinking of is like a progress report? Like at school of to talk about progress of Like it, You know, You set this expectation and then you have check ins like maybe like once a week of like, hey, like, You know, am I am I meeting like expectations Like. Is that something that would be helpful? Or. Or do you feel like that's too structured because it could go either way. You like that idea? Yeah, I was like having kind of like a weekly progress report of okay, Like I'm doing good or um maybe this is an area we could work to grow in.
Speaker 1 00:45:21
Alright. Yeah,
Speaker 5 00:45:26
Like what's called what Christi like. Um, like she like of course, like says it's like expectations for me, but like there is like. Like there is a in between, there is I don't know. Like there is a.
Speaker 7 00:45:40
Like a check in.
Speaker 5 00:45:41
Christi yeah I think you can explain it better than I can.
Speaker 2 00:45:45
So I think the best. Yeah, yesterday or the when you were with us last week. Um, Dawn had asked to go out with her friends, and I said yes. But here is the rules: The rules is keep your phone on, keep your location going, keep your phone charged. Um, If you are in trouble, call me or text me and you got to be home by eleven, because if you are not home by eleven, you omit your next. Uh.
Speaker 2 00:46:17
You know, you hang out. And so I think it was ten p m. I sent you a text and said, "Hey, this is your one hour warning." And um and then that's it. I just left it at here's your one hour warning. Um and then my daughter was like, You know she was more worried for Ladanya. She was like, "Is she okay?" Is she? And then you know Dom had Dom had to check in with her. But I think setting those expectations Ahead of time, and then saying when she got home because she was six minutes early. Which I don't have kids like that very often. They're either super early or they wait outside the door to walk in sixty seconds before just because they can, which doesn't really work for them because there is a camera outside. Um, But you know it's it's one of those things where it's like, you know, I am going to set those expectations. I am going to get you the boundaries.
Speaker 2 00:47:15
And I am going to get you. This one boundary. This the other. Here is your freedom in between, when, I've had kids come to me before, and I knew that they needed to smoke weed just to calm down and stuff like that, and so I set the boundaries. You cannot smoke in the apartment because I can't handle that, just because of smells. You can't smoke on in the complex because I would get fined so much money by the apartment complex. You can walk outside, outside of the complex, But be aware, we're right next to the courthouse, and the sheriffs are in and out all day long. So just be aware that that happens. Um, and you know, I do set that boundary, because if you've ever tried to tell a 16 year old, they can't smoke weed, they're still going to smoke weed. So I'm going to give you that freedom, but you got to tell me what's going on. So and I'm never going to judge. It's not my job to judge so.
Speaker 2 00:48:11
So yeah, That's how I I set boundaries and I give you the freedom to do what you need to do. And independence, because that's important. So.
Speaker 6 00:48:25
Yeah, and so what I'm adding here too from everything that I'm hearing is, um, And again, it does not doesn't mean that they're new things to add, but more of things that will be continued to be done. Is Christi to set expectations and consequences ahead of time So, for example, if Chris if Dawn were to go out with some friends, um, like she has in the past. Um and then Dawn and Christi to set some time aside weekly to acknowledge acknowledge progress. Dawn has made and to discuss where there is possible areas for growth. So both acknowledging, you know things that have been going well. And then you know to talk about things that, hey, maybe.
Speaker 6 00:49:01
We could work on this right so it's not all negative, but also acknowledging the positive things that have happened. Right.
Speaker 6 00:49:27
Yeah, so yes, I know definitely knowing what the rules are, And then what I also have here for to have security is for Christi to have an oh, have open and honest conversations with Dawn. Including about the relationship, so Dawn, for example, to know where I stand when there is conflict. Um. You know. And of course, there's gonna gonna be times where maybe it's a bad day, you know, for Christi or a bad day for Dawn bad day for both of you. And maybe we're they're gonna have some feelings of like, you know, she mad at me. You know, I'm gonna get 14-day notice. You know, Even though Christy just said maybe she does well, not that maybe, but she doesn't place 14-day, notice right So, you know, Having that reassurance like of knowing where you stand in the relationship. And knowing hey Maybe right now, we're not having a good moment. But just know that I'm here for you and that you have a safe place. You have a You have a bed and then I'm here for you. Maybe not right now Right But you know nothing's gonna happen between us.
Speaker 5 00:50:26
Yeah, I'm on the top one. Ooh,
Speaker 2 00:50:29
That's pretty quick. I have I have a lot of friends that are foster parents. Um, We are all foster parents together, and we quickly do what we need to do for each other just to make it work. So yeah,
Speaker 6 00:50:46
You have a community. That's good. That's amazing Yeah It definitely takes a village for everything, Yes. Uh huh. And we could keep it at that, you know, just those three action steps. Um, you know, Of course, we don't want to go too crazy. And then uh you know uh that way, we could make sure we meet them and we could make adjustments as we need. Um, but for the second one is for Dawn to have stability. Hmm. So just looking at, you know, again, fresh start, but just looking at like the previous steps. Um I know something that you, hmm.
Speaker 6 00:51:24
Have mentioned in the past, Dawn is part of what helps you bring stability is. Um. Sorry, I'm just trying to review here. Um, Getting familiar with the job application sites. Is that something that you still wanted to do, Um like Indeed Glassdoor applying to new jobs? Or do you wanna keep your job and just be there.
Speaker 5 00:51:54
Like when in my old school, I wanted to like redo like my resume and stuff like that. So like yeah, I'm gonna do that with my mentor tomorrow.
Speaker 6 00:52:04
Uh, sorry you sounded a little far away, but I heard that you wanna first work on your resume.
Speaker 5 00:52:09
Yeah, what's called My uh Can you hear me now?
Speaker 6 00:52:12
A little bit yeah it sounds a little echoey but I could hear you.
Speaker 5 00:52:15
Oh okay. Some my mentors, he's uh he's. Gonna come tomorrow. So I was gonna ask him like if I need to work on like updating like my resume. Um, just like looking at like, like apply to different jobs and stuff like that. Like I actually like we only have like an hour together, but like I wanted to like ask, go on a schedule to go into like, food places and stuff. Like that and and ask them back they're hiring. Do all that. But I first want to do my resume and have that printed out. So I can have something. NO_CORRECTIONS Hm.
Speaker 6 00:52:51
That sounds like a good idea, And I know I heard you say that you only have one hour with your mentor, but you also have your wraparound team to help you with update your resume. Is there someone in specific that you would want to help with the. Kimberly.
Speaker 1 00:53:17
Okay, yeah. Maybe we can start working on that tomorrow.
Speaker 6 00:53:27
So A lot focusing on your resume, which is good, right? Because, we want to make sure that you know, you have the support that you need to get that done. Right? To get that completed. Um, what else would help you know that you're stable? That you're okay.
Speaker 5 00:53:50
I guess like llearning, um, how to save like my money better. If I start like actually like saving, saving like. Like when I be saving, like it don't be. Like I'll be taking money out my savings. Like like, like that's for my savings. Like so I really want to get in the habit of like saving and like better. Like I wanna save for a car. Like I wanna save for a tattoo. Like save for certain stuff, future economy all that all that stuff, I just want to get. I guess learning that is better than like managing my money and stuff like that.
Speaker 6 00:54:34
What I'm hearing is that you want to learn how to budget. And then that's also somethingum that your CFS would be able to support you in, so Kimberly, write you in. On creating a budget with Dawn, Or maybe just introducing her right like the skills on knowing how to create a budget.
Speaker 8 00:54:57
Yeah, that sounds good. I think that's a good way to start, for sure.
Speaker 6 00:55:17
And What about. Um, anyone else? Maybe some another step that we could add for this need to have stability.
Speaker 7 00:55:29
I think for that one, Just kind of what we were talking about before Don kind of thinking like a progress report might be helpful or like just a check in like in between having that expectation in order to ensure that. You know things are going good and and and things are stable in the in the home.
Speaker 1 00:55:51
Mhm. Yeah,
Speaker 6 00:55:54
And I guess just to kind of back that up, um, since I know we wrote that in during the other action step, but um, maybe like as a team we could check in during our team meetings. You know just to kind of check in, like, hey, you know, how was the last? You know? Quote unquote like progress report You know like what are some. Things that you liked and maybe some things that you talked about to improve. So that way we know maybe where we could possibly come in or maybe give some guidance on, you know, some additional support that could be given. So just checking in on how that. On how that uh progress report went.
Speaker 6 00:56:48
Okay, and then for the last need, um to feel respected and understood. Mm. Uh something that you did have beforeum was to practice the muscle relaxation techniques. Um, is that something that you would still want to continue to try to do Don?
Speaker 1 00:57:10
Yeah. Have.
Speaker 6 00:57:14
You been doing it? Question.
Speaker 5 00:57:18
That's okay. That's okay.
Speaker 7 00:57:38
But I do know, you said that it was helpful when we first tried it. Do you still feel like it is helpful or do you feel like, oh, like I'm not really ever going to do that?
Speaker 5 00:57:49
Oh yeah, I like it. Like it really puts me to sleep. Like almost puts me to sleep. Like yeah, I like doing this one. Okay.
Speaker 7 00:57:58
Can we commit to trying it at least once a week? Start small.
Speaker 5 00:58:05
Once a week,
Speaker 7 00:58:05
Uh- huh Does that sound doable? Okay. You choose a day, you choose a time, and at least once a week. If you do it more than once a week, great! But let's start with once a week.
Speaker 5 00:58:16
Okay. So I pick a day and time right now?
Speaker 7 00:58:21
I think that might help if we have it on your calendar. And, it can be right before bed.;, it can be when you're laying in bed. But what day do you want to commit to try?
Speaker 5 00:58:38
I feel like in the beginning, I would be Monday. Like to start off the week, I think that would be good. So like a Monday.
Speaker 7 00:58:48
Right and like a morning or before bed. Okay. Okay, so are we committing to Monday morning or nighttime?
Speaker 5 00:59:02
Uh-huh. Um. I'm thinking mostly in the morning, but like I also wanna just see like. Try it like in the morning and night. Which is like more like it's better or.
Speaker 7 00:59:16
Which you think is is better Okay, We'll leave it flexible on the time, and we'll just say Monday at least once on Monday. You're gonna try it.
Speaker 5 00:59:27
Okay Perfect.
Speaker 6 00:59:32
And then yesterday when I was speaking with Dawn over the phone. We were prepping a little bit for her interview that was gonna be today at one, and she did bring up about how if she did have that interview, she would bring up about things that have been helpful for her mental health. And she did bring up a pretty long list of the DBT skills. So I do want to commend Dawn for you know Speaking of,
Speaker 7 00:59:56
Do you have the workbook? Were you able to bring that with you?
Speaker 5 00:59:59
Okay. Or is it still at Vicky's? I think it's still at Vicky's but like Oh no! Like when they.
Speaker 5 01:00:09
Okay. Okay,
Speaker 7 01:00:11
But you've been looking through it, it sounds like. Have you been looking through it? Yeah. I'm glad to hear that. I'm glad to hear you you like the activities.
Speaker 6 01:00:24
Mhm. Yeah, She definitely did, she was the one to bring them up. Yesterday, That was really cool Um, but speaking of like Sorry.
Speaker 2 01:00:33
Oh no sorry go ahead, I was gonna say, can I ask which workbook it is? Cause I may have that workbook.
Speaker 7 01:00:39
It's the It's the um Adolescent uh Dialectical Behavior Therapy Guide. Um So it's the like most standard one. So it's possible you have it. It's basically the same as the adult one, but it's just an adolescent version and so it's a little easier to understand. And like even for me, I am like sometimes the adult one. I am like, oh, this is so complicated. I like the images and the kids ones. I.
Speaker 2 01:01:06
Didn't know about the kids one or the adolescent one. Um, I have the adult one. So for me, but perfect if she needs it, I will unearth it because I think it's in that power there of things that I've yet to unpack. So.
Speaker 7 01:01:20
Perfect it works.
Speaker 7 01:01:27
Right, but yeah, I gave her a printed copy and then an email copy. Sorry, causing a racket just like an orange cat does. Oh my god,
Speaker 6 01:01:44
Is that one of their traits? Um, but speaking of your belongings gone um is that something that, Maybe, we need to figure out like how to be able to get your belongings back, either like between us or like the social worker, or maybe it's something that you talked about with Christi already.
Speaker 5 01:02:05
Um, we haven't really discussed it, but yeah, like I was like thinking like um, I maybe like uh Vanessa she was like end up like bringing all my stuff over. But I don't know. I'm not sure what you all would think. But.
Speaker 7 01:02:23
Yeah, I think just to. Sorry, I was gonna say, I think to avoid any. Like missteps, maybe reach out to Vanessa and just let her know. Hey, I still have things at Vicky's. Um, Cause I just would hate for it to be a situation where like things get like thrown out. You know, like i I would like you to get your things back. Yeah.
Speaker 5 01:02:48
Oh let's call Vanessa no she she was there when I was packing, she saw all this stuff.
Speaker 2 01:02:58
So, Uh, Vicki does have a code to my door. Um, it is a temporary one; it was already set to expire on August first. Uh, and that was given to her weeks ago. Um, and so she had she did bring some stuff over yesterday, But I asked her to bring it over while Ladanya and I were in Pasadena. Um, and because I have, My oldest foster child uh here, and I knew she would keep an eye on everything. Uh, so there are some stuff that was brought, And uh, she has more stuff that she is. She has offered to bring over as far as paperwork. And then it's more of Dawn's stuff. So um I did say that, that was okay as long as you know, Dawn wasn't home, but also I do have cameras that if it doesn't recognize.
Speaker 2 01:03:51
Someone's space, which it doesn't for Vicky. It does make sure it tracks and that way that we we do see it. So just a heads up. I am trying, I am going to try to get a hold of Vanessa again today and see where we stand on a lot of things, And so I'll bring that up on that as well because I know her social security card, her birth certificate, all of those are with Vicky and we need to get those so the We can get Ladanya enrolled. We're gonna try to enroll her into the high school that's not too far away because they have a type of school that allows her to work at her own pace to get caught up on all of her credits. Uh huh, and then she only has to go to school twice a week, um, and she can work at her own pace. So we're gonna try for that, and I need that paperwork for that part. And then also uh I I do wanna uh.
Speaker 2 01:04:49
Make sure that Ladanya has everything that's super important to her in hand early. Because I have been in her shoes, and I am still upset that I am missing, you know, twenty plus years later still upset that I'm missing my favorite necklace. So so yes.
Speaker 3 01:05:12
Are you trying to say hi to everybody? It's the orange one this time. They were all stuck in the room with us because they were all napping.
Speaker 6 01:05:22
They're like, they interrupted us. But okay then, And then what is the name of the school that you were thinking of enrolling her?
Speaker 2 01:05:33
So Da Vinci, which is here in El Segundo. We're in the Da Vinci School District. They used to have Rise, which is where what my daughter attended when she first moved in with us. Um, they've shut down Rise. So, we're so they're helping us get her enrolled into a similar program with one of the other schools in Vinci.
Speaker 6 01:05:58
So just within the Da Vinci School District?
Speaker 2 01:06:02
Yes, we're in the Wiseburn School District, so Da Vinci is part of that. Okay. And if not, we'll find her school that will allow her to get, Everything she needs, because I know she's signed the the contract for the AB 12. So.
Speaker 6 01:06:23
Yeah, and um, is uh. Is Hop, Skip and Drive something that uh both of you would want to look in well, would want the social worker to look into once she's already enrolled in one of the Da Vinci schools?
Speaker 2 01:06:37
If it's Da Vinci schools, I am not worried about Hop, Skip and Drive becauseum. There we live near the C line, and the buses uh would take her directly to Da Vinci. So it's not an issue at all. Um, The only way I'd need Hop, Skip and Drive is if she stays at Brown, And then we would need it for that because I'm not going to make her get up two hours early to catch a hour and a half train. That that's not fair to anybody. So I.
Speaker 7 01:07:10
Wouldn't do.
Speaker 6 01:07:11
It so, Yeah, that's so early. And well, the. And the cool thing is that it is July, So you still have maybe a little bit a month and a half or so before August comes around, which is when most schools start. So I think that gives enough time to be able to prepare and figure out like. Twenty seventh of August or September Oh twenty seventh of August Okay Yeah So I mean it gives some time You know I know it's usually like mid August.
Speaker 6 01:07:41
Where, um, does school start? Okay. So then for that need to feel respected and understood. Um, we could start off with those then. Um, Christi to support Don with enrolling at a school within the Da Vinci School District. And, then both of you to also reach out to the social worker to coordinate a time together, the rest of the belongings that Vicki may not be able to bring. And then Don for you to practice the muscle relaxation once so once a day on Mondays. So that's your homework to do.
Speaker 6 01:08:12
Okay, perfect. And then um for the next CFT I'll also invite Vanessa the social worker. Actually, that reminds me, Let me check in with the parent partner. Um if she will be stopping by to say hello before we end.
Speaker 6 01:08:52
Okay, Um, So then the next one that we could where we could review the plan would be today's 8/15. Two three four.
Speaker 4 01:09:07
Would be August seventeenth.
Speaker 2 01:09:13
Okay, so real quickly.
Speaker 2 01:09:16
Um, we might be living leaving that day. If we're not leaving that day, the seventeenth. Okay, wait. Sorry, I looked at my calendar wrong. Um, There is a slight chance. We will be leaving that day to go to UC Merced because my daughter's got to go. That's when she moves into her college dorm. Um, Well, she moves in on the eighteenth. So we may go that night before and stay in a hotel. Um so. Don is already slated to go with us. She was already slated to go with us before, so we might have to do it for the week of the twenty third.
Speaker 6 01:10:00
Okay, what do you want to do The week before or the week after?
Speaker 2 01:10:03
I was thinking the week after, but uh Don, I just realized that might be around the first week of school too.
Speaker 6 01:10:09
Okay, maybe we could do the August tenth then.
Speaker 2 01:10:12
Yeah yeah Let me.
Speaker 6 01:10:13
See okay yeah.
Speaker 2 01:10:15
Family calendar. I keep pulling up my work calendar instead of my family calendar.
Speaker 6 01:10:21
Mm- hmm. All right, let me make this adjustment. See if I'm not following you.
Speaker 2 01:10:38
And Remind me of your email, Christi? Um, let me throw it into chat.
Speaker 2 01:10:44
Or let me send it in a text. Um, for invites, send them to my work address. And for uh and then always cc the other email address I'm about to give you. So okay.
Speaker 9 01:11:05
Hello. Hello, Vanessa. How are you?
Speaker 5 01:11:08
I'm pretty good, how about yourself? I'm doing well.
Speaker 6 01:11:17
Thank You for joining in, Vanessa. We were just uh getting ready to end. So that way you could introduce yourself and I'm not sure if you wanted to sign up individual sessions right now or maybe at a later time.
Speaker 9 01:11:29
Yes, I can do that now. Hi Christi, my name is Vanessa. I'm the parent partner. I'm looking forward to working with you.
Speaker 2 01:11:38
Looking forward to working with you as well.
Speaker 9 01:11:41
Um. What is your availability. Do you prefer a specific day and time.
Speaker 2 01:11:48
Um. Honestly, Fridays are perfect for me. I don't know how you feel about Fridays, that's the one day I have no meetings.
Speaker 9 01:11:59
Okay, I can do Fridays Are you available Let me see One.
Speaker 9 01:12:11
Are you available at twelve. Yes, twelve thirty. Twelve yes works but. Twelve o'clock, okay. I'll go ahead and set it up. Do you prefer by phone in thing.
Speaker 2 01:12:29
I prefer by phone, that's when normally do it with any of my parent partners.
Speaker 9 01:12:36
Okay that works. Okay, so I'll schedule it. Does this Friday work for you You want to start this Friday or next Friday.
Speaker 2 01:12:44
This Friday is perfect.
Speaker 9 01:12:46
Okay, so I'll go ahead and schedule that for Friday, the seventeenth at twelve o'clock. And,
Speaker 6 01:13:02
Then just to loop you in Vanessa. Um we will be having the check ins. On Mondays at four, still they will just be virtual instead of in person. Um, and then Vanessa, Just so you could add to your calendar. The next CFT will be August uh tenth.
Speaker 9 01:13:21
One second. You know what Christi I was looking at the wrong date. I was looking at the twenty second I'm actually going to be in the field. This Friday at twelve o'clock. Are you available at nine o'clock? This Friday and then moving forward at twelve o'clock. Yes. Okay, so I'll schedule you for nine o'clock. One second.
Speaker 1 01:13:53
Next Friday, I'll put you down for twelve.
Speaker 6 01:13:58
And then Christi, You could let us know for the week of the seventeenth, if you would want to reschedule or cancel whenever that week comes around. Whatever works best since I know you'll you'll be very busy that that week.
Speaker 2 01:14:10
Yes, I will. We are um sorry, I'm laughing at Don. Um, I will let you know closer when once we get everything worked out as far as who's all going. And all of that. So yes.
Speaker 6 01:14:27
Okay, perfect. Sounds good. But it was a pleasure meeting you, And then uh we'll meet next week same time um sorry on Monday at four. I'll send you a reminder in the morning.
Speaker 2 01:14:42
Okay, awesome thank you.
Speaker 4 01:14:45
Thank you thank you everybody bye- bye.
Speaker 3 01:14:53
Okay got those added let.
Speaker 2 01:14:55
Me get.
Training Session: Microsoft Power Automate Basics and AI Integration
Participants reviewed the core concepts, user interface, and foundational structures of Microsoft Power Automate. The session highlighted how standard, non-premium Microsoft licenses cover the majority of business automation needs, while also demonstrating how to construct and troubleshoot workflows featuring AI integrations, Microsoft Teams alerts, email attachment filing, and document approvals.
## Workshop Introduction and Platform Basics
Power Automate is included at the standard level for any organization operating within the Microsoft enterprise environment, meaning most users do not require a premium license. Automation is functionally distinct from AI, though AI tools can be integrated directly into automated workflows to perform summaries and extract information.
Alternative third-party automation tools include Make, Zapier, and n8n. To compete with these external services, Microsoft frequently adjusts its pricing, premium license requirements, and connector tiers. Users can access the Power Automate platform through three primary methods:
- The Microsoft 365 app launcher (the "waffle" icon)
- The direct URL: `make.powerautomate.com`
- The Workflows app pinned inside Microsoft Teams
## User Interface, Resources, and Connector Basics
The Power Automate web interface houses built-in learning portals, community forums, and links to external discussion groups such as the r/MicrosoftFlow or r/MicrosoftWorkflow subreddits. Workflows are cataloged into Cloud flows (online automations), Desktop flows (local machine automations), and Shared flows (collaborative team automations).
Connectors establish links between Power Automate and external applications. A diamond icon next to a connector or workflow indicates that a premium license is required. Core standard connectors—such as Outlook, Teams, SharePoint, OneDrive, Excel, and Forms—are free under basic enterprise plans. Examples of premium services include Asana (for task management tracking) and Word template actions (though standard Word document updates remain free). Premium connectors like Monday are also subject to license restrictions, while other connectors, such as Adobe Acrobat Sign, have transitioned to the free standard tier.
Connectors execute tasks on behalf of the user and require authentication. While most connector permissions only require a one-time approval, certain security protocols require users to re-authenticate every three months.
## Trigger and Action Foundations with AI Integration
Workflows are visually assembled on a drag-and-drop canvas requiring no code. Every flow is restricted to a single starting trigger at the top, followed sequentially by one or more executable actions.
To demonstrate practical AI integration, a pre-built meeting transcript flow was reviewed. The workflow operates as follows:
1. **Trigger:** A new meeting recording and transcript file is detected in a designated OneDrive folder.
2. **Action 1:** An AI prompt runs to compile a structured summary of the meeting.
3. **Action 2:** The final summary is written to a new page within a Microsoft OneNote digital notebook.
This specific flow executes in an average of 23 seconds.
## Step-by-Step Flow Construction: Quote of the Day Demo
A live demonstration showed how to build a scheduled cloud flow from scratch, utilizing AI capabilities to publish weekly team updates:
- **Reoccurrence Configuration:** The flow was named "scheduled quote of the day" and scheduled to run every Wednesday at 10:00 a.m..
- **AI Prompt Generation:** Selecting "Run a Prompt" under the AI capabilities menu opened a Copilot dialog. A custom prompt was configured to instruct the AI to generate a single humorous, lighthearted quote about technology tailored for a help desk staff, outputting only plain text without commentary.
- **Teams Integration:** The Microsoft Teams connector was added to the canvas. Using the lightning bolt icon, dynamic content was mapped to pull the plain-text output from the previous AI prompt step. The message details were configured to post directly as the user to the "Help Desk" group chat, formatted with a bold title in purple.
- **Manual Testing:** Clicking "Test flow" triggered a manual test run. Green checkmarks on the canvas verified successful step execution, which can also help diagnose and locate the exact point of failure during errors.
## Advanced Configurations and Licensing Policies
For complex workflows, several backend behaviors can be configured:
- **Run After Settings:** Dictates execution rules if a step fails, allowing a flow to continue running subsequent steps rather than halting.
- **Concurrency Control:** Manages loops when a flow iterates through multiple items, such as rows in an Excel spreadsheet.
- **Retry Policies:** Configures the flow to automatically re-attempt failed connections with external services like Box, Dropbox, or DocuSign if a network disruption occurs.
- **Environments:** Acts as dedicated workspaces, which can be configured as isolated sandboxes for testing flows before production.
### Throttling and Licensing Rules
Microsoft applies performance throttling once a flow reaches 10 actions, requiring a higher-volume license for complex, multi-step operations. Premium licenses are sold on an individual, per-user basis. A single user's premium license allows them to create an unlimited number of flows. Furthermore, if a licensed "maker" designs a flow, their license covers the execution costs for all other non-maker users who interact with it. Basic Copilot assistant capabilities are included in standard Power Automate accounts.
## Practical Use Cases: Attachment Auto-Filing and Document Approvals
### Automated Email Attachment Saving
A common business workflow involves automatically extracting email attachments and saving them to cloud storage.
1. **Trigger:** Set to "When a new email arrives" using the Office 365 Outlook connector (designed for business accounts, as opposed to Outlook.com for personal accounts). Advanced parameters should be filtered with "Only with Attachments" set to "Yes". The trigger can also be filtered by specific senders or email domains (such as `@crimsonit.com`).
2. **Action 1:** "Get Attachment" is appended, using the dynamic content lightning bolt to map the unique Message ID and Attachment ID.
3. **Looping:** Power Automate automatically wraps the file-saving actions in a "For Each" loop to handle instances where an email contains multiple attachments.
4. **Action 2:** "Create File" under OneDrive for Business is added. The target folder path is chosen, the file name is mapped dynamically, and the file content is mapped using the "Content Bytes" variable from the Outlook retrieval step.
### Document Approval Configuration
Document sign-offs can be triggered by file creations, form submissions, or email arrivals.
- **Setting up the Approval:** In a demonstration where a file is added to a shared folder, the "Start and wait for an approval" action was selected.
- **Approval Type and Assignees:** The "First to respond" option was chosen, and the approval request was assigned internally. External users can only be assigned approval tasks if they are configured as guest accounts in the organization's Microsoft tenant.
- **Formatting Details:** The approval step was configured with the file name and path dynamically mapped to let the approver open the file.
- **Tracking Requests:** When triggered, the assigned approver receives a notification. Pending approvals can be tracked and voted on directly inside Microsoft Teams via the "Approvals" app hub.
## Advanced Workflow Showcase and Interactive Q&A
Two advanced workflows were presented to demonstrate additional system capabilities:
- **E-Signature File Management:** An automated flow designed to track agreements completed via Adobe Sign. Once successfully signed, the flow pulls the final PDF copy and saves it to OneDrive, automatically renaming the file to combine the agreement name with the completion date. This same template can be constructed using DocuSign or Microsoft 365 eSignature.
- **Client Domain Categorization:** This flow triggers on incoming emails, parses the sender's email domain, and cross-references it against a lookup list maintained in an Excel spreadsheet. If a match is found, the flow automatically tags the email with its designated client category in Outlook. A similar workflow assigns a "VIP" category to messages sent by high-priority contacts.
In a concluding Q&A, it was clarified that to extract unstructured data from incoming files and compile it into a template or dataset, a flow should combine Power Automate steps with embedded AI capabilities to parse the target files.
## Training Follow-up Actions
**@Christi (Instructor)**
- [ ] Finalize outstanding emails and send follow-up training responses — 2026-08-25
- [ ] Provide a personal live demonstration of AI capabilities and document parsing to the requesting attendee — 2026-08-25
- [ ] Troubleshoot and repair the email categorization flow that recently stopped running — 2026-08-25
- [ ] Locate and send the specific Reddit discussion link outlining "best automation workflows" to the session attendees — 2026-09-08
- [ ] Coordinate with Stephanie and the web team to post non-client-specific training recordings (including Copilot training) to the Crimson website — 2026-09-08
Aug 25, 2026
Speaker 1 00:00:22
Hey, how are you?
Speaker 2 00:00:26
Good. Uh, it was a long drive. Very eventful. Yeah, but it was good. We had fun.
Speaker 2 00:00:44
Yeah. Child one is in college. Child two is started her senior year of high school today, and child three starts some college classes in a week, I believe. Yeah.
Speaker 2 00:01:06
I got the obligatory first day photos this morning, so.
Speaker 2 00:01:13
She was super excited to go to school today. Yeah. Except for one daughter was in one bathroom, the other daughter was in my bathroom, and I had nowhere to get ready this morning other than my bedroom. It's like they just there's not you can have two a two-bedroom house, but you need five bathrooms if you have if you have all girls.
Speaker 2 00:01:48
They Go in there to talk on the phone with their friends. I'm like, there's one two bathrooms here and there's three people. But it's the life of being a mom to girl teenagers. It was worse when uh when my other daughter was still home. It's actually gotten a lot better in this last week.
Speaker 2 00:02:12
We're gonna, we have a lot of people that's going to be joining. So I'm going to, this one's going to start because people are slowly coming in. Everybody has been looking forward to this session. So we're going to wait and see who all joins. And then I am going to pull up, I was actually in Power Automate working on a new automation. So I'm going to try that pull my window. Save my work and pull my window where you guys can actually see the fun automations.
Speaker 2 00:02:55
I Will be waiting for everybody to join and bear with me. I'm going to shut my door just because I hear my voice from across little.
Speaker 2 00:03:09
So one of those things where you record yourself often with meetings and training, videos and stuff, but I've never liked my voice. And I hear that that is a common thing.
Speaker 2 00:03:33
We're Going to give a few more moments. I know three people that I don't see on here just yet. That have said that they were coming. So I'm going to give them a few more moments. And, you guys don't have to be on camera if you don't want to be. I am putting myself on camera, so you guys are welcome to do whatever as far as camera, and then we'll go over the rules.
Speaker 2 00:04:12
And just so that everybody who just joined is aware, we are recording this. I'm going to make this available to everyone, but I'm also going to be recording some standalones as well. So for those of you guys who have been with me for quite a few trainings, I am going to both turn on facilitator and record the meeting. So be aware and then I will be sending those out in the next couple weeks because Stephanie and I don't. See Stephanie on here yet, but Stephanie, who is on our marketing team here at Crimson. She and I are working on actually putting all the training videos recently that are the the ones that aren't client specific. We're going to be putting those on the Crimson website for everybody. And for some of you guys, that includes Copilot training. In fact, Copilot training is the one I started first. So we're going to be having those come out. So bear with me if you're waiting on those videos.
Speaker 2 00:05:08
It's just we're trying to figure out the best place to put them, And she and I are working with our web team to actually get those posted asap. However, if you guys have ones that I've recorded with you, I should have already sent all of those out. But if you're missing any, let me know and I'll get those sent out if they're client specific ones. And then we'll go ahead and get started. We do have a few people that are going to be joining. We're going to go over Power Automate. And we're going to go over the basics of Power Automate. A lot of you have questioned like, how do I do automation? Is automation similar to AI? And automation is not AI. However, there are some cool features we can do with AI within automation. And automation has been around for a while, but nobody really ever talks about it. And so I'm going to go through a lot of things today. Real quickly, let me go over the ground rules. Very first thing is we're going to be.
Speaker 2 00:06:04
There's no dumb questions. I've been in IT for a very, very, very long time more than 20 years. We're not going to say how long. Um, I will well will never admit once I hit that 30 year mark. So you'll never hear me say that. But um, I've been in IT for a very long time. I have heard every question under the sun um and trust me when I say there is no wrong question. There is no dumb question. Uh, if you're asking a question, chances are someone else on this. Call has a question as well. I am going to try to observe chat, but Gabby is here. If you guys have never met Gabby, she's amazing. She works on my team. She will ping me and let me know if there's any questions, but if you do have any questions, try to throw them in chat. I will try to watch for them. However, we are going to have question and answer later on. And then if you guys need me to repeat something just.
Speaker 2 00:07:01
The raised hand, which looks like this. And I will be watching for that as well. It might take me a minute to notice it, so don't give up. I do have two screens, so the automation and everything that I'm sharing with you is over here. So if you see me looking over that way, that is the reason why. And then my notes and everything are on this screen. So if you do see me looking back and forth, that is why someone actually called me out on that recently. And I had to explain I had a big monitor. So, so be aware. One of the very first questions I will get is do we actually have Power Automate? And yes you do. Power Automate from the standard level is included with everyone's license that uses Microsoft. So everyone on here, I don't see anybody on here that's part of Google Workspace, so everyone on here does have Power Automate. You do have a standard license for it, it is included.
Speaker 2 00:07:58
So we're going to go through what that looks like. And, there is one more license type that you might want to be aware of, and that's premium. And I'm going to say 99% of the time, most people don't ever need premium. I will go over when you'll need premium as well. I do have premium, but I have very specific reasons for that. And if you need premium and you want it, Of course, get approvals from whoever in your company has to approve that cost. And then we will add that to your account. All right, now what is automation? And it's basically having a system that does something when this happens, whatever this might be. You tell the system to do that. So it's based on triggers. So for instance, I got an email. When an email arrives that says this, I want you to do that with the email and so on. There's a couple of different things we can do with Power Automate.
Speaker 2 00:08:54
There's probably more on your mind that you would love to see Power Automate do, and so we're going to talk through that. Every flow will follow that same process. It's a trigger when you receive a new email, when a file lands, et cetera. And then what is that action it's going to take? And that's how we're going to explain things in Power Automate. Now for those of you guys who are wondering about automation, there are several different tools out there that will do automation. So if you've heard of them One of them is called Make. That one's been very popular for the last probably five or six years. Another one is Zapier. A lot of people know Zapier. It's been advertised relentlessly in quite a few circles. And then another one that people ask me about is n8n, and I'm gonna put that in the chat because people, that was harder to understand when I first heard about n8n, I was like, you said what?
Speaker 2 00:09:50
So I'm going to put that in chat. It's called n as a Nancy, the number eight and the n as a Nancy dot com. And that's actually one I use fairly frequently. However, Power Automate is free for most of you guys. Everything you'll need is already been purchased and paid for. And we'll go over what that looks like, okay? Now what Power Automate actually does is step one trigger starts it, step two actions that carry it out. That is basically the whole gist of it. So we've got a couple different options: forms, emails, files, even times. And I'll show you guys some of my most common automations that I build and what that looks like. And then what is the actions that it carries out? So send a notification, move a file, post it to Teams, update a spreadsheet. Different things like that. One of my favorite ones that I've ever seen is.
Speaker 2 00:10:50
It is it has to do with Adobe Fill and Sign, and that is where someone takes a document, sends it to someone to have them sign it. And then Adobe when it's signed, Power Automate saves it in a file folder and updates an Excel file. And, that's one of my most favorite ones, just because it's something that people don't realize makes it that easy. And people spend a lot of time saying, okay, I'm waiting for someone to sign this form. And then I'm waiting for, um, I got to go in, I got to download it. I got to update my spreadsheet, but Power Automate will do all of that for you. So just an idea of some things that could happen with it. All right. Um, To get into Power Automate. There's a couple different ways to get in. And one of them is the Office 365 app launcher. Um, it's the waffle so when you go to office.com you'll see a waffle and.
Speaker 2 00:11:45
And it is at the top of any 365 website. The other one is the direct URL for it. It's make. Powerautomate.com And then also in Teams, you have it there where you can pin it in Teams. I'm going to show you guys that one real quick. And so you're going to see my calendar, ignore how busy my calendar is. It's been a little bit busy, but you're going to go here to store or you can view more apps, And workflows is what it's called. It's one of the things that's called. You've got a lot of different apps here that you can pin. So if you've never seen that anymore, ever, um, workflows is what you're looking for. They keep changing things. Microsoft changes things weekly it feels like, But you can go in here to workflows, and you can create workflows from here. Okay?
Speaker 2 00:12:36
And you'll see, mine's a little slow today. I don't know what's going on with Microsoft, but mine's a little slow. I've got a bunch of workflows in here. So that's one other way that you can go see it. All right? And then when you log in for the first time, you're going to see the screen that looks like this. You've got Home, Create templates, Learn Flows. They have changed this to a new experience, so it used to be like this. And it's been changed. So this is not as pretty as it used to be. However, It does everything I'm going to show, you will correspond with a page that you're going to see. All right. Now, we're going to go over the screen and rather than showing it to you from PowerPoint, I'm actually going to open that window back up, and we're going to go over each of them. If you have Copilot license already on your account, just a quick heads up, Copilot's gonna make the process even easier for you.
Speaker 2 00:13:32
Because, you can create your automation just by describing what you want it to do within Copilot. However, Be aware that Copilot is still a little off on things, and it still struggles. So sometimes you might have to just Google what you're trying to do or ask Copilot in another window or ask Claude. So I'll be I'll be very honest about 60% of the time Copilot works, but if you're going deeper with it It's not working so well, so just a heads up. It is improving almost monthly. Now from here you've got the left navigation screen here, Home which is the page we're on, Create which allows us to create new ones. We can look at templates of what other community members within Microsoft has done. You've got some Learn options. This will take you into some places to actually learn.
Speaker 2 00:14:28
Different things you can do with Power Automate. And then My flows, which is right here. This is every flow I've ever created is going to be listed in here. If you want to do approvals, guess what? Power Automate will do approvals. So you have that there. Solutions, you also have process mining and you've got a few other things in here. Now we're going to go into my flows in just a moment, but I do want to take a moment to talk you through This screen right here. You have learning for every level. There's a lot of information in here on the different things you can learn and do with Power Automate. So it can be a little difficult to understand at first, and we are going over basics today, but if you want to do a little bit more, there are some additional items in here that you can learn and do. And then there's other items in here. Community forum is really good.
Speaker 2 00:15:23
There is a lot of discussions and things that people have done, and they share it also on Reddit. How many of you guys are avid Reddit readers? Daniel, Daniel and Gabby. I'm not shocked at Daniel and Gabby. I love that. For those of you guys who are like, wait, Reddit? I am going to show you Reddit. Reddit actually has it. And don't laugh at my Reddits that I read. I had fun. They're all work appropriate, I promise. But if you go into Reddit, you're going to look for, I believe it's Microsoft Workflow or Microsoft Flow. That's the one you're going to look for. There's a lot of really good information in here of things you can do and I'm going to put that link within the meeting chat, but you can go in and.
Speaker 2 00:16:20
And take a look at some of the things that people have done. And there is a section in here, I'm gonna have to find the post for you guys, but I will send it out. What is the best automation workflows you've ever created in Power Automate? And I've sent that to people in the past. I will find you guys that link and send that over to you if you're interested in reading it. So any questions so far before we go into the next item?
Speaker 2 00:16:50
Nobody? Okay. So, when I go into my flows, There's a few things that I want you guys to notate from the command center. And I'm going to click on it now. Just a heads up, Microsoft for some reason has been very slow today. So I am going to click on it, but I want to show you a few items. Bear with me one second. I do want to show you cloud flows, which is everything that is online. And then we have desktop flows right here. That's everything that's on my desktop. And we'll go over that a little bit later. And, then any flows that were ever shared with you from anyone on your team is going to be right here under Shared with me. And you can share flows with coworkers to work on together, okay? Now,
Speaker 2 00:17:44
This is a list of all my workflows. Anything that I've modified, I've gone in and actually looked at some of them just to reevaluate the ones that I'm going to be using for today. But the last time they were modified is right here, and you can see it's an automated or scheduled flow. We're going to go over what that looks like in a moment. But you'll have your list right here, and something I want you guys to note, do you see the diamond right here? This means I need a premium license to use it. And I only have three out of all of mine that oh, okay, a little bit more than three. I've got a few, but it's very few under ten for my premium. So most people can get away with not using premium. There are a few items that I have the this one right here. It's an Asana if you've not heard of Asana, it is kind of a project management type task list. It's an application that I use.
Speaker 2 00:18:42
And. So what I do is I have Asana that connects to my Power Automate and pushes information from Asana to a task list for me. And so some connections, and we'll talk about connections in a moment, but some connections do require premium connector. We're going to go over what that looks like in a moment. But I'm going to say probably 90 % of what I do does not require that special license, okay? Now, I'm going to go in for this time. I'm going to create a new flow and I'm going to create it to be a scheduled flow for you guys. And so real quickly, I'm going to go back through this again, but real quickly, I'm going to build a scheduled flow so that I can talk you through what a connector looks like. And connections. The flow name is going to be Scheduled Post To Teams, and this is going to run every Wednesday at 8 : 00 AM.
Speaker 2 00:19:39
In the morning. And so 8:00 a.m. And we're going to repeat it once a week, only on Wednesdays. So I put repeat once a week and then on these days, and I'm choosing Wednesday. And this flow will run Wednesday of every week. Okay? So make sure you put a flow name in because if you don't, uh you'll see something random like this come up. Um and I'm going to say create okay? Connectors are different applications that will connect into Power Automate. And if I click on this plus sign here, I'm going to add a new action. And in action, I'm going to choose my connector. And there's a lot of connectors in here. So I have everything from all the Microsoft apps to, um, I'm going to click on standard right here so that I can filter. You've got a lot of different tools in here. Adobe Acrobat Sign.
Speaker 2 00:20:38
That's one of them that I mentioned earlier. One of my favorite ones that I've seen is when someone signs a document in Adobe, it will push that document automatically into a OneDrive folder. And I actually use that one, so we're going to go over that in a moment. Bear with me one second. I want you guys to take a look at this list. Let me go on mute just for a moment because my phone has rang three times by the same person, so bear with me. Hey Ladonia, can you hear me?
Speaker 2 00:21:08
Can you hear me? Yeah. I'm sorry. Can you send me like the, the ride info? Yeah.
Speaker 1 00:21:17
Cause I don't know, like my internet's like not working and stuff like that.
Speaker 2 00:21:20
Okay. Yeah, hang on one second.
Speaker 1 00:21:22
So if you send me anything, I can't see it.
Speaker 2 00:21:23
Okay, let me let me send it.
Speaker 1 00:21:27
Okay. They.
Speaker 2 00:21:35
Didn't they didn't send.
Speaker 2 00:21:38
They didn't send a notice that they were coming to pick you up. Hang on.
Speaker 1 00:21:45
Did they set it for like earlier today or did they set it for three thirty five?
Speaker 2 00:21:52
Hang on, Two ten is when it was, uh is when it they were supposed to pick you up. But, they normally tell me when someone's on the way and I normally get that text and I don't have that text. Um.
Speaker 2 00:22:07
Do me a favor, wait about 30 more minutes. I'll keep an eye. I'm actually in a training class. I'll keep an eye and then if you can take an Uber home. Okay. Okay. All right. All right, I'm so sorry That was good All right, bye Right, Bye All right guys. My apologies on that. It was an emergency that I needed to handle real quickly. For connectors, you have a couple different connectors in here. And by a couple, I mean a lot. So if you use Box, if you use different things like that, Gmail, DocuSign, Dropbox. Anything that you see in here can be utilized, including Gmail Google Calendars all of that. So I want you guys to be aware that there are a lot of different connectors out here.
Speaker 2 00:23:01
A lot of these are free. So everything that you're seeing right here are free to use with your current licensing. Now, there are some premium connectors. So I showed you the free connectors first. Now I'm going to do premium connectors, and these are connectors that do require a higher-end license. So do be aware of that. If you need to know the licensing cost, send me over an email and I will let you know. What that cost is because it's different for every type of organization that's in this training class right now. Now, heads up for this, There are some things. If you look in this one, you will see Adobe in here. There is a couple of different Adobes that are premium, but the Adobe Sign is not premium. So you don't need an extra license for that. And, then there's some applications such as Claude connections and things like that that are premium.
Speaker 2 00:23:57
But for today, we're only going to be using standard connections to show you everything. So be aware of that. Okay? And connections are basically just a connection between another application that Power Automate will go to and pull things out. And connectors, they're updating connectors all the time. There have been connectors I've seen in here that gone away, But then there have been connectors more and more people are adding as automation and AI have exploded in the last five years. Microsoft has created more connectors behind the scenes and given us access to them. So if you don't see a connector today, it might have connector soon. So be aware of that. Is there any connectors you guys are interested in seeing if Microsoft already has?
Speaker 2 00:24:54
Because we'll search for them right now.
Speaker 2 00:25:16
It Is not a premium. It used to be a premium. In fact, two months ago it was a premium cost. Um.
Speaker 2 00:25:32
Monday is there. It is a premium connector. Yes. And then Adobe real quickly, just so that you guys can see, Adobe is here. Adobe Acrobat Sign used to be a premium connector. It switched probably about a month ago, But you still do have premium connectors for those of you who use Creative Cloud. For some other things. So just be aware of that. And they are changing these all the time. So as things like Zapier and Make and n8n take off, Microsoft is trying to, you know, be as competitive as possible with pricing. So all right. So a connector it acts on your behalf. You're going to sign in to each connector as yourself.
Speaker 2 00:26:30
You only need to approve permission for connectors one time. Now, that being said, Some connectors do require every three months that you re sign in again and regrant it, and that's not unusual. So be aware of that. And it will get you can reuse it everywhere. So if you do a Adobe Sign, I'm using Adobe Sign because I was having that conversation about this morning on if you use Adobe Sign on one workflow. You can use it on others using that same login. Now, the things that I'm going to show you today, connectors that you're going to use the most is going to be Outlook, Teams, SharePoint, OneDrive, Excel and Forms. However, if you want to learn about other connectors, if we we're going to take a moment and touch on a few of them. So I want you guys to be aware of that. Within Power Automate when you set up a new Power Automate.
Speaker 2 00:27:28
What you're looking at is the canvas right here. So this a canvas. This where you're going to build out your flow. It's very visual. There's no coding required, so be aware of that. Your trigger is always going to be on the very top, and then the trigger box should start everything, so it can be a recurrence, It could be something along the lines of an automation or something like maybe an email hits your inbox or a file. Gets dropped into OneDrive and it would trigger that flow to happen. So under triggers, It's going to be that very first box, and you can only have one trigger per workflow. So be aware of that. It starts everything and then all your actions are going to stack underneath. So anytime you need to add an action, You're just going to click on the plus sign and you're going to get a list of connectors. Now I'm going to show you an actual flow that is used quite often.
Speaker 2 00:28:26
And again, bear with me. So meeting transcripts. And this happens pretty often. You can see it's happened quite a few times today already. This is my run history when I click on a flow, I can see the run history on it. I can see the connections that I have attached to it, and that's OneDrive for Business. And then I can see how long it runs on average, which is 23 seconds. So I'm going to show you the flow so that you can see. And it's going to be when a file is created, run a prompt and then create that page in OneNote in quick notes. Um now run, a prompt is an AI tool. And basically, what happens is I have a prompt. And this is what my prompt looks like within AI, and it summarizes the meeting.
Speaker 2 00:29:22
I might cancel out of that. And, then the input that it gets is what is that information coming from the file in OneDrive? So this is a OneDrive trigger. And, then it's going to create that information and create a page in Quick Notes for me because I love my OneNote. How many of you guys love your OneNote? Okay, no one likes OneNote?
Speaker 2 00:29:51
You know, let's look. I'm going to just click on my plus sign and see. It does not, sadly. Yeah, does Evernote email you your notes? No worries. Later we'll talk about OneNote. I think I think I will help you make that switch a lot easier. Um, So basically, what happens? It's a certain file that's created. And in my folder, I point it to whatever folder that I'm looking at, and this one just happens to be my meeting recording and transcripts. So any of my meetings that are that are recorded and transcribed falls in that automatically, and when that happens, I need uh.
Speaker 2 00:30:48
AI to create a summary. How, many of you guys have worked with me on meetings and I've sent you a summary afterwards of the meeting? All right, I was about to say quite a few of you guys get those meeting summaries. Um, this is the part that writes that summary for me. And so that's what gets sent to you guys. So it goes into my quick notes And then I have actually another automation flow that will update it and get it ready to send out. But for this one, I just made it very simple. It's three. So this my trigger on the top, which is when a file is created in that specific folder. I want it to run a prompt and this my first action step. And then my second action step is to create a page in OneNote, okay?
Speaker 2 00:31:43
Now, we're going to create one from scratch. So I'm going to work with you guys on that. And I'm going to go to Create and I am going to make it a scheduled cloud flow. All right? And then I am going to add a name, and that's pretty important. You want to add a name because it will try to name it for you and Power. Automate does not do great. So we're going to add a name.
Speaker 2 00:32:12
And I'm going to say scheduled quote of the day. So I'm going to make this start on Wednesdays and I'm going to do it at 10 : 00 a.m. That's perfect time for this. And I'm going to repeat this every week on Wednesdays. So I'm going to unselect all the other days here and I'm going to say create. And so have my reoccurrence here. Now, I'm going to use AI to build this because a lot of people want to use AI, so I'm gonna build it with AI So I'm going to click on the plus sign here. And under AI capabilities, I'm going to click on see all. And then I've got a few different things I can do in here. There's a lot of things AI will help you with. Some of it is extract and analyze, you know, process. There's a system here that processes invoices and we'll go over that one later. But for this one, I just want to run a prompt okay? And.
Speaker 2 00:33:10
I'm going to say prompt. I'm going to click here and go to new custom prompt. And I'm going to use Copilot to describe what I want to do. But I could also just type in my prompt here. But for right now, I'm going to describe what I want it to do. " I want the system " " to give me a good, clean " You got to tell it clean " quote of the day having " " to do with technology." Okay? The output should be one quote in text format only. Okay? I'm going to add to it, funny quote of the day because I know who I'm going to send these to. And I'm going to submit that and I'm going to let AI build that prompt out.
Speaker 2 00:34:09
And I'm going to say keep it, but I'm going to if you've ever been in my AI classes, you understand that I don't always take the first thing it says. So I'm going to edit it, but I'm going to say keep it. And I don't want to put preferences in here. So I want to take out this line and provide one humorous lighthearted quote that involves technology. Ensure that the quote is appropriate positive and easy to understand. For a team of help desk staff. Okay. And, the output should be only the quote in plain text format without any additional commentary or explanation, which is perfect. And I'm going to test it. All right, so I like that one. I'm going to say save.
Speaker 2 00:35:06
And it does take a minute to save. All right, so now I have my prompt in here. So I told it what I want it to do. Now I need to tell it where to put it. So my next action is going to be to put it in Microsoft Teams. So I have a list of favorites here. If, you find that you have a favorite prompt or a favorite connector that you're going to use often, if you hover over it, you're going to see a little outline of a star. If you click on just the star, It will add it to your favorites. Now I have 14 favorites. You'll see all my favorites here. But for this one, I want to do Microsoft Teams, So I'm going to hit the little arrow and I'm going to say, create They made some changes to this, so bear with me. Um, I want it to post a message Post a message to a chat or channel Sometimes, you got to dig because they they do it.
Speaker 2 00:36:05
Post as user. So I want it to post as me. And now I'm going to tell it where to post. So I'm going to say Post in, and I'm going to say Group chat. And then I clicked down in a blank area just to get the next one. My group chat, I want it to be, I got a lot of group chats so bear with me, just the Help Desk is where I'm going to post it. And now I need to put in the output, Of what Run a Prompt said. So I'm going to say here, I'm going to click on the lightning bolt. And that lightning bolt is dynamic content is what it's called. And what it does is it grabs information from an earlier step. So you could do like a sender of an email, a file name, a form answer, the content of something. So this one I'm going to do the text from the Run a Prompt.
Speaker 2 00:37:04
And the text is that output that I described. And, now this is going to allow me to do that, and it'll post it in plain text unless I change it. So this one, I'm just going to change and I'm just going to say Christy's quote of the day and press enter to put that on a different line. And we make this up and dress it up to be pretty. I'm going to, you know, make that, Like that. And then I'm going to make this, I think I'm going to put it in a color. And you know what? I kind of like purple. Now, you can't drag this. It doesn't like it if you drag. So I'm just going to do purple and I'm going to say close, and then I'm going to highlight this again and I want bold it, okay? And from here, I'm done. Very simple, it's a reoccurrence and i'm gonna hit save.
Speaker 2 00:38:02
And so my save button is up here. It does take a moment to save it. And now I'm going to test it. So I'm going to hit test flow and I'm going to say, manually and I'm going to test it. You always want to test it if possible. So I'm going to say, run flow and I'm going to go open up that Teams chat, bear with me one second, and let me go in.
Speaker 2 00:38:32
I'm going to say just the help desk. And in a moment, there you go. Now I'm going to have to fix my formatting. Sometimes it doesn't take, but you can see how that looks. Okay? And it did come from me. Now sometimes you can do just the flow. So if I go on the help desk team, you'll see workflows here. That's where I sent. One earlier. Every Friday and every certain days, the team is reminded to do their employee satisfaction survey. So I have a flow written that actually does that. And it also puts a quote out there. So this is how I know that it ran correctly and successfully. If you ever test one and it doesn't run, these checkmarks will tell you where that failed. So it'll help you to easily fix it.
Speaker 2 00:39:30
And for those of you guys who have a Copilot license, you can even ask Copilot to help you fix that. So that is basically how to build a prompt. Hey Robert, you have your hand up.
Speaker 2 00:40:07
So, um, post as and you have an agent option right here. You're welcome. I figured somebody was going to ask me that today. So, um, I'm going to go back here. Oh wait, I'm going to save it again. Any questions about that? I know I'm showing you guys the very basics of prompt of building out a workflow, but any questions. So far?
Speaker 2 00:40:43
Okay. One of my favorite things to do is templates. I like taking a look at templates within Power Automate, so that I can see what other people have done. And I'm going to show you guys what that looks like. So if you go back into Power Automate's homepage, So I'm going to go back here and I'm going to go back to my main screen, you have the option right here for templates. Now, A lot of people who've saved these uh saved their flows, have built out templates of how they use. Uh Power Automate. And so you've got a couple different options up here as far as categories. Um and you've got like top picks and I do like to go through that, but you have some information in here. There is a follow-up on a message and I've actually seen this go through a couple of times.
Speaker 2 00:41:33
So you've got follow up on a message. That's one that is used fairly often. Analyze emails, sentiments and send results to Teams. Forward your emails to a chat. Asana, I saw an Asana one just a moment ago, create an Asana task from a message. And that one was created by Microsoft. And then you can see who created it, so Microsoft or the Power Automate community are your options. But, there are is literally thousands of prompts in here that you can take a look at. All right, now that's on topics. Remote work, there's a few items out here for remote work. There's a few items on calendar. You've also got email, there's a couple of things you can do in email. One that does is often I've walked people through.
Speaker 2 00:42:30
Is Save email attachments to your OneDrive. Now, This one won't work for you guys, because it's not Outlook dot com you need, you need the Office 365 Outlook. But we'll go over that in a moment. But, you can use these or customize them. If you're looking for ideas of things you can make. A lot of times Microsoft will update these pretty regularly. And so you're going to see new things come in all the time. One thing to know, if you guys have something on your personal like personal Gmail or personal Outlook.com, you can actually use Power Automate to work with your personal items as well. And. So one of the things I helped someone do recently was to take calendar events and have it put information out on their Outlook.com calendar.
Speaker 2 00:43:23
That is attached to their Alexa system at home, So that the alarm is set automatically on their Alexa device. If it sees that a calendar entry is on their personal email. Now, for those of you guys who are wondering what I am talking about, if you how many of you have heard of Alexa or Amazon Echo devices? Okay, so what this person did was They wanted the system to set an alarm for two hours before their day was supposed to start for their workday. And their workday could start anywhere from six a m to nine a m, depending on when their first meeting was. And. So what they did was they had Power Automate, that would put their first meeting of the day onto their Outlook dot com email address that was attached to uh, their Alexa device or Amazon Alexa.
Speaker 2 00:44:18
And set up a alarm that way. It was actually pretty cool. When I set it up with them, I was like, wait, you want me to do what? But it makes a lot of sense. So their system would set up an alarm for two three hours before their very first meeting. So they could get up and go the site that they were going to. It also worked really well because they attached a weather notification to it as well. So, I'm not going to get into how to create that one today because that one is very detailed in how we did it. But if you're ever interested in knowing that one, let me know. I will walk you through how to do that. Okay? Now, some key settings I want you guys to know about. There is an option, There are some options, what to do if a previous step fails and it's called Run After. And so if I have a setting.
Speaker 2 00:45:15
In a flow that there's potential it could fail, then I will tell the system to keep moving even if it fails. Okay. Now another setting is concurrency, and that is flows that might just loop back into itself. So, maybe it pulls a list of items from an Excel. And then based on that list of items, there could be five to 20 items. It will run through the flow for each of those items, and that's called concurrency. And so we would set that up to loop through. And then retry policy. That one's actually a fun one, because if you're talking to something like Asana or you're talking to something like DocuSign or Box or Dropbox, sometimes they don't want to talk well together. And so maybe a system is down, or maybe there's been some hiccups with internet.
Speaker 2 00:46:11
Access things like that. Retry policy allows it to retry on its own without you having to manually go push that button. And so that's a retry policy, all right? A couple other environments or a couple other settings is environment. It is called a workspace and I'm going to briefly go over this just so that you guys are aware of it, but my environments are up here. I do have an environment here for other things like if I'm testing I can build flows on my test one, which is the Copilot integration one here. But your most people are not going to get that granular. However, If you need a sandbox for those of you guys who know what I'm talking about, we can create you an environment that allows for a sandbox. So I want some of you guys are going to be listening and you're like, wait, that's too advanced for me. That's okay. But for those of you guys who know what I'm talking about with sandboxes, we can build you a sandbox environment.
Speaker 2 00:47:11
All right, those are my key settings I want you guys to know. Now for licensing, real quickly we're going to go back over premium plan. There are a few things that need premium licensing. However, Be aware Microsoft changes their premium needs often because they are really trying to be competitive with other similar automation tools. And so this may change. But as of today. The items that need a premium license is Word template actions. Okay, so not standard Word documents, but if you're building out Word templates with Power Automate, it is premium. So be aware of that. However, just standard Word document updates, that's not premium. Okay? That's going to be in your basic. If your flows hit 10 actions.
Speaker 2 00:48:06
And trust me, When you get into building this and you find out all the really cool stuff Power Automate can do, they will throttle your use. Don't ask me how I know. Trust me, I know this. And you will need a license for higher actions. Okay? And just be aware connectors keep moving tiers because Microsoft does shift those connectors between premium and standard. And they do it fairly often. So make sure you're checking your list before you think you need something that's premium. Asana used to be premium a few months back, now it's not premium. So be aware of that. Everything that is on that right side of my screen that says already covered, these are under the basic plans. So every trigger, not every trigger needs premium, only certain actions and connectors do.
Speaker 2 00:49:01
If you guys saw on the Adobe, a lot of Adobe was not premium, but some of it was. So it could be certain actions that require a premium license. Your core connectors Outlook, Teams, SharePoint, Excel Forms. Everything we've used so far in this session is all standard licenses. Now every person gets their own individual license. It's not one license for the entire company. It's A premium license per user, okay. And, so just be aware that it's per user and that user could make as many flows as they want. So that license that's attached to that user will cover an unlimited flow for for that person, okay. And if you only need it for the maker, the license for the maker, anyone who uses that flow that isn't the maker, That license covers them.
Speaker 2 00:50:00
Okay, and then Copilot and Power Automate, it's already included. The only additional license is when you're getting into the more advanced Copilot information. If you have Copilot turned on for your account, and most people in here has Copilot turned on for their account. Okay, now we're going to go over a few more things. However, if you guys need help templates library there's a lot of templates library Um documents out there that tells you how to do some of the more creative, um Power Automate flows also, copilot and Power Automate can help you. Uh all you have to do is describe what you want in plain English, and it will draft the flow structure. If you've been in my AI training, you've heard me say, don't ever take the first draft, and that's the same for Power Automate. Sometimes Power Automate copilot can't exactly get it right, but they can get you to a point.
Speaker 2 00:50:59
And then you can take it the rest of the way. All right. And then if there's anything super sensitive, check with us, okay? There are some connectors that might need an approval step behind the scenes. We won't know, But if you get stuck and you try to build out a flow and the connectors aren't working correctly, loop us in. All right? All right. Now one thing a lot of people are trying to do is and I've heard this multiple times, which is why I have that tip at the bottom. Um, People try to do a flow to turn Outlook into a flagged email into a to-do task on Microsoft. It already does that. Um, so we're not going to go over that today, But just be aware that when you're trying to create something that sets up a to-do, um, Outlook already does that. So you don't need to make a flow for that one. All right. So right now we're going to do a challenge right now. All right?
Speaker 2 00:51:56
Um, I'm gonna we have another part of this coming up, which is real workflow examples. We're going to cover that. But I'm going to give you a challenge for the next three minutes. I want you to think about, I don't want you to build it. I want you to think about something you do by hand every week. So that could be following an attachment. It could be chasing approvals because we're going go over approvals in a moment. It could be sending a report, anything along those lines. I want you to think about What that could be. And I want you to picture that trigger because that's what we're going to try to build in part two. All right. Now, I'm going to stop sharing for one moment. I want you guys, I'm going to give you guys three minutes maybe less to think that through while I pull up the other PowerPoint presentation because I did split these in half? And while i'm doing that, does anyone have any questions?
Speaker 2 00:52:59
All right. No one has any questions. I hope you guys are thinking about it. It's 2:51 right now. We're going to go, we're going to pause until 2:53.
Speaker 2 00:53:33
Yep. I had my volume turned up way loud, so I didn't mean to jump at you. Mhm.
Speaker 2 00:54:13
I'll Talk through that. Power Automate on your desktop is a little bit different than Power Automate on the web. And so the connectors and everything's a little different. You do need a premium license for most of Power Automate desktop. So, it is a little bit different on the different flows you can do with it, but let me touch on that in this next section. I didn't have it added, but you bring up a great point, so I'll add it.
Speaker 1 00:54:45
You're welcome. All Right.
Speaker 2 00:55:02
So we're going to go over putting your Power Automates to work. So give me one moment. Let me share that screen. And, this is where we're actually going to build out some Power Automate flows for you guys to see how to do it. I showed you a few, but we're going to go over some more. Every example today that I'm going to show you guys will follow the same shape. It's a trigger and then an action. And then let me put you guys on mute just for a second. And let me give my daughter my Uber account real quick. But we're going to go over that. Hopefully, you guys have come up with some Power Automates that is going to help in the last three minutes, and then we'll talk about triggers and things like that.
Speaker 2 00:55:55
The very first option that I'm going to give you guys is going to be email attachment auto filing. That's something that people do a lot. And it's one of those things where you can get very granular with it, But right now, we're just going to make it a very basic and simple one. And the flow is going to look like this, a new email arrives, the attachment is captured and then it's filed in SharePoint. And when I say SharePoint, I mean OneDrive. Okay? Okay, and so it's going to save every attachment straight into a SharePoint folder, and you can you'll have it named and dated consistently. Okay, so before a lot of people would just manually save each attachment, But this is where we can do it where the attachment can be auto filed. Now, when I talk you guys through this, one of the things I want to let you know is.
Speaker 2 00:56:51
You can be very granular with this. You can say only attachments that come from Michonne or only attachments that come from Gabby or only attachments that come from a specific domain. So, with domains it could be any email that comes from someone with an @crimsonit.com email, save those attachments here. And so you can make this very granular as you needed, okay? Uh, before we get started any questions. All right now, I'm going to walk you guys through it. Um bear with me one second, let me pull back up my window. And so what I'm going to do is I'm going to go to create and I'm going to say an automated cloud flow.
Speaker 2 00:57:45
Now, The reason why I want to do automated is I want it to trigger automatically when something happens. And that's going to be my automated. And you'll see there's a couple of different ways you can do an automated. You can do an instant, which is where you manually trigger it. You can do scheduled, a scheduled is where it runs in a scheduled date and time. Okay? Now Desktop Flow is on the desktop application And process mining, we're not going to get into today. That's more advanced, where we can have it evaluate your existing processes and some of your existing tasks. And then describe it to design it. That is for Copilot where you can describe what you want it to do, and Copilot will build it out for you. We're not going to use Copilot as much today, But I do want to do an automated because I want it triggered every time an email comes in with an attachment.
Speaker 2 00:58:39
So I'm going to type an email into my flow trigger search here. And I want to draw your attention to something real quick. You've got a couple of different versions of this. And you have one that's called outlook dot com, and you have one that's called office 365 outlook. Now, I'm going to ask a question. I want to see who knows the answer to this, The only people that cannot respond is Gabby, because Gabby is my better half with all things automation. So.
Speaker 2 00:59:09
Which Outlook am I going to use for my Crimson IT account? Anybody know? All right, now I get to have fun and call on people. Robert, which Outlook am I going to use? And there is no wrong answer.
Speaker 1 00:59:39
Mhm. Oh. Yep. Yep,
Speaker 2 00:59:58
And the reason why is because we're using Office 365 Outlook. Outlook. com is for personal accounts. And Office 365 is for business accounts. So good answer. Now, I'm going to select this one and I'm going to say, I'm going to give it a name, Save Attachments. And I'm going to tell it to create. All right, so very first thing it'll say invalid connection, please update your connection details. Now sometimes it will.
Speaker 2 01:00:36
It will say that for a few moments and then it'll clear it out. It's looking for your attachments. Now, that being said, if I click on Change Connection, I could actually sign in with a different account, depending on which account that I want. If I've got another business account that I want to use, I can do that here. Now, I'm going to leave it under Crimson IT. Oops! Going to say Cancel. Don't hit this back button. I'm going to take you out. And then I'm going to go in. I'm going to show you the parameters. Now, parameters, I can actually filter this. And so if it comes to me from a person, I can filter that. So if I want it to come from Machen Fleming, any attachments that she sends me.
Speaker 2 01:01:35
I'm going to put her name in the From field. Okay? Now, If I don't care and I want to leave this as it's going to come from everyone, then I will -- I'm going to leave this alone. If I wanted to set as -- if I'm doing my attachments, I'm going to change Only with Attachments to Yes. Okay? And then, I can choose my folder as well. So be aware of that. If you have emails going into folders, you can choose your folder. Now, when a new email arrives, I want it to pull that attachment information. So I'm, adding a new action by clicking the plus sign and I'm going to go to Office 365 Outlook and then I'm going to look at all my actions in here and I want the one that has to do with attachment. So I'm going to say Get Attachment and so we.
Speaker 2 01:02:31
Here's something you guys really need to know on emails within Power Automate. I need to tell it which email I want it to get attachments. And so I'm going to click this little icon right here, which is my lightning bolt, And I'm going back to the very first step here and I want it to pull that email. So I'm going to click on see more and I'm going to look for the message ID and I'm going scroll down for the message ID. So, what we're doing is we're telling this action to pull that email and to get the ID of the attachment to download. Every email that comes into your Outlook is given an ID, A series of letters and numbers that make absolutely no sense to anybody. But technology. So I'm going to tell it to also pull the attachment ID, and I'm going to look and go down for that attachment ID, and it's right here.
Speaker 2 01:03:28
And let me give you guys a tip. I always just read what's not bold to find what I'm looking for. It's just made things better for me, especially if I'm looking for something. Now, you'll notice it gave me a For Each. Remember when I said if it has a list, it might put in a concurrency where it loops? This is a concurrency. So For Each Attachment, it's going to get attachment, And then we are going to save that attachment. So I'm going to click on the action item right below this. And I am going to say OneDrive because I want to save it in a OneDrive location. You can save it in a Teams location, but we're going to do OneDrive. Okay? And this is going to sound counterintuitive, But I'm going to tell it to create a file because there's no option to actually save the file.
Speaker 2 01:04:26
Unless Microsoft made some changes that I don't know about. But what we're going to do is we are going to create a file, and we're going to tell it what path, sorry, uh, we are going to tell it where we want it to save that file. So I'm gonna click on this open folder, and it's in my OneDrive for Business. And so I'm gonna click on this little arrow to navigate into my next list of files. Okay? And so in here, I'm going to go into Documents and I want to go further into my folders. And so I'm going to click on the arrow for Documents. And I'm going to go in and I want it to go into Internal Operations because I actually have a folder in here that I want to do it. And so, I'm going to go in and pull where I want this to land, all right?
Speaker 2 01:05:18
And so for right now, I have a new folder here and I'm just going to select the name New Folder, not use the arrow. And so here's where I'm going to post it. Now the file name is going to come from previous information. And because it's coming from previous information, I am going to use this little lightning bolt again and I'm going to pull the name of the attachment, which is the file name. Okay? And then the file content, I'm going to do the exact same thing. And I'm going, I don't see content here in the get attachment, But I'm going to click on see more and I am going to pull the content. And I got to remember where that information is. So bear with me.
Speaker 1 01:06:13
Content is not in here anymore.
Speaker 2 01:06:22
This where Microsoft makes a change from where I had it before. And this where you got to go back and say, okay, what did you do Microsoft? So I'm going to click on the plus sign again here. This where I get to troubleshoot live with you guys. And I'm going to go back into my 365 Outlook and I'm going to look for attachments.
Speaker 2 01:06:50
I'm gonna see if there's other attachments in here. So I'm I'm on the Get attachments right here. I don't see anything else.
Speaker 2 01:07:16
Now, Sorry, I'm, I'm about to lose my voice, but what we're going to do, we've got to get attachment here. I want to check one more thing. Nope. All right, so this where I get creative. So I'm going to click my waffle here and I'm going to open a new page in Power Automate. So I'm going to right, click and say, open in a new tab, just open a new page. And this where i get to be creative. I'm going go templates.
Speaker 2 01:07:49
Not now. Every now and then I've got to re-authenticate. So I'm going to go to templates, and my first couple of them here, but these are for Outlook.com. All right? Now, this is the one I'm looking for right here. All right? So I'm going to say continue on this template.
Speaker 2 01:08:19
And then my trigger is already there. So on a new email, and this a condition. It did a little bit different than I am. So on a new email, the condition here is if the from contains a value. This where I'm going to look at what they created. And I can put, Remember, I said if I wanted it to be if I want it to be Michonne, I'm going to say Mflaming.
Speaker 2 01:08:53
So now I'm going to look apply to each attachment from specific users. So on a new email, and that's my previous step. I'm actually going to look at my little lightning bolt here, and there is attachments. Okay? So they did it And create a file when condition is satisfied. So they used a different method. So I can adjust this and put my folder path in there where I want, the file name is going to be the file name, and then the content bytes is what they used. Okay, so that tells me I need to use content bytes. So I'm going to go back to my Power Automate that I was working on, get attachment, create a file and the content is going to be content bytes. All right.
Speaker 2 01:09:51
So now I have it built and I'm going to hit save. And basically at this point, I can wait for an email to come through. That has an attachment to it, or I can send myself an attachment in an email to test it. Now, I'm not going to test it right now because my Outlook has taken a minute, but you guys can see when a new email arrives, we're getting attachment and it's filed in SharePoint, which is basically that's my way of saying OneDrive. Any questions about how I did that? Did it make sense? Also second question. Did it make sense to you when I went back and troubleshot it myself? All right. Um oops.
Speaker 2 01:10:49
Bear with me for one moment. My PowerPoint went a little crazy. All right. Let me reshare this. So the next thing we're going to do is document approval workflow.
Speaker 2 01:11:15
How many of you guys, show of hands, How many of you guys need to send out documents or need to wait for someone to approve something? Okay. Michonne does. I know Shane does. Call me out, how about your team? Does your team ever need to get your approval on something they're working on?
Speaker 2 01:11:49
All right. What we're going to do is we're going to build one from scratch. So, let's say, a contract or a purchase request is coming through, and I need someone to sign off on it. And I'm going to use Gabby for my, um, for my person to do approvals right now since she's on this call. Um, and so what I can do, I've got a couple of different ways I can do this. But basically how it flows is a file is submitted Power Automate going to approve. Or send approval request to the person and then that person either approves it or denies it. Okay. So we're going to build this one from scratch, real quick. And then the rest of them I'm actually going to show you how this I'm going to show you what the resulting flow is. But this one I want to build for you. So I'm going to go back and I'm going to create a new flow. And on this one I want it to be.
Speaker 2 01:12:46
Automated as well. So what I'm going to do is I'm going to actually have a shared folder location for this one. Now there's a couple different ways we can trigger this. We can trigger it on Microsoft Forms, we can trigger it on a file landing in a specific folder, We can trigger it on an email attachment coming through from a certain person with the subject heading. So for this one because It'll take a little bit longer to explain the Microsoft form process. I'm going to show it to you from a file process, But later, I'm going to send an email out to everybody who joined with a couple of examples on how to build some of these flows. So you guys will see what it looks like from a Microsoft form, okay? So my flow name Approval for Document and When a file is created is my trigger.
Speaker 2 01:13:43
And when a file is created and my connector is OneDrive for Business, I'm going to say create. And I'm going to click on it to give it the parameters. So, I'm going to go in here. I'm going to pick my place where it's going to go. So, I'm going to go into my Documents. And I'm going to go into my Internal Operations and I'm gonna go into my New Folder right here and select the New Folder. And then I've got some advanced parameters. I'm not going to include subfolders, but I could tell it yes to include subfolders or no. And then infer content type, we're not going to go over. That's more advanced stuff. So I am not going to subject you for that. So when a new file is created, I want to set up an approval. So I'm going to say approval, Actually just say, approve and I've got a few options in here. Microsoft does move these around.
Speaker 2 01:14:39
So let me go look for it. It's not in here, so let me go back here. They do move this all the time. And so I'm going to go into my control for my built-in. It is not in that one. Built-in tools, usually it's in here somewhere. Data operations.
Speaker 2 01:15:11
I hit that back button again. All right, so this is where I'm going to use Copilot. I want this flow to request approval on a document when it is created in my folder. So I'm going to ask Copilot to build them for me. So anytime you get stuck, you can either go to templates or you can ask Copilot.
Speaker 2 01:15:39
Okay, so approval action. I misspelled it. I said approve and it's approval. And here's my standard approvals. And I'm going to say start and wait for approval. And so I'm going to say select an approval type, and I've got a couple of options in here. I can approve or direct everyone must approve I can approve, reject, first to respond. I can tell it to wait for all responses. I could tell it to wait for one response or I can create a sequential approval. Okay? So this one, I'm just going to say first to respond, and the title is going to be approve document and who I'm going to assign it to is Gabby. And so Gabby's right here. I'm going to select her name.
Speaker 2 01:16:36
And then I'm going to give her the details. And so the details is going to be the file, okay? So the file name, the file path and the file content. So I'm going to put in content. Now content is going to be good if it's a Microsoft Word document or an Excel document, things like that. So for this one, the only thing that's going to go into this folder is Word documents. So I'm just gonna put File Content, okay? I can also put a link to the item. And so I can put the file path right there. And if I do the file path, Sometimes I'll put the file content, or sometimes I will just change it to be the file name. Okay? Now on the Item Link Description, I'm going to say File Path to open File. Okay?
Speaker 2 01:17:32
So I can do that. A few other things to note on here, you've got a few items, but there's not too much. So what I'm going to say is when a file is created, I can do this. Now if I want more options, What I'm going to do is I'm going to add a get command in here to say get that file. But for right now, I just want to say when a file is created and then I'm going to put in here enable notifications and enable reassignment. Okay? And then when that is done, when I've got this filled out, I'm just going to click in this area right here and I'm going to say add another action. Now my add another action could be a couple different things. Um, I could say um, I can put in a condition that if it's approved to uh to alert me in Teams. If it's not approved then just not do anything at all. I could say um.
Speaker 2 01:18:32
It could notify, it could actually move that file to another location. So I could say once it's approved, I can go in and I can copy the file into another location in OneDrive. So there's a couple different things I can do with it. I can even email the file to somebody. So you've got a couple, you've got a lot of options here. For my Asana users, if I have, if it's approved, I could tell it to update Asana task. So you've got a lot of different things in here that you can do. So I want you guys to be aware of this. This the start and wait for approval, and this the person in here that I can choose. I can put more than one person. I could put Gabby, um, I could put Anzor. Hey, when this pop thing pops up, I could say Anzor. Um, now one thing is what if I just try to say Michonne?
Speaker 2 01:19:33
Okay, it will put in her email address. Now, Microsoft's gone back and forth on whether or not it works with external contacts. Right now they say it does work. However, it did not work a few weeks ago. So Microsoft is constantly making changes to this. Now I could on here show guests. I could select that under settings. And if someone has a guest account to your Microsoft, and they're in your tenant as a guest, you could make that choice as well.
Speaker 2 01:20:03
So just be aware of that. And you can add as many people as you want. Now we are choosing first to respond, but you do have some options where everyone must approve and so on. Okay? Now this has a lot of things that you can do with approvals. It's probably one of my favorite things to do in Power Automate. So be aware of that. When a person gets an approval request, it will show up in their Microsoft, so be aware of that. So if I'm in here, You might get an action item for an approval, and it'll show up in your actions. There's also a few other options in here that has to do with approvals, but it will show up in Teams. So if you go down here to the three dots, you just click on approvals and it will pop up. And so in approvals, if you've never worked with approvals in Microsoft before.
Speaker 2 01:21:00
Um, you will see approvals, Adobe Sign, DocuSign, Microsoft 365 eSignature. So you'll see a few different things in here. Now um a lot of these haven't appeared like I haven't used this since 2025 on this one. But I do use it for other clients. So I will put that in there. Now um I'm going the next couple of slides, we're going to do um I'm going to skip over a couple. Um, you can't. There are a few in here. I'm going to send you these examples and how to do it when I send out the documents. All right, But one I wanted to get into is contract signed and filed automatically instead of walking you guys through that, I'm going to show it to you, but I'm going to show it to you using Adobe Sign. So I do have this one in here already set up. I've used it in the past And. So what i'm going to do is i'm going to go look for it because it's been a while.
Speaker 2 01:22:03
Here we go. This is the one. Now, what it does is it will save my completed documents to SharePoint. This has been a while since I used it. My Adobe Sign isn't working anymore just because I haven't needed it, But you can do the same thing with DocuSign, and you can do the same thing with Microsoft 365 signatures. And heads up for you guys, Microsoft does do a signature version as well. So in here, I'm going to show you what my flow looks like I've just had it disconnected right now. Now, it's very simple workflow. When an agreement workflow is completed successfully in Adobe Sign, it's going to save, It's going to get the PDF of the signed agreement. And then it's going to save that file into my OneDrive. All right? And from here, because I didn't like how Adobe made the titles, I needed to do the agreement name and the event date for mine.
Speaker 2 01:23:00
And I pulled out some information. Who was the participant's user's email address? So, just be aware of that. This is the location. I'm going to show you guys what that document looks like. There's nothing in here confidential, so just be aware. So, I'm not going to show you guys anything confidential, trust me, I wouldn't show you this anyways if it was confidential. So I'm going to go into that folder.
Speaker 2 01:23:31
Hiring and staffing. And so here is what I'm looking for. And these are all the people who assigned it, and these are security policies, different things that I've made that I sent out to staff. And so employee handbook, different things over back in 2025 that we were working on. And what it did was it pulled their first name from their email address. And that's what the title looks like in the PDFs. And so it will put the file content in there. From the Adobe Fill and Sign, and it saves that file. And it did a pretty good job of it. I don't use Adobe Sign anymore, actually have DocuSign now, But you can do the exact same thing with DocuSign, and you can do it with Microsoft Signatures. Okay? Now I'm going to give you guys one more that I've worked on. And. So let me go back down to my flows, and then we're going to be done for the day.
Speaker 2 01:24:31
I showed you scheduled quote of the day. I have an email client category. So if you've ever seen my inbox, you know that all my emails are flagged, and apparently it's broken. But basically I'm going to show it to you and I'm going to fix the broken later. When a new email arrives, it needs to look at, I want it to compose and so basically what I'm telling it to do Is to get the body of the um of who sent it to me. So, the body being the email address. So, if Mark emails me, I want it to take a look at his email address and tell me the domain of the email. And, if it's present on a uh spreadsheet that I have that domain, then it's going to come back. And tell me yes, it's there. If it's no, it's not going to do anything.
Speaker 2 01:25:30
But if it's yes, it's going to assign a category to that email address. And so everything, all my clients are listed in rows here. And I actually opened that Excel file today so that you guys could see it. I should have looked at the flow myself. But here is my clients, my client list and the category that they go into. And then also I do this for my VIP contacts as well. So if their email address from the from, it's on a different workflow but if it's on the from It gets a VIP category in my inbox, And so I have a list of people that I need to have that VIP category attached to. So hopefully that makes a little bit of sense. And I'm going to go back today and fix why it's not working later on today. And it just stopped not working, so something happened on the Microsoft end because it's been working fantastically. I have multiple of those workflows set up for me, and that allows different categories like this.
Speaker 2 01:26:30
If you see my categories in my inbox, the different colors to actually happen. And so just adds up. It just started doing that. It's just stopped working, So I need to go in and find out why, because my categories are definitely there. Now this is Power Automate basics. We haven't gone through anything that's not basics. So what I want you guys to do is if you're interested in learning more or if you're interested in me, breaking it down further. Anything along those lines, please let me know. But we only have five minutes left in the meeting, so I don't want to get into another flow with you guys right now. But, is there anything that you wish that I would cover or that you wish you could have seen?
Speaker 1 01:27:30
And this is just your advice as to the approach you take, but for the example that you showed of like an email attachment, I'm sure we'd sign it. If, if the next step from that is to take those files and convert each of them into a structured information, those files and organize it into like a template or a dataset.
Speaker 2 01:28:11
Both. So I would use Power Automate to build out what it looks like on the flow, and then use, because you have an option to add AI into the Power Automate flow. And I didn't show that as well as I should've, but there is an option for AI when you build it out. Um and you add an action that says, AI uh AI capabilities. So this is the flow that I was just showing you. Um you do have AI capabilities right here where you can use agents. Um you can extract information from it. There's a lot of different options in here that Microsoft has built out. So and that's actually a really good question.
Speaker 2 01:29:30
Absolutely. I can actually, since you're across the hallway, I can show you that this afternoon. Yeah. All right, anybody else? Those are good questions. All right, guys, I do apologize for running long. There is a lot of really good information of what you can do with Power Automate. But if you are looking for help with it, let me know and we'll take it from there. Thanks guys. You're welcome. And some of you, you're welcome. Some of you guys are waiting for an email from me. I am catching up on email this afternoon, so I will be sending out those responses.
Speaker 1 01:30:36
Bye.
Coordinate with Stephanie and the web team to post non-client-specific training recordings including Copilot training to the Crimson websiteLocate and send the specific Reddit discussion link on best automation workflows to session attendeesTroubleshoot and repair the email categorization flow that recently stopped running+2
Crimson IT (250), project ticket 967282. 90-minute open Power Automate training delivered by Christi; recorded for the asynchronous module library. Non-confidential. Multi-client open session, so logged to the Crimson AI training program rather than to any single client.
2 - Internal Operations\Meeting Recordings & Transcripts\Crimson\Meeting Transcript - Training Session Microsoft Power Automate Basics and AI Integration.txt
> Date: 2026-04-16 17:15:09
> Location: [Insert Location]
> Participants: [Anzor] [Christi]
## Meeting Notes
### Investigating Disappearing Tickets from Triage Board
- Anzor observed tickets disappearing from the triage board and suspected an automation issue with the thread flow, which he believed was disabled.
- Christi suggested tickets might have been moved to a non-technical board (e.g., admin or finance), but the mechanism was unclear.
- Anzor noted that Riddik sent a test ticket, changed its status, and it then disappeared from the board.
### Reviewing and Disabling Thread Flow Rules
- Anzor and Christi examined thread flow rules and determined most were incomplete and did nothing, even if they fired.
- Anzor decided to disable all ineffective rules to isolate the problem, keeping only one active rule that moves urgent items to the help desk.
- A rule named "Live chat flow" was identified as functional; it sends a notification to technicians via a thread chat.
- It was confirmed that new tickets are assigned priority 3 by default.
### Testing the System After Changes
- Anzor enabled the Smart Dispatch Board to test after disabling unnecessary thread flow rules.
- Christi sent several test tickets to observe system behavior following the changes.
- By the end, test tickets were no longer being automatically removed from the triage board.
- Conclusion: The issue appeared resolved, either due to disabled rules or previous manual actions by technicians.
## Next Arrangements
- [ ] Christi will send ten different test tickets with random scenarios over the next 20 minutes for triage testing.
- [ ] Anzor will monitor the system to confirm stability and update Christi.
- [ ] Anzor will grant Christi access to the Production boss view.
## 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 disappearing tickets was not definitively confirmed—either disabled thread flow rules or manual technician actions. Further monitoring is needed to confirm the fix is permanent.
Apr 16, 2026
Speaker 1 00:00:01
Chris. Hey, dear. Can you hear me? Yep. Yeah. Perfect. Hey, so something is happening. I thought I've disabled the threat flow, but I am seeing that these tickets keep disappearing from the triage board, right? Um Let me just quickly make sure. Dashboard, let me stop the poller here. Let me go to triage board. This the test, this the test, So this should have no impact, but I still wanna make sure that this all.
Speaker 1 00:00:60
Um, Think about is there anything else that could be automated that would move the tickets off of a or maybe there is something I don't understand about thread, right? But basically, where is this thing? So let's see search. Okay. Well, this. It still stayed here, but I did see Riddik send the test, and then he changed the status to something by MSP, and then it disappeared from here. And there was few others that disappear when they shouldn't. Yeah. I mean, could it be that it took some time for thread to stop processing? And here's what I did, right? So I've looked at, I've stopped all of the triage all the way, including auto prioritization and after hours.
Speaker 1 00:01:60
Right. Right. Then, if I look at all.
Speaker 2 00:02:04
Dispatch flow, click on that one. Sorry. Which one? Uh, this one? Yeah.
Speaker 1 00:02:10
So I've looked at all of them, right? So it basically says pre- process status name scheduling required, or where status schedule, remote and blah blah blah. But it doesn't do anything.
Speaker 2 00:02:25
There are some tickets that moved out of here. But.
Speaker 2 00:02:30
Uh, I don't know where they went. So when I am looking at these, um, they may have gone into a different board than what then they're not. They may be in a non technical board is what I am trying to say. They may have come in and they were actually slated for triage. In triage it might have been an email that was sent, But the email was for the uh, the admin team or finance or something along those lines. But I don't know what moves them. Because the last email you've got the new email catch all, which hasn't moved out. Right,
Speaker 1 00:03:09
This has not moved out yet.
Speaker 2 00:03:11
Yeah, But the one before that, that came in was is five o one.
Speaker 1 00:03:16
Is there a way to figure out? Right, right, right. So and I've disabled and I've disabled so send another, why don't you send a test email? I don't know if it took. I I guess first question, if if I have a flow in thread, right? But, then it has this downarrow, and it says team schedule, but doesn't have anything here. What does it mean? Why there. Most of the rules are like that, and they are firing, but I don't know what they're doing.
Speaker 2 00:03:52
So someone created it, but didn't finish.
Speaker 1 00:03:55
Uh So this rule does nothing. Does nothing.
Speaker 1 00:04:00
Okay, then rest of the rules do nothing. They might be firing but they do nothing. So then I'm going to stop all of these rules, right? Maybe except for this one. This one says if other mem urgent, then move it to help desk MS.
Speaker 2 00:04:21
Yeah, don't don't do anything with that one.
Speaker 1 00:04:23
So this rule I'll probably keep, right? But the all other ones they do nothing. So I'm gonna just to be safe, I'm gonna turn them off. Send a test email while I'm doing this. Already did. Okay, So and we're sure right thatum it's not some kind of a try uh the thread functionality that if it just says teams, it's really nothing, right? Right. If nothing specified.
Speaker 2 00:04:57
Correct. It might have been they like. Yeah, It might have been something we were working on when we set up the account. Never got finished.
Speaker 1 00:05:12
Okay, so there was one where I did see something about channels. So let's look real quick at that. Not this one. Save.
Speaker 1 00:06:10
I think this one. This one says Team MS Thread Chat. So this one seems like doing something. Live chat flow. Yeah. Are you with me?
Speaker 2 00:06:25
Yep. That one is And.
Speaker 1 00:06:27
This one fired up Yeah,
Speaker 2 00:06:30
That one actually does work Um. What it does is it puts there's a thread chat that goes to technicians to let us know when something is uh needs our attention.
Speaker 1 00:06:41
Okay, so it looks like this thing is more or less ended up coming here, right? Sharp. Right? Status. So does this thing assigns priority automatically or not? Yes. And by default, so is there a set of rules or by default it's just priority three?
Speaker 2 00:07:02
By default it's priority three.
Speaker 1 00:07:05
I see. Okay. So let's take a look at what, Production boss shown us.
Speaker 2 00:07:12
You're going to ever give me access.
Speaker 1 00:07:16
Yeah, I will. So Control Shift R, let's refresh. So this one is in the dry run. Okay, let me, I think I need to enable it now. Smart dispatch board, All of these except for this one. Let me kill that. Okay, so here we're going to turn this on, save, and I think I need to go into Poller, stop it and start it.
Speaker 1 00:08:11
Okay, and now let's take a look. So it seen these three. Not seeing our tickets, right?
Speaker 1 00:08:40
23 minutes ago. Let's give it a minute.
Speaker 1 00:08:54
Okay, So let's see over here it's new new email that hasn't changed. Okay. How were you seeing that there were tickets? So it's 524, right? Were you just looking at all boards and you were looking at, right, whatever's new came in? Yep. And then you looked at which board that ended up going? Yep. Okay. All right. So we have that. We have Smart Dispatch. I'm going to refresh the screen.
Speaker 2 00:09:39
Okay. Yeah, There was a there was a wine guard that uh that Jose had pulled right before you.
Speaker 1 00:09:48
Meaning at what time?
Speaker 2 00:09:49
Uh, well it came about 5:17. He pulled that one.
Speaker 1 00:09:56
Did he do it himself manually?
Speaker 2 00:09:58
Yep, And then he did another one at 5:12, and then John Wilder did pulled one at 5:07.
Speaker 1 00:10:09
Okay. Well, if they're creating and doing, that's fine. Yeah. Um, okay. So let's see. I enabled.
Speaker 2 00:10:22
I'm putting in ten different test tickets over the course of the next twenty minutes that are random scenarios. So that it will pick it up and triage it.
Speaker 2 00:10:57
And I'm going to add a very special message for you at the very bottom.
Speaker 1 00:11:02
I did see you telling about April and me stealing her. Mhm. And, you know, I loved it.
Speaker 2 00:11:10
Everybody, everybody on LinkedIn knows that I have the best boss and the best company.
Speaker 1 00:11:17
All right, So we've got that on this, we can skip You have new order SVP Okay That's great. Okay, what is okay. I think I can let you go, dear. Right now it seems like I have to figure out what's happening here, right? So no need to stay. But, it looks like it stopped whatever we did stopped the tickets from being pulled or maybe it was the users, the technicians who actually created and automatically pulled it. Yes. But clearly we can see that the system is no longer removing these tickets.
Speaker 1 00:11:55
Because there is these two were keep on staying. Yep. All right, awesome. All right, I'll keep you posted. Thank you. All right, bye.
## Meeting Information
> Date: 2026-07-24 15:33:25
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2]
## Meeting Notes
- Topic Title: Insider Threat Response at Belay
- Belay is addressing a potential insider threat involving an employee.
- A company-wide litigation hold is being enabled.
- Licenses are being upgraded to E5 to support purging, data loss prevention (DLP), and reporting.
- Active Track will be deployed to monitor the employee without appearing targeted.
- Active Track deployment will be a silent install via RMM; no user logins are required.
- Most measures are being executed immediately; Active Track may take up to one week.
- [Speaker 2] will be out of office next week but will monitor phone and requests.
- [Speaker 1] requested the Active Track quote to allow the team to begin deployment.
- Conclusion: Immediate actions (litigation hold, E5 upgrades, DLP/reporting) are underway; Active Track deployment is planned with a one-week turnaround, pending quote.
## Next Arrangements
- [ ] Provide the Active Track quote and obtain approval to initiate deployment
- [ ] Complete E5 license upgrades and enable purging, DLP, and reporting
- [ ] Perform silent install of Active Track via RMM across devices
- [ ] Maintain litigation hold for all users
- [ ] Keep [Speaker 2] informed during their out-of-office period next week
- [ ] [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 the exact deployment schedule and milestones for Active Track over the next week.
> 2. Confirm who owns delivering the Active Track quote and by when.
> 3. Define monitoring and reporting procedures post-deployment (what to track, cadence, responsible parties).
> 4. Ensure legal/compliance review is completed for litigation hold and monitoring activities.
> 5. Establish communication protocols while [Speaker 2] is out next week (primary point of contact and escalation path).
[EOD sweep 2026-07-27] CONFIDENTIAL (client personnel matter). Heads-up to Vince (Belay account coverage, OOO wk of 7/27): insider-threat response - org-wide litigation hold, E5 upgrades for Purview/DLP/reporting, ActivTrak sale pending quote, silent install via RMM; everything executing immediately except ActivTrak (~1 wk). CW notes intentionally generic.
Jul 24, 2026
Speaker 1 00:00:00
Hey. Hi. Happy Friday. Happy Friday. So I want to give you a heads up about something, there's nothing you need to do, just want to get it on your mind so that you're aware of it. Um There is a potential insider threat issue going on at Belay with an employee, so what they've decided to do is we're turning on litigation hold for everybody, We are upgrading all of their licenses to E5 so that we can turn on purview and data loss protection and reporting.
Speaker 1 00:00:30
And we are selling them Active Track, Which I need that quote so that the team can go ahead and start pushing it out to the computers. And they're able to monitor this particular employee without looking like she's being targeted.
Speaker 2 00:00:45
Oh, okay. So it's gonna Is that going to be happening silent install? They still need to log in, right? Or are we going to do that after hours?
Speaker 1 00:00:53
Active Track Active Track isn't going to require logins. We can silent install it from RMM.
Speaker 2 00:00:58
Yeah Okay Okay, Got it. So, okay, that sounds good. Thanks for the heads up. And then we're executing this over the weekend or?
Speaker 1 00:01:08
Well, we're executing it right now with the exception of Active Track. I told her Active Track might take us a week, But everything else is being done right now and she's aware of the turnaround time on Active Track. It's not as needed as everything else.
Speaker 2 00:01:23
Okay, got it. Yep. All right, Sounds good. Um, just FYI, in case you didn't know, I'm out next week actually. So I will be out of office. Yeah, but I will have my phone and I'll check in on anything. So just keep me in the loop.
Speaker 1 00:01:36
I will thank you Thank you Talk to you later Vince Bye All right.
Establish communication protocol and escalation path while Speaker 2 is out of office next weekProvide Active Track quote to Belay and obtain approval to initiate deploymentPerform silent install of Active Track via RMM across all devices within one week+4
✓
Crimson IT
covered by 883399 (0.12h, ticket 956831)
ticket 956831
3 - Clients and Projects/Belay/Meeting Transcripts/Meeting Transcript - 07-24 Meeting Insider Threat Response at Belay.txt
—
✓
388A590DBC449877F24C4659799F1FDD349656C7-1D91
Date & Time: 2026-04-21 10:05:24
Location: [Insert Location]
Customer: Crimson IT
## Overview
Crimson IT, a California-based IT services company, is seeking to understand the regulatory requirements for their technicians and owners to work with their new client, Maverick Gaming, which is located in Nevada. The primary point of confusion is whether their California-based employees and owners need to obtain Nevada gaming licenses or registrations themselves. The consultation clarified that because they are not establishing a licensed business in Nevada, their client, Maverick Gaming, is responsible for registering any required personnel through their own portal with the Nevada Gaming Control Board.
## Background
Crimson IT, represented by April, is an IT services company based in Los Angeles, California. They have been contracted by **Maverick Gaming**, a licensed gaming entity in Nevada, to manage their **cybersecurity and IT needs**. The call was initiated to the Gaming Control Board's enforcement unit to clarify the licensing and registration requirements for Crimson IT's technicians and owners who will be involved in the project. The primary uncertainty stems from Crimson IT being an out-of-state vendor providing services to a regulated Nevada business.
## Pain Points
The process for getting their technicians and owners properly registered to work with a Nevada-based gaming client is unclear. This confusion creates uncertainty and potential delays in starting their project with Maverick Gaming. The key problem is not knowing **who is responsible for the registration process** (Crimson IT or Maverick Gaming) and **what steps are required** for both their technicians and company owners. They are unsure if their status as a California-based Managed Service Provider (MSP) requires them to get a Nevada business license or if their owners need to undergo a separate licensing process. They initially reached out to Barry Chilton, an investigator, who then directed them to the employee registration unit, indicating a lack of a clear, single point of contact for their specific situation.
## Expectations
Crimson IT needs to obtain **clear, actionable steps** to ensure their technicians and company are compliant with Nevada's gaming regulations. Their goal is to understand the exact procedure for getting their personnel approved to work on the Maverick Gaming project. They expect to know whether **they need to apply directly for any licenses** or if the responsibility falls on their client, Maverick Gaming. Success would be having a defined process they can follow immediately to proceed with the project without regulatory hurdles.
## Other Information Summary
- Crimson IT is a California-based company and does not plan to obtain its own Nevada business license for this engagement.
- Maverick Gaming holds the gaming license in Nevada and is the entity responsible for registering third-party vendor employees through their portal.
- April from Crimson IT had previous contact with Barry Chilton, an investigator in Northern Nevada, regarding owner licensing but was redirected for employee registration questions.
## Next Arrangements
- [ ] Contact Maverick Gaming to provide a list of employees (with names, socials, and dates of birth) who will work on the project.
- [ ] Confirm with Maverick Gaming that they will handle the registration of these employees as gaming employees through their portal.
- [ ] After confirming the employee process with Maverick Gaming, follow up with Barry Chilton to clarify whether any separate licensing is required for Crimson IT’s owners and, if so, the specific steps and documentation needed.
> **AI Suggestions**
> The AI has identified the client's biggest pain point as The unclear process for getting their technicians and owners properly registered to work with a Nevada-based gaming client. Here are some possible solutions for your consideration:
> 1. Advise the client to immediately designate a single point of contact within their company to liaise with Maverick Gaming's compliance or HR department. This person should request a detailed, step-by-step guide or checklist from Maverick on the vendor employee registration process.
> 2. Recommend that the client formally document the information received from the Gaming Control Board in an email to Maverick Gaming. This creates a paper trail and confirms their understanding that Maverick is responsible for the registrations, prompting Maverick to initiate the process.
> 3. Suggest creating a simple internal FAQ document for their technicians explaining the process. This document would state that Maverick Gaming will handle their registration and clarify what personal information they will need to provide, proactively managing employee questions and concerns.
Apr 21, 2026
Speaker 1 00:00:06
Gaming Control Board enforcement. I can help you.
Speaker 2 00:00:09
Hi, my name is April and I'm calling from Crimson IT, California based IT services company. And I was referred to the employee registration unit to ask about technician requirements.
Speaker 1 00:00:21
About what kind of requirements?
Speaker 2 00:00:23
Umum so for the core context, uh, For context, uh, We've been hired by Maverick Gaming to handle their cyber security and I T needs. And uh, we were just wondering if the technicians that will be involved in this project. Uh, requires a license as well or registration.
Speaker 1 00:00:46
Ohum. And this is but this is in from where what what county.
Speaker 2 00:00:54
Um, for uh, we're from California. Okay,
Speaker 1 00:00:56
But they're they're in L A. Okay, but this is for a business here in Vegas.
Speaker 2 00:01:01
Yes, so we've we've been hired by a business in Vegas.
Speaker 1 00:01:05
By whom Sorry, I didn't hear. I didn't catch you. Sorry.
Speaker 2 00:01:08
Uh Maverick Gaming.
Speaker 1 00:01:10
Oh Maverick Gaming Um let me put you through to my supervisor Hold on one second Okay And, and you are from and you are out of California What part I am sorry now just I should write this down. Uh From.
Speaker 2 00:01:21
Los Angeles California Los Angeles Okay One second Thank you Okay Thank you.
Speaker 4 00:02:05
This Is where I may help you.
Speaker 2 00:02:08
Hi, my name is April, and I am calling from Crimson IT, a California based IT services company. I was referred to you regarding the employee registration. You need to ask about technician requirements.
Speaker 4 00:02:22
Okay, are you going to do business in Nevada?
Speaker 2 00:02:25
Um yes, we've been hired by Maverick Gaming to handle their cybersecurity and IT needs. So, we're kind of wondering, oh sorry, go ahead.
Speaker 4 00:02:35
That's sorry. So what you'll do isum. All your employees that you're going to provide for Maverick, you know, whether Maverick pays them or you pay them, it doesn't matter who pays them. Maverick will tell you if they need to be gamingum employees or not, and then they would register with Maverick. So let's say if you hire me on to do, You know, X, Y and Z, and you're going to pay. Then Maverick will actually give me the registration because we, because maverick holds the licensee here in Nevada. The license.
Speaker 2 00:03:05
Okay and okay so maverick will, File the registration on our behalf, is that correct?
Speaker 4 00:03:11
Yes. So you will just, you know, provide them with a list of, you know, names and socials and date of birth and say, you know, these individuals are potential gaming employees. And then they have to register them through their portal.
Speaker 2 00:03:25
Register through their portal.
Speaker 4 00:03:28
And they'll know if they need to be registered or not because, you know, that's what they do every day.
Speaker 2 00:03:34
Oh, I see. Gotcha.
Speaker 4 00:03:35
If you had a, you know, business Nevada, then you know we would register through your portal through your business. Since you're from California, we let the casinos or the third party do it.
Speaker 2 00:03:46
Uhhuh. I see, okay. Oh, also thank you one for one one more question. Um I've initially reached out to Barry Childer if I'm Oh, let me double check my email. Uh, oh, Sheldon sorry, who? Barry Chilton, we initially reached out to him. Um, because we're just wondering uh if our owners of the company, um regarding their the license that we also need to apply for the owners.
Speaker 4 00:04:17
If yeah, so heum so I'm in Las Vegas, so he is actually up north. I can give you his phone number and you can contact him directly. Um I know that he is he is uh like an investigator up north for this type of issue.
Speaker 2 00:04:33
Yeah, he actually gave us his phone number. But for the employee registration, he initially asked us to reach out to you. So I'm just wondering if you also know regarding the owners, um, for the next steps for the owners of the company.
Speaker 4 00:04:48
Meaning the owners of the business in California or the owners in Nevada?
Speaker 2 00:04:52
Oh, in California. Sorry. For Crimson IT, for our company. Yeah.
Speaker 4 00:04:57
But, but are you planning on on doing business here in Nevada under a Nevada license?
Speaker 2 00:05:02
Um, no, we're just simply the MSP for Maverick Gaming.
Speaker 4 00:05:07
Right. Yeah, So then you'll you'll just let Maverick know all the employees that you know they're going that you're going to provide for them. And, they will register them as a gaming employee under their portal under Maverick's portal.
Speaker 2 00:05:21
Under your report. Okay, got it. Okay, Um yeah I'm gonna go ahead and reach out to Maverick. Uh regarding the next steps with you. Mentioned earlier. Okay. Okay, thank you so much. You're welcome, bye-bye. Okay, bye-bye.
> Date: 2026-05-07
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6]
## Meeting Notes
### Security Plan Deliverables for ARC
- **Description**
- Discussion focused on whether the Information Security Plan, Business Continuity Plan, and Incident Response Plan are included in ARC's standard Managed Services (MS) agreement.
- EAP was used as a benchmark; their MS Enterprise Agreement includes these plans.
- It was confirmed these plans are typically provided to clients under the standard agreement.
- **Conclusion**
- These plans are deliverables for ARC under the current agreement and must be created and sent to them.
### Vulnerability Scanning and Penetration Testing
- **Description**
- ARC's agreement does not include vulnerability scans.
- A quote will be prepared for these services.
- The team can perform internal and external vulnerability scans.
- Penetration testing requires a third-party vendor; Crimson IT cannot perform it.
- A potential vendor currently testing for Crimson IT was identified; a meeting is scheduled for 2:30 PM on May 7, 2026.
### Vendor Cyber Risk Assessment
- **Description**
- Discussion covered assessing the security posture of ARC's third-party vendors (e.g., Slack, Dropbox, Yardi).
- Initial idea was that ARC would scan its vendors.
- Clarified that ARC should request vendors' evidence of security scans and compliance (e.g., SOC reports/certificates).
- Process: ARC provides a vendor list; the team will contact vendors to collect required security reports.
### ARC's Current Security and Compliance Posture
- **Description**
- Review of ARC's Hudu documentation showed several compliance gaps:
- No Mobile Device Management (MDM) solution in place.
- Devices are Entra-joined but not fully enrolled in Intune, despite Business Premium licenses.
- No tabletop exercise conducted.
- Positive controls:
- SSO enabled for Slack and other applications.
- BitLocker enabled; 30 keys stored in Hudu.
- A project to replace the Fortinet firewall with a Meraki firewall is underway; a quote has been sent to the client.
### Mobile Device Management (MDM) and BYOD Strategy
- **Description**
- Implementing MDM is challenging due to ARC's strict BYOD model.
- ARC requires auditing and logging for SMS on personal devices.
- Global Relay and Smarsh were discussed as potential solutions. EAP uses Smarsh, reportedly only for email archiving.
- Microsoft Purview can meet many compliance needs (e.g., DLP) but does not cover cellular SMS logging.
- A Global Relay “dual persona app” was suggested as a cost-effective BYOD option.
- **Conclusion**
- Moving to Microsoft E3/E5 licenses is on ARC’s roadmap.
- For SMS auditing, Global Relay or Smarsh will be required.
- The team will join vendor discussions; billing will be handled directly between ARC and the vendor due to the lack of an MSP-friendly plan.
### Identifying ARC's Applications
- **Description**
- ARC’s Hudu application list is incomplete, currently showing only Slack.
- Airtable and Cloudflare were found in the password list.
- Suggested checking onboarding team notes, though it may be too late.
- **Conclusion**
- The team will work with ARC to compile a complete list of vendors and applications for the risk assessment.
## Next Arrangements
- [ ] [Speaker 6] to draft the Information Security, Business Continuity, and Incident Response policies for ARC and send for internal review.
- [ ] Prepare and send a quote to ARC for quarterly internal and external vulnerability scans.
- [ ] [Speaker 2] to attend the meeting with the recommended penetration testing vendor at 2:30 PM on May 7, 2026; capture scope, deliverables, and pricing.
- [ ] Schedule a tabletop exercise with ARC and define objectives, participants, and scenarios.
- [ ] [Speaker 2] to work with ARC to obtain a complete list of third-party vendors and applications (including Slack, Dropbox, Yardi, Airtable, Cloudflare).
- [ ] [Speaker 2] to contact vendors to request security and compliance evidence (e.g., SOC reports, security scan summaries) and track responses.
- [ ] Create a pros and cons document for Global Relay and Smarsh (features, SMS logging capability, cost, deployment model) to present to ARC.
## 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 compliance gap due to the lack of a Mobile Device Management (MDM) solution, especially with ARC's strict BYOD policy. While solutions were discussed, a formal project proposal and client buy-in strategy have not been defined.
> 2. The documentation for ARC's applications and vendors is incomplete. A clear plan to work with the client to perform a full discovery and document all systems is needed to proceed with the vendor risk assessment.
> 3. ARC is not fully utilizing its Microsoft Business Premium licenses, specifically for Intune enrollment. An action item to plan and execute the full enrollment to close this security gap was not explicitly assigned.
May 7, 2026
Speaker 1 00:00:00
I have a bunch of questions, but I'm gonna let the team go first.'Cause I always Yeah,
Speaker 2 00:00:04
No, for sure. Okay. So let's start with the first bullet point, right? Information security plan, business continuity plan and incident response plan. I know that we've we've done this and we do this for for for like other customers. I am going to use EAP as the example because EAP is already s. Oh, sorry. Are you showing? No, I just I just put the um, the bullet points in the. Oh, in chat. I see. Okay. So, I am going to use EAP as an example, right? Because EAP is already SEC registered and. Obviously, there's similarities between these two customers. My question to us all is.
Speaker 2 00:00:55
Was this something that we delivered to them as part of their plan, or was this something that we built separately? The first is the use of a special type of ink that can be removed with water.
Speaker 4 00:01:14
Let Me check with Sigrid if we already sent over our templates for information security. It should be information security policy. Business continuity plan and incidence response plan.
Speaker 5 00:01:29
So, sorry, what was the question Vince?
Speaker 2 00:01:33
So the question is. With our capital has our kind of standard MS agreement, right. EAP has our like MS Enterprise Agreement, which includes, which my understanding is includes information security plan, incidence response plans. T abletop exercises, so on and so forth. So if ARC is approaching us and saying," Hey guys, this is something that we need,". Is this something that we provide out of the box with our standard MS agreement, or do we need to go back to them and say," This is a separate.
Speaker 6 00:02:07
Cost." So, we provide it for every other client out there as part of their agreement. On that part now, vulnerability scanning and extra things like that. That's always a separate cost. And that can be part of the agreement. Which agreement are they on, first off?
Speaker 2 00:02:30
They're on our kind of new standard MS agreement, which is.
Speaker 5 00:02:35
I am fairly certain that the agreement we gave them. Said it includes all of this as part of the deal. I, if I recall correctly, the thing they signed and we can pull it up. If you pull up their agreement, I am pretty certain that it said it included.
Speaker 5 00:02:53
All of the all of this as part of the deal. It was a fairly straightforward thing, but I am pretty sure I remember it said that.
Speaker 4 00:03:04
And vendor cyber risk assessment.
Speaker 3 00:03:14
Now why are you pulling that up?
Speaker 6 00:03:16
I can tell you that no one has, no one, if they have done this, they have not done it properly. But it doesn't look like anybody's done their policies. I've not been asked to do their policies. And usually I would get asked to do that, but there's no company policies. In WhoDo, there is nothing in the client team's file for them, And I don't have anything on my system as having made those policies for them. So it looks like it hasn't been done unless.
Speaker 6 00:03:51
Someone just did it and didn't put it anywhere. But I can I can spin up all of their stuff.
Speaker 4 00:03:58
Sigrid checking with the Julia if we did provide them with those policies.
Speaker 2 00:04:05
Okay. Okay, so clear. So the first bullet point, That's something that we need to deliver to them and is part of the plan. So that's just. It is what it is.
Speaker 2 00:04:18
Ri sk assessment and ongoing penetration vulnerability testing. Do we have quarterly? Vulnerability scans included. We're.
Speaker 4 00:04:32
Gonna check if we have them. There is no vulnerability scans on agreement. I'm not seeing vulnerability scans. Okay.
Speaker 3 00:04:48
The name of the town is derived from the river. I don't think you have enough Adobe tabs open there, Benson. Mike, you don't have enough.
Speaker 2 00:05:03
I'm sorry. And then Mike complains about how his system is all slow.
Speaker 4 00:05:11
You need to open a ticket with the help desk.
Speaker 4 00:05:17
So vulnerability scans, something we need to like. Prepare a quote for them.
Speaker 2 00:05:28
Okay, so so my understanding of vulnerability scans is we can do internal quarterly. And external, both of them. External.
Speaker 4 00:05:37
And internal.
Speaker 2 00:05:40
So internal, external, but also do we need to engage a third party?
Speaker 4 00:05:45
For Vulnerability scans, no. For pen testing, Yes. For pen testing, if they need pen testing, it's supposed to be someone with the name not the Crimson IT.
Speaker 3 00:05:57
Okay. Clear. So, that I guess Oh, sorry. Go ahead, Christy. Oh no Keep going I'm sorry I inter I interrupted him.
Speaker 2 00:06:08
Oh no, you're fine. So so so that third bullet point vendor cyber risk assessment. What this implies is all of the third party tools, right So their vendors, so. Whether that be Slack or Dropbox or, you know, Yardi or whatever other systems that they use. They they're asking for third party scans, And I I believe there are systems that do this or like services that do this. That'll scan third party cloud services. To make sure that there's accountability on.
Speaker 3 00:06:42
Their security posture. Can you elaborate on that?
Speaker 1 00:06:49
What's an example of third party?
Speaker 3 00:06:51
Along the same page. Any SaaS applications, right? So like let's say they use, you know, in this case they use a couple. The vendor vendor should be able to provide it.
Speaker 2 00:07:01
The Vendor should be right. Okay.
Speaker 4 00:07:05
So, For example, during right now we have a certification for HANA. And we are providing them with the So, compliance. I saw compliance, which is basically downloading the certificates from Azure and Google Workspace as evidences. That's all we got. I am not sure what kind of vendor cyber risk assessment. It's not even like certification they are asking for.
Speaker 4 00:07:40
You need to run risk assessment for each vendor that you are. Working with and it doesn't mean about a slack or. Google Workspace, you should run a risk assessment for vendors that you are working directly. Like for example, they should run risk assessment for Crimson IT. Crimson IT is a vendor for ARC. As MSP company running the RIT, They should send us over a questionnaire form with the list of the measures and procedures that we have internally with Crimson IT. Whenever we're working with the ARC. And based on that questionnaire, they should assign Crimson IT level of the risk. Same story for someone who's like providing with the advertising in the.
Speaker 4 00:08:36
U h, like internet, they should run risk assessment for that vendor as well.
Speaker 1 00:08:41
I'm I'm pretty sure. It doesn't seem reasonable to have arc, pay the money to scan all their vendors. I think the vendors, Just like Alere is asking us to provide evidence that we did our own scan. I see. That's what that is. I think, um, Arc just needs to have their vendors provide evidence that they properly scan their environment. To me, that seems like it would be sufficient, but we might want to double check.
Speaker 4 00:09:06
Yeah, probably you're right, Mike. I don't need like something like fancy.
Speaker 6 00:09:11
So Vince, can you forward that to me because it is talking about policies? I'll go ahead and start writing up. New policies for them, and then based on their comments and notes. Um. They've got some things they got to clean up. I am just looking at all the documentation in Hudu. They don't have MDM. Which is going to be a gap for compliancy.
Speaker 4 00:09:39
In tune, in tune as well.
Speaker 6 00:09:41
They're not in tune, they're just interjoined but not full in- tune enrollment. Um, and they do have Intune because it's included in Business Premium. So they are paying for it. We have not done a tabletop exercise with them, so we can get that on the schedule pretty quickly. And then, let me look at some. There was something else I installed.
Speaker 6 00:10:06
They do have SSO enabled for Slack and a few other apps, which is really good. But, we want to take a look at all their applications and see how they're logging in. They do have BitLocker. BitLocker is in Hudu. Thirty keys are there. Um, Fortinet has has anybody done uh any validation against Fortinet for the firewall to see if it You know,
Speaker 3 00:10:33
It hits all the points correctly.
Speaker 2 00:10:38
I don't know if that's done, But there's a quote in front of them right now for replacing their Fortinet with a Meraki firewall. Okay, good.
Speaker 1 00:10:46
So yeah, those are two projects I'm hearing so far. MDM project. And the.
Speaker 2 00:10:54
So. So, the MDM project that's going to be tricky for me to spin because they've been very, very adamant on bring your own device model. And that's why the other day I was asking about Global Relay and Smirch. Marsh. Marsh, I think it's called. Yeah. Because they need the. To have auditing and logging for SMS messages to the additional devices. So Partner agreement or something along those lines, but also just. Delivering a solution for them because Optima.
Speaker 2 00:11:34
Re commended global relay to to what does.
Speaker 1 00:11:39
EAP do for mobile devices.
Speaker 2 00:11:42
Apparently they have smarsh. So when I I did a search in our documentation and only only. The only hit is EAP with Smarsh. And so when I asked, you know, Monty's like, oh, I just helped them set it up. I think they use it for email archiving only.
Speaker 6 00:11:57
Belay does it for email archiving as well. So Belay has Smartr. Yeah.
Speaker 2 00:12:05
Now, So the two big players in this space, yeah.
Speaker 6 00:12:07
So Microsoft will do all almost all of the same things. I need to check on the SMS. But for BYOD, There is a lot that we can do within Microsoft, where we don't have to. To purchase extra applications. Microsoft Purview will do it for desktops and Teams, but it won't do cellular. So Global Relay will work in that area. But there's a lot of things where, like with Smarsh, They honestly don't need to spend that extra money, and they can do a lot of things within Microsoft Purview. They just need to upgrade their licenses there.
Speaker 2 00:12:46
Yeah, so so quick update on that. Um, went through a Dropbox SharePoint migration presentation with them. I did advise them already that we we should be moving them to E 3. And then later down when they scale to E 5. So that's already on the roadmap for them. Okay.
Speaker 6 00:13:04
So global relays or smarts would be required for what they're looking for. But for everything else, DLP, which they're going to need for SEC and things like that. Let's get them on Microsoft Purview eventually. Okay.
Speaker 2 00:13:21
Okay, so that's part of that that nice plan. Um, how how should we engage with either global figure or small? Like my my first intuition is just. Put the two like make the contacts happen with the two vendors in front of them, and then have them. I.
Speaker 6 00:13:40
Can get you a pros and cons document written up if that would help.
Speaker 2 00:13:44
Oh, I already did that research. There's there's some pros and cons. Global warming being number one. Yes, March being Kind of the the up- and- comer, but.
Speaker 1 00:13:55
I would do that regardless for optics. Yeah.
Speaker 6 00:13:59
I agree with Mike.
Speaker 6 00:14:02
Now, Is the vendor recommending the full suite of Global Relay or just Global Relay Hello? Um, that I don't know. Okay. I haven't gotten that deep into it yet. Yeah. If they're doing the dual persona app only, That's that's actually going to be their best option and it's cheaper than the full suite. Um, because they're all they all they need is a dual persona app. And it is much significantly cheaper, especially if they're doing BYOD.
Speaker 2 00:14:36
Okay. That's through Global Relay or Smartr.
Speaker 6 00:14:40
Global Relay. I've done a little research in Global Relay because. I think not EAP, Curated Wealth Partners was considering them at one point. Okay.
Speaker 2 00:14:58
And then, is this something that we need to engage directly with Global Relay, Or are we just going to provide advisory and then just have them work directly with the customer?
Speaker 6 00:15:07
Honestly, I would I would like us sitting in on those just just from an optics point of view. And because we're trying to say, hey, we're your everything it shop. So we should be in those conversations.
Speaker 1 00:15:20
Oh, I think Vince was, I mean, correct me if I'm wrong. I think Vince was saying Assuming what you're asking, if, This is something we would use MSP wide. That's one conversation, but if it's only for ARC, it's probably better relationship between them too.
Speaker 6 00:15:35
Well, I said billing,
Speaker 1 00:15:37
Right? That kind of stuff.
Speaker 6 00:15:38
So we can still do billing and stuff with them, but we need to understand the application as well. So it'd be nice for us to have that because as Anza is trying to grow, we're going we're going to have more and more companies like this that are. Looking for us to strategically get involved, especially if they're heading towards SEC registration. Any future companies, It'll be nice for us to be involved in that and already have that relationship.
Speaker 1 00:16:06
Yeah, well, we the account management team. I mean, I am Vince. You already know this. We get we always ask our customers to get in front of. That let us sit on every single conversation with third party. I was just referring to the billing model. The global really doesn't have an MSP friendly plan. We're not going to make margin on it, so it's just better for them to pay with the credit card, right?
Speaker 6 00:16:26
Yeah. And that's I mean that's best perfect because lately for Ability and Sharp, if it's something that doesn't have an MSP plan, I'm just setting it up with their credit card. So.
Speaker 2 00:16:40
Okay, fair. And then the last bullet point is easy, right? Awareness training, phishing campaigns. I already walked in with that before. So I think we should be good. Yeah,
Speaker 3 00:16:49
Okay. Um.
Speaker 2 00:16:50
So just to clarify, Vendor cyber risk assessment:. The recommendation is that we reach out to each of the individual. And then have them provide reporting on their vulnerability scans and testing. Okay. This has been interesting. We can hand it back to the panel.
Speaker 4 00:17:08
Who's going to reach out to vendors? I'll.
Speaker 2 00:17:12
Work with the teams. I'll work with the teams.
Speaker 4 00:17:14
No, no, no. Like means I'm just The name of the town is derived from the river. Are they gonna provide us with the list of the vendors?
Speaker 2 00:17:23
Yeah, they they will. I mean that that should be part of the application documentation, right Like all the different vendors they they work with. Um and then I can just reach out and say, hey, you know, to help you guys right. We'll work with each of the vendors to make sure that they provide that kind of reporting. I'm sure for the major vendors, there's like a website or a page that shows all of their. You know, recent security posture validations or whatever. So I think we we're good on that. Um, and then for school to play again. Flat. Wait in in who do or. No.
Speaker 1 00:18:08
I don't know about ITG. Maybe they haven't migrated yet.
Speaker 6 00:18:12
I didn't hear what you just said, Mike. You cut out. Sorry.
Speaker 1 00:18:16
Oh, I was saying that there's only one application listed under Ark. It was Slack.
Speaker 2 00:18:21
Oh, I am going off the password list because then when you go in there, T here is like Airtable, and then t here is Cloudflare, and then t here is.
Speaker 1 00:18:29
I would talk to the onboarding team to see if they have notes that, that should have been captured. Yeah. Okay. I mean, it's probably too late now, so Vince you might have to work. I don't know. But the only application listed is Slack. Okay.
Speaker 3 00:18:45
See, Ark wasn't my company, so. I have all my apps in mind.
Speaker 2 00:18:54
Um, Anton, last thing, if we do need to reach out for a third party security scan, do we have any vendors that we can put in front of them? For Pentesting.
Speaker 4 00:19:10
Not The guys we use for coats in, please. No, no. We have a guys who are running the pen test for Crimson IT. So yeah, And they supposed to be done with our pen test by the end of Friday tomorrow.
Speaker 6 00:19:24
Is that why I keep getting these random Adobe emails trying to get me to respond and talking about urgency and stuff like that?
Speaker 4 00:19:32
No, it's just because of the Adobe. Oh, I'm not using him.
Speaker 1 00:19:37
I have a meeting with the pen test vendor that we just used. I have a meeting with them at two thirty. I'm gonna include you. Uh,
Speaker 2 00:19:44
You're vetting them or.
Speaker 1 00:19:48
I have a client that needs to do a pen test, and so Anzor recommended the company that we just used. That's the same company Anton's referring to. Mhm. I'm meeting with them at two thirty, if you want to be part of that meeting.
Speaker 2 00:20:01
Uh, yeah, just send it over. So I don't have a conflict, I'll jump in. Okay. Cool. All right, yeah. Just point some clarity on that. Just want to make sure that we're, you know, due diligence on what the next steps are. So it sounds like you know bullet point one, that's a deliverable we need to get out to them. Assessment ongoing for the phishing, all daily testing, same thing. Vendor reach out to the vendors remote wipe, I mean we've tested with them and then awareness campaign. The film.
Speaker 3 00:20:34
Was shot in the United States. Okay. Thank you.
Speaker 3 00:20:41
Thanks everybody. I'm not going to be able to do that.
05-21 Lecture: AI Training on Microsoft Copilot and Claude
Date: 2026-05-21 12:59:19
Location: [Insert Location]
Instructor: Christi
## Summary
This recording captures a conversation between Christi and another participant while waiting for an AI training session to begin, followed by the training session itself. The initial conversation involves Christi giving instructions to create a themed Excel test document for upcoming training and troubleshooting a colleague's (Cindy) inability to join the Teams meeting due to a common memory-related issue, resolved by a computer restart.
The training session then commences, led by Christi for employees at Coateson. It serves as an introduction to AI tools, focusing on Microsoft Copilot and Claude. Christi defines AI as a pattern-recognition and prediction tool, likening it to a "capable intern" that requires human oversight. She emphasizes the data security of the company-provided versions. The session includes live demonstrations of Copilot's integration within the Microsoft 365 ecosystem (Teams, Outlook, Word, Excel, PowerPoint, OneNote) for tasks like summarizing emails and documents and creating presentations.
The lecture then transitions to Claude, presenting it as a superior standalone AI for writing, research, and creative tasks. Christi highlights its privacy features, personalization capabilities, and a feature called CoWork, which acts as a "mini project manager" by connecting to local computer folders to manage and summarize files. The session concludes with a discussion of practical aspects like subscription tiers, token-based usage, billing, and how employee usage will be monitored without compromising privacy. Christi plans to send follow-up information and schedule an advanced training session.
## Knowledge Points
### 1. Pre-Training Discussion
- **Excel Data Preparation for Training**
- **Task:** Create two Excel documents for Ability First and Sharp training sessions scheduled for May 21, 2026.
- **Spreadsheet 1 (Employee Data):** Create a single sheet (no tables) with generic employee data.
- **Content:** Fake names, salaries, start dates, and locations based on themes from "The Lord of the Rings," "Star Trek," and "Star Wars." The data should not be related to the actual clients.
- **Spreadsheet 2 (Financial Data):** Create a second spreadsheet with fake financial data using the same themes.
- **Troubleshooting Microsoft Teams**
- **Problem:** A user (Cindy) experienced a blank white screen when trying to join a Teams meeting.
- **Cause:** This is a common Teams issue caused by memory overload, which can happen if a computer is not rebooted regularly, especially after heavy usage like multiple back-to-back meetings.
- **Solution:** A simple computer restart (reboot) typically resolves the issue.
- **Checking for System Updates**
- **Windows:** Navigate to Start > Settings > "Windows Update."
- **Mac (Managed by Crimson):** Christi recalls from memory to click the Apple menu > "Preferences" to find the update section. A challenge for users is that managed updates by "Crimson" often require an admin password for manual app updates, which they do not have.
### 2. Introduction to AI and Training Overview
- **Session Logistics:** The meeting is recorded, an AI facilitator takes notes in chat, and the small group size encourages questions.
- **Participant Background:** Attendees Cindy and Carla are already comfortable using AI for daily tasks.
- **Training Agenda:** The session covers AI fundamentals, live demos of Microsoft Copilot and Claude (including Co-work), real-world use cases, and data privacy best practices.
- **Coateson's AI Usage Policy:** A draft policy is in development and will be finalized with employee feedback gathered from these training sessions.
- **Other Training:** A separate, general Microsoft Excel training is scheduled for 2-3 PM on May 21, 2026. An advanced AI training will be scheduled in the coming weeks.
### 3. Core Concepts of Artificial Intelligence
- **AI as a Prediction Tool:** Large Language Models (LLMs) are trained on vast text data to predict the most probable next word in a sequence, operating on statistical probability rather than true understanding.
- **AI as a "Capable Intern":** AI is fast and powerful but not infallible; it requires human review and supervision before its work is finalized.
- **AI Strengths:** Drafting emails, summarizing documents, research, rewriting text, answering questions with context, creating first drafts, and explaining complex topics simply.
- **AI Limitations:** It's not a perfect search engine (data can be outdated), not a replacement for human judgment, cannot access files unless explicitly shared, and should not be used with sensitive information in public versions. The output quality depends heavily on the input prompt.
### 4. Microsoft Copilot
- **Integration and Security:** Copilot is integrated into the Microsoft 365 environment (Teams, Outlook, Word, Excel, SharePoint, OneNote). It only reads Coateson's internal data, which Microsoft does not use for public model training. A green shield icon confirms data protection.
- **Copilot Interface:** Accessible via office.com or a desktop app, it allows switching between "Work" mode (internal data) and "Web" mode (public internet). It provides access to various AI models (Claude Opus, OpenAI GPTs) under Microsoft's enterprise data protection.
- **Functionality in Microsoft Apps:**
- **Outlook:** Can summarize long email threads and draft replies with user-defined tones.
- **Excel:** Can analyze data to generate insights (e.g., total payroll, average salary). It is crucial to protect workbooks with sensitive data using passwords or confidentiality labels.
- **Word:** Can summarize documents and suggest improvements.
- **PowerPoint:** Can create a full presentation from a Word document script.
- **OneNote:** Can organize notes and use templates to structure meeting notes automatically.
- **Google Workspace Integration:** Copilot can be connected to Google Docs and Calendars via a connector, though its compatibility with Google Slides is unconfirmed.
### 5. Claude and CoWork
- **Claude Overview:** An AI assistant from Anthropic, presented as a superior standalone tool for long-form writing, research, brainstorming, and editing. The version used by Coateson is secure.
- **Privacy and Security:** Users can disable the "help improve Claude" setting to prevent their data from being used for training, making it safe for sensitive information. Location metadata can be toggled.
- **Personalization:** Claude can be highly personalized. Users can provide detailed instructions to teach it their writing style, tone, vocabulary, and formatting preferences. This creates a consistent voice and can be tailored for different audiences.
- **CoWork Feature:** A feature in the Claude desktop app that acts as a "mini project manager." It can connect to local folders (e.g., on OneDrive), read all files within them to gain project context, summarize documents, and outline/execute steps for new tasks. It can be set to "always ask before acting."
- **Connectors:** Claude can be integrated with other tools like Google Calendar, Microsoft Outlook, Canva, and Miro via connectors.
- **Comparison with Copilot:**
- **Copilot:** The AI that is deeply integrated with and understands the user's Microsoft environment.
- **Claude:** A standalone, more conversational and creative AI excelling at generating content from scratch. Described as Copilot's "extroverted, talkative sibling."
### 6. Claude Usage and Management
- **Creating Templates:** Claude can be used to create reusable, highly customized email templates with specific branding and formatting, as shown with the "Moose the cat" example.
- **Subscription and Cost:** Coateson will start on a "base" subscription, with the possibility of upgrading heavy users to "premium." The instructor personally pays $200/month for an advanced plan.
- **Token-Based Billing:** All activity is measured in "tokens." Analyzing large files or performing development work consumes more tokens than standard tasks. Most users are unlikely to hit their weekly limits.
- **Usage Monitoring and Overage:** Users can track their own token consumption. If a user exceeds their limit, the company is charged for the overage. Administrators can see token consumption data for billing purposes but cannot view the user's private chats or content.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Create an Excel document with generic, themed employee data (names, salaries, start dates, locations) for the Ability First and Sharp training sessions. The theme should be based on "The Lord of the Rings," "Star Trek," and "Star Wars."
- [ ] 2. Create a second Excel spreadsheet with fake financial data following the same "The Lord of the Rings," "Star Trek," and "Star Wars" theme.
- [ ] 3. Be mindful of the upcoming finalization of the AI usage policy and be prepared to provide feedback.
- [ ] 4. When handling sensitive employee data in Excel, remember to protect the workbook by setting a password, restricting access, or applying confidentiality labels.
- [ ] 5. Explore and configure the personalization settings in Claude to match your own writing style and preferences.
- [ ] 6. For those interested, join the Microsoft Excel training session from 2-3 PM on May 21, 2026.
- [ ] 7. The instructor, Christi, will send a list detailing what tokens are and the token usage rates for different actions to the attendees.
- [ ] 8. The instructor will send over additional "tips and tricks" for using the tool.
- [ ] 9. An advanced AI training class will be scheduled; look out for the invitation.
May 21, 2026
Speaker 1 00:00:07
The city is located on the banks of the river Sava.
Speaker 1 00:00:43
I need you to create.
Speaker 2 00:00:45
An Excel document that has generic data in it that we can use for our training session for Ability,
Speaker 1 00:00:53
First and Sharp later today. Do not make tables, just make it have.
Speaker 2 00:01:02
A sheet of data. Let's say random employees that have nothing to do with Ability First or Sharp. Let's name them based.
Speaker 1 00:01:14
On the Lord of the Rings and Star Trek and Star Wars characters, and then give.
Speaker 2 00:01:24
Them fake salaries, give them fake start dates, give them fake locations, and have locations follow that same theme. And then on a second spreadsheet, I want you to do fake financial data based on.
Speaker 1 00:01:41
Uh, the same theme going throughout.
Speaker 1 00:02:31
Hello. Hi, how are you? I'm good. It looks like it's just you and me.
Speaker 3 00:02:39
All right, sounds good to me. One on one.
Speaker 2 00:02:42
Yes, let's see who all else joins. Let's give them a few more moments.
Speaker 3 00:02:47
Okay, I thought other people did was there like an invitation RSVP requirement or just joining?
Speaker 2 00:02:54
Just joining I know quite a few people I thought had accepted.
Speaker 3 00:03:01
Yeah, I thoughtum. Some people said they were going to come, but I don't know if they had went on the first one or not.
Speaker 2 00:03:09
Yeah, there was about there was a few on the first one. I think there is more tomorrow.
Speaker 1 00:03:16
Oh okay.
Speaker 2 00:03:18
I think today's was going to be a little light.
Speaker 3 00:03:22
Okay, actually let me check to see if you don't mind me texting? Yeah no worries, I thought one of my colleagues was coming today.
Speaker 1 00:03:33
I thought we had a few more people, so I'm going to check.
Speaker 3 00:03:59
Oh, One of my colleagues says the team's not opening on her computer for some reason.
Speaker 2 00:04:03
Is thatum Cindy? Yes. Cindy is the only other person who accepted.
Speaker 3 00:04:10
Okay, she says she's trying to log on but it's not opening for her.
Speaker 2 00:04:13
Okay, we can we can give it a few more moments.
Speaker 1 00:04:16
I'm not going to start recording until she's ready.
Speaker 3 00:04:23
She said she has a blank white screen.
Speaker 2 00:04:27
Tell her to do a restart on her computer real quick. Uh blank white screens usually means that it's it's an issue that can easily be solved, be solved by rebooting.
Speaker 3 00:04:40
Restarting her computer?
Speaker 1 00:04:41
Yes. Okay, I'm gonna tell her.
Speaker 1 00:04:58
See if she does it. Is that a computer.
Speaker 3 00:05:02
Like an issue? Or is that just a.
Speaker 2 00:05:06
So usually it's a Teams issue where Teams has the best way I can put this in plain language, it ran out of memory. Its brain got overloaded. Um and a restart will reset the brain.
Speaker 3 00:05:21
Yeah okay How common is that? Is that like a.
Speaker 2 00:05:25
It's pretty common, Um, it depends on the user though. So like if I leave my computer on for a full week without rebooting it, I will get that. Um, if I leave my desktop computer on for about a month, I'll start to get it depends on the computer itself. Um and how long it's been since a restart and what you've been doing all day because there was one day I had like eight back to back meetings, and it was full of me sharing my screen. I had to reboot at like four o'clock and still had two more meetings to go.
Speaker 3 00:05:59
Oh, wow. Two more meetings ago.
Speaker 2 00:06:02
Yes, that's been my life lately.
Speaker 3 00:06:07
Well, while we're waiting, can I ask you a kind of a separate tech question? Sure. It's aum You know how like Crimson like updates our computers? Mhm How do I know mine is updated because I leave it on during the hours that they say is being updated. But I. I don't know if it's updated.
Speaker 2 00:06:30
Let me show you. Um, hang on one sec, I'm gonna share my screen. I'm gonna click the start button down here, and then I'm gonna go into settings and well, it pulled it up on a different screen. Hang on. I was fixing my screen so that you guys can see better. Um, and then when you're down here, Let me go back to home Okay So when you're in here You're going to go down to Windows Update And. It'll say updates available to install. Now, mine got pushed last night as well. Some of them have already installed, but I need to install the rest of these. But that's how you can see. So,
Speaker 3 00:07:11
I have a Mac. Does that Oh,
Speaker 2 00:07:14
You have a Mac? That is different. I can't remember the steps to do that off the top of my head,
Speaker 1 00:07:20
But it usually Max or.
Speaker 2 00:07:26
Max are very it's over here in the Apple menu. That's on the top like where these where the hamburger is on my computer, there's an apple. If you click there, I think there's like a preferences or something there. Okay, I'm I'm doing this from memory. So bear with me,
Speaker 3 00:07:44
Yeah. No, that's okay. I I know because it Max always an issue. Yes, Like for updating, you know when when Crimson does it so. Sometimes I don't know if it's actually updated because some things are asking me to like update a particular. Um app or like program. So I'm like oh, isn't that a Crimson update? Yeah, and then I can't update because it's asking for an admin password. Soum just curious see. So.
Speaker 3 00:08:23
So I just kind of use whatever version I have at the time.
Speaker 1 00:08:26
Yeah. Go back to a new chat.
Speaker 2 00:08:31
Okay. Now, I blew up my screen. Are you able to see this?
Speaker 1 00:08:37
Yes. Okay, perfect. Um, Cindy said she is rebooting right now.
Speaker 3 00:08:50
Okay, perfect.
Speaker 2 00:08:52
And she has Ireland. And while she's doing that, I'm going to check. I've got some, I got multiple, I'm multitasking today. Um, I have a training after this for Microsoft, Excel and I want to make sure that my my generic data for that training is ready to go.
Speaker 3 00:09:15
What kind of training is that? Is that like advanced training?
Speaker 2 00:09:19
Uh, it's not advanced training. It's just a generalized overview for staff. It's about an hour long, and uh, if you would like to join, I can send you the meeting invite. It's from two to three. Um, But it's we're going throughum We're.
Speaker 1 00:09:38
Going to go through a few items uh on how to useum How to use Excel.
Speaker 3 00:09:49
Okay, Like like really introductory introduction level stuff or is it.
Speaker 2 00:09:54
Yeah more base level. Okay.
Speaker 3 00:09:57
Yeah I think I got the basic levels. I just like curious of what other features that are available that I'm not using or or not.
Speaker 4 00:10:06
Share with thoseeducators out there, you whoever's listening today and who will continue to listen about what is.
Speaker 5 00:10:13
Hi Cindy. Hi Cindy, Putting those practices,
Speaker 4 00:10:17
I am sorry, I have some sound going on that I can't figure out where it is. It's like a podcast that's playing automatically, so I am going to try to fix that. But thank you for the idea about the restart; it works okay.
Speaker 2 00:10:28
Perfect, um, so back to your question: um you you are welcome to join. I can send you the meeting invite. Um, sorry, I got stuck looking at something real quick getting ready for the meeting. Butum.
Speaker 2 00:10:44
We're going to be doing. We're just going to be doing basic like how to build out a table. Um we might touch on some copilot items on here. Um maybe so and we'll we'll kind of go through that best practices for saving files. Um so I've got two other clients in that meeting, and we're going over it from both a uh from a Microsoft Google Drive and uh Box point of view.
Speaker 2 00:11:14
So okay, yeah, okay. Uh, but you are welcome uh to join and I will. I will uh send you over the invite. Just don't let me forget. So okay thank you since I only have two of you. I am going to uh I am going to record this meeting but, I am going to ask some questions to kind of go through some things on the meeting and just kind of get your understanding. So bear with me, let me start recording. And I also am going to start facilitator and Ms. Facilitator, I always say it's a she. She will be writing notes as we go along, and you'll see her jumping in and out of chat.
Speaker 2 00:12:01
And helping out. And so the agenda, I know we're starting. I am going to cut a few items out just based on feedback, and we'll run through it all. But let me know if there's anything that you guys have questions about or that you want me to go slower on. And since it's just the two of you, that's great. We will work through everything as we need to. So, Um, real quickly, I am going to uh ask both of you. I'm going to do introductions in a moment, but I'm gonna ask both of you. How comfortable.
Speaker 1 00:12:40
Are you with AI? Cindy's okay.
Speaker 3 00:12:48
Yeah, I'm pretty comfortable. I actually use it pretty daily. Good. All.
Speaker 5 00:12:56
Right, Carla's an AI mastermind. I've seen some of her, Final products. She's a AI prompt generating genius, is what I'd like to call her. We do we do use it pretty frequently. I mean, I use it to write or not write, but like after I write an email, I use it to clean up an email. Um But also lately I've been trying out image generation because Karlyn inspired me. She makes tables and charts, and it's pretty cool what it can come up with if you just.
Speaker 5 00:13:29
Put the right prompts in.
Speaker 2 00:13:30
Good. Well, We can get into a little bit of that. If we've got time because I think both of you will like this. We're going to cover two different applications in today, So we're going to go fairly quickly and I am going to apologize in advance, but we are going to have some advanced training in the next couple weeks. I'm still trying to nail down a date, and once I do everyone within Coateson will be invited to that. So just a quick heads up on that portion. Um, and then quick housekeeping. I already told you we're recording it and facilitators on. Um, but feel free to drop questions in the chat as we go. But since it's just the two of you, throw out your questions. So, you're welcome to interrupt me. Stay You um I am going to stay off of camera just because I am in a client location, Um and I don't have a camera They borrowed my camera for an executive and I've not replaced it yet. Uh, but we are going to cover AI from the ground up.
Speaker 2 00:14:25
What it actually is, what it's useful for, and how to use the specific tools that Coateson will have access to. And so that's going to be Copilot, which works right inside the existing Microsoft 365 environment. And then Claude, which is an AI assistant from a company called Anthropic. Um and so just just a quick heads up for you guys. Oh let me pull down my PowerPoint for you guys. But just a quick heads up. I want to be upfront about this from the start. You have a draft AI usage policy that is in draft mode. We are going to finish that policy up pretty quickly soon. I'm going to present my PowerPoint for you guys, But we are going to be finishing that up as soon as these trainings are complete. We're going to be looking for your feedback as well, so I want you guys to be aware that that is happening.
Speaker 2 00:15:23
Um, and so as we go through this, I am recording. I am going to be taking notes. I do want to know, Um you know your insights and thoughts as far as the AI usage policy and what we need to add to it. Um We are going to go over what is AI and why now? We're going to do a Microsoft Copilot and live demo. We're going to do a Claude demo. We're going to do a co-work demo, And, then we are going to discuss for a few seconds real world use cases. And then data privacy and best practices. And then we'll have Q and A, okay? Now from there, I want you guys to be aware of the, this is a judgment free zone. If, you're wondering it. Others are too so ask if something on the screen looks useful, stop me. We'll explore it together. You have hands on time. So while we're doing this, if you've got some of the tools already go ahead and use it.
Speaker 2 00:16:23
And, then we're going to cover what's safe to put in AI tools and what's not. Okay, um, in this is twenty twenty six. So AI has evolved since we started using it a few years back. Um, my life has been AI from the start, And I want you guys to be aware for a long time. People were just using it as like an advanced Google it a research project. Um but it's now becoming this workplace tool It's AI looks at things as far as patterns and predictions. So large language models, which is called LLM, are trained on so much text. People uploaded books and the entire internet. It scrolls through, It looks through everything that there is out on the internet at this time all over the world. But, what they do is they predict the most useful next word at an enormous scale.
Speaker 2 00:17:21
They don't know things, and I want to be very clear on this. It is great for doing a lot of things, and then there's things that it doesn't do well. But within the prediction portion, if you say out loud to yourself, Mary had a little lamb, its fleece was white as. What is that next word that comes after? It's snow. Because we know it. We've memorized it since we were children. AI doesn't know that that's the next word. It's just going to predict what the next word is because it doesn't know like we do, okay? So I want you to understand that they're not magic. AI doesn't think the way we do. So that means, you know, They can't take actions without you asking, because they really don't know and they will make mistakes. So, what I want you guys to think about is it's AI is like a very capable intern.
Speaker 2 00:18:19
It's smart, it's fast, very impressive often enough. But you got to review their work before it goes out the door. Okay? Because Mary had a little lamb,
Speaker 1 00:18:28
Its fleece was white as a towel is what the intern is going to think rather than snow.
Speaker 2 00:18:37
So you want to make sure AI does well. It drafts emails, summarizing researching, Rewriting text for clarity or tone, answering questions from the context you provide, generating first drafts of documents, creating outlines. It does great. I had it set up a few items for this class. It does pull out key points from long documents. I use that often. It does really well at explaining complex topics in layman terms, okay? But what it's not.
Speaker 2 00:19:13
It really isn't a search engine. Really isn't, although we treat it like that. It's data that it utilizes right now for Claude was December of twenty twenty five, was the last upload that it has. So sometimes it's got outdated information, so it's not always right. It's not a replacement for your judgment, okay? I want to be very clear on that. It I want you to think of it as a first draft. It can't access your files unless you share them. Don't paste in sensitive donor data, student info, or financial records without understanding the privacy settings. I'm going to take this one step farther and say, don't paste it in unless you're using the code son version. So and I'll show you how that looks. And uh your input quality depends heavily on how you ask.
Speaker 2 00:20:11
So what is that prompt? If you don't have a good prompt, its quality is not going to be good. If you have a great prompt, its quality is going to be great. 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. It won't replace your relationships or your expertise in what you know, and both of you, ladies. No, everything is there is to know about your jobs within the foundation. Claude and Copilot don't. So you got to teach it how you work, but what it can do is eliminate a lot of the tedious middle work. It's going to eliminate the first draft, the summary, the reformatting, And you'll spend more time not doing those things. And you'll spend more time on what actually matters. Okay? So.
Speaker 2 00:21:06
Um, what we're going to do is we're going to work within three specific tools. Okay, um, we're going to do Copilot. So we're going to talk about how it works within Copilot with Teams, uh Outlook Word Excel SharePoint. Now, the thing to remember with Copilot is Copilot only reads your codes and data. Microsoft is not using it to train public AI models. Uh Microsoft has very clear that, Its security is only as good as your security, and y'all's security is actually really good. So I want you to be aware of that. Okay, and then we're going to go through a live demo with that,
Speaker 1 00:21:49
And then we're going to go through Claude. And so let me pull up Claude. So we're going to talk about.
Speaker 2 00:21:56
Where and how to access it. We're going to talk about long form writing. We're going to talk about research and summarizing articles and compare options. We're going to talk about brainstorming, and we're going to talk about editing and rewriting. Now, some of these depending on how long it takes, we may have to cut some pieces short. Not a problem. I am going to be doing advanced training later on, And I am going to provide you guys recordings too other videos that are more advanced. Okay?
Speaker 2 00:22:26
Um, for co-work, we're going to talk about what makes co-work different. It is a version of Claude, so it is in the Claude desktop app. And uh when I share my screen, you guys will see co-work. You'll see how I use it. Uh basically, you select a folder, and Claude can work inside it just like you would. It'll read the documents, make changes, build new files and organize content. So it's really good at that. Um and then we're going to go through real world, U h use cases, so real quickly I'm going to stop sharing this document and I'm going to share my screen any questions so far about what we've gone through.
Speaker 3 00:23:05
Clarify the for the Claude and co- work mode. They're not the data isn't like restricted to codes. And only like co- pilot is, is that correct? So.
Speaker 2 00:23:19
The version that we're going to be using for you guys is restricted, um, and it's restricted by the data that's on your computer.
Speaker 3 00:23:28
Okay. For Claude and co- work. Yes.
Speaker 2 00:23:32
Yeah. Okay. So, all right, um so real quickly let me go into Copilot instead of Claude. Um I was working in something in Claude. This is my Claude Now Claude lives in different things. It lives in. Your Microsoft applications such as Outlook and Teams, and I'm going to show you guys what that looks like in a moment. It lives in Word, it lives in Excel, and it lives in SharePoint. It also lives in PowerPoint. And I'm going to show you guys what that looks like in a moment. But right now, I want you guys to see the web version, which is also an app on my computer. So if I go into uh if I go into office.com.
Speaker 2 00:24:18
I'm going to show you guys on my computer. I got a lot of tabs open, so bear with me on the tabs. I go to office dot com. I'm going to log in and go straight to Copilot, okay? And this so this going to be a little slow. I don't know what's up with Microsoft website today, so I'm going to do it in the app, but this basically what you'll see when you go to office dot com. Um You do have the ability to go to new search, This little green shield right here, it means the enterprise data is protected. This means anything you put in here is going to be protected. You can put in client data, you can put in financial data, things like that, donor data. It's not going to share it out with the rest of the world. Copilot is not using any of your chats to train its models. So just be aware of that.
Speaker 2 00:25:13
This little button right next to it that says auto, you can drop down and you can choose what kind of AI you want. You can go with a Claude Opus, you can go with OpenAI GPTs. So you've got a couple different options here. Microsoft has incorporated them in it. Even though that they are here, they also are not sharing your data. So I like Opus and Opus is a good tool to use. I can go in here and I can say, Show me how I can't type today. How many emails Kamyab from Kotzen has sent in the last week? And I can I can do that. I can chat with it. It'll look for things. I can ask it and I have done this on my phone. I can ask it to pull up Kamyab's cell phone number.
Speaker 2 00:26:11
Because I have that in my notes. So I have that ability to search Copilot in this manner is is really good at finding the data that is in the organization. Okay, so it does look and it says, Oh, the current date is May twenty first twenty twenty six It's right about that. It's going to search for that. You will see its reasoning. And so you'll see that now this little button up here, the work versus web. I have it in work mode, but I can switch it to web mode. And if I switch it to web mode, it is a glorified Google search for me. But it will reason with that information. I also have the ability to create agents. Okay, so I've got some agents right here that I have already. I can build out forms with it. I use Microsoft Forms a lot. I can build out the password generator. I've got more agents in here. Um, i have a water cooler bot.
Speaker 2 00:27:11
I s, a specific bot that was created to give me the day's news from a specific chat in Teams. And I can say," Any gossip." I built this uh a while back. So I'm going to say," Any gossip." And, it's going to pull from that chat. And it's going to tell me what's going on. And so we have that ability in here. Um this one has fun. I made it to have fun And.
Speaker 1 00:27:44
So we have all of this. And you guys can see,
Speaker 2 00:27:51
Here's what the water cooler says. And then it gives a little, you know, tip at the end: stay hydrated with gossip. So it is a pretty useful thing. I work with other companies that have pushed different things out within the agents. It has a, I've done a password generator to make fun passwords for people. I do forms to make forms. And then you've got some other ones in here that were built by Microsoft. And these, we have a lot of fun building these. We also have a help desk one that you guys have seen. So these are different agents you can build. Now when we do the advanced class, we're going to show you guys more about it. Now if I was to go into Outlook, I'm going to pull it up real quick.
Speaker 2 00:28:41
And I'm going to pull up an email. I'm going to ask Copilot to give me the information from this email. Now, I'm going to show you an email someone sent. He does not mind me showing you guys this. Uh, I told him I was going to use this email for my AI training. He said please do. He lost his phone. He had me send a lost uh sound to it because he couldn't find his phone anywhere in his house. So I'm going to go in here and I am going to ask Copilot to summarize this email. So I'm going to click up here on the Copilot icon at the very top on the right, and I'm going to say summarize.
Speaker 1 00:29:19
And so it's going to generate my summary for me. Okay. Now, I can also go in here and give it a thumbs up,
Speaker 2 00:29:32
Thumbs down, copy it. I can go in here and I can reply. If I click on reply, it's going to give me a reply right here. And I want to say,
Speaker 2 00:29:48
I Want to thank Carl for the information and give him tips for when he loses his phone in the future. Make it, A fun email. Give some heartedness to this email. Carl's a CFO for one of my clients. He and I have a good relationship, so it's going to create that draft for me. And then here you go. It's going to. I don't have my reading glasses with me, guys, bear with me. So thank you for keeping me in the loop and it does pretty well.
Speaker 2 00:30:36
Um, just in case your phone decides to go on another adventure in the future, here are a few quick tries. Um, and so all of those are in there. And then um I can say keep regenerate or adjust. And if I say keep, there we go. Here it is uh here's email. I'm going to adjust this myself before I send one. I don't need my my uh thing there, I don't like em dashes, so I'm going to remove those and put commas and an extra space. I'm going to go in here and.
Speaker 2 00:31:19
Just Check for any more issues in here, and then I can hit send or I can draft it for later. So these are the things we can do with Copilot in Microsoft Office. Now, if we are in Microsoft Excel, I'm going to show you guys. This is sample data for another class I'm teaching this afternoon, but I don't mind going in and changing it. We have an employee data sheet. Okay? A couple of things I want you to remember : anything that has to do with employee data, you're going to go into File, you're going to go into Info, and you are going to protect this workbook with a password.
Speaker 1 00:32:02
With a restrict access and you.
Speaker 2 00:32:05
Are going to make it confidential. All employees are highly confidential. Um, and you can also restrict access. I want you guys to be aware of that. If we also go up in here where it's auto saved, we are going we can apply sensitivity labels. I can't through crimson because crimson doesn't have sensitivity labels turned on. We have the protection, but you guys will be able to apply sensitivity labels. Um in here I can go into copilot.
Speaker 2 00:32:35
And I can tell it, organize the data in this workbook. I can create a summary of this workbook. Give me some data insights on employee salaries. And I can ask it to give me those that insights. Now again, I want to draw your attention. While it's thinking you've got the shield up here. Make sure you always have that green shield You can change your reasoning. So, you don't because we're in edit mode, we can't see the menu, but you've got a menu up here. So we're going to let it think. Now it's putting in its insights right here. So my total payroll is $2.8 million and change.
Speaker 2 00:33:27
My average salary is 119,000 per year. I'm rounding down because I have a rounding because I have dyslexia and I don't. I get into a lot of trouble when I get into the the further numbers. Um here's my median, my maximum and my minimum in my salary range by department. Here's what we got and how many employees we have per department. Uh My top three earners is Aragorn and Jean Luc Picard, And Layla. Leia. Sorry. My bottom three earners is Peregrine Took, that makes sense. I think Samwise needs a raise and Frodo Baggins, you know, when you're going through like Frodo did, he definitely needs a raise. Okay? I'm just gonna say that. And then my salary distribution. So that's some really good insights from this. It does put it in here. You can delete it if you want.
Speaker 2 00:34:26
So I can do that. In here, it's giving me key insights on this side. So you got a lot of useful tools in here. Within Word,
Speaker 1 00:34:39
Where is? I don't have my AI policy.
Speaker 2 00:34:43
Okay, so I'm going to pull up an acceptable use policy right here. This is what I'm going to pull up and I can go in here, and I can pull up Copilot down here. And I can tell it to summarize my document. I can go in here. I have it set to allow editing. Editing, I can set it to chat only, so just be aware of that. The document give me Oh, sorry, my keyboard's going wacky.
Speaker 1 00:35:26
Instead of.
Speaker 2 00:35:30
All right, I really need to change the battery on my keyboard, so bear with me. So here's the summary. It's going to give me suggestions and this one's pretty quick. Um, It's going to give me some suggestions because I don't like using lists and where I can convert some items in here. So you've got a couple key details in here in Copilot. All right? Any questions so far?
Speaker 2 00:35:56
Now, okay. I know it's going to get a little boring for a moment I'm going to give you guys my favorite use for copilot. So I'm going to bring up PowerPoint in a new PowerPoint and I am going to create a PowerPoint presentation with copilot. Okay. So I want it to I don't want it to create a presentation about. Presentation from I'm going to use a Word document. I'm going to hit the forward slash and I am going to say your training slides. Nope, not that one. Um, let me do the AI training script that I have, which I'm definitely not using right now. Um, there we go.
Speaker 2 00:36:53
So I want it to create the presentation from this training script and I'm going to hit go. Now, this does take a minute, so we're going to talk while it's doing that. It is going to gather the information, it's going to look at everything. I'm going to minimize, I'm gonna minimize this and we're gonna talk about Claude. Any questions so far about Microsoft Copilot? And, we are gonna come back for the presentation or the PowerPoint because it does take a minute. Um, one more thing real quick before we move off of this. Um, I want to draw your attention to the fact that uh there is uh in OneNote, Copilot is in there, and you can use that to organize your notes and prep for next meeting. If you use OneNote. I use no OneNote pretty religiously. So um just just so that you are aware.
Speaker 2 00:37:49
Um, I have a template in here that I'm going to show, but I do use it pretty religiously. If you guys can see, I got a lot of notebooks with OneNote. I stay pretty busy. Um, but you can use it. I have things in here in the quick notes that you guys can see. Let's have a template here. I use this template. I have Copilot using that template anytime notes come in, it uses that template to build up my meeting notes. So just be aware of it. It is a very useful tool.
Speaker 4 00:38:19
Now, For a quick question. Yes, ma'am. Um, Copilot it sounds like it's all very much embedded in the Microsoft tools. Correct. I only use Outlook. I don't use any of the other Microsoft tools. Okay. Um, I work more with Google? So is it I mean, are there ways to use it outside like I guess the web based version?
Speaker 2 00:38:46
You can. There is a connector that I can put in that will read Google, Documents and Google Calendars.
Speaker 5 00:38:54
And still have the same benefits of like what it does for Word and PowerPoint?
Speaker 2 00:38:59
Yes. We.
Speaker 5 00:39:00
Could do it for slides.
Speaker 2 00:39:02
It could, I've not tried it with the Google Presenter software, I've only done it with PowerPoint, but that is an idea for me to look into. So, um, real quickly, I'm going to go through Claude. Now, in your question Cindy, Claude actually would be a better option for you. Um I am going to show it to you from here. Couple things I want you guys to know privacy. I'm on my personal cloud account but it works the same for cloud business. My cloud account is pretty secure uh just as secure as uh the Crimson Cloud, which is why Anza allows me to use this one.
Speaker 2 00:39:44
If I go into my settings, um, I have an option for privacy here. I have it turned off to help improve Claude, Which means every chat that I do within Claude will not send back for training purposes. So I can put in uh sensitive data into mine uh and be okay. Now that being said, there are other tools um that you guys use You do not want to put sensitive data into. So if you guys are using your personal Grok account, Grok will always you don't have an option to opt out of that. So for this reason, Codeson has made a decision on the leadership side to only allow you guys to use AI. That is business. Uh, that has been uh business setup that we setting up specifically for Codeson. So just be aware of that. Uh but for today's training I am.
Speaker 2 00:40:39
Going to show you a lot of things in my personal account, but my personal account is pretty secure. I do have location metadata turned on, but I do turn it off at times. And the reason I do is maybe I'm looking for a specific store or restaurant. And I do do this often. Alon will reach out to me, he's our CEO, he'll say hey Chris, I want to set up a dinner with you and CEO at such and such client. What is a good restaurant in between and I'll go search for it. Honestly, at this point, Ansar's doing his own searches, but that's how I would do it. All right. When I'm in here, I've got a couple different versions. I've got chat, I've got co-work and I've got code. And the reason why we have the three, we're going to go over only chat and co-work. We're not going to get into code because.
Speaker 2 00:41:35
Code is more of an advanced thing that you guys probably won't be using, but I do want to get into it a little bit. Okay, I am on the desktop version, but if you want to go into it on the web, you're just going to type in claude dot ai. So be aware of that. I'm going to put that in uh into the chat. It's claude dot ai is the website. Um You will not have co- work on claude dot ai, so be aware of that. A lot of things in here are really good. If you want to do long form writing, any type of research, any type of brainstorming, editing your writing, You're going to do it from. Uh, you're going to do it in Claude because that's actually better. One thing I want to let you guys be aware of is setting up your personalization. Okay and that's something key. Claude I have taught Claude how to sound like me.
Speaker 2 00:42:30
I Know that sounds weird, Um, I have spent a lot of time in here trying to dial in how I talk and how I sound. Um, so my full name is in here, but I have it call me by my nickname. I have instructions for Claude. So I'm going to copy and paste my instructions in here for you guys so that you guys can see it. This is one of the single most useful things I've taught my staff. Now, I have these same instructions in Copilot, both of them. So both of them, sound like me. So just be aware, I like it to write in a balanced tone. I want it to be professional enough for business settings, but friendly and approachable. I have it. I want it to make my emails and my writings sound collaborative. I don't want, and this is my words, I don't want my writings to come across as " I ' m speaking at you. " rather than " to you." I'm very opinionated about that.
Speaker 2 00:43:27
I also like it where it doesn't go into the weeds with jargon. It really bugs me when when it does that because I'm in IT, I do understand you guys are not in IT, so sometimes that language doesn't work for you. So I want Copilot to keep that out. I also want it to keep responses concise. Chatgpt bugs me right now because it does not keep its answers short and concise, and that drives me up the wall. So I do make sure I point that out. I want it, I don't like heavy formatting. I don't like em dashes and I also really don't like lists. So, I'm very opinionated. So, I do have a lot of things in here. Um, I also have an audience calibration in here. Uh, how i want it to do executive summaries versus uh, stuff that i do for end users um and i want it to match that vocabulary. So.
Speaker 2 00:44:26
Just just a little bit. I'm not going to go through my entire prompt, but you guys can can look and see how I write things. Um, and that's going to be in here. Now you can also go in voice. Um, you've got a couple of uh voices you can do, and I'm going to share sound for you. Um so Fuzzy Wuzzy Practice makes perfect and perfect needs practice amid the mists and coldest frosts. Ari is my favorite. But you can change it. I keep meanings going here and changes fast. I think fast, I have ADHD, I think in patterns. Um, I when I'm driving and I'm talking to Claude, I want it to talk to me fast. Anything slower drives me up the wall. But that's me, I'm different. And then i've got notifications set as well. Okay So that's settings. You'll want to go in there and play around with settings. Um In here i i do a lot of conversations.
Speaker 2 00:45:25
In here. Sometimes I'll forget how to do something, and I will ask it to help me formulate that. And then I'll go do it. So I do use it for that type of thing, for basic troubleshooting. Um, I do use it for extracting information from images. It's fast. So, if I'm multitasking and someone sends me a screenshot and I need to pull ticket numbers from that screenshot, I put it in here so I can move on to something else. So There are really good benefits to it. Copilot will do some of the same stuff as well. So I want you guys to be aware of it. I want, I wanna, let me give you the differences between the two, because I do wanna kind of clarify this. Claude is different from Copilot. It's not embedded into the existing apps just yet. It's a standalone AI assistant, uh.
Speaker 2 00:46:21
Copilot is the AI that knows your Microsoft environment. Claude is the AI that's good at writing, research and reasoning. That's the differences. It's also more conversational. You can have back and forth with it. I gave mine a personality, so in my code, it has personalities. I actually have a personality based off of Anzor, my boss who is Russian. That's a fun one. It's very nice, but I do give it a personality So, It is better thinking through something from scratch or working with the content I hand it than Copilot. So, Copilot is there. It's good with everything that's in Microsoft. AI is its very talkative sibling that it's an extrovert, is how I say it. So, I am going to ask it, what is something? Uh, Cindy, what is something you do daily?
Speaker 2 00:47:20
That it's repetitive.
Speaker 1 00:47:23
Emails. Emails, okay. Who do you email?
Speaker 5 00:47:29
Colleagues, our principals, mentors.
Speaker 2 00:47:33
Okay. What is something you email about often?
Speaker 5 00:47:40
Upcoming professional development?
Speaker 2 00:47:41
Okay, I am wanting to set up an email.
Speaker 2 00:47:50
Template about professional development eight, something I can reuse over and over. Now I'm going to go ahead and have it brainstorm I'm going to I'm going to point you guys down to this plus sign, you have connectors in here. I've got some. My connectors are not working, but you can you can add it to Google. So Cindy I know you like Google. I have it added to my Crimson IT, Outlook and I have it added to Canva. Canva is a useful one and a couple other tools that I use. So you can add different connectors in here. And while it's thinking about it, I'm going to go into manage connectors and I'm going to show you, here's all my connectors. My Google Calendar is an important one, my Microsoft is an important one. Uh, I use Miro as a whiteboard. So I don't know if you guys have ever heard of that. But I use it for that. Uh, i do use it for Spotify because sometimes i get bored with my music.
Speaker 2 00:48:48
Or sometimes I need a cleaning playlist for my child who's 17, and she if I don't all right. So client staff and end users because it's asking me who the template is for if I don't give Claude enough details, it's going to ask me questions I'm going to say all purpose. Okay, let's do a reoccurring reminder about a series of dates and I want it styled HTML. Now you. You guys see it says like the moose team's email. I'm going to show you guys what that looks like in a moment because that's a template that I had it build for me. So, it's going to do that. And it's going to make my template for me. And while it's making my template for me, I'm going to show you an example of an email template that I had Claude create so that you guys can see. Bear with me one second. So Moose is a cat, Moose is my daughter's cat.
Speaker 2 00:49:47
And for one of my clients, I send out their IT emails. So Moose has a standing part in these emails. So I had it create the template, use the business colors from their branding, not Crimson branding. There's always going to be a moose picture. And in the moose picture, there's always a mug with this logo on it. And Moose is something. He he's very cute. But you guys can see, it comes in a very formatted. This actually a template that I reuse over and over again. I have it build this email for me, and I tell Claude, here's what I need, and it makes it for me. So this what it's doing right now. It's going to create that. It's going to actually pop up with an artifact that I can go back in and reuse over and over again, and I can save it.
Speaker 2 00:50:40
CoWork does something very similar. So we're going to get into CoWork. I've been going back and forth. I've got a project I'm working on for you guys. Every time we do this training and I get feedback, I add the feedback to CoWork. Now, I want to show you guys some things on this. Let me minimize this in here, it's set to be the screen's too big, you guys can't see it But I have it set to always ask before acting. I have it set to always be doing things in the folder I have for you. So, it connects to my computer. If I have a folder, I can set it to always go into that specific folder. And so, it'll pull context from that folder. Hopefully, this is making a little bit more sense because you guys can't see it as well.
Speaker 2 00:51:33
But in here, if I go to my documents, every client I have has its own folder. So if I go into clients and projects, I can set it to Coateson. And so here's Coateson Foundation. I can set co-work to that. Let me see if I can take the view down just slightly. All right, here we go. If I go in here and say new task, I'm going to choose where I want it. So here is The code son location. So I'm going to click that. I'm going to set it to ask, And I'm going to say, summarize the main project we are working on based on the files in this folder. And it can go through all my files in there and find it. Now, I'm going to let this run while I go back here, and I want to show you guys.
Speaker 2 00:52:32
Um, some items on here. So in here it'll get it'll build out its own steps. It has the working folder. So here's the working folder within OneDrive. I have a scratch pad as well, and this is all the connectors it's using and the skills. So it knows to make PowerPoint and knows to make documents, um, and it goes through its steps. So you see where we have verify a finalized document? That's basically your AI, Uh policy, which we're not finalizing that until the end. So, it's like a mini project manager is.
Speaker 1 00:53:06
How I have it set up in this chat. Does that make sense? And this one we're going to go into more about in the advanced class.
Speaker 2 00:53:16
Um, I'm realizing we're running out of time. It's really good at organizing folders and processing multiple docs. So if I go back into project summary here, it's finished up, And based on the files in my folder, here's the main project we're working on. So it read through all the files that are in the folder for Coateson. It processed all of them. Here's the acceptable use policy, even though it's a V1 and it's not final, I had labeled it final so it does have that. Ignore this right here. This is a mistake. It should not have pulled that up, but it named it the wrong thing. So just a heads up.
Speaker 2 00:53:57
So it goes in and takes a look. I can tell it to build things out for me. I can say, build out a advanced Copilot training script, and it will build that out. Now, once it has a project plan for whatever it's doing, you'll see it up here. But at this point, I have it right here. I also gave it instructions. And so I can give it more instructions here. And I can tell it what the folder is about, which is pretty useful. Um, I do have that in most of my folders. I do not have it in the coats and folder just because there's not really anything outside the normal I need for you guys. You guys are pretty cookie cutter on this one. Um, any questions about co-work? I know we're running out of time and I do apologize.
Speaker 3 00:54:56
So, since coworker is under Claude, correct?
Speaker 1 00:55:02
Mhm. Yes.
Speaker 3 00:55:03
So what I'm seeing all the data you'retyping in, is there a usage limit or length limit? I understand that as under Claude.
Speaker 2 00:55:13
There is. So if you go to settings, there's a usage right here. You're going to see what your usage is and you'll see it in the current session, and you'll see it in the weekly limits. And my weekly limit resets in 16 hours. Now, I pay for the most advanced that you can purchase. So, I spend $200 a month on this Claude. It's the best $200 I've ever paid to get a bestie. Okay, I don't even pay my actual bestie who's my daughter's godmother $ 200 a month, maybe in coffee. I do, but um you do see your usage limits in here.
Speaker 2 00:55:54
You do see it for all models and you can keep track of it. So.
Speaker 3 00:55:59
Can you give me an idea of like, say we're using this for a big project, like how far can I go on a project in this?
Speaker 2 00:56:10
So that's a hard one to answer. Depending on what you're doing with that major project. If you have it analyzing a lot of files, that's going to eat up a lot of the token. Uh, so all of this is based off a token usage. Um, You can watch it to see where you're at in token usage as you're working through it. And, you're basically going to have to teach yourself um how to budget for things. Cod and co-work, um for most users, you're not going to hit your limits. I I will say that for most users, you're not going to hit your limits.
Speaker 2 00:56:52
Now, if you're heavily developing like I do and you're using it in this capacity, which I am, which I know is going to look like gibberish for you. That's where you're going to run into a lot of usage. This week has actually been a light week for me, so I'm not using as much. Um usually by Thursday, I am at 70 to 80% here. But, it has really been a light week for me because I've been all i've been doing is training classes. I haven't been building anything. So for the most part, if you're analyzing documents and building out presentations, it's not going to be that bad. If you're doing heavier work like I do where you're coding and building applications and things like that, you're going to run out of limits. So keep an eye on it in usage. And I will help you guys watch for that.
Speaker 3 00:57:45
So the can you go back to your usage? Yes. The settings part? So, for example, where it says weekly limits and then it says all models, it resets in 16 hours and five minutes. What does that mean? Like, Does this It's 16 hours from the time you start using Claude? Or how.
Speaker 2 00:58:08
Does what does that mean? So the reset is so this one resets mine resets every Friday at six a m. Everybody's is different. It depends on when you started your Claude account. Um, so mine resets every Friday, which is in sixteen hours.
Speaker 3 00:58:27
So say I use it up third Wednesday, I got to wait till Friday to reset right? Just for example.
Speaker 2 00:58:34
Yes. However, If you do go over your, it's not going to stop you from doing anything. It's going to charge the company what your overages are.
Speaker 3 00:58:44
Okay and do you know what Cotson's limit is then with the, Sub scription or how does that?
Speaker 2 00:58:51
So we're doing the base subscription for you guys, uh, which is there's only two different subscription types. Uh there's a base and a premium. So we're going to use base, and we're going to watch everybody how they're using it. We're not going to see your chats, and we're not seeing how you use it. We're going to see what how much tokens you use. And then we're going to advise the team on. Hey, you know, Cindy is is doing advanced stuff with hers. We need to bump her to premium. So we're going to be watching for that.
Speaker 3 00:59:22
Okay, so if we go over, for example, it's going to get charged to Houghton no matter what. Like we can just keep using it.
Speaker 2 00:59:30
Yes. So down here in usage credits, you'll see on mine I have a monthly spend limit that I've spelled out. Now I do have a current balance which is good. This is how much money I have in Claude for it to pull money out of So. I've got$ 200 worth of extra credits that has been in there since the beginning of the year that I have not used. I've used a little bit of it. So, it was two hundred and fifty originally.
Speaker 3 00:59:55
And so, Do we each have our own account then? Or is it like a whole collective?
Speaker 2 01:00:03
So you each have your own account within theumbrella of Cozen. Okay. Yeah.
Speaker 3 01:00:11
And then what is what constitutes a token? Like what's the amount?
Speaker 2 01:00:17
So The amounts are, could I I know we're hitting the the edge and I have the Excel training. After can I send you guys, both of you, ladies uh, a list of what the tokens are and how many tokens you you use, would that work? Okay. Yes.
Speaker 5 01:00:36
Thank you that that way I can.
Speaker 2 01:00:40
Yeah And I feel badum. Let me send you guys over the rest of the information. I want to make sure that you guys feel comfortable with it, But I also know that we need to we're going to be doing an advanced class because we didn't have enough time in this one hour training. Let me send you over tokens and We did cover a lot of ground, but I'll send you guys over some tips and tricks as well.
Speaker 3 01:01:06
Okay, sounds good.
Speaker 1 01:01:07
Thank you so much? And thank you for your patience today. Have a great day. You too. Bye.
Send attendees additional tips and tricks for using Copilot and ClaudeSchedule advanced AI training session for Cotsen employees in the coming weeksConfirm whether Copilot is compatible with Google Slides via the Google Workspace connector+3
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06-16 会议: Azure PEC Access and Roles - Sherweb Collaboration and Conditional Access Strategy
## Meeting Information
> Date: 2026-06-16 15:59:29
> Location: [Insert Location]
> Participants: [Sergio] [April] [Speaker 3] [Anton] [Speaker 5]
## Meeting Notes
- Azure Partner Earned Credit (PEC) eligibility and required access
- Sherweb (Michael and Vincent) reviewed Azure tenants that may not be receiving Partner Earned Credit (PEC) discounts.
- To enable PEC and support, Crimson must grant specific Azure roles to Sherweb in each tenant.
- Two access options:
- Owner permissions: full coverage for PEC eligibility and support activities.
- Reduced permissions: combinations such as Quota Updater (for VM/service quotas), Support Request Contributor (to open Microsoft tickets), and Reservations Administrator (manage Azure Reserved Instances).
- Conditional Access (CA) policies can block Sherweb’s access. Exceptions can be added case by case when support is required; no immediate CA changes are required.
- Sherweb emphasized shared security concerns; access should be minimal and purpose-driven.
- Clarification on Azure discounts and margin
- Vincent explained Azure usage has no margin by default; PEC provides margin/savings.
- A small percentage remains with Sherweb; the remainder benefits Crimson IT and clients.
- Roles and decision-making at Crimson
- April noted Christi does not have global admin; Anton does.
- Anton (security/services) questioned scope, referencing GDAP vs. Azure resource access and limited visibility into client resources without granted access.
- Sherweb clarified they are not seeking broad access; only restrictive, necessary roles for assistance and escalation.
- Anton stated access decisions require leadership approval (Anzor and Pete). Implementation can proceed only after approval.
- April confirmed the need to seek Pete’s approval before proceeding.
- Partner Center vs. Cumulus subscription ID correlation
- April asked where to see Azure subscription IDs and their correlation.
- Sherweb clarified Azure subscription IDs are in Microsoft Partner Center and should match Azure Portal.
- Additional note: IDs may also be visible in Cumulus under partner profile (MPN ID), but the authoritative source is Microsoft Partner Center.
- Process and next steps for enabling support
- If CA policies remain, PEC discounts can still be applied; support access would require CA exceptions when needed.
- Sherweb offered to send KBs/links and to schedule a follow-up call to assist after Crimson leadership approval.
Conclusion:
- Crimson will seek leadership approval (including Pete) on granting Sherweb the chosen Azure roles to enable PEC and support.
- Sherweb will provide documentation and is available for a follow-up session once approval is granted.
## Next Arrangements
- [ ] Obtain leadership approval from Pete (and Anzor) on Sherweb’s Azure access level for PEC and support.
- [ ] Decide which access path to grant: Owner permissions or reduced roles (Quota Updater, Support Request Contributor, Reservations Administrator).
- [ ] Request and review Sherweb’s KBs/links explaining PEC setup and role assignments.
- [ ] Review Conditional Access policies and define a process to add exceptions when support is needed.
- [ ] Confirm Microsoft Partner Center as the source of truth for subscription IDs and align internal references (Cumulus/MPN ID).
- [ ] Schedule a follow-up call with Sherweb after approval to walk through adding roles in a tenant.
## 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. Access level decision is pending: clearly document the minimal roles required for PEC vs. support to ease leadership approval.
> 2. Conditional Access handling: define a standard operating procedure for temporarily adding Sherweb as an exception during support cases.
> 3. Role assignment ownership: specify who (by role) will perform role assignments in Azure tenants and how requests will be tracked.
> 4. Subscription ID source of truth: confirm whether Microsoft Partner Center or Cumulus will be used operationally and standardize the lookup process.
> 5. Security review: conduct a brief risk assessment of proposed roles to align with Crimson’s security policies before approval.
Jun 16, 2026
Speaker 1 00:00:14
Good morning.
Speaker 2 00:00:16
Hi Michael, good morning. How are you doing? I'm good, how are you?
Speaker 3 00:00:21
I am not bad, not bad.
Speaker 2 00:00:25
Okay, let's just wait for.
Speaker 2 00:00:31
Christi and one sec. Anzor.
Speaker 3 00:00:41
No problem. There's there's no rush on my side, so don't worry. Okay. I know it's early there, I'm sure everyone's going through the email and.
Speaker 2 00:00:51
Right? Okay, let me just ping them real quick.
Speaker 1 00:00:59
No worries.
Speaker 2 00:01:32
Okay, so the reason why I've invited Anzor, by the way, Anzor is our security services manager. He was the one who assisted us during the migration. So, he's the one who has access to the Azure portal since I don't have an access. So I asked him to if you could help us today.
Speaker 3 00:01:53
So no problem. Yeah, it's kind of oh there we go.
Speaker 3 00:02:07
Hi Christi.
Speaker 4 00:02:10
Hi, how are you guys.
Speaker 3 00:02:12
Doing good and you?
Speaker 4 00:02:14
Perfect. Also doing good. Happy Tuesday today.
Speaker 3 00:02:21
I'll always take a happy Tuesday, that's for sure. Yeah,
Speaker 1 00:02:26
More work, more money.
Speaker 2 00:02:31
Um let's just still waiting for Anzor.
Speaker 3 00:02:37
Oh, there we go.
Speaker 2 00:02:38
Oh, there he is. Okay. Hi Anzor.
Speaker 4 00:02:47
Good morning.
Speaker 2 00:02:49
Good morning. Morning.
Speaker 4 00:02:54
Okay, I guess we can start Michael?
Speaker 3 00:02:59
Okie doke Soum I know Vincent is the one that sent the original emailum but uh essentially. We were looking through all our customers that use Azure, um, That potentially were not receiving their PACK discount that you can get on certain Azure products. Um, And the list I shared with uh you April. Uh, those were some tenants that we we couldn't see. So, it may be that they are set up, but there could be conditional access on those accounts. Um so.
Speaker 3 00:03:36
To be honest, the conditional access side of things that's only really needed if, for example, You need us to help with a ticket you've raised for an end customer where you need us to look at the account or if you need us to create a Microsoft escalation. For example, so it's not paramount that we're added as an exception. That can just be done as and when it's needed because at the end of the day.
Speaker 3 00:04:06
The same concerns you have about security for your tenant, we have as well. So we don't want us to just be added for no reason. And we're more than happy to just say, oh, unfortunately can you add us as an exception when you need our support? So that's not a massive thing that needs to be resolved today, But it could be something you can take away and consider kind of your comfort level. On if you would like to add SCHARP as an exception, just so it speeds up any support we need to do. Um, but like I said, this is not something you need to make a decision on this second. Um, for the PEc side of things though, if that is something you want to take advantage of. Um, we would need to essentially go into Azure in that tenant. Uh, you would need a global administrator from Crimson.
Speaker 3 00:05:06
That has the ability to do so, which I believe is Christi. And essentially, we would just add well t here is options. There is a one version that covers everything, which is the owner permissions. This provides essentially your eligibility for the packet discount, But also provides the ability for us to go in and do support or if. You would prefer there is what we call reduced permissions, Which basically allows us to go in and help you level up quotas, should you need them for your services such as VMs, etc. Also support request contributor, Which again is so we can create a ticket with Microsoft. Should we need an escalation because.
Speaker 3 00:05:59
Your guys can't fix it, we can't fix it, and we need Microsoft to go in the back end and fix it. And then there is a third part of that which is the reservations administrator, which is just to deal with RI in Azure. That is if you need us to help add, cancel, swap for a different reservation. So there are two choices. For those to be added. That decision is with you guys. We won't decide that for you. So it really depends on which way you would like to go, And then I can kind of show you how you can add us in one of those tenants. So that you're aware of the process. And honestly, I imagine once we've done it once, you guys will be able to just complete that quite easily.
Speaker 3 00:06:58
On your own, but we're more than happy to kind of go through that process with you. It just depends which process you would like to follow.
Speaker 2 00:07:08
Um okay so these Azure discounts, Is this like a requirementum like for all tenants or what should be the benefitum on the Crimson side on this one? Um, I want to be uh enlightened on this one because I just recently took over the role. So, you know, I want to have a better understanding ofum what should be the benefit on current licensing. I can answer that. Yep. Okay.
Speaker 5 00:07:37
So, as you may already know, April uh, there is no margin on Azure. Basically, we're charging one for one. So having that pack is giving you a margin. It's saving you guys some money. On the Azure usage on your client side. So, there is a small percentage that will remain with ShareWeb, and the rest goes to Crimson IT. But this is the advantage of doing it.
Speaker 2 00:08:04
Gotcha. Okay, okay, thank you for that clarification, Vincent. So just so you're aware, Christi doesn't have the global admin rights for the Azure portal. It is Antoine who has the rights. That's why he's here. Um, but hang on. He's on hold. One sec.
Speaker 5 00:08:27
It's all good.
Speaker 2 00:08:28
Oh, he's in a call with our CEO, soum yeah, is it okay if we wait for him?
Speaker 5 00:08:35
Absolutely no problem. Okay, Wait for a couple of minutes uh, though, as we send the KBs and the links and the explanation, what can be done is. You make the decision as Michael explained, as what level of access you want to provide us to assist your clients. That is your choice. And once this is completed and you have tested or tried to complete those steps and you're hitting some roadblocks, whatever it is, just send us a quick email. Let us know what is going on, what is blocking you, uh what difficulties you have. Uh and we'll jump on a quick call.
Speaker 5 00:09:15
We can do that as well. So just to save you guys time,
Speaker 2 00:09:19
So it's up to you. Okay, yeah. Regarding the level of rights, that should be a decision to be made by Anzor. So he's the since he's our security services manager, so we rely on him regarding this kind of concerns. Um, So in this call, are you guys going to walk us through on how to do that? On you know, okay. Um, okay so.
Speaker 5 00:09:51
Since Anzor is currently busy, it's gonna be a little bit.
Speaker 2 00:09:55
Sorry I think it's an emergency. That's why he has to, you know, pick up the call. Um okay. So while you're here I have a separate question, but this is kind of related to Azure as well. So I was waiting for. I'm Tom because yesterday I had a call with Enzor, our former CEO who's now our CDO. He wants to know how where can we one sec. I think I had a discussion with one of your support yesterday regarding the correlation of SCHARP and Microsoft IDs. One sec, not sure.
Speaker 2 00:10:40
Yeah, correlating sure we've been Azure subscription IDs. Um, I'm trying to find out where can I see that. And he said the Azure subscription ID is in your partner center. When you say partner center, that is Cumulus, right? If I'm not mistaken. No,
Speaker 5 00:10:56
It's Microsoft Partner Center.
Speaker 2 00:10:59
Ah okay, Okay So, he said here, the Azure subscription ID is in our partner center. And, that should be the same as subscription ID that we see in our Azure portal, correct?
Speaker 3 00:11:11
Technically yes. Yes.
Speaker 2 00:11:13
Gotcha. Okay. So that should be the Microsoft Partner Center. Okay, I thought it was the Cumulus he was referring to so.
Speaker 5 00:11:24
Well, you should be able to find it also in Cumulus, in the partner section where you have your personal information for the organization. So it should be there as well under MPNI ID.
Speaker 2 00:11:36
Ah, under partner profile? MPNI ID. Yeah. Yeah, under profile. Ah okay okay. Christi this is the Azure Oh Anzor is here Welcome back Anzor.
Speaker 5 00:11:53
But again, if you're hitting any type of difficulties, we're here to help. So for sure.
Speaker 2 00:11:59
Okay. To be honest,
Speaker 4 00:12:01
I'm not clear what exactly, except of G- DAP, you asking us to create a separate account for you and assign the permissions to be able manage our Azure environment.
Speaker 5 00:12:15
Not really, but I get where where you're coming from with that question. So, basically, the G gap is really just to the relationship between you guys and us when we are reselling the product on M 365. On Azure, we do need you to give us the access, the authority of helping you guys when you are in need. So this is what we're asking you. It's to have those permission in place. So if ever you're having any difficulties whatsoever regarding, An Azure product, we can escalate those situations to Microsoft or we can help you access it.
Speaker 4 00:12:51
I completely understand you, but uh I have a question for you. In case Crimson IT doesn't have permissions for all Azure resources, how are we supposed to assign you the access today? You know like Microsoft is really weird company because whenever you have global admin, it doesn't mean that you have, Visibility, what do you have with the Azure? Sometimes we do not have even idea what exactly our clients like. We are MSP, We have no idea what they have in the Azure, if they, we are not granting, they didn't grant us the access to their resources.
Speaker 5 00:13:29
And we're not asking you to give us those type of access. We're not asking you to open all the gates and doors for Sherweb to go in and look at whatever they have. What w'e asking you is really restrictive, Access so we can assist in terms of needs. So, it's really the presentation to your client as so we are reselling the product from X Y Z, or we're selling you the product of X Y Z because your need it's fine. We just need you to give us that access, that level of access. So if anything goes south, we can help you.
Speaker 5 00:14:08
And on top of that, There is that extra layer that is currently in place as Michael explained at the very beginning. There are those conditional access policies. So as long as those are activated and were not put in place as an exception to the rule, we don't have access to see anything or help at any level. So even though if you complete the steps for the partner earn credit, you get that discount on Azure. If you leave the cap in place, we're blocked. So if ever you need our assistance for one of your clients, you will need to raise your ticket to the Cloud Support team first. And, then they will ask you to or add us as an exception in that rule or to discard the rule until this situation is fixed. And that will be your decision and time.
Speaker 4 00:15:04
It's not my decision. I have no idea why I'm supposed to make that decision. It's supposed to be the decision of our leadership team.
Speaker 5 00:15:12
I mean, sorry if I misspoke. I understood from April that you are in charge of this committee. Yes, yes, sorry, correct?
Speaker 2 00:15:22
You thought that was going to be coming from me, but yeah, That makes sense now that yeah, we should ask for Pete's approval first, right Anzor? Okay, yeah. Yes, yeah. Yeah, if this is something that we can.
Speaker 4 00:15:37
I can help with the implementing, but if it's not approved by Anzor or Pete, we're not going to move forward.
Speaker 5 00:15:46
Sure. You can let them know that you can keep the conditional access policies in place. That will not remove you from getting those discounts on the Azure product. What we still need is you to add us, But we'll still be blocked by the cap. Okay. It's just that our names is in the book, so if ever we are requesting to be entered as a guest, at least we are on the register at some point.
Speaker 2 00:16:21
Okay. Um, yeah, I guess from here, we just need to ask forum Pete's approval regarding this Vincent and Michael. And then from there, once we have the approval, We're gonna go reach out to you if we can continue on working on the Azure discounts.
Speaker 5 00:16:42
Sure. It is to benefit you guys. Yeah,
Speaker 2 00:16:45
Yeah. I'm gonna explain this to them as well. So, this is something that we might really need.
Speaker 5 00:16:54
So no problem at all, if you would like to reschedule this meeting with. Whoever needs to approve, um, sorry I'm very bad with remembering names. Uh, but it's okay. Yeah, if.
Speaker 2 00:17:10
They need to be included in the next meeting, please feel free to add them. Uh we'll be pleased to meet them. Okay, yeah, we'll do I'm just gonna give him a heads up on what's happening and what about to happen. So thank you, Michael and Vincent for joining the call and enlightening us on what's going to happen with this Azure discount situation. So thank you so much. Thank you, Anzor, as well for joining and Christi. Thanks.
Speaker 5 00:17:34
Thank you everyone. Have a great day. Have a good one.
Speaker 3 00:17:37
Nice to meet you all. Have a good one.
Speaker 2 00:17:38
Nice to meet you too, bye- bye Bye- bye.
Decide which access path to grant Sherweb: Owner permissions or reduced roles (Quota Updater, Support Request Contributor, Reservations Administrator)Obtain leadership approval from Pete and Anzor on granting Sherweb Azure roles for PEC and supportSchedule follow-up call with Sherweb to walk through adding roles in a tenant after leadership approval is granted+4
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06-15 Meeting: AbilityFirst Redundancy Test, Wayfinder Training & Scope, SCHARP Device Counts and Invoicing, Google Drive Migration
## Meeting Information
> Date: 2026-06-15 12:30:34
> Location: [Insert Location]
> Participants: [Speaker 1] [Pete]
## Meeting Notes
### AbilityFirst Camp Circuit Redundancy Testing
- Recent outage: primary TPX circuit restored around 10:00; Geolink restored late afternoon.
- Goal: validate failover by disabling one circuit to confirm the other takes over, then repeat in reverse.
- Scheduling: coordinate with on-site contacts (Kelly/Gabby) at a low-impact time (e.g., 3–5 pm).
- Communication: notify Michonne once redundancy is validated.
Conclusion: Schedule and perform a structured on-site redundancy failover test.
### Training Preparation and Risk Management for Wayfinder
- Concern: last-minute scope changes caused rushed training; risk of exposing confidential content during screen sharing.
- Guidance: avoid customer-facing sessions on the first half-day after vacation; allocate prep time; use the customer’s actual data/structure.
- Status: recent training went okay; some initial disconnects; Robert acknowledged last-minute changes.
- Future: Wayfinder scope is shifting (file server vs SharePoint, potential two phases); be prepared to train against the final structure.
Conclusion: Improve pre-training preparation; align materials with Wayfinder’s evolving data structure to prevent disputes.
### Wayfinder Project Accountability and Billing
- Observation: Wayfinder engagement was minimal for months; Robert only recently engaged after firm pushback.
- Intention: additional billing likely (around “ten grand”) due to under-charging and added work; Robert knows more cost is coming.
- Risk: Wayfinder may claim inadequate training or data handling; ensure quality to avoid blame.
### SCHARP Device Counts and Invoicing Issue
- Issue: RMM-based count showed fewer devices; an invoice was sent during vacation with a reduced amount.
- Plan: hold payment and issue corrected billing for the full amount pending discussion with Dr. Barber.
- Counts: originally ~394 devices; current RMM shows 313; finance attempted to send a “difference” invoice for 87 devices due to “closed books.”
- Action: Pete to ask April about voiding and rebilling; Chris to meet Dr. Barber to set expectations and discuss pricing if counts fall below the threshold.
- Inventory status: ~70 computers in boxes (half replacements, half new); Robert to assess on Friday (Juneteenth) while the client is closed; servers are fully in RMM.
- Data needed: manual, evidence-based count of all production devices (including those not yet in RMM), categorize replacements vs new, avoid double counting.
Conclusion: Reconcile counts and correct invoicing; engage Dr. Barber with clear device numbers and potential pricing adjustments tied to thresholds.
### Box to Google Drive Migration for SCHARP
- Approval: verbal go-ahead received in ELT meeting.
- Plan: complete Google Drive setup, then migrate on-prem server data to Google Drive to reduce on-prem needs.
### Timesheets and ConnectWise/Trinet Data Entry
- Notice: Chris delayed approving timesheets; Alisa informed.
- Requirement: Robert and Gaston must enter data and obtain approval by the end of the payroll/week; recurring late entries flagged.
- Meeting: Chris to meet with them to fix the process; today is the end of the payroll period.
### Technology Skill Set Matrix
- Need: submit skill inventories for Austin and Robert (novice/intermediate/expert scale) to plan for client environments (e.g., VMware, Dell EMC SAN, NAS).
- Action: Chris to get/link Jason’s matrix and have the team complete it this week.
### Personal Scheduling and Operations Notes
- Client holidays: many clients closed Friday for Juneteenth; Crimson not participating; use the time for deployments/replacements.
- Chris vacation/office moves: recently returned; planning August decompression days while taking child to college.
## Next Arrangements
- [ ] AbilityFirst: schedule and execute on-site redundancy failover test with Kelly/Gabby (target 3–5 pm); document results and inform Michonne.
- [ ] Wayfinder training: prepare materials using the current data structure; avoid scheduling on the first half-day post-vacation; allocate prep time.
- [ ] SCHARP invoicing: hold payment; pursue a corrected invoice rather than a “difference” invoice; Pete to confirm with April about voiding and rebilling.
- [ ] SCHARP device reconciliation: perform a manual, evidence-based production device count (new vs replacement; include non-RMM); avoid double counting; provide delta vs current RMM count.
- [ ] Dr. Barber meeting: meet on 2026-06-17 to review device counts and discuss pricing threshold adjustments.
- [ ] Boxed inventory: Robert to inventory ~70 boxed machines on 2026-06-19 and report counts plus deployment plan.
- [ ] SCHARP invoice data: share the current month’s invoice with Pete; confirm original device count (~394) and current numbers.
- [ ] Google Drive migration: finish setup; begin migrating on-prem server data to Google Drive.
- [ ] Timesheets: ensure Robert and Gaston enter/approve ConnectWise/Trinet data by payroll close; implement reminders and process fixes with Chris.
- [ ] Skill matrix: obtain Jason’s matrix link; have Austin and Robert complete it by 2026-06-19.
## 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. Finance stated “books are closed,” preventing a corrected invoice; clarify accounting policy and the timeline for voiding/reissuing to avoid dual invoicing confusion.
> 2. Wayfinder scope remains fluid (file server vs SharePoint, two phases); establish a written, agreed scope and training plan to reduce last-minute changes and potential blame.
> 3. SCHARP device reconciliation depends on manual counts and deployment of boxed machines; set a strict deadline and responsible owner to finalize production counts and RMM onboarding.
> 4. Training data usage: confirm with Wayfinder which environment and structure will be used for future sessions to prevent “that’s not what it is” disputes.
> 5. Recurring timesheet delays for Robert and Gaston: define a standard weekly cutoff, automated reminders, and consequences to ensure compliance.
Jun 15, 2026
Speaker 1 00:00:02
Sorry, I was stretching. Can you hear me? Oh, there you are. All right, perfect. Um, good morning.
Speaker 2 00:00:12
Good afternoon.
Speaker 1 00:00:13
Oh wait, yeah sorry. I did the day is getting away from me? Um anything from you besides Wayfinder that I need to work on this week. That's hot on your issues list.
Speaker 2 00:00:28
Uh that ability first camp. Redundancy circuit situation forum for uh to make sure that there's really redundancy there. I I sent a note to Gabby and the team to make sure that's a follow- up item. I need you to make sure that that gets done. It doesn't have to happen today, But it needs to happen in the next week or two at the at the most. I would like it to happen this week.
Speaker 1 00:00:57
Yeah, i i need to go up to camp.
Speaker 2 00:00:59
You don't have to do it. I mean, We just need the person up there to be. We need to schedule it at the least interruptive time to say, okay, If if nobody's using it at five o'clock, and we can have our point of contact up there at five o'clock and Gabby, or four o'clock or three whatever time. I don't really care. And, we say, okay, either unplug the circuit or whatever we whatever we do to disable the circuit and make sure that the other circuit kicks in. And then vice versa, and make sure that we've got true redundancy. Then, we can say we've proven that both circuits are up and that redundancy works. And we can tell Michonne, yes, it works and we tested it. That's really the extent of what we need to do. Um, that's that's one to do. I think the other one Chris, and this is a general statement, but I think for training, whether it's all hands training, whether it's customer training.
Speaker 2 00:01:58
Um, I want to make sure that you take the time beforehand and just make sure we prepare for it. I don't want to assume that it's going to be easy. And then we have something that goes sideways. And I don't think anything has gone sideways, but I don't want anything to go sideways. I don't want us to, I always worry that something is going to pop up that's going to be unexpected, right? Whether it's going to be something like.
Speaker 2 00:02:29
Because I worry about this with everybody, right? When somebody shares a screen or shares a file or like when you're doing all hands training and you go into your Teams, I always worry that something on the left side is going to be showing. That's something that I sent you confidentially. Even like on the left side that says Because, you're because you are a leader in the company. If you accidentally show something that I sent you that says, "Hey, we're going to terminate somebody. Hey, what's the problem with this person?" Even if it's in the subject and you don't show the whole thing. Sharing your Teams chats is risky, right? Like even if it's not like the Teams text or something or emails or subject lines and stuff like that. So.
Speaker 2 00:03:18
If, you just throw something together at the last minute, and you figure I am going to just share this, there is a lot of risk associated with that. So, spend some time. And I know the training this morning. I didn't know it was happening until you were already on vacation. So it was kind of like, I should have told Robert when he changed scope at the last minute. Last week, we're pushing it out. Yeah, And I didn't insist on it because he kept saying, well, we want to do the training. We want to do the training, and I was like I should have put my foot down and said, we're not doing it, but yeah. It's water under the bridge, and it is what it is. But next time I am going to say we're not going to do it right because I want to put the time into it that it takes to do it right and not throw crap together at the last minute, like I felt like we were doing this morning. And I don't know how the training went. I hope it went okay. Julia said it went okay. She said there was a little bit like you know, there were some disconnects at the beginning and stuff like that and.
Speaker 2 00:04:15
At the end, Robert seemed like he was happy with it, but you know, You coming back from vacation doing training in the first two hours, just is not a great practice either way. We shouldn't have even planned that because you know, coming back from vacation. I know coming back from vacation. There's always a lot of, you know, a pile of stuff waiting for me coming in the door. So I shouldn't really have anything that big planned my first day back. So just in general yeah, Try to avoid planning anything that's customer related in the first day or at least the first half of the day when you come back. So that's just general guidance, I guess I would I would put out there. Don't commit to Julia, don't commit to me, Don't commit to anybody, at least in the first half of the day to do anything presentation related because you're going to need you're going to have unexpected stuff that's going to happen.
Speaker 1 00:05:07
So and normally I push Julia back on those kind of things because she's she is. Very good at being very pushy and saying, "I need this done right now," and then you got to put everything aside for. So, But I thought it was standard team training, which already have that outline templated for this. The document I just shared in the chat is what I changed this morning to. So, I went from my normal templated to this. And so everyone had a copy. I even showed it to Robert and said, "Hey, once we're done with this."
Speaker 1 00:05:43
I'm going to send this over to you, but this is my normal training just changed for for you guys, which I already had a lot of it changed before. And so if we had if there was no changes to this, um it would have gone flawlessly. It still went really well, but I did have to I did have to make some changes last minute. So um and.
Speaker 2 00:06:06
That's and that you know and I'm glad it went well. I justum they are, This is another situation that's kind of like Foothill, and that I keep telling Jason, right? Like Wayfinder has done little to nothing for the last six months of this project until just the last week. Robert finally engaged because, and I'll be candid, I got in his face last week and said enough is enough. We're not going to keep doing this. Yeah. And I basically said.
Speaker 2 00:06:41
When are we going to get this thing across the finish line? Because he changed scope again last week and I kind of, I'll be honest, Chris, like I got irritated and it was visible. And he kind of was shocked that we didn't just keep getting beat down. And finally he got engaged and recognized that they had not done their part. So he finally got engaged and he changed scope again twice this week. And long story short. Like he realized, and I think that's why Michael wasn't on the call today. I think he realized Michael was saying, yes to a bunch of stuff without actually doing their job. And I all along Robert keeps going, well we brought you guys in to do this and you guys, you guys, you guys. But, the scope has been. We've asked them to categorize their information, and they haven't done it. Yeah right they haven't done their part.
Speaker 2 00:07:39
But he keeps trying to push it back on Crimson, so it's a lot like Foothill, Where foot where Foothill is going to try to push it to us when something fails. So what I don't want us to do is give them any ammunition to say, Well, you guys didn't train us right? Or you guys didn't do the data right. So yeah, I just want us to dot our i's and cross our t's and everything we do. We do really well so that they don't have any ammunition to like kind of throw at us. So I think things have gone, On our part, I think we've done everything we could to make this successful. I am going to throw another bill at them when it comes to the cost because we gave them a, a, we gave, we charged them half what we should have charged them in the first place. So I am going to hit him with another probably ten grand on this thing. And you know, he already knows t here is going to be more more cost coming. i I haven't figured out exactly what it's going to be but um.
Speaker 2 00:08:33
If we do more training, either for their end users or anything like that, Let's just to the extent possible, do it with their data and whatever it's kind of going to look and feel like for them. Because originally, you know, we were supposed to put everything like into Teams structures, like a SharePoint structures. And then last week he kind of changed it and said, well let's take the structure that they have in the file server. And make it like that, and then what they have in SharePoint will do that kind of separately. And now we're kind of doing this thing, and I don't know where we ended up honestly. I think we're doing it you know like in two phases or whatever. But whatever that ends up looking like to the extent possible, Try to do the training and whatever they're going to kind of see wherever we end up. So that.
Speaker 2 00:09:21
So that you know he doesn't go well. That's not what it is, you know, Because he'll probably do that in a meeting just to try to make us look bad. So I just want to prepare you for that if we do more training, right? So yeah, I think we've I think we've put him in his place where he hopefully won't. But let's be prepared for that kind of stuff. So yeah,
Speaker 1 00:09:41
He did he did start to do that today. Now I first started the meeting. And so this is something that really did happen. Last week, I was at an orientation for kids coming through for kids with a bunch of other foster parents, And we were actually having a conversation, which are the best agencies out there for foster parents to work with. And Wayfinder came up as top of the list, Which I have known because I am in a lot of the foster parent groups. And so when I opened the meeting today, I was like, "Hey," just so that you guys are aware you guys are.
Speaker 1 00:10:15
In a very cool discussion this week with some other foster parents, I am a foster parent. We you know, but your wraparound team got high marks for being easy to work with. Just to kind of give them that feel good, because it one it was true, but two, you know, just to say, hey, look, you matter. And then uh moved into the training, and then at one point, he made a statement about it being a two face thing, and I said, you know what you are, right. Um, I do know that everything changed while I was on vacation last week. If I had known in advance, um, and I had a little bit more time to prepare, I could have spun up a virtual machine. And he was like," You are right. I did make all these changes last minute." Okay. So um, I did kind of gently put him back in his place on that. So okay,
Speaker 2 00:11:00
That's good. Um, as far as anything else that happened last week. Um.
Speaker 2 00:11:07
What else? Uh, So the circuit did there was a there was a circuit outage at camp on Friday. I don't know if you already heard that or not. So so okay, so they so they went down in the morning. I think Abby, I think Gabby got um. I think Gabby got the primary circuit back up with ComDirect, the TPX circuit back up by like ten o'clock or so. The Geolink circuit, I think came back up.
Speaker 2 00:11:37
In the afternoon or the evening, I think late afternoon actually. And that was when I sent the other email and copied you and basically said, let's get a test done to make sure we've got full redundancy. So um, Michonne did call me like in the morning and said, hey we're down. And I said, yeah, we've been working on it in the morning. Blah, blah, blah. So that's that one. That was the only call I got from from either SCHARP or um, Or ability first. Now, the other big thing that I need some feedback from you on this week. So, Oni hit me and Honzor with a with an email last week. That said, the billable amount for SCHARP has dropped significantly because of the counts on computers. And what Honzor said is that Chris was supposed to be in front of this because Doctor Barber understood.
Speaker 2 00:12:33
That, our costs were based on a higher number of count of of computers and that count has dropped significantly. What are we doing about it? So I need, I need to know from you what's going on because that number has dropped a lot.
Speaker 1 00:12:46
So, they weren't supposed to bill according to R M M. And so they're going to send out a new invoice to cover that amount for this month because Doctor Barber was out of office. The so Anzor gave me a heads up on Wednesday, hey, what are we going to do? I said I'll handle it with Doctor Barber. He gave me the talking points. I reached out to Doctor Barbara and Jessica and said, "Hey, can I get a meeting on Doctor Barbara's schedule?" She's like, "Yes, But you are going to have to wait until the Monday you are back from vacation because he's not going to have time ; he's out of the office." It's like, "Okay, great." Um, I didn't realize that the invoice was going to go out while I was on vacation. They sent me a Teams message and said, "How do you want us to handle this?" And then they went ahead and set the invoice out without me responding. So I got back.
Speaker 1 00:13:29
I went back to Christi today and April and said, hey, Let's let's build for the full amount like what we had been doing, because Doctor Barber hasn't been in office for me to sit down and have a conversation with him. So it was supposed to happen thirty minutes ago. However, he's also not in the office today and it's a four day week. So Jessica is trying to get me on his calendar for Wednesday and have that conversation with him.
Speaker 2 00:13:51
So. So the question I have is how has the number gone down so much?
Speaker 1 00:13:56
So when we've originally scoped it out, we scoped it out for I think 300 or 400 computers. And right now in RMM, there's only 301 computers because the team's actively trying to get all the machines into RMM, but they're not all in there yet. So But,
Speaker 2 00:14:12
Why? But why aren't we just at least manually counting the other ones and including them?
Speaker 1 00:14:18
That's what I wanted them to do, but Christi didn't do that this time.
Speaker 1 00:14:24
So he didn't wait for me to respond and he sent it.
Speaker 2 00:14:27
So, the conversation shouldn't be that the count has dropped and you need to pay us anyway. The conversation should be that we're missing computers because we are still trying to get RMM on them, But we've got to give him a deadline of when we're going to have RMM installed, right?
Speaker 1 00:14:43
Well, part of it. Unser wants me to also because we realize there's not as many machines as we originally hoped for. There's like 30 less.
Speaker 1 00:14:55
So, Anzor wanted me to have a conversation with Doctor Barbara about that and put some scope in there to say if it falls below this amount, then we're going to raise your individual pricing. This came from Anzor.
Speaker 2 00:15:06
I told this to Anzor when we signed this deal. I said," This is going to be an issue." I said," T here's not going to be as many computers as you think, and we're going to have an issue with this." And he said," It's not going to be a problem." Right.
Speaker 1 00:15:20
And. So that was the last conversation he had with me before I went on vacation. Was go talk to Doctor Barber, Tell him this and work it out with him on what that's going to look like. I was like, no, not a problem. The only thing is Doctor Barber hasn't been in for me to have that conversation. He won't get that.
Speaker 2 00:15:34
But do you think it's not going to be a problem because I think it's going to be a problem. I think Doctor Barber is going to say, well, you agreed to do this for this minute this much for a computer. And now you want me to pay more for a computer that doesn'tequate.
Speaker 1 00:15:46
I think let me have a conversation with him first, I don't I.
Speaker 2 00:15:49
I know I I will, of course, yeah, but I'm curious about what what is going to come out of that because the the the cost savings we're trying to get them are elsewhere. It's not in the support and I. And now I'm like i i'm worried because he's seen an invoice that's way lower. And i don't like.
Speaker 1 00:16:08
He has not seen it yet, because i haven't signed off on it yet.
Speaker 2 00:16:12
So it only came to you, yeah, okay, well, then throw it away. And. Already handled.
Speaker 1 00:16:19
Already handled. So I already.
Speaker 2 00:16:21
Took care of it this morning. I thought it went to their AP. It did,
Speaker 1 00:16:25
But their AP goes through me before it goes to him. I sign off on everything, including Christi. So okay,
Speaker 2 00:16:32
I mean don't so then don't like shred it, But like just sit on it and let's do the right thing here, because what we should do is we should count how many other computers there are. At a minimum, that don't have RMM. And, when are we going to be done with When? Are we going to get RMM on those? So at least we have an accurate count?
Speaker 1 00:16:54
They're all in boxes still. There's 70 computers in boxes. Uh Robert is going to work on that on Friday, since SCHARP is closed on Friday. And so is Ability First. They're still building out those machines.
Speaker 2 00:17:04
So can we So now are those replacement computers or are those new computers?
Speaker 1 00:17:08
Half of them are replacement, half of them are new. That's where the 30 unders that I estimated came in.
Speaker 2 00:17:16
Well, I think what I would say is get Robert between now and Friday to figure out how many exactly we have, how many are actual replacements and how many are new. Yeah. And put the new ones on the invoice. Yes. And that's your real total on at least computer count. So that's your running total. Now, are we sure that we have everything accounted for? As far as remote computers and shared computers and all that kind of stuff, is everything else installed or do we still have some stragglers?
Speaker 1 00:17:55
We still have some stragglers. I provided Robert that report before I left, And I just have not had a chance today to get with him to see where we're at on that report.
Speaker 2 00:18:05
And what about servers and other things in the data center? Are those counted?
Speaker 1 00:18:09
Those are counted, and those are already in RMM. There's not a server missing from RMM. Okay.
Speaker 2 00:18:15
So at a minimum, get Robert to get a if it has to be manual. And don't have him wing it. It has to have some semblance of of data behind it, but get a. Get a number, you know, within the next couple three days on an accurate number, not not double counting. Yeah, but anything that's. New, that's going to be in production, and anything that has not got RMM on that is in production. And, let's see what that delta is between that and what's on the current invoice that has RMM is collecting. I'd like to know what that number is. And, then if you can send me a copy of the invoice that we created this month, just so I have an idea of what that delta looks like, and then yeah, I'll take a look at what's on the.
Speaker 2 00:19:06
I think we're close to. It was like 396 or something if I remember right, wasn't or 393 or something on the original agreement. Three ninety four. It was somewhere around three three ninety four okay.
Speaker 1 00:19:15
Yeahum I wish I wish they had waited to send that invoice out for me to confirm, but they didn't. Okay, that's not,
Speaker 2 00:19:24
I can. I can look in quickbooks or connectwise or something.
Speaker 1 00:19:29
So here, let me share with you real quick. Um. So, they spun up another invoice for the outstanding difference between the two, and it's 87 machines that's in the difference. So this is the second invoice they're going to send over.
Speaker 2 00:19:50
Oh. So they're sending a they're sending a a corrected I mean a a difference invoice instead of a corrected invoice. Why wouldn't we send a corrected invoice?
Speaker 1 00:19:60
The books are already closed on it. And they can't do a corrected.
Speaker 2 00:20:05
Why can't they do a corrected invoice? Just void the invoice and send a new invoice.
Speaker 1 00:20:10
They said they can't because the book is already closed on it. That's what I was trying to get to.
Speaker 2 00:20:17
I'm gonna I'm gonna ask April why that's not possible. That sounds like BS to me, you void the invoice and you create a new invoice, yes, there's no there's no possible reason that you can't void an invoice, I agree. So I'm going to find out why that's not possible.
Speaker 1 00:20:32
It's 313 that's currently, which before I left was under 300. And so I asked him, I said," I haven't signed off. Could, we reissue the invoice with the correct amount until Doctor. B is back where I can talk to him?" And then so April asked Christi to go check with finance. Uh, Christi said we reached out and was informed to add the unbilled workstation on an upcoming invoice as their books are closed.
Speaker 2 00:20:60
Okay, I'm going to call April right after this. She's probably at lunch, so we'll probably have to wait till she gets back. But I'm going to find out why we couldn't void an invoice and rebill it.
Speaker 1 00:21:11
Yeah, And I'm going to get with with the guys here in AP and just say, hey, let's hold off on paying this invoice. Um, And I'll I'll just give them a heads up that, hey, we're trying to get a corrected invoice sent out, but hold off on, On writing a check for this, and they'll do that James will do that for me, um and then that way, That way, we fix that I'll talk to Doctor B sometime this week I think it's going to be on Wednesday. They're closed on Friday Ability. First is also closed on Friday. Just a heads up Robert and Gaston is working. But what they're going to do.
Speaker 1 00:21:47
Because they don't get holiday for Friday, they're going to work on all the machines that need to be replaced. What's Friday? Juneteenth. Oh, okay. We don't crimson doesn't participate in it, but half of our clients do, so it's going to be a nice Friday for us.
Speaker 2 00:22:07
Okay, so isum So what are Robert and Gaston doing then?
Speaker 1 00:22:12
They're going to do the computer replacements, the seventy machines that are here in the office. That need to be replaced or new, and they'll get them built out. Okay. So, other than that, I got the go ahead for migrating Box to Google Drive. So just a heads up for you. Once we get the Google Drive done, We're going to start on the on prem servers and get those migrated to Google Drive. That way, we can start spinning down on prem needs and I got all the verbal today in my ELT meeting with SCHARP.
Speaker 1 00:22:44
Okay. And then I got with Kelly, uh back to the ability first stuff. I got with, got with Kelly, asked her. Gabby's on this chat. Um, we're going to get with her to find out uh, when when would be best time for her. She did respond back but she didn't give me concrete date and time. And that's for what? To do the stress test on the on the circuits.
Speaker 2 00:23:13
Oh okay, The redundancy test. Yes. Okay, got it.
Speaker 1 00:23:18
Uh yeah, I saw all the emails. Uh ComDirect makes sure that they CC me on everything, so I already saw that coming through, but I didn't see that until this morning. I didn't touch a computer, didn't touch my phone for an entire week so. Okay. It was the first time ever I've ever done that. Okay. I didn't even game.
Speaker 2 00:23:37
That's good That's good Good for you.
Speaker 1 00:23:41
It was shocking. So. All right. Um, I also am going to be delayed on timesheets today. Just a heads up for you, but I already let Elisa know so that she is aware. I'm going to try not to be too late on it, But I asked her to be patient if I'm a little bit late on approving timesheets and expense reports.
Speaker 2 00:24:00
Okay, And I think you need to have a conversation with Gaston and Robert that somehow they need to start making sure that they're connect wise and trying to. Data is entered and approved, and they need to enter it if possible. But like by the end of payroll, and by the end of the week each week. Like I get a report from Alisa every Monday morning, and they're on it like regularly. Now I don't know if that's because they've entered it, you haven't approved it or they haven't entered it. And it hasn't been approved, but It's, like on the list every week. So we got to figure out how to fix.
Speaker 2 00:24:43
So I don't know if they need a reminder and you need a reminder or both, butum we gotta we gotta get that figured out.
Speaker 1 00:24:50
I'm actually sitting down with them today to go over it all.
Speaker 1 00:24:55
Okay. Yeah, I already had that on my schedule. I already talked to them about it. I'm like, hey, we got to we got to get better on this. So you and I will sit down go over it. Eighty t uh We've had some issues.
Speaker 2 00:25:05
And actually and actually today is the last day of the month. So it doesn't have to be really approved till like the end of the day or. First thing tomorrow morning, so like because because technically today is the last day of the month, so or the of the payroll period I suppose.
Speaker 1 00:25:18
So well, I'm gonna I'm still going to sit down with them today because I wanted that's why I asked for a little bit of delay because I do want to sit down with them and go over it. And they're going to need to make adjustments. So right okay anyway, I'm so glad to be back. This is my vacation from my vacations being here.
Speaker 2 00:25:35
Yeah that's how I feel sometimes when i go on vacation sometimes, But usually my vac anymore like it used to be. My vacations were active, but for about the last ten years, my vacations are decompression. Like I go somewhere and I don't do a whole lot. Like I used to want to go and see, and that's honestly when I go to if we go to Europe or something, That's why sometimes I dread those because then we go and look, and we walk around and we go and see a bunch of stuff. And I like that, but it's exhausting. And I get back and I need another vacation.
Speaker 2 00:26:08
Where if I go to a tropical place, I sit on the beach and I do nothing, and I come back and I feel very relaxed. And that's what I really want.
Speaker 1 00:26:17
I I considered going into Trinet for my August vacation and adding three more days to it, because that vacation is to take the child to college. And i am like, wait, I didn't schedule any decompression time for myself. Yeah, because got a cleaner room if t here is no other kids in it. Um, you know, make sure all her stuff is in storage. It's a it's a whole process. So I'm like, I did not schedule any downtime for me. So yeah, I'm going to do that for August though. You might see that come in. But yeah,
Speaker 2 00:26:50
You probably should do that. Yeahum The.
Speaker 1 00:26:53
Good news is we're all moved That's good Yeah That's good That was part of the reason why I didn't touch a computer because had to move it was all broken down.
Speaker 2 00:27:03
We had to move it.
Speaker 1 00:27:04
So we just moved down the hallway, but still working down. So, but it's all done. Uh, Trina is up there with my address. Everything is good. Life is grand. Um, But as soon as the floor plan opens for my old floor plan, that has the extra room attached to it, we're moving again. But that's closer to the end of the year.
Speaker 2 00:27:27
Oh. Good Oh. One other thing before I forget. So the.
Speaker 2 00:27:32
Um, the technology skill set matrix thatum Yes, Jason. I think Jason sent a copy a link out for. We talked about it again in our L 10 last week. I really need that like by this week for sure. Um And I want to know I want to know what Austin and Robert know because I don't really know what they're skilled in that besides what they do. And doing a lot more of these assessments like Foothill has VMware. They've got a. Dell EMC, SAN. They've got a NAS. They've got who knows what else that we're going to find. And, if these guys know something about any of that, and we don't have anybody else that does, having that information is going to be really valuable. So if they can go through and fill that out and say, hey, I am novice. I have no not no skill set. I am an expert or whatever those I think there is a one two or three or whatever the the thing is, please have them do that because that's.
Speaker 2 00:28:30
There are two people that I think are smart, but I don't know what they're smart in. Yeah. Would be really helpful.
Speaker 1 00:28:36
So I'm going to ask Jason for the link again, because I don't know where it is, But that is one thing. I did not get done on Friday that I was trying to get done.
Speaker 2 00:28:42
He's he's sent an email. Um Okay, I'll check my email. Let me find it. I'll i'll forward it to you right now. Hold on okay.
Speaker 1 00:28:50
And then i need to step away for a minute. Uh, yep,
Speaker 2 00:28:53
No, come, i'm done. Okay. Good, okay.
Speaker 1 00:28:56
Thank you. Thank you. All right,
Speaker 2 00:28:57
Have a good night. Bye.
06-17 Base44 Project Review Blocked by Access Control; Focus Shifts to Architecture and Integration Strategy
## Core Synopsis
The Base44 review is blocked less by technology than by access control and unresolved deployment architecture. Christi could not enter the Base44 project because the invitation was no longer valid, likely complicated by overlap between her work access and a personal Base44 account; that prevents immediate inspection of the exported project and turns the next step into a basic enablement issue. Once access is restored, the real decision path is clear: the project must be evaluated as a portable code package, hosted preferably in Azure to keep it inside the client tenant and compliance boundary, and mapped against the systems it needs to connect with—especially MRI, Yardi, and Procore. The strategic risk is not whether the app can be moved; it is whether integration economics, API availability, and hosting governance make the move clean or expensive. We should treat this as an architecture validation exercise, not a casual tool handoff.
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## Access Failure Before Technical Review
Christi attempted to open the Base44 project link during the call, but the invitation returned “Invitation not found.” The likely cause is account collision or overwrite behavior between Christi’s personal Base44 account and the work-related invitation.
Key implications:
- **Immediate blocker**: Christi cannot inspect the Base44 project until the invitation is resent or access is repaired.
- **Operational reality**: Prior login does not guarantee current project access.
- **Subtext**: The conversation started with tool friction, but the larger issue is ownership and control of the application environment.
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## Architecture Direction: Export, Host, Integrate
Christi clarified that Base44 portability depends on the version type. Some versions allow exporting the entire project as a ZIP file, which could then be uploaded or redeployed elsewhere.
The preferred hosting direction is **Azure**, because it keeps the application inside the client tenant and aligned with compliance requirements. This is not just a technical preference; it is a governance position.
The unresolved architecture questions are:
- **Where will the application be hosted?**
- **What systems must the application connect to?**
- **Which integrations are required immediately versus later?**
- **Can Base44 export the project cleanly under the client’s version/license?**
The core architecture posture: keep the app within the client-controlled Microsoft/Azure environment unless there is a compelling reason not to.
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## Integration Economics: MRI, Yardi, and Procore Are the Real Unknowns
Christi identified MRI, Yardi, and Procore as the most relevant third-party platforms used by similar clients. She noted that many companies do not charge separately for API access, but she has not recently verified the cost structure for these three systems.
The risk is straightforward:
- **If API access is free or already included**, the integration path may be relatively clean.
- **If MRI, Yardi, or Procore charge API or integration fees**, the project economics may change.
- **If APIs are limited or complex**, the build effort could expand beyond a simple redeployment.
The technical viability depends on the API model, but the business viability depends on integration cost and governance.
------
## Claude/Copilot Tooling Confusion
Christi also showed a separate productivity-tool issue: she currently has two Claude buttons/add-ins visible alongside Copilot, creating ambiguity about which tool to use inside her workflow. This is not central to the Base44 decision, but it signals broader tool sprawl.
The practical takeaway: AI tooling needs cleanup and standardization, otherwise users will default back to familiar tools like Copilot when the interface becomes ambiguous.
------
## Action Items
**@Christi**
- [ ] Investigate MRI API/integration costs and availability, including whether separate API fees apply - [Before tomorrow]
- [ ] Investigate Procore API/integration costs and availability, including whether separate API fees apply - [Before tomorrow]
- [ ] Review Base44 project access/export feasibility once the invitation issue is resolved - [TBD]
- [ ] Remove the duplicate Claude button/add-in from her environment - [TBD]
Jun 17, 2026
Speaker 1 00:00:20
Uh, Let me double check. I remember getting it before I went on vacation. I think I got in. I don't think there was any issues with that, um. And bear with me, I switched over to my computer as soon as it was up. Yeah, let me double check the base forty four.
Speaker 1 00:00:54
It's it's a little slow getting up, but I do remember logging into it. So.
Speaker 2 00:01:15
Yeah. Yeah.
Speaker 2 00:01:39
Yeah. Um,
Speaker 1 00:02:02
Waiting on Edge to open up.
Speaker 1 00:02:18
I think this month's updates were a doozy because it's installed updates three times since I got back from vacation.
Speaker 1 00:03:35
Yeah, oh here you go. Thank you. All right, I am clicking on the link now. Sorry.
Speaker 1 00:04:01
It Is taking its sweet time.
Speaker 1 00:04:04
All right, now it's popped up. Let's see if it'll let me in.
Speaker 1 00:04:37
Invitation not found. Yeah, it's not letting me in. He may need to resend it to me because I had logged in at one point, But I also have Base 44 with my with my personal email and I, think it just overwrote all of that.
Speaker 2 00:05:38
Yep.
Speaker 2 00:06:08
Yeah.
Speaker 2 00:07:16
Uh huh.
Speaker 2 00:09:49
Right.
Speaker 2 00:10:21
Right. Yeah,
Speaker 1 00:10:45
It depends on the version type.
Speaker 1 00:10:53
The the version that he has some I know that with yeah with some of them, they will allow us, but you can export the entire project as a as a zip and upload that. Mhm. Yes. Yeah.
Speaker 1 00:11:45
Are you still there You cut out on me.
Speaker 1 00:12:10
You're Overcomplicating to a point, but you're bringing up some valid statements there. Um, What I'd want to do is I want to take a look at the file. We also need to determine where's where is it going to be hosted. And I'm going to strongly suggest Azure for hosting. So it stays within your tenant and you're in with all of your compliance and everything you have. Um, in addition to that, I need to know what systems it's connecting to or what systems he wants it to connect to.
Speaker 1 00:12:43
So that I mean he can pull things from other applications as needed, so we can create those connections.
Speaker 2 00:13:00
Mhm. Right.
Speaker 2 00:14:17
Okay.
Speaker 2 00:14:53
Right.
Speaker 1 00:16:30
Right. It does make sense. One of the things I'm going to double check on is the MRI integration costs and see do they have API costs and what that amount is, and also look at Procore's integration and API and see if there's cost. I'm going to say 80 % of all companies out there don't have an API cost associated with it, but I've never looked at MRI or Yardi or Procore. Those are the three that's most used by all of our clients. I just haven't looked at it lately.
Speaker 2 00:17:15
Okay, good to know on that.
Speaker 2 00:17:27
Yeah. Yes.
Speaker 1 00:17:34
Good to know, Um let me dig into it and see what I can find out before tomorrow, and that'll help us know where where we want to go next on it. So. Okay.
Speaker 2 00:18:40
Yeah. Yeah. Okay. Yes. Yes, I will. Yeah.
Speaker 1 00:19:08
And, then did you have any someone mentioned that you might have questions about Claude itself. Yeah.
Speaker 2 00:20:59
Yes. Yeah.
Speaker 1 00:21:10
Yep, I you know, I I have two clods now, andum. And it's a little weird for me, so if I look at mine, and I have the old version of GPT so. Uh ignore the, Excel, but up here on my screen, you see I have two Claude. Yeah, and this supposed to be this my budget file. And so I go through because I'm working on my uh because it's fiscal year budget for one of my clients. So I got to do my IT budget and I'm like, I went to go analyze something. I'm like which one of these buttons do I use? So i just went to Claude. I mean went to Copilot down here.
Speaker 1 00:21:56
So. I'm going to remove one of those. I just haven't had time to do it. Yeah, so.
Speaker 2 00:22:10
Yeah. Yes. Yeah, yes.
Speaker 2 00:22:26
Awesome. Thank you. Bye.
Review Base44 project export feasibility and confirm whether client version/license supports clean ZIP export once access is restoredRemove duplicate Claude add-in button from Christi's environment to reduce AI tool sprawlInvestigate Procore API integration costs and availability including whether separate API fees apply+3
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07-09 Lecture: BAFMA CIO Chris Brown - Claude AI Training, Privacy, CoWork, and Power Automate Workflows
> Date Time: 2026-07-09 12:59:48
> Location: [Insert Location]
> Instructor: Chris Brown (Christi), Chief Information Officer, BAFMA
## Summary
This series of training sessions on July 9, 2026, led by Christi (Chris Brown), CIO of BAFMA, introduced staff to using the AI assistant Claude. The training focused on privacy safeguards, business-grade features, and practical workflows relevant to the organization. Christi outlined Claude’s modules—Chat, Co-work, and Code—and detailed its different operational models (Haiku, Sonnet, Opus), emphasizing that the business-grade version ensures user conversations are private and not used for AI training. Sign-in is handled via existing BAFMA Microsoft work accounts.
The sessions covered practical applications, including drafting polished communications, analyzing data (like email blocking reports), and collaborative document workflows for city reports and newsletters using projects and templates. Christi demonstrated analyzing a document of DTLA businesses to find closed locations and a concept for automating invoice processing. However, the initial session was hindered by login issues, which Christi promised to resolve, leading to a plan for rescheduled hands-on training, cheat sheets, and videos.
Subsequent discussions delved into advanced workflows, such as using CoWork for large-scale image organization via tagging and integrating with Microsoft Power Automate to create approval workflows, such as for invoices. Key operational takeaways included the importance of using the CoWork desktop app, refining prompts to prevent AI "hallucinations," managing costs by adjusting model and effort levels, and the process for connecting external applications like Asana, Word, and Excel, which requires approval from Suzanne and Kevin. Next steps include deploying the desktop app to 12 DTLA staff members, gathering specific use cases via a survey, and scheduling follow-up sessions on Power Automate and user-specific scenarios.
## Knowledge Points
### 1. Claude Overview, Privacy, and Access
- **Claude as an AI Assistant:** Claude is an AI assistant that helps write, brainstorm, summarize, and organize content. It is best used for a "first fast draft," getting users about 70% of the way to a final result, requiring human editing and verification. It should be treated like an intern that needs oversight.
- **Privacy and Business Grade:** BAFMA's version of Claude is business-grade, ensuring all conversations are private to the user and not used to train the AI models. This offers enhanced security and features over free consumer tools. Stringent security practices include regular penetration testing.
- **Access and Setup:** Users access Claude at `claude.ai` using their BAFMA Microsoft work account, with no separate password needed. When setting up, users should select the "with a team" option. A desktop app is available and will be pushed to staff machines.
- **Account and Technical Issues:** The initial session revealed login problems for multiple attendees. Christi confirmed the issue was on her end and committed to resolving it, ensuring all users were added to the team, and scheduling a new hands-on session.
### 2. Core Modules and Operational Models
- **Module Distinction:**
- **Chat:** The core conversational interface for research, dialogue, and interacting with single documents.
- **Co-work:** Designed for performing work on the user's computer, such as analyzing files within a folder, organizing documents, and accessing network resources. It is preferred for complex projects and can be observed live. There is an undo function via OneDrive's recycle bin.
- **Claude Code (Code):** A higher-level module for building applications or performing complex sorting operations, such as creating an app to manage security patrol routes.
- **Operational Models:**
- **Haiku:** The fastest and cheapest model for quick, simple queries.
- **Sonnet:** The most efficient and recommended default model for standard tasks, balancing depth and speed.
- **Opus:** Used for intensive, deep-dive research and coding.
- **Fable:** A specialized model for tasks like security investigations ("blue-collar hacking") that users were instructed not to use.
- **Effort Levels (Sonnet Model):**
- **Low/Medium:** Medium is the recommended default. Low is for simple tasks.
- **High/Extra:** Used for deep research (e.g., on legislation) but consume more time and "tokens" (cost).
- **Max:** Not recommended due to extreme processing time.
### 3. Usage, Cost Management, and Organization
- **Projects, Templates, and Artifacts:** Users can create Projects to group related chats, share them with team members, and set visibility. Project templates can encode organizational rules, like those for generating standardized Statements of Work (SOWs). Artifacts, like letterhead, can be attached to ensure consistent formatting.
- **Organizing Chats and History:** Chats can be pinned, renamed, and grouped into projects. The system maintains a history, but an "incognito" mode (ghost icon) can be used for sensitive chats to prevent them from being saved. If a chat loses clarity, it's best to start a new one.
- **Managing Usage and Costs ("Tokens"):** Usage can be monitored in `Settings > Usage`. Costs vary based on the model and effort level selected. To reduce spend, use lower effort settings or the Haiku/Sonnet models for less critical tasks. In CoWork, model/effort cannot be changed mid-task; in Chat, they can be adjusted at any time. The typical allowance is around $100 per user per month.
### 4. Practical Use Cases and Workflows
- **Drafting and Communication:** Refine emails and other communications for tone, clarity, and structure.
- **Data Analysis:** Analyze large datasets, such as weekly "gray mail" reports, to count entries, summarize totals, and compute aggregates. A demonstration showed Claude calculating average employee income from a sample dataset.
- **Document Accuracy and Research:** Upload non-sensitive documents to check for inconsistencies and suggest improvements. It can also support research on legislation and regulations, but outputs must be checked for hallucinations.
- **DTLA Closed Businesses Workflow:** A CoWork demonstration showed how to analyze a document of DTLA businesses, cross-reference them against web sources (Google, Yelp) to identify permanent closures, and generate a CSV or DOCX report. This process includes security prompts for web access and the ability to queue additional tasks.
- **Invoice Processing Workflow:** AI can perform a pre-review of invoices to check criteria (e.g., correct entity name, date) and sort them into folders. However, it cannot physically "stamp" invoices; this requires a separate workflow built in Microsoft Power Automate.
- **Large-Scale Image Organization:** AI can tag thousands of images with descriptive keywords (e.g., "daytime," "headshots," "US Bank Tower") to improve searchability without moving the original files. It is recommended to process images in small batches and define key tags beforehand.
### 5. Integration with External Tools
- **Microsoft Power Automate:** This tool can be used to build complete workflows, such as invoice approval processes. Examples include creating Teams alerts for invoices over $1,000, categorizing emails from VIPs, automatically storing meeting transcripts, and generating scheduled reports from tagged images.
- **Connecting Applications:** Claude can be connected to external applications like Word, Excel, PowerPoint, and Asana. All connections require a formal review and approval from Suzanne and Kevin to ensure data security. A requested QuickBooks connection was previously denied due to security concerns.
### 6. Training Approach and Next Steps
- **Training Dynamics:** Christi encouraged active participation and noted that due to rapid AI updates, interfaces may change, and additional free training is available. Updates are relayed via Kashif, Monti, and SCHARP/Charl.
- **Upcoming Resources:** Updated training videos for Claude will be available starting Monday, 2026-07-13. The team will also receive monthly curated lists of high-quality external trainers.
- **Use-Case Collection:** A survey will be sent to gather daily use cases from staff to tailor future training.
- **App Deployment:** The CoWork desktop app will be deployed via silent install to 12 designated DTLA staff computers by the end of day on 2026-07-10.
- **Follow-up Sessions:** Two new trainings are planned: one focused on user-specific use cases and another on building workflows in Power Automate.
- **Support:** Christi can be contacted directly for ad-hoc training requests at Christi@CRIMSONIT.com or Chris@CRIMSONIT.com.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. **For Christi:** Resolve login issues and ensure all attendees are added to the Claude team by EOD 2026-07-09. Send out cheat sheets, beginner videos, and schedule a new hands-on training session.
- [ ] 2. **For Staff:** Sign in to Claude at `claude.ai` using your BAFMA Microsoft account.
- [ ] 3. **For Staff:** Complete the forthcoming survey with detailed daily use cases to inform future training. Do not resubmit if you completed the prior all-staff survey.
- [ ] 4. **For Staff:** Provide a list of DTLA staff (12 members) to Christi for targeted app deployment.
- [ ] 5. **For Staff:** Submit a list of desired desktop applications to connect with Claude (e.g., Word, Excel, Asana) for approval by Suzanne and Kevin.
- [ ] 6. **For Staff:** Explore the Chat module by drafting a polished email and asking Claude to review a non-sensitive document for sections needing backup references.
- [ ] 7. **For Team Leads:** Coordinate with team members to set up a shared Project for a collaborative document, attaching branding artifacts like letterhead.
- [ ] 8. **For Team Leads:** Pilot the invoice automation workflow: set up a scans folder and use CoWork to generate a monthly CSV of vendors and costs. Iterate on the process to incorporate Gabriel and Michael’s checklist/stamping needs.
- [ ] 9. **For Team Leads:** Plan and pilot the image tagging strategy: define key tags, process a small batch of images by folder/year, and validate the results before scaling.
- [ ] 10. **For IT/Leadership:** The CoWork desktop app will be installed on 12 designated staff machines via silent push by EOD 2026-07-10.
- [ ] 11. **For IT/Leadership:** Establish internal guidelines for Claude usage, including cost management (effort/model settings), security protocols for web access prompts in CoWork, and conventions for naming/organizing chats and projects.
Jul 9, 2026
Speaker 1 00:00:03
Hello guys. There we go. Hi everybody.
Speaker 2 00:00:09
Hey, Christi, we're waiting on a few others.
Speaker 1 00:00:11
No worries. I am pulling up my stuff. So bear with me one moment.
Speaker 2 00:00:22
And then when we're ready to start Christi, I will start recording session. Okay. And then when once we have the full, you know. Video available, I will forward it to you.
Speaker 1 00:00:34
Okay, perfect. And I have a transcription service running on my computer. Are you guys okay with that being used?
Speaker 3 00:00:44
That's fine. I just want to make sure that everyone let's cover that again, once everyone's on. Perfect.
Speaker 2 00:01:25
Just Waiting on two more staff members. Should be good to go.
Speaker 4 00:01:30
No worries.
Speaker 4 00:02:25
I Think we're just waiting on SCHARP.
Speaker 5 00:02:42
I just texted her. She'll.
Speaker 2 00:02:47
Be on in just a moment.
Speaker 4 00:02:49
Perfect.
Speaker 2 00:03:27
She says that her Zoom keeps crashing, so she's going to join us by phone.
Speaker 3 00:03:32
Oh no. But she needs Zoom. Yeah, I think so.
Speaker 2 00:03:40
Might be using the Zoom app on her phone, but it's like that's on her computer it's crashing.
Speaker 1 00:03:49
And then, uh, real quickly, just a heads up. I may have someone come join us. Um, That's helping out with some AI projects, and they're going to join quietly and silently with no video. Um, so just be aware that that may happen. Um, we're trying to get more and more people trained to do what I do. Um, And as you know, SCHARP and Kashif know, I learn quickly and then I train everybody around me. So And that includes Anzor at times So. Um, I do have some staff members that is learning how to do the training. Um, they've they're up to date on Copilot, But Claude is the one where uh they're trying to get some some time in with me to learn how to do some things. So okay,
Speaker 2 00:04:34
Well I think we have the all here.
Speaker 1 00:04:39
Perfect. Um, all right so I'll go ahead and get started. Hi guys, my name is Chris Brown uh, you can call me Chris or Christi I. If you've never worked with me before,
Speaker 2 00:04:49
I apologize. Just, um, I'm just letting the staff know that we are going to be recording this session. Okay. Um, And then, of course, Christi had mentioned that she has a transcription service of this session on her computer. So just want to make sure that everyone is apprised of that and doesn't have any issues. So uh, but this is Christi Brown, the Chief Information Officer with BAFMA. So we're going to turn this over to you. Christi. Thank you.
Speaker 1 00:05:14
Awesome no worries. And guys, thank you so much for joining today. I'm going to try to make this training fun. Um, It is one of those things where sometimes some parts are going to be very boring, and some parts are going to be pretty fun. Um, I am going to get some time in with you guys today for you guys to actually do some things. I do, I do ask everybody participates. So I know Monti's really good at participating in meetings with me. And so is Kashif and SCHARP. But I want everybody to participate as well.
Speaker 1 00:05:44
Ask questions, throw questions in the chat for me. Please feel free to use your reactions and raising hand in Zoom. I do, I will call upon you. So just heads up, even if I don't know you, I will call upon you. So just make sure that you guys are paying attention. That's all I ask. That's how I know it's successful is if everyone is jumping in and they're interested in what they're learning. Now Something that I do, um, is if you guys want a little bit extra time with me, I do that at no charge. Just because Code and AI is changing rapidly. Um so anytime I see new things come out, I will keep Kashif and Monti and Charl apprised of those, and then they will pass that email along. Um so just a quick heads up on this as well. Plaud's been making a lot of changes recently. So what you might see on my screen may not be what you see on yours just yet.
Speaker 1 00:06:41
There's a lot of updates happening, and so they are making a lot of changes. I am going to try to show you what it looks like previously and currently. Um, and then we're going to have a lot of fun with this. So just a quick heads up on it. Now, um, A heads up : this training uh deck that I made was made three weeks ago. Um, There has been new training that has happened. So I've taken out all the screenshots. So it's not that pretty just because um some of the new steps that they've added, it's. The screenshots are going to look a little off, so I went ahead and changed those. But we're going to get started. So what is Claude? Claude is an AI assistant that you talk in plain English. It will help you write, it will help you brainstorm, it's going to help you summarize and organize, And you want to think of it as your first fast first draft with you as the editor. Now what you do need to know about Claude, and this is why BAFMA chose is that it's private to you.
Speaker 1 00:07:40
Your conversations are not going to be shared out to the internet. It is not going to be used to train AI, so they're not going to learn from the data that you add in. You're going to sign in with your existing account, your existing Microsoft account. So we're gonna be setting that up. And it's business grade. It's not a free consumer tool. It is business grade. There are a lot of perks to being on business grade that is private to businesses that you don't see in the free consumer tool. Now, quick question and show of hands: How, many of you had a Claude account prior to this that you paid for? Anybody pay for any type of AI tool like Chat GPT or anything along those lines? Okay. So you're going to notice some differences in Chat GPT versus Claude. Um, I will tell you, I was a massive Chat GPT fan up until about a year and a half ago. Um, I still pay for Chat GPT. I still pay for Claude. Um, and also.
Speaker 1 00:08:39
Uh pay for Copilot. In fact, Anzor pays for all of that for me. I'm not going to lie, except for my Claude account. Um, I am way too expensive for Anzor to pay for my Claude account. I use $200 a month in credits for Claude. So Anzor and I have a special deal. Uh it is a private conversation. He and I had. I will show you guys what it looks like on my private account, but I can switch to my Claude, My Alere Claude account as well um but he knows that I am very stringent about security. I don't allow my stuff to go back and use to train AI. I have multifactor authentication turned on, and if I am not in offices, it can't touch Alere data. Plain and simple. And I do have that; it is very specific. I did that way before Anzor, and I had a conversation. Um, I do ask Anzor every time he gets a pen test done for Alere that they specifically pen test me. And my OneDrive just to make sure we're still secure, and he does do that for me.
Speaker 1 00:09:36
So just a heads up for you guys on that. Now signing in, you're going to go to claude.ai. You're going to sign in with your work account. You're going to confirm with your normal BAFMA login, and you're not going to have a password to create or remember. So just a heads up for that. I'm going to show you guys what that looks like in a moment. All right, now with that being said, I am going to switch over to my Alere and I'm going to show you what all of this looks like. So let me escape out of this.
Speaker 1 00:10:06
Here is my account. I am going to switch, I'm going to log out real quick to show you what this looks like. I do have the desktop version installed on my computer, and we can push that to all of you as well. If you don't already have it installed. So, I'm going to log in with my Alere account. You would log in with your normal everyday BAFMA account so All right, so as I log in it's going to take me in here.
Speaker 6 00:10:35
Or BAFMA Outlook account? Yes.
Speaker 1 00:10:37
Yep. And so it's going to log me in, and now I'm logged into the Alere IT account. And so I want to show you guys there is some differences in looks, so I want to go over this with you real quick. You've got some bars up or you've got tabs up here, different buttons you can choose. So Plaud is a chat option, It's got cowork, which is amazing. I will walk you guys through cowork in a bit. And it's got Claude Code. Now, Claude Code is also pretty fun. I'm not going to be on Claude Code that much for you guys. I'm going to give you a quick overview of what it looks like and what to do. But is anybody in here interested in vibe coding? Making applications? Okay, So a couple of you eventually,
Speaker 7 00:11:24
But um yes, i'll start with this.
Speaker 1 00:11:27
Okay, perfect. Um, just a heads up for you. And this is a shameless, shameful plugin or plug for this. Um, I write blog posts on how to use AI. Um, and I write about my minions that I use. Um, so I'm going to give you guys the website, but just a heads up. Uh, A lot of my blog posts also get written and put on the Alere website. So you guys are welcome to go to that website it's in the chat Also, Alere IT. There's a blog section in there where we talk about AI. I go through the fun things. So I will have more and more stuff on ADAPT2IT and a lot of higher level for those of you guys interested in vibe coding. But for right now, We're going to talk about chat, and we'll get you guys familiar with the chat window. So chat right here, Very basic eventually chat and co- work are going to be together and I'm going to show you guys that what it looks like on my other account.
Speaker 1 00:12:25
You also have design down here in which you can create different design elements like pictures, social media posts. You can put in your branding guides into design and have it create pictures and images based on your branding guides. But for chat, you can add files and folders. You can create a project, which is a grouping of different chats that you have. You can share those out with your team members as well. So, we have project templates here that Julia created in my organization where we can do make project templates based off of the rules that we have set forth. And she put those instructions in for us. And then I haven't done much in it, but the team has. There's another project that she's working on out there on how to create accurate SOWs. And so that's something we do a lot of is statement of works.
Speaker 1 00:13:22
And so we can put in the project, we can chat and say, I want you to build me. Build me a project template for Claude integration for a client. And she already has the parameters set in there. And. So she has specific instructions of how Claude is going to build that out for her. So, It is going to ask me a question. So I am going to do a project management document, and I'm going to have this build out. And. So she did put specific skills into this that allow the system to pull up and tells it how to build a docx, which is a Word document or PowerPoint presentation. And then she has integrated in it how she wants those look.
Speaker 1 00:14:18
And basically, she built it out on how to look happens so that we can straight import it into our project management tool. Which is really cool because it will integrate on that. I do have clients they'll come in and build projects. I'm going to let that one keep going. It'll go even though I've clicked off of it. Um, I will have them create projects based on use cases, things that they may do all the time, just the same over and over again daily. So Kevin, I told you guys, I warned you, I am going to call on you. Kevin, what is one repetitive document that you make a lot of? Which Kevin? Uh You Kevin. That works.
Speaker 7 00:15:02
A repetitive document I use? Um hm Um I mean I have templates that I use for like reports and stuff.
Speaker 1 00:15:11
Perfect What you can do is you can create a new project and you can upload those templates. And you can create the visibility for Alere IT or private. You can name the project, and I'm going to call this "SOW Builder." And then I want you to create MSP-based statements of work. What's MSP? Managed services provider. That is what Crimson is. There are literally thousands of MSPs out in the world, so it knows how MSPs like to have things written.
Speaker 1 00:15:47
So, statements of work, I need the format to only include phases. Let me pull up a scope of work real quick because I have multiple of those. Also, if you guys saw that quick message that I brought up, I am going to be sending you guys out those cloud cheat sheets as well. Phases.
Speaker 1 00:16:17
Exclusions and estimated time. No pricing should be added. So, we don't ever do pricing on our statements of work because that's sales jobs, and it's not my job. And so now that I have built this, I normally I'd build it with a lot more information in it. I'm going to say create me a statement of work for Claude Teams, For a client, I need to cover SSO and training.
Speaker 3 00:16:54
SSO. Christi, I am going to need you to translate all of these acronyms, okay? Yes, ma'am.
Speaker 1 00:17:02
Telling you in advance. Okay. SSO is single sign on, And that means that we build out cloud so that it uses your Microsoft account to log in. It's fancy language just to say, Make it easier for our clients to log in. So, um, and then that's all I do. And it will build it out based on how I put that information in there. Now within my projects, I can also attach files. And I have done this on my other account. I will attach the Alere letterhead and I have it in some of my projects where the Alere letterhead is in the project, so it knows how I like to have it formatted when it builds out Word documents for me.
Speaker 1 00:17:45
Does that make sense?
Speaker 7 00:17:45
To be honest, I'm pretty lost already. I don't know what a lot of these things are that you're talking about.
Speaker 3 00:17:49
Yeah, yeah. Well, writing. I too am lost. Yeah, okay. No worries. I think we need to go way back up. We're going to back up way back up because I don't think this is applicable to anyone in our organization Gotcha We. We don't we don't have these uh you know external documents that we generate like the day-to-day Gotcha Let's start from. The beginning. No, really. Did you have a comment?
Speaker 8 00:18:19
Yeah, I was wondering if we have anything pre- prepared like that would be relevant to the bid. Like, you know, any examples?
Speaker 1 00:18:27
Yes. So I'm going to give you guys some other examples. Mostly when I do the training, Everybody's asking on how do I create take my standard documents and recreate them day by day. And, that's what I was showing you guys. But we're going to back up a little bit because it sounds like you guys don't do that as much. And I do apologize for that. We're going to talk about chatting. So, chatting, when you go in, you've got chat, co-work and code. We're going to stay on chat. With chat, let's ignore projects and artifacts. We're just going to do a new chat. Now, if you're let's say you got a document from somebody, and you want to check that document out. And you want to have a chat about it. Let's say Kevin Thomas sent me a document not related to the business.
Speaker 1 00:19:13
It's just a random document on how to do something, and he he's like, "Hey Chris, how accurate is this for me? " What I am going to do is I am going to put that document into here. And basically I am going to just have the system check for accuracies for me. Now I am not doing something that is going to be that's going to have client data in it. Very very clear about that. I don't like to share client data, but what I am going to do is, He sent me an MFA rollout guide, and he's like, hey, I'm very interested in this.
Speaker 3 00:19:46
Okay. Okay. Christi? This is not applicable.
Speaker 1 00:19:49
Okay, not applicable either. What is it you guys want to do in Claude every day? Nick,
Speaker 3 00:20:01
Did you want to say something?
Speaker 6 00:20:02
We don't know yet. That's kind of the point I think.
Speaker 1 00:20:06
Ah okay Yeah.
Speaker 6 00:20:07
We don't know what it can do I think.
Speaker 1 00:20:09
Got you. Okay, that helps me. Give me, sir with your hand raised, give me something you're interested in chat doing.
Speaker 9 00:20:21
Well, I will tell you that the thing that I've been I use it I've been using it for is you know, essentially researching um you know information about, you know legislation regulation um about per se. You know, things that are going on, things like that. The other thing I will say, is I've used it for revision and drafting. And for like, if I am, you know here is what I want to say, how can I say that stuff like that? Okay, um you know, obviously, with uh safeguards, if you will, against uh hallucinations and stuff like that,
Speaker 1 00:21:01
Exactly what I tell people is that AI is going to get you seventy percent of the way there. I'll be honest, you want to think about Claude like an intern. How, many of you guys were an intern at one point or or have worked with interns in the past? Okay, Your interns, they no offense to anybody under the age of twenty here, which I say that with my daughter sitting right here. Um interns come in and they think they know the world right? That's Claude. Claude thinks it knows everything. However, you always double check their work.
Speaker 1 00:21:37
Um, so just a quick heads up on that. You want to always double check your work. It's never going to give you that final draft. But what it will do, let's talk about legislation. Can I utilize um me being a foster parent to show you guys some legislation items? Are you guys okay with that?
Speaker 3 00:21:57
Why don't we use something that's applicable? Okay, okay, so okay, okay I'm going to Kevin before you go um, Everybody here uses AI, but they don't use Claude. Okay. And so everybody, I'd like you to think of how you have used AI in the past or something that you've used. And I think we just need to go through and use specific examples. Okay, Kevin? Well, yeah,
Speaker 2 00:22:28
Just to you know trying to keep it on something that's applicable to us. Me personally, I do use Claude AI, And for me, A lot of times it's really to just help me assist in drafting a polished email reply along communications. And then of course, Claude is been wonderful in specific instances, where it allows me to analyze large amounts of data. Michael Ashkenazi and I routinely submit to Crimson IT. We're trying to reduce our gray mail and just all of the amount of emails that we just want to block.
Speaker 2 00:23:06
On an organizational level, so you know we submit those every day, every week, And then we get this full report with raw data, showing all of the emails that we had submitted to be blocked. And then I said I wanted to go in and say, "Tell me how many entries Michael submitted, how many entries Kevin submitted, how many emails that we have submitted." And Claude is able to just be able to produce that right away. Okay. So it's, Just helping me analyze data. Yes. And I'm, assuming that that's going to be a big contributing thing for most of the staff is, okay, analyzing data, especially e-commerce data. Um and so that's just one to just give a little bit of flavor.
Speaker 1 00:23:51
Gotcha and that's perfect. That helps me. I actually have sample training data that I was going to utilize with everybody today um and I can pull that up and let you guys see how we can analyze it. Let me open the file location for it.
Speaker 8 00:24:05
Is the sample from us or is it more of your okay.
Speaker 1 00:24:09
It is it is not even with us. It is a sample data that's just generic data. Uh employee generic employee data from Tatooine. Uh Rivendell those kind of locations. So uh, just something I created one day when I was having a Lord of the Rings marathon. So let me pull it up real quick.
Speaker 10 00:24:34
I do have a question, well, a suggestion. I think like the city reports, Like I'm, just thinking of things that we all work on. And like the newsletter, the district newsletter. Maria Elena you and I were talking about that yesterday, where like six of us have eyes on it. I'm just wondering if like, how would you use Claude to work on something collaborative like that with your team members?
Speaker 8 00:25:03
And I also add on to that before, like I don't necessarily need help drafting or anything in the creative process. It's more like the backup, Like searching the document for what is going to need backup and then finding the backup amongst all the files. Since we're logging in with our account, it should be connected to everything. I'm assuming yes. Like that part is the most time consuming piece on my part.
Speaker 1 00:25:29
Okay, that gives me a good place to know where to go. Let me show you first the initialization, and then let me show you how you connect your data. So that'll be a massive help to all of you guys. I told you guys I had sample data. I'm copying it in here. All I'm doing is dragging and dropping from its location into here, and I want -- I'm going to ask the system, can you.
Speaker 1 00:26:01
Tell me the average employee income based on location. Now, it's got two tables in it. One table is employee data, generic people. Frodo gets, I think 50,000 a year. Bilbo has 60,000 a year. Okay? For all of you Lord of the Rings fans. So there's about 120 employees in here. It is giving me by looking at it The annual cost. Wakanda is $64,000 a year. So, that's how you can actually put in your sample data or put in the data you have and ask it questions about that data. You can also have it build, "Can you build me employment charts showing location and by department?"
Speaker 3 00:27:01
Okay, I'm you know, I'm sorry Christi. I'm just going to stop you again. Okay. Because uh, we've been waiting a long time for this training, and we were very limited on time here. And so I think it just makes sense to focus on the things that are specifically applicable to us because there's we don't analyze spreadsheets. Okay. Um there might be some, you know circumstances that we do this. And, um, I feel like we're jumping all around here too between, like just like the basics. Like okay, just go back to the first of all the very very basic. What are the three different modules? Yes. And what they do?
Speaker 1 00:27:52
Okay. I can do that. So I'm going to leave this chat. It's going to continue running in the background, Um, your your basics is chat. This is where you talk to your AI agent. It's you have conversations, you say, hey, I want you to research this new legislation. Give me, the ins and outs of it and how it applies to DTLA and how it applies to our company. And that's something you can do in here. It will look up latest legislation. You can ask it to cite the re the sources as well. And, so you can click on the links and see where that information is coming from.
Speaker 1 00:28:27
So if you're looking for a specific legislation, maybe that's going to be enacted in 2027. You can ask it for the websites and where it got that information. So you can double check things like that. If you're utilizing it for things like that, you can always add files and folders by clicking this plus sign. And then you can also go in and put in pictures. So, if you have screenshots that you've taken from maybe routes or different things like that, Or maybe you're getting information from clients or customers, and you want to include that information in there. As you chat with it, you can add files and folders to files and photos to it as well. Now, the next thing I want to draw your attention to is this box right here. You've got a couple different options. This is going to look confusing, so let me go over this real quick. Haiku is the cheapest option, okay? It is for quick answers. It's not going to spend time.
Speaker 1 00:29:26
Deep diving, it's not going to spend time researching. It is fast for like quick answers. This is where you're going to ask it a question like, hey, What kind of flower do I buy my boss for Boss's Day to mean that she's amazing? And then it's going to give you those flower suggestions. That's all you're going to use Haiku for. Sonnet is your most efficient for the tasks that you guys do. Leave it on Sonnet as much as possible. It's got a little bit deeper thinking. It's going to do a little bit deeper research, and then you can adjust the medium or adjust the effort. And the effort means that it's thinking more thoroughly about the responses. So I keep everything default to medium. However, if I'm working on legislation information, which I do as a foster parent, and I know you guys do for your own roles, and I want it to dig deeper, I'm going to go with high or extra. Now this is going to take more.
Speaker 1 00:30:19
Uh, tokens from you guys and we'll get into tokens in a moment. But it is also going to take a little bit longer of time. If you go extra, that is that time to go get some livy juice otherwise coffee. Okay, that is my happy juice. So I'm going to put something on extra and I needed to dig deep into a legislation, then I'm going to let it spin and I'm going to go find me some coffee. I might even walk down to the local Starbucks because it is going to take some time. So just a heads up for you guys, my default. I leave everything as medium because of the amount of effort, but I will change my effort to high as needed. And if it's a deep dive, I'm going to go to extra. I never go to max by the way. I don't ever use it. This has, it took an hour the one time I tried max. So um, I do use it very very sparingly. I've maybe used it once in the last three months. Um at that point, I went to the doctor's office and came back. So um low is things again. This is going to be things like.
Speaker 1 00:31:18
How do I pick out the perfect bourbon for Kevin Thomas? Here is what he likes. Okay, so that's where I am going to use low. So, just a heads up for you guys. Opus is going to be more of those deep dive tasks that you are doing. I use that for coding. You guys are not going to need it. Fable, don't even touch Fable. Okay, Fable is those things that I use when I am blue-collar, I think it's called blue-collar hacking where a client calls me and says, hey, Chris. We got an issue with. Kevin Thomas, we think he's stealing data. Can you deep dive into that? That's when I'm going to use Fable. Okay, you guys don't need to use Fable. Maria, you have a question ma'am? Maria.
Speaker 8 00:31:59
Elena. Um so Michael dropped an example into the chat. Is it possible to go through like his example and demonstrate whether we would need Sonnet or Haiku Opus. And like what level just so we can kind of see?
Speaker 1 00:32:15
Yeah, so let me download that.
Speaker 7 00:32:19
And should we log in now to our account while you're doing?
Speaker 1 00:32:23
Yes, go ahead and log in. And I'm going to show you, um, I'm going to show you on Michael's one because I actually love this chat.
Speaker 7 00:32:37
It wants to know if I want to create a team though. Is there one already created or?
Speaker 1 00:32:42
There's one already created. Let me, um, if you if it doesn't ask you to create a team, Uh then you're you've you've got your set up correctly. Um if it does, uh stop right, there don't go any further. I'll get you added, okay. Um real quickly. What I'm going to do isum here's what I'm going to do. I'm gonna I'm gonna take this Michael exactly how you've asked it. Okay, so I'm going to pretend like me. Okay, yes, ma'am,
Speaker 3 00:33:14
Everyone should be logged on right now. Is that correct?
Speaker 1 00:33:17
If they're able to get logged in, yes, they should be logged in.
Speaker 6 00:33:20
And discord at claude dot com?
Speaker 1 00:33:23
Claude dot ai.
Speaker 6 00:33:24
Claude dot ai.
Speaker 3 00:33:26
Everyone's supposed to log in with claude dot ai. Okay,
Speaker 1 00:33:29
Yes, and use your email address. Now if it doesn't let you through, just let me know. Uh I know the team worked on setting you guys up and I will verify if you can't log in I'll verify, why? Because.
Speaker 7 00:33:42
It's saying do. Um, how are you planning to use it? Personal use or with a team? So I'm assuming it's with a team, right? Yes. And then when I click, that is when it asks me to create a team. So I'll just don't.
Speaker 1 00:33:53
Yeah, just stop at that point. So so how does he get out of that? I will get you guys if anyone is having problems getting in, I will get you in by the end of the day. I'm going to set that up. So oh,
Speaker 6 00:34:06
This is i'm sorry It's with my team.
Speaker 1 00:34:09
Yes, With your team not personal. Okay?
Speaker 8 00:34:14
So on my end it's asking for a verification code, but I can't find it in my spam or my inbox.
Speaker 1 00:34:21
It does take about two to three minutes on the verification code. Does.
Speaker 6 00:34:25
It matter what we call the team?
Speaker 1 00:34:30
If there is a setup team already, I was out of the office, and the team set that up for me, while I was out. So I will verify who all they added. And make sure everybody gets added if you're not. So,
Speaker 6 00:34:47
That's okay.
Speaker 1 00:34:49
If it asks you to create a team, stop. It means that you're not in properly. So,
Speaker 3 00:34:56
Is anyone able to be in?
Speaker 6 00:34:59
Okay, I was able to sign in. Perfect i i I am signed in. But then uh it if I click on with my team, it asks. Less priorities.
Speaker 3 00:35:12
So you're not able to sign in. So no one's able to sign on. Christi, is there someone that you can contact? Yes. To work on this?
Speaker 1 00:35:21
I'm already reaching out to them to find out what happened. So, as soon as I get an answer back, we're going to get you guys in.
Speaker 4 00:35:30
Okay, I'll send a secure message.
Speaker 1 00:35:32
Yeah And guys, I will set up a brand new training with you guys, To go over everything. If you're not able to sign in, that's a problem on my end and I need to find out why. Um, we will go through everything today. I will do another training with you guys as soon as possible, because I want you guys to be able to practice this. And Michael, that example you gave me is perfect. Send me more of those, and I will do them live so that you guys can do them with me. And.
Speaker 6 00:36:03
Is there something that you could provide in advance? That, we could uh review in order to have a sense of what questions we might want to ask or like what kind of things would, you know a little bit of a primer so that we can be coming to this training with a little more constructively.
Speaker 1 00:36:26
Yes, let me get that sent over to you guys right now. I'm going to give you a file folder. You can download everything to your heart's content. It's all cheat sheets that you can utilize. So give me one second. Cheat sheets? Cheat sheets, yes. Um, these are different ways people use Claude at a couple of my different organizations. But,
Speaker 6 00:36:47
Is it an overview? Or is it just a whole bunch of individual cheat sheets?
Speaker 1 00:36:52
There is uh individual cheat sheets, and then I also have videos that I am updating right now on beginner Claude as well. You guys are going to get access to all of that already.
Speaker 3 00:37:03
You know, when Anzor walked me through this, I found it very helpful. Okay. If, he just went over the basics, and then we talked about a few things that I would want to do. And then we did it. Okay. And because, For us to go through a bunch of sheets and try and figure out how, you know, it's I just don't know how productive that's going to be. That's great. Send the resources. Yes. The resources will be good, but let's let's just get through the basics first, okay? Yes. So and I do want to do Michael's example. I think that's helpful, but can we just finish explaining what the three basic functions are? Okay. Yes.
Speaker 1 00:37:55
So getting back, I've gone through with you guys the different types of models. And these are called models. So they're not your runway models. They're just how Claude creates different versions of itself to make it most efficient for you. So Haiku, like I said, this is where I want to know if I'm going to send Suzanne flowers, that's what I'm going to use because it's quick and easy. If I want to get a synopsis of Dutton Ranch.
Speaker 3 00:38:24
Okay, you've gone over this, Christi. Okay, so let's let's move on now to the what is the second after chat?
Speaker 1 00:38:34
Okay, so the second after chat is co- work. Okay. Now co- work is something where you're going to select a folder for it to work in. Now I'm going to select one right now I'm going to do uh client training documents. And that's the one I selected here. I'm going to ask it to do things for me. I can ask it to organize my folder. I can say, hey, in this folder, I want you to ensure that I have a file folder created for client handouts and put all applicable files in there. Or, I can give it access to my documents and say, "I want you to organize my documents better."
Speaker 1 00:39:17
And it you it'll ask you a few questions to understand. And so on this one, I'm going to say, I want you to make sure that all cheat sheets are on crimson letterhead. And all I do is I copy and paste over crimson letterhead. Now when it does this,
Speaker 7 00:39:38
Does it make a separate folder? Or is this does it take what you have and rearrange it?
Speaker 1 00:39:43
Takes what I have and rearranges it. Now, if I tell it.
Speaker 7 00:39:46
Is there any way to undo that if you do something wrong?
Speaker 1 00:39:47
Yeah. Yes, there is a way. Okay. And I have done that because I am doing it on my OneDrive. All I have to do is go into the recycle bin OneDrive, and i am not going to go into how to do that today. But if you ever get stuck on that, call me or call the help desk, The help desk is really good for backtracking. All of that So just in case Um You can also put it in here and say," I want you to create" A new folder called Crimson cheat sheets and put the documents in there. You can tell it, it will do that. So CoWork is basically using your computer to do work for you. And this is where you're going to do like internship type stuff. I will so any of you guys are in finance, deal with invoices all day? Okay.
Speaker 1 00:40:43
Um, if you have a bunch of documents that you need to extract data from, you're going to use this tool to extract data. So for me, When I'm putting in my expense report and I have a big batch of invoices, I tell it to go to the system and make me a list of all my invoices for the month of June. And so I can do that and it will make it. Now, I will still spot check it because this is just a fancy intern, and it's only 70 % good. 30% it hallucinates. It's getting better. But this is the kind of work you can put in there. You can go in there and say, hey, I want to create a Word document based on this Excel document that Michael sent that spotlights all the businesses, so that I can.
Speaker 7 00:41:28
What folder did you make though? Is, this, do you have to go onto the OneDrive to see what it did or what happens? Will it. Are you able to go through this?
Speaker 1 00:41:36
You can go choose a different folder. And then from here, you guys are going to see how organized my computer is in a second. I'm going to go into documents. And, then these are my main document folders and I'm just going to tell it to go in, let's say clients and I am going to go to DTLA Alliance. And then these are all my documents for you guys. I even have the old DC bid stuff from before your name change. You can get, you can select that folder.
Speaker 1 00:42:09
And then you can tell it, this is what I want you to work on in this folder.
Speaker 7 00:42:13
Can you see it live when it's happening? Yes.
Speaker 1 00:42:16
You can see it live. I'm going to unselect client training, so I'm only looking at DTLA. I'm going to say, I want you to find the most recent IT policy that was built. Christi,
Speaker 3 00:42:34
Actually, you could use Michael's.
Speaker 1 00:42:38
For this as well.
Speaker 3 00:42:39
As an example.
Speaker 1 00:42:40
Perfect. Let me do this. Let me show you guys, um, so take this over.
Speaker 3 00:42:46
You've saved his file, so now you can grab his file. Yes. Okay, so grab his file and then ask the question that Michael is asking.
Speaker 1 00:42:59
And bear with me because it's opening it up first. Um, Zoom doesn't allow me to download Marilena.
Speaker 8 00:43:07
How do we know if we're using CoWork for a task versus chat versus well? I know probably never using code, but how would we know?
Speaker 1 00:43:15
So I tell people to think of chat, like, hey, I'm having a conversation with somebody and CoWork where it's like I I want you to do the work for me is basically how I think about those two does that help.
Speaker 3 00:43:30
Like CoWork is where you're assessing our network, right? Yes. You are. Okay, In order for CoWork is when you have to actually access resources that are on our network. And chat is where you're just having a conversation back and forth. Yes. Okay. Yep.
Speaker 1 00:43:51
Chat is what I'm going to do for research. CoWork is what I'm going to do to analyze documents and to work on documents. Does that make better sense?
Speaker 3 00:43:60
And I think what gets confusing is because you did note in chat that you could attach a document to chat. So that's what, you know, where there's some overlap there. But generally, when you need to go into our system and one of those projects that we're we're talking about going into our system is that we have a lot of images that we want to organize. Exactly. And so, So yeah, so maybe if it's just one single document, maybe you do it on chat or you could do it on CoWork. But a huge project like being able to identify all of our photos, that would be a CoWork project. Yes. Okay.
Speaker 8 00:44:41
I think that answers my question because a minute ago, it seemed like you were going to put Michael's question into chat. So I think that helps.
Speaker 1 00:44:48
And Michael's question and document can be done in both chat and CoWork. Now what I'm going to do with this is going to be a little different than what I did. In um chat. So bear with me one second because I'm going to tell it to make a document based on this. So bear with me. It won't let me copy. Hang on. Okay, I'm just going to type it out. To be able to look at this document and tell me which businesses.
Speaker 1 00:45:27
I'm just going to let misspellings and all in DTLA are permanently closed. Check internet, Google and Yelp, etc. The document is long so any that are permanently closed create, A new Excel file and list dates if possible. I know Michael, you didn't ask that, But I'm going to add that in just to kind of give a little extra. I am going to use Sonnet, but I'm going to stick with high. So my effort's going to be high because I want it to think a little bit longer. It was already selected, but I would have changed this if this was on medium. It is going to look on the internet. So I'm going to hit go, and that's my go button.
Speaker 1 00:46:23
And it's going to give me some boxes here. You've got progress, here's the folder. So it knows, It's going to look at my instructions in the folder because I do have some instructions on how it handles you guys. And then any tools or files that it references is going to be under context. So if it's internet website, It'll be in the context where you can click on it and validate here's where it found that information at. Now, while you're looking at this, you're going to see it's running commands. And you can click on the commands. This will give you a little bit more information on what it's doing. Okay? So it is going to think this the perfect time when you start this. This at that time you want to go get your happy juice, AKA coffee. So, because this going to take a minute because it's going not only is it going to look at the document, which is where this what it's doing. But then in a moment, You're going to see its searching the internet.
Speaker 1 00:47:20
Now, if you're a multitasker like me, at this point you let it go and you say new task. Now I did see this little button right here. It says it's waiting answer. So if that lights up, So it wants to know how to approach this, and I can say, spot check and aggregate, and then I can have it go back later for a second pass. I can have it do restaurants, retail and bars only. Or I can do a full exhaustive check, Which that means you're going to need to go get double happy juice for that one. Okay. What do you guys want me to click on this?
Speaker 3 00:47:55
Well, uh, it would be most expeditious for this to do aggregate and spot check, right?
Speaker 1 00:48:01
Okay. So we'll do it.
Speaker 3 00:48:03
I'm asking if that's a question mark.
Speaker 1 00:48:04
It is honestly because I would rather it aggregate and spot check because it's going to go faster.
Speaker 3 00:48:10
Okay so for this, Yes. Like if we were doing it, we would want the most thorough job, but we're going to just watch it. Okay.
Speaker 1 00:48:18
Correct. Now, As this is going, and you can see, here's the progress that made a checklist. Um, It is building a CSV, and it's now researching it on the web. And you can see all the researches that's happening. And if so A.
Speaker 3 00:48:32
CSV file is comma separated values. It's like an Excel but it's not correct Yes.
Speaker 1 00:48:41
Now I'm going to allow all for the website. It's asking me if it wants to fetch a page. And I know LA City dot org is a valid website. So for this, I'm going to allow all. If you don't know what that website is and you've never seen it before, you allow once. So that is something I want to tell you guys from a security. If you know that that website is a bad website, deny it, okay? So I'm going to allow all for that website because I actually use LA City dot org. Um, I've looked a lot of things up in there. And then like I said, you're going to see the progress here. Here's the web search connector. Remember I said context? That's going to show, here's the four searches it did. And you can see right there, the different things it searched for on Google. And this is good because I actually look at these, because it teaches me how to search better on Google. I don't know why but it does so you can see how it.
Speaker 1 00:49:40
How it does it there. And, then you just close the panel there, and you still have everything up here. Now, if you see something and you want to add to it, You can go ahead and type a message and cue that message so that it is ready to go when Claude gets to a stopping point or pause point. I do do that a lot when I do stuff like this. Um, And I have it set that way. So that let's say, I also want it to do a Word document.
Speaker 1 00:50:09
DOCX list of all closed locations that you find on the first pass. Now, uh, Maria Elena, you ask a very excellent question. I'm going to show you guys that in a moment. So just a heads up. I am going to queue this, and it will be in the queue right there. And so as it's building this, You'll see the queue, and it will come back and it'll actually read that information.
Speaker 3 00:50:43
Where is the queue? What did you do?
Speaker 1 00:50:45
So this is my entire conversational list. The message is right here in the queue. So it'll, it's still working on it, But then it'll come back up and answer any of the questions I might have or any of the work statements.
Speaker 3 00:50:58
I don't understand what you're showing us by talking about queue. Okay.
Speaker 1 00:51:02
So what I did was, as it's building it out, I realized I also wanted it to create me a Word document with a list of all the closed restaurants or closed locations. And. So I added that to its task list by typing it here and hitting the queue button. And, the queue button just means it put it in the list of things that's going to do. And it just added up here.
Speaker 3 00:51:24
You're saying. It's just noting that it's doing that? Yes. Okay. All right, so that's still thinking, thinking, thinking. So we can we can wait while this does that. We can do something else, right? Exactly.
Speaker 7 00:51:37
And what what software are we able to work with? Like anything that we have on our computer because you said Word document.
Speaker 1 00:51:43
Word document Excel PowerPoint Um I actually have it connected to Asana for another client when they send me tasks. I can look at my Asana sheets. Can.
Speaker 7 00:51:53
We do that or you do that.
Speaker 1 00:51:55
We can do that for you to connect it. You just need to give me a list of all the applications you would like to have connected. Uh, Suzanne and Kevin is going to approve that list of what you want connected to it. Okay? So,
Speaker 7 00:52:09
And it can send that directly to you or the help desk or Kevin or send it to Kevin.
Speaker 1 00:52:14
Kevin will work on getting it approved, and then he will get it sent to me and I'll make those connections.
Speaker 7 00:52:20
And it could be anything on my computer like Adobe and all that I'm able to connect those?
Speaker 1 00:52:24
Yes, but Suzanne and Kevin, for you guys, you make sure that that's something you want connected into cloud. So, um. But yeah.
Speaker 4 00:52:35
It's private right?
Speaker 1 00:52:36
Yes it is very private. Um but I have worked with companies.
Speaker 3 00:52:39
That's a point of us getting this is so that we can have access to our stuff, and it's private. Okay, yes, very private. Why wouldn't we want stuff being connected? Um.
Speaker 1 00:52:49
So I got a, I got it. Yes, I got a perfect example. I had a client employee ask me to connect it to QuickBooks, the company corporate QuickBooks. And I told him to get he had to get approval for that. Um, and he did and CEO did not want that connection to be created because he was worried that employees would have access to data. They should not see in QuickBooks. So, we just made that a solid statement going forward that all connections need to be approved. So that makes sense. Okay. Um, now,
Speaker 3 00:53:24
Oh, sorry. Okay, just let's move on because we're still waiting on on this. Can you can you talk aboutum the coding?
Speaker 1 00:53:34
Yes. So coding very basicum basically what you're going to do here. It's a lot like CoWork. Honestly, I only use this when I need to sort through things or. I am building out applications. So that's the only time I use this. I'm going to give you guys a quick overview. If I want to build an application, let's say, I want a system, An application built that controls the routes that the security guys take in downtown LA and show that map in that application. That's what I'm going to do here. I'm going to ask it to build that application. It's going to ask me what I want to build it in.
Speaker 1 00:54:16
And go from there. So, these are your higher level, you know, I want to write an app type thing. That's what you're going to use Cloud Code for.
Speaker 3 00:54:25
Okay. I think this has potential for us, you know, maybe not on day one. I actually think that this is one of the more compelling features of this and that we have some opportunity here, not on our first lesson, but I just want everyone to understand the range of. The modules that are being.
Speaker 1 00:54:47
Yes, and real quickly I want to show you guys in CoWork. If you're waiting for something and you want it to do more things, I've had it go five things at once. It'll show your active items here, And it will change this to light brown when it has a question for you so that you can go back into it. So just a heads up for you guys on that. Now Maria Elena, you asked about tokens? All, you have to do is click on your name at the bottom and go to settings. And then you can click on usage, and you'll see what your usage is and the spin limit. I am only at two dollars and eighty cents. However, that's not for today. That actually maybe only eighty cents is today, and I was using it earlier in the day as well. So you guys can see I am in this probably about once a day working on design and different things like that. So um you can see.
Speaker 3 00:55:44
Okay, yeah. So let me say a word about this. So I've been trying to get clarity as Christi kind of tests for the last couple months on what constitutes a token use. How how much, you know, are we going to run out of token What is a token? And and the answer is it's changing. There's there's not clarity. They can't tell you, you know You'll spend it after so much, except that evidently you can look at this usage. So, we will I understand that we are going to have capacity to do probably whatever we want to do certainly to begin with. If at any point during the month we exceed our limit, uh it's our activity is going to be cut off.
Speaker 3 00:56:40
And uh if we want to pay to go further, that's a conversation we have. So no one needs to be worried that they're using AI so much that it's racking up these crazy charges. So we should have enough resources to do what we want to do. If you if you are cut get cut off, then if that's happening on an ongoing basis, Then we can look at your particular plan and uh do sign up for another plan. To accommodate that usage.
Speaker 1 00:57:08
Is that right, Christi? Yes. We can put each individual user on a different higher level plan, but it's by individual use only. So if.
Speaker 7 00:57:18
This bar right here is this everybody or is this one person?
Speaker 1 00:57:21
Just one person.
Speaker 7 00:57:23
For us in particular, if we go to this setting, we'll see our usage not the collective. Correct. Okay.
Speaker 1 00:57:29
Yep This is only my usage because and I know this because one of my guys is already at 70%.
Speaker 1 00:57:37
With inference, yes. So and you guys can see, I mean we're we're probably at a dollar now of usage for today. Nowum Claude is.
Speaker 7 00:57:47
This per month or per year? I'm sorry. Per month. Okay.
Speaker 3 00:57:50
Now do we have a hundred dollars per month each of us?
Speaker 1 00:57:53
Yes. Okay now Claude does not say how many tokens constitute for a dollar all the time that changes, as Suzanne told you guys, it does change. That's why. I can't give her the clarity she wants because I don't have that clarity. Um, I'm getting really good at watching my tokens when I'm in things by just going and double checking when I'm in here. Um, this is done. So just a quick heads up for you guys, this is done. It used a dollar.
Speaker 8 00:58:24
I have a token question before we move off of it. Yes ma'am Uh shoot no,
Speaker 11 00:58:30
I've No go ahead ask, I have one. Is there, um, are there things we can do to make it less, like consume less? For example. Oh yeah. Not have to re- scan resources or right things that it may have already learned.
Speaker 8 00:58:49
Yeah, Like when we're transferring a lengthy conversation to a smaller one, and we want to retain it.
Speaker 1 00:58:54
Yes. So, let me give you my a couple tips. I do to keep my tokens low. Um, This is where I will run my efforts at medium or low. The lower your effort is and the lower your model is, the more money you save. Okay, So that's why I was straight with you guys earlier, when I said I will change my effort level based on what I ask it to do. Now a key thing for you guys to note, I put this one on high. This you're permanently closed.
Speaker 1 00:59:29
Um, I can't not change this now. It is always going to be at Sonnet high. But if I restart a new conversation with the same information, I can choose to drop it down to medium. And that's in Co-Work. Okay, within chats right here, I can change this at any time, and I can drop the medium down or the uh effort down to low at any time. Anything after that chat where I drop it is now going to be on low. Okay, does that make sense?
Speaker 3 01:00:05
So in chat you can change the model that's being used, but in Co-Work you can't. Correct. Okay. Yes.
Speaker 7 01:00:15
Without changing the without creating a new Co-Work. Correct. Yeah, okay.
Speaker 3 01:00:21
Yes And is that what you call it? A new chat or a new cowork? Is that a new task?
Speaker 1 01:00:26
Is what I call it.
Speaker 3 01:00:26
A new task. Yes. A new task, okay. And then a new chat in chat. Okay, chat is a new chat and Co-Work is a new task. Okay.
Speaker 6 01:00:36
And code?
Speaker 1 01:00:38
Um, Code is a new session Yeah,
Speaker 3 01:00:42
Okay So, then everything in chat, all of the things on the left hand side. Uh under Recents. So does Claude keep everything you've done?
Speaker 1 01:00:54
Yes, it keeps a history, except for in one condition. It will keep a history of everything unless you go into new chat, and you click this little ghost up here and tell it to go incognito. It will not save your history for that. So just a heads up on that one. Now the only time I've ever used incognito, Is when I'm talking about my own personal salary and my own personal plans. Because I do so much training, I don't want that to show up on my recents. That's the only time I've ever done it.
Speaker 3 01:01:30
Okay, So I think there would be you know, value in going back to the previous uh chats or tasks. Uh Are they organized in any fashion or is it just, Uh by when they were started.
Speaker 1 01:01:52
They're just organized by when they were started. Okay. And just a heads up for you guys, you can have it group it. I leave it at none, But I can also group it by date or status, or read or unread, or if I'm working in a project, but we'll we'll do projects later.
Speaker 7 01:02:10
Is there a search feature for all the past chats? Yes. Like say search for something blah blah blah? Yes.
Speaker 1 01:02:17
I can't show it to you in here because I've cut down on a lot of mine. But if you click on View All, chats are searchable here. This is going to be updated soon, just a heads up for you guys. When it updates, you'll be able to do a search right here. So just a heads up. And you can also select chats. You can go in here, let me go back to my View All.
Speaker 3 01:02:45
Thanks to Elena for the note about pricing.
Speaker 1 01:02:48
Yes, and it will change just a heads up. It does change a lot. I can choose to pin a chat if it's a chat that I want to review pretty often, I pin it. So I can say if it's inbox access permissions, if I'm going to reuse that then I'm going to pin it, and then you'll see my pinned ones here. I have a chat that I go back in and check monthly because I need to update something, and it's just the steps on how to do it. I have it pinned. How did you do that? So, I hover over whichever chat want to pin. You see the three dots, okay? Yes. I also rename a lot just to make things easier to find.
Speaker 3 01:03:32
Okay, And you got to this list of chats by hitting" View All" at the bottom? Yes, ma'am. Okay. So.
Speaker 1 01:03:39
And then you can also select multiple chats. If you want to group them a certain way, You can select multiple, and you can move it to a project or delete them.
Speaker 3 01:03:49
And is a project just like a folder? Is that something that you have to set up?
Speaker 1 01:03:55
It's a, it can be a folder, or it can be a specific set of instructions that, let's say, I want it to always write emails for me, but I have a certain way I want it to write those emails. That's what I'm going to do my project as. Does that make sense? No. Okay. Um, let's say I write the same report over and over again for Suzanne. I'm going to make a project that outlines how Suzanne prefers to have her reports done, and then it's always going to write the reports based on that instruction. Okay.
Speaker 3 01:04:32
I'm sorry. I understood the concept of the project. I didn't understand how you're organizing the chats. Yes, so so you just create a name for the project? Mhm Okay, so it doesn't matter what the project is. You can just It's just like a file folder. It's just create a subject name, and then you can assign it to whatever.
Speaker 1 01:04:51
Project you named it. Okay Exactly Um one thing I do want to show you guys um.
Speaker 1 01:04:58
Are, we are you guys have any questions? Or are you ready to move to the next item Yes Gabriel.
Speaker 10 01:05:03
I have a question whenum you brought up invoicing and I guess I have to better understand our company policy on this. But like we get that is such a time suck for me like yeah uploading, like each event has 20 some invoices give or takeum Michael and I work on this like I've. Like Michael has a checklist of things that I need to look for on the invoicing. Like, could we upload that as like a as like an um like into the coding that you could potentially scan the invoices of what we're looking for, and then generate the stamp that we need on the invoicing, and then I would just review it. You know, like we would anyway, but um it.
Speaker 10 01:05:56
Seems like when you brought up invoicing, I never considered. I guess I wasn't sure where you were going with that or like what how you could use Claude for invoicing.
Speaker 1 01:06:08
Okay, so that's perfect. Let me show you real quick. I have a client, I sign off on their invoices, but they bring it to me in a stack of papers. And then I have a scanner at my desk that will scan them all into a specific folder. So what I do is I go find that folder.
Speaker 1 01:06:26
And it is somewhere in here. I know where it is off the top of my head, but there it is, scans. So I'm going to say, select folder and I'm going to ask it to list in an Excel spreadsheet or a CSV, all the invoices that have come through, the vendor and the cost for that month. And I only want it to do it for the month of May. That's what I would have CoWork do for me.
Speaker 3 01:06:49
Okay, but that's not responsive to Gabriel's question. Okay.
Speaker 1 01:06:54
Gabriel, are you asking also to stamp something on it, like a signature or something?
Speaker 10 01:06:59
Yeah. So we so once we review the um invoice, I think things we could ask it to look for like um does it say DTLA Alliance versus DTLA Alliance Community Trust depending on the program project. Is it dated in the current year? Yes. We I mean, we just see okay all these issues come through on invoices. And then once we. Approve it, then we stamp it. Like we have to, you know, codes that we have to um link each invoice to um to our accounting. Um so I mean I think the biggest thing is like it like Michael right now is like the second pair of eyes on the invoice before it goes into our accounting system. But then you know, so I am just trying to think, is there a way that you could reduce.
Speaker 10 01:07:54
You know, this back and forth of like looking at one invoice could could Claude. Could we upload the invoice to Claude and it review what we're looking for, and then um. Then we can take it from there once it's reviewed. I mean I don't know if it's perfect or not. We'd still have to review the invoice to make sure, it's correct, but it could do the initial pass.
Speaker 1 01:08:19
Got you so, I'll be honest, um, it can't physically stamp. You'd need to build a workflow for that. There's ways to do what you're exactly what you're asking for with the technology you have in hand already, but Claude's not going to one hundred percent do that. What Claude can do is sort, um, And it can say it has a bucket that all the scans are in, or all the invoices are in, and then it can physically move that file to another location or another folder. Um and so you can make that, But as far as actually stamping, we would want to put in a workflow process for you. And you can do that within Microsoft. So, and we can connect that to Claude so that it builds out that workflow for you. And then that's going to be a little bit higher tier, But it's going to be fun to build once I show you how to do it.
Speaker 3 01:09:08
It's a workflow.
Speaker 1 01:09:09
In Microsoft? It's called Power Automate. Okay Now I do something very similar, Um, That's Power Automate is. A conversation that's going to take us about an hour to go through. I would love to show you guys how to do Power Automate, but let's not do that one today. However, Gabriel, based on what you're saying and Michael based on what I'm hearing, you could do that entire approval process and scan using Power Automate. And it's going to cut some time down on you guys. Okay.
Speaker 3 01:09:47
Okay, let's let's look about invoices and Power Automate. We'll get another another conversation. Okay, yeah. Um, the the other thing you know, really, really huge issue uh that we have is we have a massive uh amount of images. Yes, okay. And, we need to quickly be able to sort through these and identify ones that include the brood with people during the day or whatever criteria. How would we go about doing that?
Speaker 1 01:10:26
So what I would do, and this is just me personally because I have sorted images before, I'm going to choose a different folder. And the folder I'm going to choose is my pictures because I know that's where my pictures are. And I'm going to actually show you guys this based on something I needed to do in CoWork anyways, if that's okay. Sure. Okay, So what I'm going to do is I have a bunch of headshots in my image. I'm going to explain to Claude, Now you guys have images that you look at and you're looking for certain things.
Speaker 1 01:10:60
Right. You would what I would do is I would upload that image right here and say, these are the images I am looking for or the type. And here is how I know that it's the right image. And give it some distinguishing features like, let's say you want ones with all your guys that are on bikes. I am just throwing that out there; it could be something else. It will categorize or organize those based off of what you tell it. So in my case, um, I am not going to give it because mine's simple ; I am not going to give it a.
Speaker 1 01:11:30
Thing, But I'm going to say, put all images that are headshots in a new folder called headshots. So that's for me. But I can get even more descriptive. I can say pull all images that are female employees headshot and put those in female headshots. I can get as granular as I need to be. Um,
Speaker 7 01:11:57
It'll take the originals and move them.
Speaker 3 01:11:60
Correct. We don't want to do that. Right.
Speaker 7 01:12:02
What about doing like a tag or something, Say, like tag all images that include the US Bank Tower or something like that? Yes. That way you don't move them, but you're still able to access them easier.
Speaker 1 01:12:16
Correct. You can do a tag, you can um Okay, can you just do that with this?
Speaker 3 01:12:21
Just say tag all images that are headshots, and we'll just see what it looks like. And.
Speaker 1 01:12:40
Headshots. And then I'm just going to send that over. Now, there's only three headshots in that folder, And the rest of them are either cat, pictures or logos or things like that. So what folder should I scan for that? I'm going to say Pictures. And how should I want Windows file tags? I always do things as Windows file tags. And so I'm going to say that. And then I'm going to let it go.
Speaker 7 01:13:19
And Then hypothetically, like if this is to be a higher, a bigger project where we really wanted to go through everything, like that would be one of those things where I mean, forget coffee. What you like go home and come back or? Yeah. Okay. Yes.
Speaker 1 01:13:34
I have done that in the mornings. I have a desktop at home and my laptop, which I am on. I will shoot off a cowork and leave and go to the office. So.
Speaker 7 01:13:45
Nothing wrong about that as far as security or anything like that. No. Is there a benefit? Is there like a desktop app or the browser? Does it matter which one we use?
Speaker 1 01:13:56
So for CoWork, always use the desktop app.
Speaker 7 01:14:00
Okay, we download that through ourselves?
Speaker 1 01:14:04
You can download it yourselves, or I will have the team push it to computers later. Okay. And later by meaning by end of day tomorrow. So now it's still going through all of its little things and all of its progress. Um Maria Elena, we did get the results from it, so while this is running its command, let me pull this up. I asked it to build me an Excel worksheet and a Word document. So I'm going to just click on open in Word. It is going to ask me if I want to allow this. Just click Allow. That is intentional. Um, I always want it to ask me, just in case it tries to do that. So here's the Word document that it built. I'm very sad about this. I actually like their food, um, but I'm weird, but here's all the different things and Michael, do you want me to send this to you?
Speaker 1 01:15:03
Or do you want to do it on your own? Okay, I'll send it to you. And then there's some confirms, donut dough. And then it gives a methodology report there. This is the first pass. So, It gives it to me in a Word document. And then there's also an Excel file. Let's get an Excel file. Yes Because a Word document is Yeah Word document is something I'm going to send to somebody who doesn't like Excel I prefer Excel.
Speaker 3 01:15:33
Christine. That sounds like a character flaw.
Speaker 1 01:15:35
Yes, I agree.
Speaker 3 01:15:37
I love Excel. Michael.
Speaker 12 01:15:41
Um, are we sure we tried this, you know, I think a month ago using using a version of Claude and I don't remember if it was Sonnet or another version. What, we ran into was the ones that it's saying are closed, were not even in the Excel to begin with Okay. I don't know, just looking at this, some of these I don't think were even in the Excel. Okay. So it's giving information that's basically not what not within the data set that we gave it. Gotcha.
Speaker 1 01:16:17
And in that case, if that's happening, Um I would put stronger uh notes in here that it can only check for businesses that are in the Excel document. And I have had to do that so.
Speaker 12 01:16:31
I'm a little unclear on that because you said specifically in your prompt, I would like you to look at this document and tell me which businesses in DTLA are permanently closed. So you didn't say look in downtown Los Angeles, you know, in general. You said I would like you to look at this document. So how It's two different things.
Speaker 3 01:16:53
I would like you to look at this document and tell me which DTLA businesses yeah are closed, as you say. Only those businesses in this document.
Speaker 12 01:17:04
I see. Yeah, yeah. So you have to be careful with the language.
Speaker 3 01:17:07
Yeah, you do. And that that's kind of the the skill is if you're not getting the results, keep kind of refining the prompt. Yes.
Speaker 1 01:17:17
Now I'm going to say I I'm 100 percent agree with Suzanne on this, um always refine your prompt is going to make you a better person. It makes me a better person, Especially in a lot of things that I do where I realize AI calls me out on things that, I'm like, wait, I've been doing it this way for years. Um, so you're going to learn to refine your prompt, but also be careful of loops. Um and I will tell you a funny story about Anzor. He wanted me to build out a document. I handwrote the document. I didn't take it through AI. This was like two or three years ago, and then he kept running it through uh ChatGPT and told ChatGPT to make it better.
Speaker 1 01:17:57
Every pass, and it got to the point it was just finding random stuff. So be careful of loops. But when you write it well, and sometimes I'm terrible at writing well, um when you write it well, it does get better and better. Uh this is a line that I will sometimes forget. And I've had to go back and say oops, I forgot to be very specific. It cannot go outside of this document.
Speaker 7 01:18:21
Is there a benefit of starting a new chat or something or a new um uh?
Speaker 5 01:18:27
Project. Yes. Yes. Yep.
Speaker 7 01:18:30
When like, cause I've had things where I've used, you know, Gemini and stuff like that. And if you're in the same window, it starts to do the same thing. Yes. And, you want something different. And so so you close it out and it's in is the same in this case where you start a new one?
Speaker 1 01:18:45
Yes, I always start a new one. If I see that I was not as clear as I should have been, I always start a new task and I'll delete the old one so.
Speaker 3 01:18:54
So going back to the picture project for a second. So, you know, we're I mean, we we have a massive amount of images to go through. I mean, it just doesn't seem very practical to say, you know look through all these and I'll come back tomorrow. Or.
Speaker 7 01:19:14
You could do maybe you know a folder. I mean, it's you know a few folders a year at a time or something. That's what I would assume i'd have to do because of what it sounds like.
Speaker 3 01:19:24
Okay, so you envision there's some way that we could organize the images. Yeah,
Speaker 7 01:19:30
Exactly. Vector them instead of, you know, because I am kind of afraid, like I said earlier, like what if something goes awry? I mean, those are all the images we have, and it starts moving them places and right. Like something wrong. Like and then I come back in the morning and everything's un-, you know, crazy. Yes. So I would rather probably do it in small batches, so that in case something I could recognize something quicker.
Speaker 1 01:19:53
Yeah, this is my this is my pictures folder just to show you guys. It did tag it, so that's Ace, that's me. This is I don't know who that is. Oh, that's me and me again. Marina stuff that has,
Speaker 7 01:20:10
Like multiple multiple tags to it. Obviously, like, yes, place the daytime, the person in it all that stuff.
Speaker 3 01:20:18
Yeah. So what what happens now? So you know. Yeah, This is will also be a daytime and a people and a road, or you know, whatever it is. So does it just keep adding tags? Yes, it does. And then is that actually better in the long run? Because then as you continue to go back and look at it, it doesn't have to create those tags. Correct. Yeah,
Speaker 1 01:20:44
And you can also tell it to remove certain tags if you go through it, and you say, hey, I got 50 tags here. But daytime is no longer applicable. You can tell CoPilot to go remove daytime from every picture.
Speaker 7 01:20:57
Or I could go directly onto the window or the drive itself and, you know, do it in real time, correct? Correct. Okay.
Speaker 3 01:21:06
Yes. So, I mean, Kevin, I'm envisioning that there might be just some pre- work that's done where we identify certain tags and just do that. You know, just you know, run it every night. Identify all daytime and that adds a tag. And then we'll identify animals and that adds a tag. And then so then when you're searching it, it'll make that a lot faster. Yeah,
Speaker 7 01:21:30
Now we could go directly onto the OneDrive and say, find all photos with dogs in it. And that way okay perfect.
Speaker 1 01:21:36
Yeah All right That's pretty awesome Why don't we do this I know we're limited on time. I want to do another training, but I need to make this a little bit more for you guys. And I should have asked those questions, so I do apologize for that. I'm going to send everybody a survey and I want you to put use cases in there of what you would like it to do for you daily. I'm going to do two trainings with you. I'm going to do one that's more focused on use cases. And then i'm going to do a second training on Power Automate, so that you guys can learn how to build out workflows to make your life a lot easier. Okay?
Speaker 1 01:22:12
Now with workflows, that's Power Automate. I can tell you there's a few things you can do with it. So, you can have a Power Automate automatically search for tagged images and build you out a report weekly. I don't know if this is of interest to you, But it'll look in a folder, and you can have it always set to send it to your Monday at 6 : 00 AM and say, "Tell me how many images that have animals on it." That's just something random you can do. Power Automate will do that for you. You can set it up to one of the things I do is forms. I have people fill out forms, and then if they're asking for a purchase of something, it goes through manager approval, and it's just automatic for me. And I use Power Automate to get those approvals in place. Another thing I do, And my guest on this call is going to laugh at this anytime, a new task is open for me in Asana Power Automate notifies me via Teams message.
Speaker 1 01:23:12
So, and that's something you can have it do. Um, I also have it go through my scan folders. If there's any invoice that's sent to me that's over $1000, it will alert me via Teams. Those are the types of things I can do. There's also all kinds of other things to do with it. Um, Every meeting that is transcribed for me, automatically goes in my OneDrive and I get alerted once it's built out. It will build out my meeting summary for me and then alert me. It's done, which saves me time.
Speaker 1 01:23:43
Another thing I have Power Automate do is if there's an email that comes from a VIP at any client, then it's going to alert me via Teams. Suzanne, you're on that list. Kevin, you're on that list. If I get an email from either of you, I instantly get a Teams message alerting me that, hey, Suzanne Hawley has sent you an email. Look at it right away. That's why I respond to your emails so quickly. It's not just.
Speaker 3 01:24:08
By reading your emails. No.
Speaker 1 01:24:11
Okay. I also have Power Automate. It categorizes all my emails that are coming in for me. So if it's something that's monitoring, I have it do that.
Speaker 3 01:24:22
Okay, all right, So that's we'll put a pin in that. And that's going to I think will be a smaller, you know, meeting. I wanted to touch on uh training. So you know and what I had told everyone this is the first, Session. This is to get an overview just so they can get started. And and I will I will say that the more I use this, the the more I saw opportunities on on how to use it. And then I think Gabriel, like yourself, you'll wait a minute, inputs can I use this for invoices? How would I do that? Yes. And so uh what kind of training is available.
Speaker 4 01:25:02
Or what kind of resources.
Speaker 1 01:25:04
Are available to us on an ongoing basis. So one, Now just because it's you guys and that's because um Anzor and I both love DTLA, you guys can hit me up anytime you want training. Okay. So anything you just say, hey Chris, I need training on X Y Z. That's the first thing. Number two, I am building out new cloud training. Uh, video training that we're going to have available to all clients. It's being built out again this week just because things have changed within Klod. And so we're updating that training. I don't want to give you the old stuff 'cause it's not going to work for you guys. That's going to be available starting on Monday and I'm going to send everybody links to that. So you can rewatch it, make it go slower, make it go faster, whatever you need. Um, I am also going to send out a form for you guys to fill out.
Speaker 1 01:25:54
So that I can understand your use cases, a lot better and how you're going to use it, and then I'm going to build additional training videos for you guys surrounding that, and those will be done within the next two weeks. I can also.
Speaker 3 01:26:06
Now okay, just say there's there's some things that are unique to to some people. But it'd be interesting to see, you know what what comes out of that. Uh but is there uh training that's, Provided through cloud, or are there other resources where we could just talk through, you know, one on one?
Speaker 1 01:26:27
Yes. So I am curating a list. I have a curated list from last month. I am curating a new list from this month of a lot of YouTube trainers that are really good material because I don't want to send you guys to somebody that's not going to give you the full information. So I curate those lists every month, and you guys are going to get added to that email. And so when I send it out, It's going to be a list of different YouTube with their links of ones that I trust that have good training. And, then we do have another company ; I am going to have to check with Anzor on this one that does also provide specialized cloud training. Um, I want to see if we're still working with them, and if we are, I'll get you guys that information. That would be great. Yes.
Speaker 2 01:27:13
We have all staff together to request, um, If you want to choose any kind of email app that you use, that you would be interested in having connected with Plaud before we forward those to me. And then I just wanted to check Christi with you with regards to pushing out on an organizational level. The Plaud app onto our computers. Is this something that can be done just for staff computers? Or would this be pushed out for every computer that you guys?
Speaker 1 01:27:41
Every computer that we support, unless you tell us not to include that computer. But wait, there's a fee per computer. Right? If if the if the computers are currently in our system, we can push it out to every one of those computers.
Speaker 2 01:27:57
But that's so yeah, we can talk about this Suzanne. Well,
Speaker 3 01:28:01
Yeah, let's talk. Let's talk about this. Okay.
Speaker 2 01:28:04
I just don't I don't feel the need to have this app on the computers, like the watch commander or just.
Speaker 4 01:28:09
Anything like that. No.
Speaker 2 01:28:10
So it's. Just DTLA staff. That's it. It's in 12 of us. Yes, yes, yes. Twelve staff members.
Speaker 1 01:28:16
Yes, yeah. And then at that point, Um what I'll do just send me the list of staff users if I don't already have it, I will make sure the team only only pushes it to those computers.
Speaker 2 01:28:27
You'll have that in the next five minutes once we're done. And then you said that that's something they could be on everyone's computers by close of business tomorrow?
Speaker 1 01:28:37
Yes Yep And it will be a silent install, Um, in chat, I it's the same rate whether.
Speaker 3 01:28:46
We have 12. It's we don't pay per user.
Speaker 1 01:28:49
You're you're not going to pay for the installation of this tool.
Speaker 3 01:28:51
No, on a monthly basis do we pay per user?
Speaker 1 01:28:54
Um, on a monthly basis you pay per computer.
Speaker 3 01:28:58
Per computer? Yes. So definitely, we don't want to push push it out to all of our computers Correct Yeah.
Speaker 1 01:29:08
In chat, I put a link for you guys for a survey. In there, it's going to ask you what tools you've used, how do you want to use it? In the additional comments field, which is at the very last statement on there, put in use case scenarios for me. I let it be a long answer. So I will be looking at those as soon as you guys as soon as I get notified that they're they are in. I will be looking to see what use cases you guys have. If I have things already built for your use cases, I'm going to send those over right away. So if you put in your email address, um or I'm sorry, your name in there, not your email address. But if you put in your name, I can forward those over to you and I'll CC, uh, Kevin and Michael on that email as well. And Suzanne if you or Suzanne if you want to as well. Sorry, I got Suzanne just walked past my door so my brain.
Speaker 8 01:29:58
Uh we filled this out already didn't we? Like is there let me see what's the best one?
Speaker 1 01:30:05
And if you just did, it is my apology. This is my first full week back, so bear with me. Um, let me double check. Did we fill this out?
Speaker 3 01:30:14
I didn't.
Speaker 1 01:30:15
I've never seen.
Speaker 3 01:30:16
Oh okay, maybe it's a different. You did one. Okay So maybe some of us got it and some of us didn't?
Speaker 2 01:30:23
No there was a there was an email sent to all staff asking them to complete a survey before this training session.
Speaker 3 01:30:29
Yes I took that one Okay.
Speaker 6 01:30:32
A couple of us just didn't do it.
Speaker 3 01:30:34
So okay, some of us did, some of us didn't. But you didn't look at any of them.
Speaker 1 01:30:39
I haven't looked at them in two weeks. So that is on me. I apologize. Um, I am getting back to this week. So I am back to full uh mode this week. So I do, I do apologize.
Speaker 8 01:30:51
Fill it out again is your recommendation?
Speaker 1 01:30:53
No, if you've already filled it out don't fill it out again. I'll pull your information.
Speaker 1 01:31:01
I had it in my notes. I didn't send this, so that's that's on me.
Speaker 3 01:31:07
That's must have gotten sent. Okay, yeah, all right. Uh, we're at time then.
Speaker 1 01:31:17
Okay, And feel free guys to send me an email of any questions you guys have or anything along those lines.
Speaker 1 01:31:30
Uh other than that, thank you guys very much.
Speaker 7 01:31:33
Do you? Your email is?
Speaker 1 01:31:35
Oh Chris Christi at CRIMSONIT. .com you can also put in, oh, uh, you can also do Chris at CRIMSONIT. Com, if you if you forget Christi.
Speaker 3 01:31:48
Okay. And if everyone can just stay on for a minute I'd appreciate it.
Speaker 1 01:31:52
Okay. Then uh, are you guys good with me? I can leave or yes,
Speaker 3 01:31:58
Awesome. Thank you.
## 1. LV Access Request Workflow in ConnectWise
Christi is adding multiple forms to ConnectWise for various tasks, such as ordering business cards. An immediate need is to create a workflow for LV access requests. The current process is manual and Christi wants to automate it. The goal is to set up a system where, upon submission of an LV access request form, an email is automatically sent to LV to request access, with Christi CC'd for approval. Christi has not learned how to create workflows in ConnectWise and is asking Olivia, who is more experienced, for help.
### Action Items
- [ ] Create the LV access request form in ConnectWise. -- _Christi_
- [ ] Notify Olivia once the LV access request form is created and share the specific form details. -- _Christi_
- [ ] Configure the automated workflow for the LV access request form to email LV with the request and CC Christi for approval. -- _Olivia_
- [ ] Review the "service approvals" feature in ConnectWise to understand its capabilities. -- _Olivia_
- [ ] Research the "service approvals" feature in ConnectWise. -- _Christi_
> **AI Suggestions**
> AI has identified the following unresolved items or unclear action points; please review:
> 1. The specific content and required fields for the new LV access request form were not defined. These are necessary before Olivia can set up the workflow logic.
> 2. The exact email template for the automated LV access request was not discussed. Details such as LV’s recipient address, subject line (e.g., "New User Setup Request for LV"), and body content must be determined to complete the workflow.
> 3. Christi mentioned working on the procurement side and creating quick forms, but no detailed plan or timeline was discussed for these additional forms beyond the immediate LV access request.
Apr 22, 2026
Speaker 1 00:00:01
Hello, good morning. Good morning. How are you?
Speaker 2 00:00:08
I am tired a little bit. How are you? Same. I am ready for Friday. Is that Is it too soon? Too soon to say that No,
Speaker 1 00:00:20
It's Wednesday, so yeah, it's not too soon. Okay, perfect so, I am going to be putting a bunch of forms into Connectwise. What.
Speaker 2 00:00:35
Kind of forms? Oh, oh, never mind. Sorry, my little brain is it's taking a minute to realize what's going on here.
Speaker 1 00:00:46
Yeah, I get it totally get itum and because there's a lot of things that we do like business cards and. Yeah, there's there's so much going on. Um, I need to figure out a workflow for the LV access requests. Uh, And that one I may need to work for you work with you because if they need LV, I need a system somehow to automate sending an email to LV to request access and CCing me so that I can approve said access. Oh okay.
Speaker 1 00:01:26
So I figured, like a workflow? Yeah, I figured that you, uh the queen of ConnectWise workflows can help me figure that out because I let you learn it and I never learned it.
Speaker 2 00:01:39
Oh yes, it's pretty simple actually.
Speaker 1 00:01:43
Yeah, So this is, uh this is where uh Anzer would accuse me of not delegating. And but when I did now, I don't know how to do the things that I need to know and now have to bottleneck you.
Speaker 2 00:01:58
Well, luckily these workflows are super simple and. Well, I guess I can send an email pretty simply, pretty easily.
Speaker 1 00:02:08
Yeah. Okay, Well, I will let you know when that's done, and I will let, you know, which uh which one form it will be, and we'll go from there.
Speaker 2 00:02:18
Okay, that sounds great. It just it'll have like the same summary every time too right?
Speaker 1 00:02:25
It'll be it'll say, uh, new user setup request for LV or something along those lines. Yeah, very, very easy, easy, yeah, but I notice that you have service approvals now in forms on getting wise service approvals. What do you mean set service approval parameters, allow your customers to see and select values for statuses? Please note that when the service approvals toggle button is activated, the parameters field will automatically be deact.
Speaker 1 00:02:55
What? Yeah, I haven't learned it yet, so I am not putting it in play. But I am working on the procurement side right now.
Speaker 2 00:03:02
Oh okay, if you learn it, let me know. Yeah. I'll uh I'll have to look into that as well.
Speaker 1 00:03:09
Yes, I want to dig into it, but uh I just I need some quick forms right now. So I am trying to do do that real quick.
Speaker 2 00:03:16
Yeah, gotcha. Okay no worries let me know whenum you got it in place and, Let's talk about our workflow. I can set it up. Yeah, because I need to get some software requests going through.
Speaker 1 00:03:29
Gotcha. Okay, sounds good. Okay, thank you. Bye. Okay, thank you ma'am. Okay goodbye.
07-01 Weekly Meeting: Q2/Q3 Rocks, T&M Projects, and IT Process Ownership
## Meeting Information
> Date: 2026-07-01 11:41:44
> Location: [Insert Location]
> Participants: [Mike] [Pete] [Speaker 3] [Olivia] [Sergio] [Anton] [Speaker 7] [April] [Speaker 9]
## Meeting Notes
- Topic Title: Managing time-and-materials (T&M) work without formal quotes
- T&M projects (e.g., for Maverick) proceed with verbal approval, hours billed, and no signed estimate.
- Current list shows only approved quotes; invoices are not tracked the same way.
- Need to define how to record and track T&M engagements and approvals.
- Seg should be consulted for process clarity.
- Stress level “3”; trending down this week.
- Conclusion: No decision; to be discussed offline and with Seg.
- Topic Title: Customer feedback and complaint handling (Intercom and surveys)
- Intercom activity noted from others besides Mike.
- One yellow complaint where the user did not respond despite three follow-ups; ticket was closed.
- Pete requested Chris to trace the complaint (Ability First / Lucio) and communicate efforts to improve.
- Olivia noted no comment was included with the yellow; Speaker 3 will talk to Michelle today.
- KPIs: 46 green surveys; 21 out-of-compliance tickets; 53 same-day resolutions; 354 tickets open; 1.49 hours per ticket (up due to onboardings).
- Conclusion: Chris to follow up with Michelle; acknowledge survey metrics; focus on improving onboarding.
- Topic Title: Q2 rocks status and Q3 priority setup
- Pete: Full migration to Hudu complete; Lifecycle Manager complete; revenue management KPIs with Mike complete; AI training curriculum template complete (needs publishing and implementation definition).
- Mike: Client health score complete; sales engineering process not complete.
- Sergio: “All done.”
- Anton: Monthly reports automation complete; security audit assessment template complete; local admin rotation complete; Wi-Fi password rotation in progress (PS team, WineGuard), likely a Q3 rock.
- Olivia: Hudu migration and “Kofitg” complete; password reset process incomplete; KPI/productivity reports nearly complete (to be cleaned and shown to Pete).
- Pete: Password reset process is top priority for Q3; help desk KPIs/productivity and call queue/workflow monitoring also priority for Olivia.
- Conclusion: Multiple Q2 rocks complete; set Q3 priorities, especially password reset process and help desk monitoring.
- Topic Title: MDM ownership and standardized network configuration
- Speaker 7: MDM documentation prepared; asked to share; Pete directed sharing with Matthew and Olivia; Olivia’s team will own MDM, then turn over to Matthew; validate process with Ponti and Olivia.
- Client onboarding standardized network configuration: document complete; turned over to Kevin and Gabby; based on Anton’s doc.
- Anton suggested auditing and rebuilding existing clients to match the template; needs Kevin and Gabby’s input; project setup needed for firewall reviews.
- Project estimating/quoting: Speaker 7 documented existing process; will share with Pete.
- Conclusion: MDM process ownership assigned; standardized network config adopted for new sites; plan to audit existing clients; quoting process document to be reviewed.
- Topic Title: Finance and admin transitions and automation
- April: Transition to admin team leadership complete; Phase 1 agreement-building automation complete; ready to roll out UBI automation with RMM and agreements; need to finalize number of free spares per client for agreements.
- Pete to review spares list with April.
- Speaker 9 (Elisa): Transition replacing Jane’s role complete; will prioritize training starting July so finance operations are fully covered by end of Q3; may add a Q3 rock for cash flow/reporting with Tony.
- Conclusion: Admin and finance transitions complete; UBI automation pending spares decision; Q3 training and possible reporting rock.
- Topic Title: Foothill assessment and new client potential
- Ongoing Foothill assessment; obstacles with Foothill IT staff noted.
- Goal: assemble data and draft report ASAP (target by 2026-07-02; acceptable by 2026-07-06); Anzor will combine with his interview findings for final report draft.
- Concern: Speaker 7’s last day is 2026-07-02; need handoff of tools/templates to Matthew/Anzor/Vlad to ensure continuity after 11:00 AM.
- Mike has received some reports (e.g., Live Optics); suggests extrapolating into action items before using Claude to format; can meet Speaker 7 to assist.
- Conclusion: Compile assessment data, hand off before Speaker 7’s departure, and conduct technical review prior to finalization.
- Topic Title: Pro Services team transition (post-Jason)
- Vlad to step in; Jason’s directs will report to Vlad; Pete to onboard Vlad to leadership calls.
- Pete to be looped on quotes and project work for oversight.
- Mike flagged issue: PMs lack control over project engineers’ time; major risk affecting pipeline visibility and customer expectation-setting.
- Conclusion: Vlad to join calls; address PM authority over engineer scheduling.
- Topic Title: Hardware stack strategy beyond Meraki
- Maintain momentum after Jason leaves.
- Mike proposed adding enterprise-level firewall products; Meraki seen as SMB; align with Anzor’s direction.
- Anton: Team already supports FortiGate and Cisco; can expand features; not replacing Meraki, but add products.
- Conclusion: Add an enterprise firewall option (e.g., FortiGate) and expand expertise over time.
- Topic Title: PAM solution challenges (Senhasegura/Segura) and PowerShell
- Speaker 3 (Chris): Cannot use Segura for PowerShell/CLI; needs global admin operations for Ability First and Sharp (e.g., litigation holds, reports); heavy users like Charl and Emil may face similar issues; suggests revisiting GDAP per-client with role-based access.
- Anton: History—previously broad global admin access; moved to conditional access; proposed PAM with web sessions per Anzor’s preference; web sessions limit PowerShell; limited global accounts to client champions/pod leaders; now evaluating alternatives, including deploying a PAM server to support scripting and session recording.
- Pete: Collect challenges (PowerShell, PST files, mailbox access, performance); schedule follow-up meeting with Anzor, Chris, Anton to decide next steps.
- Conclusion: No decision; offline follow-up to evaluate Segura vs. alternatives (including GDAP or server-based PAM).
- Topic Title: Cell phone stipend policy for Teams availability
- Legal/compliance: If expecting offsite availability via Teams/phone, likely need a stipend (California laws).
- Prior employer benchmarks: $20–$25 common for MSPs; larger companies ranged $50–$80 or provided corporate devices/plans.
- Proposed approach: $25/month stipend; eligibility for staff expected to be reachable on Teams while on customer sites; require Teams installed on personal phone; define boundaries and usage expectations; potential revocation if non-compliant; avoid on-call without pay issues; clarify reimbursement vs. stipend (Elisa to research tax treatment).
- Need lists from team leads of eligible staff; estimate monthly cost (~$500).
- Conclusion: General agreement to implement a stipend policy; finalize amount, eligibility, and documentation.
- Topic Title: Scheduling and Q3 rocks submission
- Next L10 currently set for 2026-07-07 (may move later in that week).
- Each leader to bring up to three Q3 rocks; consider priorities for other team members as well.
- Conclusion: Prepare Q3 rocks by next week’s meeting.
## Next Arrangements
- [ ] Define and document the process for tracking T&M projects and approvals; consult Seg.
- [ ] Chris to follow up with Michelle on the yellow complaint and communicate service efforts.
- [ ] Assign an owner to improve onboarding and reduce ticket time.
- [ ] Publish the AI training curriculum and define implementation and requirements.
- [ ] Finalize and prioritize the password reset process as a Q3 rock.
- [ ] Validate and turn over the MDM process to Matthew; Olivia/Ponti to confirm.
- [ ] Set up a project to audit/rebuild existing client networks/firewalls to the new template (Anton with Kevin/Gabby).
- [ ] Share the project estimating/quoting process document with Pete.
- [ ] April and Pete to finalize the number of free spares per client for UBI automation agreements.
- [ ] Elisa to research stipend tax treatment and set up payroll handling.
- [ ] Each leader to submit up to three Q3 rocks by 2026-07-07 (or updated meeting date).
- [ ] Complete Foothill assessment data compilation; hand off tools/templates before 2026-07-02 11:00; technical review prior to Anzor’s final report.
- [ ] Onboard Vlad to leadership calls; establish PM control over engineer scheduling.
- [ ] Plan addition of an enterprise firewall to the hardware stack; outline training and support.
- [ ] Schedule a follow-up with Anzor, Chris, and Anton to decide PAM solution direction (Segura vs. alternatives).
## 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. T&M project tracking lacks a defined approval, documentation, and billing workflow; formalize a process to ensure auditability and visibility.
> 2. PMs not controlling project engineers’ time undermines scheduling and customer commitments; clarify authority, tools, and processes for resource management.
> 3. PAM solution limitations (Segura) block PowerShell/CLI needs; evaluate GDAP and server-based PAM options with clear criteria (security, auditability, usability).
> 4. Onboarding inefficiencies increased ticket time; assign ownership, map bottlenecks, and implement improvements with measurable targets.
> 5. Cell phone stipend policy needs concrete eligibility criteria, usage boundaries, documentation, and tax compliance guidance before rollout.
Jul 1, 2026
Speaker 1 00:00:02
Even though it's fifty k. Depending on how the quote was put together.
Speaker 2 00:00:07
But see, it's not really a quote, it's just an invoice. I don't know how we do that.
Speaker 1 00:00:10
Uh, You're only going to see approved quotes on this list because we only the sales Ivy and Chinki only touch the quotes, they don't touch invoices.
Speaker 2 00:00:22
So when we do a time and materials thing. And maybe this is something we got to take offline, but when we say okay, Maverick wants us to do a time and materials project. That that's that we're, we don't do an estimate, but we might ballpark it, and it's probably going to cost them fifty sixty seventy thousand. But they basically give us a verbal approval to say go do this project. Um, and then we we build them real hours. How do we record that?
Speaker 2 00:00:56
Well, let's think. Let's think about how we should track that because it's not really. We don't give them an estimate necessarily, and they don't sign. I don't know what they really signed. We should talk to Seg anyway. Okay, all right, Let's go through the rest of this team. Stress level is three, a little A little high, but this week a three is not terrible. It's coming down. That's good, I guess.
Speaker 3 00:01:26
Intercom has been in the comments the last two weeks, and not by Mike. By others.
Speaker 2 00:01:34
Customer complaint?
Speaker 4 00:01:37
One yellow customer complaint last week, and it was essentially the user never got back to us. We followed up three times and then closed the ticket, so then they gave us a yellow, but they still haven't responded since then.
Speaker 2 00:01:54
So. So the only time they respond is to give us a negative report, but they don't actually respond to the request.
Speaker 4 00:01:58
Correct, correct. That's awesome. Or create a new ticket or anything, so yeah. Uh who who is it with?
Speaker 2 00:02:05
Ability First Lucio, Maybe maybe Chris can help us track that one down Chris. Can you maybe give us a hand with that Even better When you get a chance?
Speaker 3 00:02:19
Uh, he has been reporting directly to Sergio on things, and Sergio is not taking any bullshit about Crimson. So I just need to tell him what's up. I can take care of it.
Speaker 2 00:02:32
Yeah, If you wouldn't mind, maybe just tracking that back and tell him tell them the efforts, we're taking to try to provide service or get feedback to get better if we failed, and we're not even getting feedback on the feedback so, If they can help us, we want to get better, right? My goal is for us to get better. And if we failed here, I want to acknowledge it and fix it. If we failed and if if we didn't, I want to know that too. But yeah.
Speaker 4 00:03:01
Even when they put the yellow in, They didn't put any comment like in the actual because they can put like a comment when they click on yellow, you know? And it's just blank. Man, what do you want from us? No,
Speaker 3 00:03:15
I'll talk to Michelle about it today. Thank you. Call with her later today, so I'll I'll give her heads up.
Speaker 2 00:03:23
Number of green surveys: forty six that's good, right?
Speaker 4 00:03:26
Uhhuh. And then number of out of compliance tickets:. We had twenty one same day resolution fifty three uh, number of tickets open. We have three hundred in fifty four. So we're pretty consistent on our like three fifty ish tickets for the past couple weeks uh time per ticket. We're at one point four nine. That went up. We had a couple of on boardings that really brought up our time.
Speaker 2 00:03:53
All right, we got to get somebody focused on fixing onboarding process. So we'll talk about that. Okay, all right, let's move on to rocks. Will be the last rock we'll talk about Q three rocks next.
Speaker 2 00:04:18
Full migration to Hoodoo is done. Lifecycle manager, I am calling complete because I think from Chris's perspective, you would call this complete, wouldn't you, Chris? Yeah,
Speaker 3 00:04:31
I am in mine every day almost every day.
Speaker 2 00:04:34
And and I don't think Weingart. We're going to worry too too much about and I think uh. KPIs for revenue management with Mike. I think we're calling that one complete, Mike, and the training curriculum for AI. I'm going to call complete because we're going to use, um, I do have the i do have the template built and it's complete. We just have to actually publish it and figure out how we're going to implement it and what we're going to require of folks. But we do have the curriculum established. So, I feel like I actually did meet the rocks.
Speaker 2 00:05:09
But I had required for Q two, so I'm pretty happy with that.
Speaker 1 00:05:14
Soum develop the comprehensive client health score. That's complete. And then sales engineering process was not complete. I'm.
Speaker 5 00:05:37
All done.
Speaker 6 00:05:45
Uh, monthly reports automation complete. Security audit assessment service template complete. Local admin rotation complete, and we are still working on the Wi-Fi password rotation, which it finish up with the PS team only WineGuard. So probably it's gonna be my uh rock for the next quarter as well, the Wi-Fi password rotation because it's like huge. Amount of work. Okay.
Speaker 4 00:06:19
Don't complete Hudo migration and Kofitg that is complete, uh password reset process implementation this is incomplete. What? Uh and then continue building KPI and productivity reports for Help Desk. This is nearly complete I, just need to clean it up and then show Pete. So.
Speaker 2 00:06:43
So we'll call that one complete. We'll call the other one incomplete. Yeah, So I think uh I think number two is I want to be the number one priority for Q three, because for me, the more I read about social engineering, the more that one makes me concerned. So I want I want to make the password reset process a high priority for Q. Three. Okay, Now we're done with that one along with uh that one along with KPIs and productivity reports and. Monitoring, um, monitoring the I don't know what we call it, But monitoring like the call queues and and.
Speaker 4 00:07:29
Whatever we want to call the sort of the workflow process of the help desk. Those are those for me are the are the highest priorities for for you Olivia for next quarter. So okay noted.
Speaker 2 00:07:44
And Jason.
Speaker 7 00:07:47
All right, so the first ninety day Weingart priorities, I think that's you know, I've got them documented in ScalePad, but never really got much traction. It's very complex over there. You know, so we'll debrief on Weingart you know in our one on one.
Speaker 7 00:08:11
MDM into compliant devices, so we have our documentation. Pete, do you want me to share that with you?
Speaker 2 00:08:19
Yeah make sure make sure math Make sure Matthew has it and make sure Olivia has it because I think between them and Monti. I mean, Olivia, do you agree or disagree? Your your team's going to own MDM isn't it?
Speaker 4 00:08:33
Yeah, well I mean we're basically owning it right now. Especially because Matt fixed it right so.
Speaker 2 00:08:38
Yeah so I guess, You know, turn do a turnover to Matthew and make sure he owns that. And Olivia, if you, if you and or you and Monti or whoever you does, you know the two of you delegate. But ultimately I think you guys need to have a process down for. You know. Implementing and supporting um at the various customer levels. You know whatever that ultimately means and you can engage. Other teams as required, but I think MDM. He.
Speaker 7 00:09:15
Wrote the documentation and I'll have him kind of validate the process with Ponti and Olivia. Okay, okay, so the client onboarding standardized network configuration that one's complete as well. I have a document; I've turned it over to Kevin and Gabby, and they follow it when they're building.
Speaker 7 00:09:37
When they're building a new site network firewall, Anton provided me with a really good document early on, and I basically created the documentation based on that.
Speaker 6 00:09:54
A quick question: Jason, oh sorry, yes. Go ahead. Yeah we we already going to implement that template for new clients but, I think we should run some sort of audit and rebuild the existing clients based on that template as well. Yeah, I can lead on it next quarter, but I am going to need Kevin and Gabby's input as well.
Speaker 7 00:10:22
Well, And I think that was one of the things Pete wanted. The team to do is set up a project to go through every single firewall and make sure that's all completed.
Speaker 7 00:10:33
So we'll have to, I mean at this point there's no project set up. I did not get that started. Uh so we'll have to make that a project, I guess maybe for the next quarter. And then establishing a project estimating quoting process. So Pete, I'll share with you the document that I had created. Uh that basically, uh is you know documenting the process that we have in place. So I didn't establish a new process. I just documented the existing.
Speaker 7 00:11:06
Okay, So I'll share that with you this afternoon in our one on one.
Speaker 5 00:11:09
Okay, all right April.
Speaker 8 00:11:19
Sorry, I'm on unmute in my end for transitioning to admin team leadership. This is complete and for phase one agreement building automation this is, Complete and I'm ready to roll out the U B I uh automation uh with R M M and the agreements. Um, we just need to finalize the number of spares for each client that we will be uh free of charge. Okay so so we can implement in their agreements.
Speaker 2 00:11:47
Okay, so maybe you and I can walk through that list at some point, and then we'll figure out what's acceptable and what's not. Okay okay Elisa.
Speaker 9 00:11:60
Um, on my end, I will mark complete the transition markers transition in replacing ah Jane's role and rest assured that I'll be, um, supporting and guiding her to making sure that uh she's um. Uh, She has all the this support in case she she forgot something something like that. And starting July I'll be prioritizing. Um. Uh, training with my current how to to cover my my routines and tasks, Making sure that uh, by the end of the Q3, uh whenever I'm out uh, she can cover everything for the finance operation. Thank you.
Speaker 2 00:12:42
Yep, that'll be the Q2 initiative for Elisa, and we may have one more to do. To do some additional reporting, but I think you've already you're already way down the road on that, so there might not be a whole lot more in the cash flow process. But I think because I think you've already developed a lot of that. But, if there's anything else, we want to put for a target ROCK for Q3, either in the cash flow or the um or anything related to.
Speaker 2 00:13:15
Reporting or any of the stuff that we're working on with Tony, we can add that as a rock too. We don't have we don't have to, but we can. So for everybody for Q2 by the next meeting. Now we have an L10 scheduled right now for I think next Tuesday. We may push that to later next week, But I'd like everybody to come up with a list of your Q3 um ROKs, no more than three please um Three is already a, you know, a tall order. So I mean if you want to do four and you really have. I can bring four to the table, but four is a lot. Um three is three is probably optimal. Um, or if you've got two really big ones, then two might be enough. But uh, bring those to the meeting next week, if you can, and let's all agree.
Speaker 2 00:14:09
And make sure that those are the most important things that we, as a leadership team need to achieve in Q. Three, to to move the company forward and to move your team forward. So um think about what those are. Also please think about what, the other members of this team should be focused on right. So, You know Mike, you think about what Anton and Chris and April and Lisa and Olivia and everybody else. Should be, you know, from your perspective and from our customers' perspective, should be the highest priority and what I should be focused on. Right? And everybody else do the same thing for everybody else on this team. And, if there's, you know, you don't have to necessarily have one thing for everybody. But if there's key people on this group that you really have something that somebody really needs to have as a priority, please bring that up because that's what matters right?
Speaker 2 00:15:08
What What's important to you? Um, If there's somebody on this team that they need to focus on that and deliver for that for us to be successful or for you to be successful, and we haven't thought of it, that's that's really important for you to bring up here. So, um, we're the leadership team. Your opinion really matters here. So think about that. Let's let's talk about it. Okay, um let's go over to IDS. I think I had a couple of things we were going to add.
Speaker 2 00:15:38
This call, were there a couple things that I sent to you, April, Or did I dream that and was going to send them to you, but then didn't actually send them to you? Do you remember?
Speaker 8 00:15:54
Yeah, no, I did not receive anything.
Speaker 2 00:15:57
Of course. I think I started to put a list. I had two things. One of them was we already, Established, so we don't need to talk about that one. Um, it was, It was basically, what should we do when it comes to incentivizing people to um to study and achieve certifications. So I think we basically down is should we provide a stipend for um cell phones?
Speaker 2 00:16:35
Uh, For people that we expect to be available during business hours using Teams and or phone numbers. So if we can put that as an IDS item, Mike, you have something?
Speaker 1 00:16:51
Uh yeah, two things if we have time. Number oneum with Jason leaving, we don't have a representative from the PS team. I'd like to IDS that. Yep. And thenum hardware stack.
Speaker 1 00:17:05
Be another. Okay.
Speaker 2 00:17:15
Anybody else have items for IDs? Let's put one more for uh, let's just putum, new client potential. I I just want to touch on that quickly.
Speaker 3 00:17:39
Samhouse. I don't know how to spell it.
Speaker 2 00:17:41
I don't know what Samhouse means, but we can put it on there.
Speaker 3 00:17:45
And how long was it there? Yes.
Speaker 2 00:17:51
Okay. Okay. By the way, by the way, they did change their name to Segura, Just so everybody knows, which is way easier, which is way easier for me to say. That's what I that's what I call it all the time now, but I think everybody thinks I'm just lazy. But they they did officially change their name. Okay, where do you want to start? Let's start with the let's start from the bottom up.
Speaker 3 00:18:23
Um okay so for Segoraum, I'm putting it out there because I know others have had issues but now, I am going to throw this out here because I, I can't use it. I am sorry. I am trying as much as I can, But there is so much that I have to do via PowerShell because the Microsoft GUI does not allow me to do much and, I can't. I can't do it. So, As much as I want to take away my global admin rights to both Sharp and Ability First. If I have to go in,
Speaker 2 00:18:57
Please you broke up.
Speaker 2 00:19:01
Can't really tell.
Speaker 3 00:19:02
Uh, my internet's bad today. I am sorry. Um, it sucks.
Speaker 2 00:19:08
Yeah, you are cutting out Chris we can't We can't hear you.
Speaker 3 00:19:13
Uh, okay, let me do something real quick hang on one moment.
Speaker 2 00:19:20
All right? Let's let's let's switch to one of the other ones. Uh Mike, let's Let's do your Pro Services replacement. So with Jason's departure, we're having Vlad. Basically, step in and Jason's directs are going to report to him. So I am going to probably see if Vlad can join our call starting next week. Um, I need to talk to him about what this meeting is about, what he needs to do to prepare for it. He is not, so he probably has no idea what these are about, or how to prepare for them or anything else. But um, there is going to be a learning curve for him. So I am going gonna have to kind of.
Speaker 2 00:20:00
Probably help a little bit, but um. He's going to be juggling some things, so uh. I'll probably. Have to help him some as well, so that's. Going to have to be how things are for a bit, um, If there's anything in particular, that comes up that you send a Vlad copy me. And between the two of us, we'll have to handle it. And I guess that's what I'm going to have to say.
Speaker 1 00:20:29
So I have a topic for discussion with TST, but we'll wait till Vlad joins the meetings. Okay. Yeah.
Speaker 3 00:20:37
Can you guys hear me better?
Speaker 2 00:20:38
And I and I and I think and I think in general for for Pro Services, It's probably best if I'm just looped in to to review quotes to review all of the things related to the work that they're doing just because. I think it's just best if I'm in that loop because then I can see the quotes, I can see what's being produced, I can see what kind of requests are coming in and hopefully. I can help catch things that might be challenging before they become too challenging. We'll see.
Speaker 1 00:21:18
Okay, so since we're on that topic, two things I'll just bring up then. I just recently found out that the project managers, Don't have control over the project engineer's time. That's a major red flag, as far as I am concerned. Cause I've always asked, what's the project pipeline? So this on the sales team, I know what expectations to set with customers. And I was never able to no one ever gave me an answer. And I found out. This is why. So, that's like a core function of a PM is to manage the project engineer's availability and schedule, and I don't think that's currently happening. So that's one.
Speaker 1 00:21:55
Um, and I just forgot the other, so move on.
Speaker 2 00:22:03
All right, you want to talk about the hardware stack?
Speaker 1 00:22:06
Yeah, um, I know Jason was championing this, but with him leaving, I just want to make sure we don't lose momentum. And I know we use a we use Meraki here, but honestly if anyone knows networking Meraki's kind of like the Ubiquiti of firewalls. I think we need to be in in adding slowly, To our existing stack, more large, you know, larger, more enterprise level equipment. Especially if this is direction Anzor is going for new business development. Um we need to be building out our skill sets for more advanced products. Yep Because Meraki has a reputation in the industry of being S and B.
Speaker 2 00:22:43
Sure Yep Absolutely I agree.
Speaker 6 00:22:51
But we already supporting a lot of FortiGates. We can support Ciscos as well, like enterprise Cisco. We have enough features.
Speaker 1 00:23:01
Oh oh.
Speaker 6 00:23:02
Oh oh guys.
Speaker 1 00:23:03
Yeah, like for example that that.
Speaker 6 00:23:05
That for Telock,
Speaker 1 00:23:07
We told them go talk to FortiGate,
Speaker 6 00:23:09
We should be yeah, because yeah, yeah, yeah for support.
Speaker 1 00:23:12
Go got it, got it and we're not replacing Meraki, but we should add another product.
Speaker 1 00:23:20
Right, so we can expand our our expert. We want to be yeah, we want to be able to expand our, our expertise. Yep. Um I have other ones, but let's start with more. Let's start with the firewall add on. And then we can scale from there.
Speaker 2 00:23:35
Fair enough cool. Um I'll hit the new client potential thing real quick. So just in general, just so everybody knows where we stand. We're in the middle of doing this foothill assessment I. Think most of us know. Um. The Foothill thing has been a real challenge. I think there are obstacles on the Foothill IT staff that are you know, may get in the way of certain things. So we'll see what comes out of the Foothill assessment and the report, But in general, what we're trying to assemble, hopefully as much as possible by tomorrow.
Speaker 2 00:24:18
If we can get as much of the data assembled by tomorrow, Jason, What I did confirm with Anzor is I want I want us to do our full assessment and report based on the data collection that we get and put it out there. And then Anzor will take that and, and combine it with his information that he has gathered from his. Interviews and the other information that he has, and and basically produce the final report or the final report draft. So, to the extent possible, if we can have a draft done by tomorrow, that would be fantastic. If it's going to be Monday, then it's going to be Monday. But hopefully between what Anzor's gathering, what you've got, and what what Matthew's pulling together, hopefully we get as much as possible either tomorrow or at least by Monday.
Speaker 7 00:25:10
Great. When they are done with the assessment tomorrow, ah, the other site assessments, I'll take the spreadsheet. We will ah enter in because it was kind of a pass or fail, and we'll enter in all the details you know for each site, and we'll have that as part of the report. We go from there.
Speaker 2 00:25:29
Yeah and I guess my question though, Jason is, you know your last day is tomorrow, and you're turning in your equipment at whatever time at eleven a m. I don't know when the I don't know when this assessment's going to be done, right? So who has whatever tool or template, or whatever you were going to use, that can run that through that if they finish it at three o'clock tomorrow afternoon or at nine a m on Monday, right? Some well.
Speaker 7 00:26:00
I think I mean yeah.
Speaker 2 00:26:04
So so can. And, can you pass off whatever you were gonna do to someone so that they can do it tomorrow after you leave, because my guess is they're not gonna have it ready. I mean, maybe they'll have it ready tonight or tomorrow morning, and you can do it, But I wouldn't count on them having everything done by the time you're turning your equipment on before launch or something. So we need to have an alternative so that we don't, We don't count on you doing that, and then you are out the door, and nobody else kind of knows what we were planning to do. So maybe you can walk somebody through that if if it's Matthew or if it's Anzor or his team or someone else or Vlad. I don't really care who it is, but if you can maybe walk somebody through that today, that would be great.
Speaker 7 00:26:52
I may even have i mean Segred at this point; it's just compiling it. Segred does an awesome job with Claude and.
Speaker 2 00:27:01
Yeah, whoever again, Whoever the right person is is fine as long as they kind of know what to do with. With whatever it is. And the reason I suggested more of a technical person is I want to make sure they know if the result. Is, is inclusive of all the the information that's out there, but that's she can produce she can produce it and they can they can. You knowum review it too.
Speaker 1 00:27:26
That's fine Jason I had Matt send me the. Some of the reports, like I got like the live optics report. If you want to schedule a meeting this afternoon, I can kind of give you some a couple things that I see right off the bat to help out.
Speaker 2 00:27:37
Great, great. Well, I think what we're what we're trying to do. Mike is we're trying to get everything together and then have Claude or something produce the report and then have have the right technical people review it to make sure that all of the data is there, and then Anzor can take it and put it through with with his stuff and do whatever he wants.
Speaker 1 00:27:57
So I think someone has to extrapolate what's in the reports into action items for Anzor before it goes into Claude to make it pretty right. So that's that's what I'm a couple things I'm I'm saying,
Speaker 5 00:28:08
Okay, all.
Speaker 2 00:28:15
Right, you want to try yours again. Chris.
Speaker 3 00:28:18
Yeah, let's see if this works, because I turned off my VPN. Um can you guys hear me? Okay? Okay? Perfect. Okay, so my issue with Singora is this. I do have global admin rights on my accounts for Ability First and Sharp. If I need to do anything and I want to use Singora, Singora, I can't. So I can't run PowerShell scripts, which Microsoft does have some things in UI. But there's a lot of things it doesn't have in UI that they do force you to run PowerShell scripts on. And it.
Speaker 3 00:28:54
Most of the things I got to do has got to be run through those PowerShell scripts. So I can't just switch off my personal accounts and start using Singora for it because there's just no way. And then if I'm trying to download or run any type of reports that that I have to do for litigation holds, for Ability First especially, but also now starting with uh Sharp, it's not going to work there either. I cannot do it. So if I can't do it and I'm a heavy user, I I can only imagine the issues that Charl and Emil are going through, Which are the two I know that are just as heavy users as I am. So is there another solution out there? That is going to allow for PowerShell scripts and CLI use, or is this the only thing we got? Because my only option to give you guys, which I've been thinking through solutions, is go back to the original G-DAp option that we had before. Where we set up G-DAp for each individual client.
Speaker 3 00:29:53
And then we know who does what within Active Directory. I mean, sorry, Azure Active Directory.
Speaker 2 00:30:07
Well, We had a conversation about this a little bit right before Anzor left for vacation to kind of talk about what our options were. But I don't think we came we didn't really come up with a, With a an alternative solution yet. Um.
Speaker 1 00:30:28
I also think Seguera doesn't doesn't act like a traditional PAM. My understanding was that all those passwords are stored in a vault, Christi would be able to log into Senhasegura and then access Azure, never seeing the password, but because of her permission levels it would log her in automatically.
Speaker 6 00:30:47
Can I take from here the conversation? Initially, Initially, we did like we never had any pump solutions with the Crimson IT. When I did join Crimson IT, Every single member of the this team had the access to the ITG, and everyone just utilized global admin accounts from whatever region they were working from.
Speaker 6 00:31:20
We did two steps. First of all, We did the change the conditional access policy and allow to utilize global admin accounts only from the locations that we are managing, like from the Crimson IT offices. This is was the first step. Second step, we did propose Azure to start utilizing PAM solution, and we did propose to split the responsibilities between um, People, but like based on their uh daily uh tasks with the clients, so there is a billing account with the permissions to manage uh licenses, build the reports. There is a helpdesk account for managing users, creating groups, shared mailbox, whatever. And the global accounts for managing high privileged tasks. There was a limitation.
Speaker 6 00:32:17
And it was based on the willing from Anzor. He didn't want to build like an classic PAM solution with the dedicated server, with the remote sessions that's gonna be recorded, that's gonna be stored. He didn't insist that we need just cloud service with just web browser sessions. That's why we are stuck with this in-house server and this configuration. And, we have a limits because during your web session, there is not a lot of you can do with the PowerShell scripting. That's why we did limit the access in the ITG global accounts for only uh client champions and the pod leaders, those who are performing like high level access tasks.
Speaker 6 00:33:14
Based on the last conversation that was last week, I did miss that because I was on a vacation. Currently, we're taking a look what kind of services we can switch to from Senhasegura or we can deploy this PAM server and you're going to be able to perform scripting, building reports and everything going to be under the coverage of the PAM solution.
Speaker 6 00:33:45
Sorry for taking so long. No,
Speaker 3 00:33:48
Anton, you're good. Um, could I offer the G dot solution? We started to work on it and then Anzor stopped. Yes,
Speaker 6 00:33:55
Sure. Please feel free. Would you take a look on this note? Oh, sorry.
Speaker 2 00:34:02
You're cutting out again. You're cutting out Chris. It's we can't hear you. Sorry.
Speaker 6 00:34:07
I'm going to propose Senhasegura There was an managing giant as well but, At that time, it was like three years ago. Manish Jain wasn't able to track web sessions. That's why we did choose the Senhasegura. Okay, sorry, Christina.
Speaker 3 00:34:30
It's no, you are good. Um, I just feel bad because my internet's being sucky today. The reason why I was throwing out GDAP out there is because, When we have it set up properly, which I was the only one set up with it correctly, Um I could go in and change global admin passwords when issues happened and occurred. But the way we were going to do. It was based off of the tech technical level. So if it was someone like uh Charl off the top of my head, We only gave her help desk admin, where she all she would do would be reset passwords for users or create new users. And we had it in levels.
Speaker 3 00:35:09
And, then that way your tier threes are the only ones that they're not global admins per se, but they're high enough level that they can do almost anything. And then only Anzor and I were global admins. That was the plan. We just never finished it.
Speaker 2 00:35:27
So I think this I think this conversation needs to go offline, and we need to and we need to pick it up again with the with the follow- up meeting that we're going to have when Anzor gets back. Which is, what are we doing with Seguera or or another alternative? So. Anton wasn't able to be in that call. Chris, I don't think you were in that call either, right? No. Because you were out sick. So, um, when we have the follow up, we'll make sure that both of you are part of that and uh. We'll.
Speaker 2 00:36:03
We'll talk about it again, but that's basically what the issue was. Is you know, it's a challenge for people. Um, PowerShell scripts are an issue. It's a challenge for the help desk. How was it implemented? You know, what else should we be doing instead? And how you know what alternatives do we have? So that's kind of where we left it. Um, Sean came back with a list of these are the challenges that people have. Um. And, it was everything from PST files and PowerShell scripts and no license to access other mailboxes, or CIT admin emails and navigation and performance issues and all kinds of stuff. So, We got a we got a follow up on that and take the next steps. So if you're okay with it, we'll pick it up at the next call. Yeah.
Speaker 6 00:37:02
Yes. Yes. Okay.
Speaker 2 00:37:05
All right, Lastly, We've had several requests from folks on Olivia's team and legally, we need to make sure we address this. The right way. So people are asking if we provide a stipend since we expect them to be available when they're not in the office. And respond to Teams messages and other things. Now, This can also be a financial challenge if we have to start providing stipends for people, for cell phones of their own, if they're using Teams. But at the same time, If we have people going to customer sites and people in the office and people doing other things that we expect to be available on Teams, we need to provide something. So the question is.
Speaker 2 00:37:54
Is that an expectation that we have, and if so, what's the stipend we should provide, and what's reasonable, and who would be eligible for it? Does anybody have experience in this? Does anybody have opinions on this? When I first started here, I asked Anzor about it. He's like no people already have a cell phone plan. They they can just do it. But when Olivia and I talked about it, we googled it. I think there are some California laws that probably outline that we do need to provide something if we have an expectation for people. So, I want to do the right thing and, I don't know exactly what that would look like, but maybe it's twenty five bucks a month or something, for people. But, you know, people that come to mind would be, you know, people that are in the office that we send to to customer locations. Um. It.
Speaker 2 00:38:50
You know, It wouldn't be people that are like offshore because they're we don't send them to customer sites, But you know people like Jesse and Caleb and Kobe and Monty and Vana and um. And uh Adrian George. And George. You know people. And and potentially, you know, potentially likeum John Ryan Dimitri and Pepe, you know, and other people that you know that are actually on on site with people. So.
Speaker 3 00:39:31
So, the Dodgers did fifty dollars a month per per person if they wanted to use their own cell phone, or they provided you with a cell phone. Uh, washed it eighty dollars per month. Person, and gave you a discount on your personal lines, which actually stopped that discount on my phone. They never took it away. Um, or they provided you with a cell phone. And then Fox Studios did um seventy five dollars per person, and they allowed you to go on the corporate plan if you wanted. If you go on the corporate plan, you had to choose not iPhone and you had to buy it yourself. So those are the three main companies I've worked with.
Speaker 1 00:40:14
Every M S P I've worked for it's twenty to twenty five bucks, but I know a lot. I've been in discussions before where there's tiers.
Speaker 2 00:40:21
Yeah, big companies are going to provide a much bigger stipend, but right, but but I don't I don't see us providing that that level. Um, we the companies I've been with were were around the fifty dollar level as well. Um But I was thinking more around twenty five or thirty because our expectation is. And, we need to we need to have them sign something also because what I don't want them, they have to sign that they're only going to use it. During times that they are. Engaged in work and. Um, Whatever the word, the verbiage has to be so that we don't get sued later that they were working without being paid to work. And all that kind of crap, right I don't want to get into the whole like.
Speaker 2 00:41:09
You know, I was expected to be on call when I wasn't being paid and all that kind of stuff either. So, that's that's when you get into this whole weird hourly versus salaried kind of thing. And I don't want to get into that mess either. So, I think we've got to figure out how that needs to work. But can everybody come up with a list of who from your teams would would be eligible for it? I need to come up with what it would cost us. I'm thinking twenty five bucks. Does anybody think that's, Unreasonable. It needs to. It absolutely has to be more. Is it Mike? Did so you're saying it was twenty five bucks where you were before?
Speaker 1 00:41:48
Every M S P I've worked for, I've had a stipend and it's the most I've ever seen. It was twenty five, but I don't know if things have changed about twenty five bucks standard.
Speaker 2 00:42:04
All right. Does anybody disagree that we need to probably do something here? I think we I think we probably do need to do something, and then we need to figure out who we're going to do it for. Um,
Speaker 1 00:42:16
And if you if people complain that they need to charge more, I think you need to outline usage because I've seen some larger MSPs. They have like occasional use rate, like depending on the department.
Speaker 4 00:42:29
Yeah, When Pete and I were talking like we were saying to set like defined boundaries on what's expected right. So that it's not like open ended, like I was working all the time or whatever. That would be like a part of what was what they sign.
Speaker 2 00:42:44
Yeah, I mean it's occasional usage, You know, if if we need to get a hold of somebody while they happen to be on site with a customer, right? I mean that's that's for the most part what this is about. It's not it's not an expectation that somebody is going to be, Constantly using their cell phone when they're, out and about. Right. I mean that's that would be an exceptional thing.
Speaker 1 00:43:11
I think twenty five bucks is reasonable.
Speaker 2 00:43:13
I do too. I know this is going to hit the bottom line. So well, yeah, it's definitely going to hit the bottom line. There's no question about it. So, I guess Alisa from your perspective is that something that's going to be easy to attach to payroll so that it's not taxable or. I don't think it becomes taxable, does it?'Cause it's a, it's, it's, It would be considered I. A reimbursement. A reimbursement kind of thing, right?
Speaker 9 00:43:44
Sounds like a reimbursement. And I'll do uh a deeper research just to be safe. But uh my personal judgment is reimbursement.
Speaker 3 00:43:55
I always had to send a copy of my bill every month at all. The companies I worked for just to get it as that stipend reimbursement.
Speaker 2 00:44:06
Yeah, we're gonna do it more as a stipend, though, so that it's not a reimbursement. Um. Because, we're only gonna provide it to people that has Teams installed on their personal cell phone. Right? Like, if they if we haven't installed Teams on their cell phone, or we can't get a hold of somebody that has Teams installed on their cell phone, then we're gonna revoke. We're gonna revoke the stipend. And, the expectation will be that if we are providing the stipend, and we try to get a hold of somebody on their Teams, on their cell phone while they're at a customer site, they better answer. Right. So during work hours, of course. So figure out who would who would need it and try to get me a list if you can. Um and then I will I am guessing it's going to cost the company five hundred bucks a month. Hopefully less but.
Speaker 2 00:45:01
I'm I'm rounding a little bit. Yeah. Okay.
Speaker 5 00:45:14
Okay, that's what I have. anybody have anything else for the IDs? Okay, any closing comments remarks? Anything else we want to.
Speaker 2 00:45:32
Talk about before we close.
Speaker 4 00:45:36
Have a great Friday off. Mike said he's working.
Speaker 2 00:45:40
Yeah, Mike's working Friday, apparently not anymore. Did we Olivia, Did we find out if any customers or Mike? Or did we find out if any customers are working Friday?
Speaker 4 00:45:52
From what I've been seeing when Mike's mike and Vince have been sending it over, I haven't seen anyone that are that is working.
Speaker 4 00:46:01
On Friday, but we only have a couple like a handful so far.
Speaker 2 00:46:10
Okay, okay. Well, Thank you, everybody. We're We're halfway through your your twenty twenty five, six, twenty twenty six Sorry, and I appreciate what everybody's done this year. Um, we had a really busy first half of the year and uh, It's been exciting, but I think we've accomplished a huge amount of stuff. There's just it's too much to quantify, But this team has been, you know, really instrumental in accomplishing a lot of things. So thank you all. Um keep up the great work. Uh, let's get through the second half of twenty twenty six and keep plugging away. Um I think there's a lot of excitement ahead, so I appreciate each of you.
Speaker 2 00:46:56
Have a great rest of your week and a great long weekend, and I'll talk to you soon. Thank you.
Speaker 5 00:47:02
Bye- bye.
04-14 Consultation: Microsoft Purview DLP Configuration for Healthcare PHI Workflows
\> Date & Time: 2026-04-14 16:30:23
\> Location: [Insert Location]
\> Customer: [Insert Customer]
\## Overview
The discussion focuses on configuring Microsoft Purview Data Loss Prevention (DLP) for a healthcare organization managing pharmacy and patient qualification workflows. Teams exchange Protected Health Information (PHI) via email, eFax, and secure connectors with external entities such as hospitals, insurers (e.g., Optum), suppliers, and patients. Challenges include Purview/DLP flagging legitimate communications, license constraints (E3 vs. E5/E5 Compliance add-on vs. E7), and policy scoping (internal vs. external and department-based exclusions). Desired outcomes include properly scoping DLP to allow legitimate PHI workflows, enforcing encryption for outbound communications, and clarifying optimal licensing to support advanced compliance features.
\## Background
\- The consultant (Christi) was in the Pasadena office and collaborated on Microsoft Purview DLP settings with the customer’s team, addressing policy configuration and licensing questions.
\- The organization handles patient qualification and pharmacy operations, frequently sharing patient name, date of birth, address, and insurance information with external entities (hospitals, insurers, suppliers).
\- Technical issues included screen freezes and profile problems in Purview, as well as uncertainty over admin role context.
\- Licensing status: Majority of users on E3; some accounts may have E3 + Security, and there are references to having 3 people on E3 (and possibly E5 for certain users), with a need to confirm who is on E5 and whether to upgrade more users.
\- The consultant suggested using encryption for outbound email to enable compliant PHI exchange, configuring admin units/dynamic groups to scope DLP, and researching policy adjustments for valid workflows.
\## Pain Points
[Licensing limitations impacting advanced DLP/compliance features] The organization largely uses E3 (with references to E3 + Security) and lacks sufficient E5 or E5 Compliance add-ons to enable advanced Purview DLP options, causing policy and visibility constraints.
\- Impact: Limits ability to implement granular DLP controls, simulations, and advanced compliance capabilities, potentially increasing false positives and compliance risk for PHI exchanges.
\- Current Situation: Majority on E3; mentions of “13 people on E 3,” “you have three,” uncertainty about which accounts have E5; considering upgrading specific users (e.g., IT admin, inside sales) to E5.
\- Quantitative Metrics: “13 people on E 3,” “you have three” (interpreted as three users on a certain plan; exact E5 count unclear).
\- Examples: Cannot fully leverage DLP advanced options; questioning if “E 7” is cheaper (“about ninety nine dollars”) and whether E3 + Security covers needs (it does not for advanced DLP).
\- Context: Healthcare workflows demand HIPAA-compliant controls and sensitive information handling; DLP advanced features are gated behind higher-tier licensing.
\- Stakeholders: IT admin, inside sales, clinical teams, customer care, compliance and security stakeholders.
[Overly broad DLP policy flags valid PHI communications] Current Purview DLP simulations and policies flag typical patient qualification and pharmacy communications (names, addresses, insurance info) that are legitimate and necessary, including interactions with Optum, hospitals, suppliers, and eFax channels.
\- Impact: Operational friction for customer care, clinical, and pharmacy teams; potential delays in patient qualification and order fulfillment; increased administrative overhead to review/override flags.
\- Current Situation: Policies detect “US physical addresses” and trainable healthcare insurance classifiers; simulation mode shows items that are part of routine workflows; uncertainty over excluding certain sensitive info types without losing legitimate detection; plan to adjust policy to outbound-only and use encryption.
\- Quantitative Metrics: “Physical addresses plus three more” flagged; references to “eight characters” in detection details; no volumes provided, but daily operations entail frequent emails and eFax exchanges.
\- Examples: Referral for an insulin pump being faxed to a hospital/insurance; emails to suppliers through secure connectors; routine requests for patient address, DOB, insurance for qualification.
\- Context: HIPAA-compliant operations rely on secure exchange (encrypted email, secure connectors/tunnels). DLP must be scoped to avoid hindering standard processes while protecting external sharing.
\- Stakeholders: Customer care (inside sales), clinical teams, pharmacy, suppliers, hospitals, insurers (Optum), IT/security, compliance.
[Unclear scoping between internal vs. external communications and group-based exclusions] Difficulty configuring policies to protect external sharing while minimizing internal noise; need to exclude specific departments/groups that routinely handle PHI using compliant channels.
\- Impact: Increased false positives and policy noise; risk of over-exclusion or under-protection, potentially missing true incidents or blocking legitimate workflows.
\- Current Situation: Exploring admin units and dynamic groups (department-based, “starts with 503” rules) to exclude or differently monitor groups like sales, customer care, and HR; plan to first exclude internal communications and focus on external.
\- Quantitative Metrics: Department rule example “user department starts with 503”; multiple departments: sales, customer care, HR, R&D.
\- Examples: Need policies that treat customer care and clinical differently than R&D; simulation shows internal items likely due to CC’d external recipients; desire to run simulations excluding defined groups.
\- Context: Microsoft Entra (Azure AD) dynamic membership rules to build group-based targeting; Purview policy settings to restrict to “with people outside my organization.”
\- Stakeholders: IT admin (policy owner), sales/customer care, clinical, HR, R&D, compliance.
[Operational uncertainty around encryption enforcement and message trace visibility] Teams are expected to use encrypted email for PHI, but compliance is inconsistent; need mechanisms to flag non-encrypted external PHI and improve tracing.
\- Impact: Potential HIPAA compliance risk if PHI is sent unencrypted externally; oversight gaps if message tracing is not integrated with DLP views; reliance on reminders rather than enforced controls.
\- Current Situation: Considering policy to flag if outbound messages containing PHI are not encrypted; message trace must be run separately; some secure connectors/tunnels exist with partners (e.g., Optum).
\- Quantitative Metrics: None specific beyond references to “encrypted email” and “connectors.”
\- Examples: Leads come with partial info; outbound requests for additional PHI may not be encrypted; cannot run message trace directly from the DLP item view.
\- Context: Microsoft Purview DLP does not restrict encrypted content; Microsoft 365 connectors and secure tunnels mitigate risk; policy controls can require encryption for outbound PHI.
\- Stakeholders: Customer care, clinical teams, pharmacy, IT/security, compliance.
\## Expectations
[Implement properly scoped DLP policies that permit legitimate PHI workflows] The customer expects DLP policies to differentiate internal vs. external communications, exclude defined departments/groups that use compliant channels, and reduce false positives while maintaining protections.
\- Specific Goals: Configure outbound-only protection where appropriate; exclude or separately monitor groups like sales, customer care, HR; tailor sensitive info types (e.g., US physical addresses) and trainable healthcare classifiers to business needs.
\- Timeframe: Near-term; the customer wants to proceed with group creation and policy edits promptly; follow-up research by the consultant is forthcoming.
\- Resources Required: Microsoft Purview access, Entra dynamic groups/admin units, consultant’s research and configuration guidance.
\- Success Metrics: Fewer false positives on valid PHI exchanges; accurate detection of non-compliant external sharing; successful simulations reflecting intended scoping.
\- Stakeholders: IT admin, customer care, clinical, HR, pharmacy, consultant.
[Enforce encryption for outbound PHI and educate users] The customer expects to use encrypted email and secure connectors for PHI; if outbound messages are not encrypted, they should be flagged and users reminded.
\- Specific Goals: Ensure outbound PHI is encrypted; integrate a policy that flags non-encrypted PHI; reinforce user behavior to use encryption by default.
\- Timeframe: Immediate implementation aligned with DLP policy updates; ongoing user reminders and training.
\- Resources Required: Microsoft 365 encryption capabilities, secure connectors/tunnels, policy configuration, user training materials.
\- Success Metrics: Reduction in non-encrypted outbound PHI; audit logs showing encryption usage; fewer compliance exceptions.
\- Stakeholders: Customer care, clinical, pharmacy, IT/security, compliance.
[Clarify and optimize licensing strategy (E3 vs. E5/E5 Compliance add-on vs. E7)] The customer expects guidance on the most cost-effective licensing that supports the required compliance features, including who should be upgraded.
\- Specific Goals: Determine optimal plan (e.g., upgrading key users/teams to E5 or using E5 Compliance add-on); provide comparison including E7; confirm current licenses and assign appropriately.
\- Timeframe: Short-term; consultant to send comparison and check current tenant licensing.
\- Resources Required: Licensing analysis, tenant access to verify assignments, budget approval.
\- Success Metrics: Appropriate licenses assigned to roles requiring advanced DLP; cost-effective licensing with full required capabilities.
\- Stakeholders: IT admin, finance/procurement, consultant, affected departments (inside sales, clinical).
\## Other Information Summary
\- Secure connectors/tunnels are used with partners like Optum and suppliers to fulfill orders, which may reduce the need for per-message encryption in defined scenarios.
\- Simulation mode may display internal items due to CCs with external recipients; adjusting policy to “shared with people outside my organization” should reduce internal noise.
\- Trainable classifiers (e.g., healthcare insurance) are in use; instance counts for trainable types are not set.
\- The consultant mentioned research tasks to refine policies for healthcare workflows and to provide licensing comparisons including E7 (“about ninety nine dollars” noted, with caveats).
\- Department-based dynamic groups can be created using Entra rules (e.g., “user department starts with 503”) to target DLP enforcement and exclusions.
\- The organization uses eFax and Salesforce; PHI may move across these systems during referral and qualification workflows.
\## To-Do List
\- [ ] Send licensing comparison (E3, E3 + Security, E5, E5 Compliance add-on, E7) with recommendations; include cost notes and caveats. Stakeholders: Consultant, IT admin. Deadline: [Insert Deadline].
\- [ ] Verify current tenant licensing assignments and identify users/teams requiring E5 for advanced DLP; propose assignment changes (e.g., IT admin, inside sales, clinical). Stakeholders: Consultant, IT admin. Deadline: [Insert Deadline].
\- [ ] Configure Purview DLP policies to focus on external sharing (“with people outside my organization”) and reduce internal noise; run updated simulations. Stakeholders: IT admin. Deadline: [Insert Deadline].
\- [ ] Create Entra dynamic groups/admin units by department (e.g., sales, customer care, HR) to exclude/adjust DLP treatment; document rules (e.g., department starts with specific codes). Stakeholders: IT admin. Deadline: [Insert Deadline].
\- [ ] Implement outbound encryption requirement for PHI: policy to flag non-encrypted emails and user guidance to use encryption; verify secure connectors/tunnels coverage. Stakeholders: IT/security, customer care, clinical, pharmacy. Deadline: [Insert Deadline].
\- [ ] Prepare user training materials and reminders on using encrypted email for PHI, and when connectors/tunnels apply. Stakeholders: IT/security, compliance. Deadline: [Insert Deadline].
\- [ ] Conduct a message trace process for flagged emails to validate use cases and refine policies; document findings. Stakeholders: IT admin. Deadline: [Insert Deadline].
\- [ ] Schedule next check-in to review simulation results, group configurations, and encryption enforcement outcomes. Stakeholders: Consultant, IT admin. Deadline: [Insert Deadline].
\> AI Suggestions
\> The AI has identified the client's biggest pain point as overly broad DLP policies flagging legitimate PHI communications and disrupting routine healthcare workflows. Here are some possible solutions for your consideration:
\> 1. Scope DLP to external sharing first: Configure policies to “detect when content is shared with people outside my organization,” reducing internal noise; then iteratively refine.
\> 2. Implement department-based dynamic exclusions: Use Entra dynamic groups/admin units to exclude or apply lighter monitoring to customer care, clinical, and pharmacy, while enforcing stricter controls for non-PHI teams (e.g., R&D).
\> 3. Enforce outbound encryption for PHI: Create a rule that flags outbound messages containing PHI if not encrypted; pair with user training and quick-reference guides to standardize behavior.
\> 4. Leverage secure connectors/tunnels: Document and whitelist approved secure channels (e.g., Optum connectors) within DLP policies to allow known compliant exchanges without repeated flags.
\> 5. Upgrade key roles to E5 or E5 Compliance add-on: Ensure the IT admin and PHI-heavy departments have the necessary licensing for advanced DLP features, simulations, and compliance controls.
Apr 14, 2026
Speaker 1 00:00:01
I'm not sure what the problem is.
Speaker 1 00:00:33
The name of the town is derived from the river.
Speaker 1 00:01:20
What's up? Hi.
Speaker 2 00:01:24
How are you? It has been a day, but a good day, just a day.
Speaker 1 00:01:30
Very good.
Speaker 2 00:01:32
How's everything going for you? Good, so very good. Say that one more time.
Speaker 2 00:01:41
Oh, I am in the Pasadena office. Yeah, uh it's it's.
Speaker 1 00:01:48
Another client site. So. You have too many clients?
Speaker 2 00:01:56
Actually, Ium I only have two now besidesum, People who ask me questions and people I like, like you. Oh, thank you. You're welcome. And Sean,
Speaker 3 00:02:11
Even though even if you don't mean it, but I'll take it.
Speaker 2 00:02:14
I love Sean and Daniel? Daniel? Yeah. Yeah, they're amazing.
Speaker 1 00:02:21
You have a good one with Sean. So Thank you He's only yelled at me once in our relationship. So.
Speaker 1 00:02:33
And how was that?
Speaker 2 00:02:34
Uh I forgot to send him an email on something, so he was in his. He was in uh, he was in the right on that one. So I felt bad.
Speaker 3 00:02:47
My computer is acting up. It's not letting me change my screen. Something is going on here. Oh,
Speaker 2 00:02:52
I'm having to share my screen, but it's it's letting. It's not letting me move the windows. They're frozen. Is it almost frozen, but it's not frozen.
Speaker 2 00:03:05
I Can't. I was trying. I was going to walk through it with you today on PerView, uh, because I have a client that I got to set up DLP on, and it is being a pain in the neck.
Speaker 3 00:03:18
Yeah, PerView's right. Yeah, PerView's just in general it's not fun. Yeah, I'm going to go see right now.
Speaker 2 00:03:24
I see somebody Eugene in Salesforce.
Speaker 1 00:03:29
Okay so that's my difference because I don't bring it here at PerView either.
Speaker 1 00:03:35
All right, let me go.
Speaker 3 00:03:36
I think I have preview open here. This even this window gets stuck. I don't know how to.
Speaker 2 00:03:42
I can't get out of it.
Speaker 3 00:03:44
Yeah, exactly like what the heck? I don't wanna no, I'm, okay, with the new one,
Speaker 2 00:03:48
But clicking get started worked for me just now where? Go back on this one, just click the back button and then get started blue button yeah.
Speaker 1 00:04:02
Good guy.
Speaker 1 00:04:07
Where do I go? Where was I? Data loss.
Speaker 3 00:04:11
Where is that now?
Speaker 2 00:04:12
Um, you, it was in the center just a minute ago. Go back on the, there you go.
Speaker 1 00:04:19
Uh oh. I don't see it. Uh okay so go yeah That's weird.
Speaker 1 00:04:37
I know why. Hold on. Hold on. Hold on. It's my profile. Oh, I.
Speaker 2 00:04:54
Feel that,
Speaker 3 00:04:55
But if I'm clicking from admin, it should just ask me to log in as an admin,
Speaker 1 00:04:59
Not right?
Speaker 3 00:05:01
Not log me as the other person Policies.
Speaker 1 00:05:08
One of these days Microsoft will act up. Okay, there you go. Now let's see. Oh, there it is. Oh! What?
Speaker 2 00:05:26
We I forgot to uh put an E 5 on this account.
Speaker 3 00:05:32
On my account or so I don't know on this Admin account?
Speaker 2 00:05:35
Not on you guys, on uh uh, A nonprofit that is in the healthcare that I was turning on. Okay,
Speaker 3 00:05:41
I'll just ask you, should we go to E seven Is isn't E seven cheaper now?
Speaker 2 00:05:46
Uh, I am not a fan of E seven just yet. Um, okay. It's not cheaper. It's about ninety nine dollars, but t here is still some caveats to thatum That's being flushed out. All right So.
Speaker 3 00:06:00
Okay All right So now where should we go?
Speaker 2 00:06:03
Okay So we just did the exchange one right.
Speaker 3 00:06:07
Very well. Let's see. It was running in the summary. Let me go back. HMM saying.
Speaker 1 00:06:14
Complete if I click on it? Yeah.
Speaker 1 00:06:40
All right. Matching even fun. I don't know what that means, but anyway, we can look at it. So review matching items. It's in the bottom of the middle card. Yep Physical addresses plus three more Which is probably right because we do get referrals for patients and stuff. So. Yeah. So she Sharon from, where should I say, where is it from? Like who was the user? Let's see. Where does it come like which click.
Speaker 2 00:07:30
On customize columns right in the center? Yep, right there. File owner.
Speaker 1 00:07:37
From right there. From or a file. I do both. Okay. You know, I mean, these are like they're working with patients directly to get their,
Speaker 3 00:07:53
You know, for the for the leads and stuff to the transport right? Yeah. So in this case, what would you I mean do I just? I guess the question is right, but this is part of our process. You know, basically, when. When a lead comes in, right, And then our customer care will say we need your address to qualify you as a patient or not, right? That that you have your insurance. So that's a typical process we go through. Yeah. And they do a lot of communication with emails, right? Which is fine.
Speaker 1 00:08:20
So then do we then flag that this is okay,
Speaker 3 00:08:26
Or how did how did it work there?
Speaker 2 00:08:27
So this is where we would We would adjust and edit the policy. Um, Okay. And that's where when we go into the policy, we would edit it. And so let me share my screen for you real quick. Yeah. All right, so wrong, wrong share. Hang on. Okay, did it again? Okay, so when you're in here under edit, You're going to look at the info to protect. That's it's on this page. And then you're going to go in and say, edit.
Speaker 2 00:09:04
And, this is where you're going to go in and make some changes to everything. So you've got US physical addresses right here. You can make that change to however you want to do it. And then from there, you can also go in here and say, you know, text patterns and then instant count. You could even delete the physical address and just say, okay, we're okay with physical address under sensitive info. Information types is your all names, And you can clear that one as well if you're if you want to do that. And then under here is your trainable classifier. So you've got your healthcare insurance. So, we're not going to be setting medium and instance count for these because they're trainable. Um, but this is where you change most of it.
Speaker 3 00:09:54
Got it. But in this case, how I mean, there's almost like I have to because part of the, Normal exchange, right? We have to get patient's name, date of birth, address, insurance information to qualify them. Right? Yes. But in that case, then if I start excluding and everything will be excluded, or do I need to make it like? Is it a certain number of from users? Or how would I even otherwise? It sounds like I'll just end up excluding everything, and then I'll not catch anything, right, even the legitimate ones, right?
Speaker 2 00:10:27
Yeah. Let me. I do know what you're saying. Let me look and see, If there's a group we can exclude from, I believe there is. It's an admin unit, but let me look at something real quick.
Speaker 1 00:10:53
All right. Cancel, cancel. Let me go back.
Speaker 2 00:11:01
And, this is detect when content is shared from Microsoft 365 with people outside my organization. So,
Speaker 1 00:11:09
Um, so we can what we can do, we can set it to it was the very next page. There's a way to set it.
Speaker 1 00:11:31
Where it's only protecting.
Speaker 2 00:11:33
Outbound and not inbound.
Speaker 3 00:11:37
This could be outbound too, right? Because oh, because they could be asking the question, right?
Speaker 2 00:11:42
To see if they're asking. Yeah, If they're asking the question, then they wouldn't have the information when they go outbound though.
Speaker 3 00:11:54
It depends on well, we can try it, but sometimes the leads come in with half the information and need to go, ask them right. We need more information from you.
Speaker 2 00:12:02
Yeah. I mean, in that case, I would.
Speaker 3 00:12:07
Yeah. Let's see. Hang on one second. Let me go and see if there's a way What.
Speaker 2 00:12:20
About Microsoft encrypted email? Because DLP wouldn't apply to encrypted email, it won't restrict it, So encrypted email going outbound.
Speaker 3 00:12:31
Which this they're supposed to use encrypted, but if they're not. You can tell them to encrypt it or what, because they're I mean normal use case, they can definitely go back and forth right?
Speaker 2 00:12:46
Yes. I would honestly I would consider doing that. Um, Because, we know encrypted allows for things to get past DLP with because it's HIPAA compliant.
Speaker 3 00:13:06
So so then what should we do then? We say if it's not if it's not if it's not encrypted, then flag it or yes,
Speaker 2 00:13:13
And it does that automatically.
Speaker 3 00:13:19
So then do I need to just remind the people to use encrypted or yes.
Speaker 3 00:13:26
This is pretty much entire group, right? Let's see. But it doesn't tell me exactly. I'm guessing, I cannot tell from this email, either a GoSRS email, right? Is this email going, are they emailing the patient or how do we look at the content itself?
Speaker 2 00:13:45
Uh message trace. See if you can do a message trace on it.
Speaker 3 00:13:54
No, from this we I mean I can go run a message trace separate. I guess. And then to mind them again, but let's see it's fine. Eight characters okay, but there is no.
Speaker 1 00:14:08
Option from here to run the message trace right? Right. So I have to run a message trace for. This is I'm guessing this is the.
Speaker 1 00:14:32
So there is a setting we have to turn on. Um. With probably this.
Speaker 3 00:15:12
Customer care inside sales, I mean that's what they do. They qualify patients and they do this day in and out. They are talking to patients back and forth, get the information. In this case, they are working withum Optum and we may, And we may even have an encrypted, you know, what do you call that tunnel with the Optum team? That might be okay then. Some we also have created some tunnels too.
Speaker 1 00:15:43
Yeah. That's what I'm thinking. Let me double check something.
Speaker 1 00:15:58
We can limit patient communication to two defined groups, and that's done through the admin units. So that is where you do that one,
Speaker 2 00:16:17
Where you can restrict everyone but your two groups. And then.
Speaker 1 00:16:22
For encryption.
Speaker 1 00:16:30
All right, well, let's see. So right now this is by default.
Speaker 3 00:16:34
This was this is mostly internal too. So we can we can first exclude the internal one I think. Yes. I mean, yeah. So and that'll be a that'd be the first step.
Speaker 1 00:16:47
So let me just do this. Yeah Let's find next.
Speaker 1 00:17:02
Leave this one now,
Speaker 3 00:17:03
Right? And then or where do I put internalization?
Speaker 2 00:17:05
So add or remove admin units.
Speaker 1 00:17:11
And then you're going to you have none.
Speaker 2 00:17:14
Let's see.
Speaker 1 00:17:14
Oh, they moved it. Okay. So let me pull up Let me pull that one up.
Speaker 3 00:17:30
But before we do this, Is there a way to just say if it's only going from external to external?
Speaker 2 00:17:34
Yes, that's actually later in the policy. So I think we just do that first,
Speaker 3 00:17:40
Right? Because I didn't go through because I don't know which groups to include because they're multiple. This clinical team, there's inside sales. There are different groups of teams that are actually interact with patients. Yeah. Where do we change that internal versus external?
Speaker 2 00:17:58
So this one is policy settings is where I'm at.
Speaker 1 00:18:05
To turn it on. For your locations, which ones did you you just chose in exchange? Okay. I'm not sure.
Speaker 1 00:18:28
So there.
Speaker 3 00:18:31
Is no where the settings. I'm going to have to edit the whole edit policy. That's what we were before. I mean,
Speaker 1 00:18:38
That's what we were before. If you go to, oh, yours is not showing the same as mine. Okay, click next on that.
Speaker 1 00:18:60
Click edit here. Okay. So that's the setting. That's.
Speaker 2 00:19:17
The one where you have to do, um, with people outside my organization. So that should not done internal people. Unless under simulation mode,
Speaker 1 00:19:27
It just shows you everything. Well, unless there was people CC'd internal and external. I didn't check all the emails, right? So that could be where. Yes.
Speaker 1 00:20:06
So we can even see that you are sending PHI, please encrypt or something. Yeah, that's really weird. Do you have E5 licenses on your account? Let's see, I don't know. Might be E3 or E, I forget what we have.
Speaker 1 00:20:35
You have E 3, can you go to billing for me? And then click on licenses.
Speaker 3 00:20:44
I think it's majority is E 3, not E 5.
Speaker 2 00:20:47
Got it. You need one person on E 5.
Speaker 3 00:20:50
No, I think I am, I think we have E 5 and then we have uh Oh, you have three people on it? E 3 plus security right? Let's see. We have 13 people on E 3. How many? Five sorry uh where is the five uh.
Speaker 1 00:21:02
Yeah you you have three Yeah.
Speaker 1 00:21:08
I don't know why there's a great.
Speaker 3 00:21:11
So maybe my account is not on E 5, this account that I'm using. I can log in as IT admin. Okay. Should do that or? Yes. I guess we can even upgrade mine too, but then I set up under, I should be able to see it right, let's see. I.
Speaker 1 00:21:30
Guess we can put my account to E 5 too, it's not a big deal.
Speaker 1 00:21:46
You want me to go to preview first or? Yes, go to preview.
Speaker 1 00:22:20
Yeah, you have to add. You may have to add the E, add E five to the people. In the in for inside sales and your other team. To have. Oh wait, not that one. You uh yeah, you'll have to add those two. Um let me think about how this works.
Speaker 3 00:23:03
But I thought we had E three plus security. We went through that. We we don't have I thought the security covers it right? No no I thought we had E three plus security.
Speaker 2 00:23:10
Security covers a lot of things, but it doesn't cover D L P advanced options.
Speaker 2 00:23:16
Only uh there is an E 5 compliance add- on, but if you're doing that to people with already that already has security, you might as well just bump them up to an E 5. It's the same cost.
Speaker 3 00:23:28
That's what I think. So I need you guys to tell me what how am I paying for this thing? And what's the best way to do this right? Yeah. So example in this case like this is basically showing our. I mean, this is like subject right? I mean, this is in the in the in the footer. Yes. So that should not be technically flat, uh, If we see, and this is the and this is the patient's name, which is fine. So now they're talking with patient. Right. See metadata source. Wait, so obviously now we can see the email right? Yeah. So. Now we can see this is talking to eFax. It's coming from a patient, you know, from the hospital, right? Whatever that so I mean,
Speaker 1 00:24:08
This is a valid use case. Yeah, still have all the information.
Speaker 1 00:24:21
So this is going to the insurance company. So.
Speaker 3 00:24:25
This is coming from Beta, then it's referring patient for an insulin pump. It was a referral, yeah. So it's going to, I mean, it's being faxed to a somebody, yeah. Okay, got it. To process order. That one use case is let's see what else the other ones?
Speaker 2 00:24:40
Yeah that's that's something I'm gonna research for you.
Speaker 3 00:24:45
And this one kind of like we're talking to our suppliers right? Supplies to basically, And, then we do have a secure tunnel with them in the in the exchange. Yeah. To fulfill this order. So I mean, This will be a lot of use cases in our case because we are pharmacy, it's saving all sharing all the information.
Speaker 2 00:25:13
Remind Me that the next kid I get if they're a D, if they're a.
Speaker 2 00:25:20
What is the word my brain, just kind of froze on me I'm. So as a foster parent I am, uh, what's called a special care where I can take kids? Uh I take mostly teenagers, but I can take kids with uh diabetes and a few other things and I'm trained in how to handle medication giving and all of that stuff.
Speaker 1 00:25:44
Oh, you're talking about the caregiver. What's the yeah.
Speaker 3 00:25:49
I forget the name now too.
Speaker 2 00:25:50
Yeah, my brain just kind of froze on that. My daughter, thankfully she's not diabetic. She actually has other issues, which is why I got her because her level of care is higher. So and she's going to college, it's only been two years, she's not supposed to be going to college this soon. That.
Speaker 3 00:26:12
Is crazy.
Speaker 2 00:26:14
Yeah, she got a full ride to uh UC UC Merced. Oh good for her.
Speaker 1 00:26:22
Yeah. All right, So I guess, we need some kind of way to make this where these exchanges are going to happen, either we tell the people to continue to press. We also set up what you call a lot of not a lot, but we have set up someum go to exchange. No. Yeah. I think.
Speaker 3 00:26:45
Move like run sorry rules, U h connectors, right. So we have some like some of the our I mean, we also have set up the connectors, too. That's supposed to be more secure. Instead of doing one by, you know, uh encrypting again, the idea was to have this connector so that they are qualified between the domains. Yes. So it's covered.
Speaker 2 00:27:07
All right. So to set up an admin group, which is one of the things we were looking at. Here's the instructions.
Speaker 2 00:27:18
So this is where an admin group is kind of like a security group. And, it's used in DLP to add people that need to be covered under the DLP policy and keep certain teams out of it. So like your inside sales and your program team, the teams that are sending the information to insurance companies.
Speaker 1 00:27:42
I see. So.
Speaker 2 00:27:44
That's how you would do it, and that's an intra.
Speaker 3 00:27:49
So you're saying, so basically if we go and install Navigator and then we basically say, so with multiple groups like customer care. So I have to just add a few. I can add as many pages, I mean as many distribution lists in them or how to basically keep adding people? How is it? Yeah. So,
Speaker 2 00:28:09
You can add uh. So one of the things I'm going to be doing yeah. So, you can do it by department, and you would do that using a dynamic membership. Which is what I'm doing for my new client because they're a healthcare organization as well. So I'm going to be monitoring by department and I'm going to be monitoring by location. So, um, I'm going to be doing, I'm going to use a dynamic membership or dynamic group that you can set up under groups and intrap. That's going to flag it by certain qualities. And then you can add that to an admin center.
Speaker 3 00:28:48
I'm just looking for how to best do that because, for example, Anthony's team was one of the team members, right? So I got to either find out either do it by the Department.
Speaker 2 00:29:02
Let me double check and see if depart I know departments in dynamic or used to be in dynamic. Let me double check and see if it's still there. Hang on.
Speaker 3 00:29:11
I'm trying to see but what's the department where is the department anyway here?
Speaker 2 00:29:13
Oh go to manage contact information under account.
Speaker 2 00:29:20
Manage. Uh, left column. Yep.
Speaker 3 00:29:23
Yeah. So I think we have the department, if it's a sales clinical, let me see. So if we can do something like that, yeah, basically you have to have to Ryan David. Let's see what what is he on? Managed contract? Well he pharmacy, so he's part of sales. So I guess, sales would cover a lot of people.
Speaker 2 00:29:44
I think itself Yes So I'm going to.
Speaker 2 00:29:50
I'm I'm trying to I'm waiting for groups to open up in intro. For some reason, just decided to go super slow and I want to see if the dynamic can do it by.
Speaker 3 00:29:59
Yeah, for example, like you know, if you have sales customer care a couple of these people, right? If we add that kind of thing, then then that should cover. So like this. So these are my departments, right? So let's say, sales customer care like I can leave it outside of it. I can leave R and D, R and D should not be having that kind of instruction right? Um yeah. Like yeah, like what you call uh qualities we find. So yeah, so basically if you can come up with that, if you can if you can do by department, that'll actually make it easier.
Speaker 2 00:30:29
Yes. I'm going to do a new group right now. Um this client that I'm working on. We're setting up their tenancy for the first time. So.
Speaker 3 00:30:37
Now let me know I mean if you can do it. And then if you want to I, don't want to keep holding you up If, you can just let me some of the later. Then like I, then I can work on it Yeah Like. For example, if look at this list, right so I mean, like.
Speaker 3 00:30:49
Sure, HR is fine. We'll go HR. Is going to patient or not? They're going to talk about the address and stuff, right? So if I leave HR and sales and customer care, I think that should be good to start with.
Speaker 1 00:31:01
Yeah. Let me do it real quick. Let's see group name test test owner, which I just set myself as the owner.
Speaker 1 00:31:18
Now let's get a punk. All right, dynamic membership rules. Add an expression or let's see the expression department. Oh, why don't I share my screen? So under so.
Speaker 2 00:31:42
Under dynamic membership rules and I'm doing this from intra, My rules, I'm going to do department. And then I can say equals or starts with or something along those lines. So I could say starts with, and I think you had like a 503 in there or something. Yeah. And then I can do that user department starts with 503. And then you would hit save and then you would hit create.
Speaker 2 00:32:16
But you want to do group type is security and membership type is dynamic user.
Speaker 3 00:32:21
I can create with multiple groups and multiple departments in there, I guess.
Speaker 2 00:32:25
Yeah, you can make a department one department for each.
Speaker 3 00:32:30
Should we do separate or should we just combine them into one?
Speaker 2 00:32:33
I would do a separate.
Speaker 3 00:32:35
Uh, I wonder because if you do a Microsoft 365 group, can you do.
Speaker 2 00:32:45
And that way you can make it also a, yeah, you can still do it that way. Um, the reason why I'm wondering about that is because you could, I'd like to kill two birds with one stone. Um, if you make it Microsoft 365, It's still also a security group at the same time, and you can make it an email address, but you can restrict it within intra. So you can have a dynamic distribution list. Okay.
Speaker 3 00:33:14
So if I create this, I can do it later tomorrow, and then then I add that to the thing. So basically what this will do is then run the simulation again. So then it should run on everybody except this group.
Speaker 2 00:33:26
Yeah, you can make separate DLP policies, One for with everybody, excluding a group and then one for the group whereum you can just have it monitor, or you know different things like that. So you can you can do, Restricted or non- restricted, however you want to do it. You have the sky is your limits on that when you're bringing in groups like this.
Speaker 3 00:33:52
Okay, let me work on it. Maybe I'll need your let me do this, and then maybe I'll have to run this by you.
Speaker 2 00:33:57
Yeah, no worries. And then I'll research, the other piece I said I would research for you and find out from there.
Speaker 3 00:34:03
And also set the E 3 and E 5 also please Yes,
Speaker 2 00:34:08
Definitely we'll do that on that. I did make a comparison for somebody else that includes the E 7, So I'll do that, and that way you have that one as well.
Speaker 3 00:34:17
You can check what we have right now. Yes.
Speaker 2 00:34:21
I think I still have, I know I still have access to your account so.
Speaker 3 00:34:24
Yeah. Because last time, I took your recommendation to see what we needed if it was E 3 for security because we did the Yes Whatever yeah So. We can just let me know.
Speaker 2 00:34:34
Yeah Not a problem. Thank, you You're welcome. All right, I'm heading back to the South Bay area. So if you need me, just feel free to call my cell phone. Thank you. Thanks. Bye.
Date Time: 2026-04-17 15:20:33
Location: [Insert Location]: [Insert Location]
Instructor: [Insert Name]: [Insert Name]
## Summary
This lecture provides a comprehensive overview of the Cisco Partner Experience Platform (PXP), a centralized portal designed to give partners insights into their performance, incentives, and business opportunities. The speaker details how to manage user access and roles within the PXP, emphasizing the importance of the PSS admin. The session explains the Partner Value Index (PVI), its four pillars (Foundational, Capabilities, Performance, Engagement), and their respective weightings. It demonstrates how partners can use the PXP to track incentive program earnings, analyze performance trends, identify business opportunities and risks through actionable insights, and gain detailed views of performance by architecture or customer. A significant portion of the lecture is dedicated to explaining the Disti Partner View (DPV), encouraging partners to grant Ingram Micro read-only access to their PVI to receive guidance and resources for improving their metrics.
## Knowledge Points
### 1. Cisco Partner Experience Platform (PXP) Overview
- **Purpose of PXP**
- The primary goal of PXP is to provide partners with insights into what is happening with their Cisco incentives.
- It allows partners to track the total amount of money earned from incentives across all their different customers.
- PXP provides information on whether incentives are being used correctly and if they are being obtained from various customers.
- **PXP Portal Structure**
- The portal is organized into several tabs for different functions:
- Cisco 360 (for Partner Value Index)
- Practice Maturity
- Partner Management
- Capabilities
- Performance
- Incentive and Funds
- Lifecycle Selling
- Sales Opportunities
- Reporting
- Collaboration
### 2. PXP Access Management
- **Role of the PSS Admin**
- To grant access to the PXP portal, a user must be a PSS (Partner Self Service) admin.
- PSS admins are the individuals who registered the Cisco partner on cisco.com.
- Users can find their PSS admin by going to cisco.com/pss and clicking "Find My PSS Admin".
- The recommendation is for a partner to have at least two admins.
- **Process for Granting Access**
- A PSS admin can manage access through the "advanced access management" and "manage Cisco tools access" sections.
- The admin selects the company, the user from a list of registered users, the application (Partner Experience Platform), and the desired role and permissions.
- This is a user-by-user process to ensure proper access levels are assigned and to keep sensitive information private.
- **User Roles and Permissions**
- Different roles provide access to specific sections of the PXP:
- **Partner Marketing:** Access to the marketing section.
- **Finance Partner:** Access to financial information.
- **Sales Partner:** Access to sales-related data.
- **Partner Executive:** Recommended for a general overview and access to most important information; considered more than enough for full access.
- **Partner Manager:** Provides even more access than the Partner Executive role.
- Additional permissions can be assigned for specific functions like the Partner Value Index, operational indicators, or task automation. For the Partner Value Index, "read only" privilege is usually sufficient for users to download information and get insights without modifying data. Update permissions should be restricted to PSS and PXP admins.
### 3. Partner Value Index (PVI)
- **PVI Concept and Structure**
- The PVI is a key performance metric for partners, with a unique index for each portfolio (e.g., Security, Collaboration, AI).
- The PVI is composed of four pillars with different weightings:
- **Foundational:** 25% (comprised of Customer Success Practice Maturity at 50% and MSP Practice Maturity at 50%)
- **Capabilities:** 45% (emphasizing the importance of certifications)
- **Performance:** 20%
- **Engagement:** 10%
- The PVI is not a permanent grade; Cisco re-evaluates partners over time, so continuous improvement is necessary to maintain or improve the score.
- **Analyzing PVI in PXP**
- The "Cisco 360" tab in PXP is dedicated to the PVI.
- Users can filter the view by portfolio (e.g., Security).
- The dashboard displays the overall PVI score and the scores for each of the four pillars.
- Partners can scroll down to see more details for each pillar, including metric information, index score, and growth.
- A "guidance section" provides recommendations on how to improve specific metrics.
- The "Index Navigator" allows for a deeper dive into each pillar's components and definitions.
- **Performance Trends**
- The "Trends" view shows a partner's performance over time, plotting the scores of the four pillars on a graph.
- This allows partners to see their growth, identify which areas require improvement (e.g., a low score in Engagement), and measure the impact of their action plans.
### 4. Incentives, Opportunities, and Insights
- **Incentive and Funds Tracking**
- The "Incentive and Funds" tab centralizes the tracking of all incentive programs (e.g., CPI, VIP, CSP+, Perform Plus).
- It allows partners to measure the financial benefits, such as discounts and rebates, and see if joining these programs translates into revenue.
- Partners can view performance and growth, filtering by portfolio and fiscal quarter.
- **Actionable Insights**
- PXP provides insights into both opportunities and risks.
- **Opportunities:** The platform identifies potential business, such as hardware refresh opportunities (e.g., an example of up to $15 million over three years), classified by software, and enterprise agreements. Clicking on these provides a detailed list of available opportunities.
- **Risks:** The platform highlights the probability of losing a contract or a refresh opportunity, prompting partners to create strategies to retain those accounts.
- **Business and Customer Insights**
- **Business Trends:** Partners can see performance trends for sales, enterprise agreements, and renewals, helping them identify and address issues like a drop in performance during a specific quarter.
- **Customer Insights:** Provides a customer-centric view, showing sales performance and opportunities (hardware, software, services) for specific customers. This helps partners tailor strategies for each client.
- **Performance by Architecture:** Users can analyze performance by specific architectures (e.g., Security) and sub-architectures (e.g., Zero Trust, Network Security), allowing them to identify strong and weak areas.
- **Lifecycle Performance:** The platform shows performance across the customer lifecycle, helping partners see if they are succeeding in each phase, from engagement to renewals.
### 5. Disti Partner View (DPV) with Ingram Micro
- **Purpose of DPV**
- The DPV allows a distributor (Disti) like Ingram Micro to have visibility into a partner's PVI.
- The goal is for Ingram Micro to help partners improve their grades, close more business, improve renewals, and increase sales by providing guidance, resources, and strategic advice.
- Ingram Micro can inform partners about new certifications, documents, or processes that can help improve their PVI score.
- **How to Grant Access to Ingram Micro**
- It is a two-step process initiated by the partner's PSS admin.
- **Step 1:** The partner invites and grants access to Ingram Micro.
- **Step 2:** Ingram Micro accepts and then requests access to the Partner Value Index, which the partner must then approve. This means the partner grants access twice.
- **Required Permissions**
- Ingram Micro only requires "read only" access to the Partner Value Index. They do not need details about customers or specific architectures.
- Partners have the option to grant additional visibility, such as to CPI (Partner Incentive Programs) insights, which can help them get better guidance on incentive programs.
- **Authorization Details**
- After settings are saved, it takes about 12 hours for the update to take effect.
- The authorization expires every 12 months, requiring the partner to repeat the process annually to maintain the relationship and support from Ingram Micro.
### 6. Additional Resources and Other Topics
- **PXP Resources**
- The speaker mentioned several available resources:
- Black Belts (PXP Cisco 360, Partner Programs) that are important for the lifecycle and performance pillars.
- The PXP Partner Journey document.
- A quick guide for granting user access.
- **Other Sessions**
- Other available sessions cover topics like data center, 360 navigator, using AI for network refresh, and secure networking, accessible via a QR code.
- **Webex Calling**
- A discussion in the latter part of the recording defines Webex Calling as Cisco's cloud-based phone system (cloud PBX).
- It is positioned as a competitor to Microsoft Teams Calling and RingCentral.
- Becoming a Webex Calling partner allows for reselling and creating trials. The wholesale rate is noted as a powerful option for MSPs.
- Renewing the certification to resell Webex Calling is an annual administrative process with no direct cost.
## Questions
- [Insert Question/Confusion]
## Next Arrangements
- [ ] Identify your company's PSS admin or become one to manage PXP access.
- [ ] Review and assign appropriate roles (e.g., Partner Executive) and permissions to users within the PXP portal.
- [ ] Analyze your company's Partner Value Index (PVI) in the PXP's "Cisco 360" tab to identify areas for improvement.
- [ ] Grant Ingram Micro "read only" access to your Partner Value Index via the Disti Partner View (DPV) to receive guidance.
- [ ] Use the actionable insights in PXP to develop strategies for pursuing opportunities and mitigating risks.
- [ ] Explore the additional PXP resources mentioned, such as Black Belts and the partner journey document.
- [ ] Consider renewing the Webex Calling certification to continue reselling the service.
Apr 17, 2026
Speaker 1 00:00:00
So, if you have an incentive and you went to the Cisco webpage and you just joined to an incentive program, well, those benefits were for you to track. Okay. Right now, The whole idea for Cisco is to give you insights on what's happening with those incentives. So now on the PXP, you'll have the total amount of money that you are earning. Okay? From those incentives, so you could keep track across all of your different customers. We will see that in just one moment, But that's the like. The idea that you want to that I want to deliver to you. Okay, This time, the PXP will provide you with information on how to track if you are using those incentives correctly. And if you are getting those incentives from different customers. All right, sorry. So.
Speaker 1 00:00:54
Let's just analyze what is happening with some of these partner value indexes. Okay, now this time the security value index. And, this just an example on how to grant access to this partner value index. Because well, there was a question here about the roles to grant access to those tools. So let me show you how this done. So first of all you need to identify as the PSS admin, okay? So you need to be a PSS admin So that you can grant access to the PXP portal. All right? So go to the cisco. Com/pss and if you're not an admin, You can just click the Find My PSS Admin, and you'll get the information on who is the PSS admin so that you can ask access uh to the PXP portal. All right? Now, the PSS admins are the ones that registered this Cisco partner.
Speaker 1 00:01:51
On under cisco dot com. So usually this whole process is registering the partner, assigning an admin and that admin should assign another admin. So that's the recommendation. Now, once you have a couple of admins, you could just have more okay? Now as a regular normal user, You can just log into your Cisco portal and well search for those PSS admins and ask them to grant you access to the PXP portal. Okay, So this just finding your PSS admins so that you can ask them to grant you some access to the PXP. Now, You can just go the advanced access management and well go the manage Cisco tools access. All right? Now, if you are a PSS admin, this something that you will see right here. Okay? If you have multiple companies, you can just select the proper ones. Okay?
Speaker 1 00:02:50
And well, it's all about selecting the user, alright? You'll see a list of all your available users registered with you or attached to your partner. Okay? And you'll select the application and of course the access status. Okay? Now let me just go one. Here it is. Now once you've selected the user and once you've selected the role and the permission, you'll be Well, you could just add one more user. Now, I want to explain this, okay? This is kind of a slow process because you will have to add user by user. All right? And, there's a reason for this because the PXP has all this information in it. You'll have to select the proper way or the proper access for those users. So that's why you are adding user by user.
Speaker 1 00:03:49
Because, you have to select a user, and you have to select the correct role. Okay, Just granting full access might be a problem if you want to keep some information private. So that's the reason we are doing it just one by one. Okay, now here it is. This time we just selected a user, Bob Smith, and you are selecting the application. Now this time the application is Partner Experience Platform, right? So now that you've selected the application, you can just click next. Okay, and here comes the role that you can attach to this user. Okay, So if you want this user to have access to I, don't know only the marketing section, you can just select partner marketing. Okay, you also have this.
Speaker 1 00:04:47
Financing, sorry, finance partner role. You also have the sales partner role. And you have this description on the right, that tells you all the information that will be available for that for that role. If you want kind of a full access to the tool, the partner executive might be the correct way to go. Okay? Because, well, An executive will have access to the most important and relevant information in the organization. Okay. If you want to just grant even more access, probably the partner manager might be a good idea. Okay? But that depends on how you want to restrict some information. But I think the partner executive is more than enough to have a general overview.
Speaker 1 00:05:42
On whatever is happening on the PXP role, okay? So just use that one. You were asking about this full access. I think the partner executive is more than enough, but if you really want a full access, well maybe a partner manager might be more than enough. Okay? Okay, now you'll also get to Assign, okay. Information additional uh information the PXP portal. Okay, like the partner value index, like the operational indicators or even the having or granting access to automate a few tasks inside the PXP. Okay. Um so if you want to provide this access to your users and you want.
Speaker 1 00:06:40
Them to just check what is happening with your partner value index. Be sure to select at least the read only privilege for that user, okay? Because this is the last step. All right. Now, as you can see, you can just assign read only access or update privileges to these users. Usually with read only is more than enough because this will give possibility to download information to. Get insights and everything but not modifying things. And probably you might want to need or just a little bit more control over your PXP portal, So just kind of restrict the update permissions for the PSS admins and the PXP admins. Okay. Of course, if you want to get information about the partner incentives, you could also grant them. If you want to provide visibility over VP insights, okay?
Speaker 1 00:07:39
Or the CSP PE insights, just go ahead and allow them. As you can see, you also have the possibility to select none. All right? Now remember these steps, please, Because I will mention this partner view that is going to be really important if you want Ingram Micro to help you analyzing what is happening with your information and provide you with some guidance. On how to improve those metrics, okay? So, even though I will talk about it on the last section of this presentation, uh this last part right here, The Disti Partner View Relationship Management um allows uh Disti like Ingram Micro to help you gathering information from your dashboard. All right? So that's really important because well, the Disti will know how you are performing.
Speaker 1 00:08:34
And it could guide you and give you even resources to improve those grades, okay? So it's going to be really important to grant access to your partner value index so that Ingram Micro can help you, okay? So it's like just closing, You're just making a really strong relationship with Ingram Micro so that we can well guide you and help you. Just improving everything on your dashboard. Okay. So it's going to be really important, and I will mention it on the on a later section, all right. So let's dig a little bit deeper into the partner value index. Now that we know how to grant access to our users. Uh as you can see, well, uh, I've already mentioned this, but we have different weights for our four pillars. All right. So foundational is at 25 percent capabilities is at 40.
Speaker 1 00:09:32
45%, so certifications are a big deal. Performance at 20% and engagement at 10%. Okay. Now, as you can see, we have metrics under each pillar or category, right? So. This means that the customer success practice maturity is the 50 % of this 25 %, okay? And the MSP practice maturity is the other 50%. Of this 25% that belongs to the foundational category. All right. Now, all of this, all these different pillars will give you, will grant you with this final partner value index. Now, What you're seeing here is one of the main homepage or dashboard information presented on your PXP.
Speaker 1 00:10:30
Now, as you can see, we have this menu on top that has all this different information. We have Cisco 360 and I think that's pretty clear to us. Cisco 360, it's all about partner value index. Now we have another tab that says Practice Maturity. We have another one for Partner Management. We have Capabilities, Performance, Incentive and Funds, Lifecycle Selling, Sales Opportunities Reporting Collaboration. So it's all separated, okay? We have tabs for everything. So Cisco 360, it's about our performance. It's all about the partner value index that we just explained. As you can see, We can just filter our portfolio because we just learned that we have a partner value index for each portfolio.
Speaker 1 00:11:25
So if you want to check for security, You just have to go to this filter right here and select the proper portfolio. In this case, security. But if you remember, we said that we also have it for collaboration. We also have it for AI. So we have different portfolios, all right? And as you can see, you have this value index of 6.13 and you have all these weights for each one of our pillars. So we have foundational with a seven point five, we have capabilities with a five point five, we have performance with a six point five and engagement with three point five. So even though it I think it's it seems like it's really simple information, we need to understand what is happening here. This this one just are um.
Speaker 1 00:12:21
Grades, okay. But we need to analyze what is happening with each one of those pillars. So probably I will need to, well, underperformance I think it's okay. But capabilities and engagement is the ones that I should care about the most. Now engagement, engagement is really low. So engagement it means that my onboarding and my adoption levels are low. Okay, so probably, well, I just need to create a strategy to improve that part. Okay? That's what I said. I'm giving you information so that you can create action plans and well improve. Right? Now there's not. I think the really interesting part is that it's just this quick view on how the partner is performing. But you can just dig deeper into all this information.
Speaker 1 00:13:20
So as you can see, we have these four pillars, and this is just by scrolling down under that 360 tab. And you can see here that we have foundational capabilities, performance and engagement. Okay? And you get this metric information index and growth. So, you can just easily see that you are losing or you are winning at a specific category. So you have the guidance section. So this means It will give you an insight, a recommendation on how to improve in that specific metric. Okay, now you have even more details on how to do this. Just on the right column, You have this more details column right here that you can just click and explore to see how this metric is behaving. Okay, Now you can see here the ACV uh booking. Okay. So if you want to know.
Speaker 1 00:14:18
Why this is working or why do I have this positive growth? Well, you can just click explore and you'll get more information. Probably you are just well generating more contracts or they just sold more. Okay, So it's really interesting just to get the overview, but also to dig deeper on how my partner is performing and how to improve that specific pillar. Okay. So that's really important. Now, you also have the index navigator, okay? Now, with the index navigator, you can also just filter based on your portfolio. Okay? And well, You can just dig deeper and get a better interpretation on what's happening with the foundational pillar. Now as you can see, the metrics definition.
Speaker 1 00:15:16
Now, you can see that the customer success practice maturity makes up 50 % of the foundational category. Okay, now you can see here, okay, your metric where you are positioned right now. Okay because probably you already know this but Cisco will evaluate you through time. So this means that this partner value index, it's not a like a perpetual grade. Okay. Eventually, Cisco will measure again your performance and will update this partner value index. So whatever you are doing and improving through this queue, You can just get a better grade on the next phase or the next measurement or yeah, like the next queue, and you'll get a better grade. And if you get this selected or preferred partner, that's awesome.
Speaker 1 00:16:13
But you will also have to continue working to keep that, um, to keep that, um, that award or that specialization. Okay? So, we want to just uh improve ourselves continuously because this is not a permanent grade. Uh it's it's changing and it will change through time. So we need to be ready to just continuously grow and continuously improve ourselves. Okay? So that's really important. You can always dig deeper. Now, Trends. I always, I also said that it's all about providing you with real information and really interesting information. Now trends might be one of the best things that we can look at because as you can see, you can see yourself and your partner growing through time. And you can see the trend that of course, well maybe this queue wasn't a good one but.
Speaker 1 00:17:09
Because you created these action plans, now it's just grown. And you can see that it grows. We have all these four pillars right here, as you can see, okay? We have performance, we have capabilities. And now you know and you can measure which ones will require improvement, okay? Probably engagement is not a good one, okay? That's the like the orange one. So I probably need to create a better strategy for engagement.
Speaker 1 00:17:39
Okay, So it's all about understanding what I'm seeing and transform it into an action plan. Okay, So now we have finally, we have just one portal in one place to look at this information. So that's the whole idea. Okay, Now I mentioned at the beginning of the talk that usually incentives was just about joining a program. And that's it. Now I'm part of this incentive programs and I will get probably better discounts or even rebates or something from this incentive program. But it was up to me, the partner, to measure that thing, to measure those benefits. Okay? Now with this tab right here with the uh the this partner incentive program or partner incentive tab, um it's all about measuring all of it.
Speaker 1 00:18:36
And getting tracked if I'm having benefits from all those partner incentive programs that I just joined in. Okay, so as you can see, we have the CPI, we have VIP, we have CSP+, we have Perform Plus. We have payment actions, payment status funds manager. So again it's all in just one place. Now I can just keep track if by joining this program incentives, I'm getting more money, I'm getting more discount. This translating into revenue. This being translated into better marketing campaigns, and now I can keep track on how everything is just performed. Now as you can see here, the performance and growth, you can see that you have all the information available again.
Speaker 1 00:19:35
You can also filter by portfolio and also by fiscal quarter. Okay, now you have ACV growth, ACV bookings. Okay, and this one is filtered for this specifically. This is specific quarter and for security. Right now if you have multiple partners or companies, you can just filter that information based on your partner or uh or company. Okay? So you finally get this information that you actually are getting money or incentives by joining these different programs. Okay, now you have actionable insights. Now, This one I think it's really interesting because it will let you see all these different opportunities that you have based on categories. Let's say that you have.
Speaker 1 00:20:31
This one right here, hardware year age refresh potential. So this a really interesting opportunity. You have up to $15 million for hardware renovation, hardware refresh, okay? For the next three years. But it's also classified by software opportunities, by enterprise agreement opportunities. And you're probably thinking well this just a number Now, if you click any of these links right here, you'll see all those available opportunities. So I think that's really interesting. Now, it's not only about all the positive things. You also have risks, okay? And I think that's also a really interesting information because risk information is well the probability that you might lose that contract or that you might lose.
Speaker 1 00:21:27
That refresh opportunity. So, this means you have to create an internal strategy to attack those accounts and well, just try to keep that money with your partner. Okay, so I think this is really interesting. These are really useful insights on how to create your internal plan and well develop strategies so that you can actually get this money. And land more opportunities. Okay. Now you could also see this business trends. So now you get to see how your partner is performing with sales, with enterprise agreements, okay, with our renewals. Okay. Maybe this was a bad queue over here, right? So what should I create internally? Okay to well try to solve this problem right here?
Speaker 1 00:22:25
Why was this drop right here in the middle? Why did it happen? Okay, probably an internal situation, some internal changes. But. Now how can we create a plan to well, just try to fix this behavior right here. Okay, so now I know how am I performing with Cisco. All right, now incentives and funds. You can also separate it by architecture.
Speaker 1 00:22:56
Right now, as you can see, The amount of filters that I can use to get additional information. They also increase. So you can select a different fiscal quarter. You can also select a different or a specific portfolio, and you can even select products.
Speaker 2 00:23:17
Or services.
Speaker 1 00:23:18
So as you can see performance by architecture, you get to see security but you also have the sub architecture. All right, so you have zero trust network security, threat intelligence, secure service edge. So now you see how all this incentives sales projects are well performing. Okay. Probably, you are just selling a lot of zero trust, but maybe the network security is not that good. So maybe I want to just design something internally.
Speaker 1 00:23:52
To make this network security area grow a little bit more. Okay, now you have opportunities, you have closed deals, you have percentages, you have all these graphs on how your partner is performing. And I think the most important is that it's measuring the whole year. Okay? So you have a full year visibility and you can even create longer. Longer trends so that you can compare this year with the previous one. Okay. And I think all of this is just interesting. Now, If you don't want to get information about architectures and you probably want to find out how your customers are behaving, well, that's why you have the customer insights. Now as you can see, you have very similar information but based on your customers.
Speaker 1 00:24:49
So now you'll see that probably you are selling well security for this company right here. And well, the opportunities for that customer is for hardware, okay? For software, for services, okay? And well, You can just create your internal strategy to see if you can, or if you want to, uh I don't know uh, get a better performance at the software level because probably just sold um a lot of hardware. But not that many services or software. Okay? So Is just analyzing the information. So I think this really interesting. The information is there, But it will require for you as a partner to create a strategy to see how you attack all these problems, okay? And how you create an action plan to solve those challenges. So this the information. You have to use that information and create your internal plan. Now, you can also create summaries. I think that's quite simple.
Speaker 1 00:25:45
So as you can see, you have collaboration, networking, security and services. You have total bookings. You have ACB growth. Okay? And of course you have the lifecycle performance. Okay? So I think that's also really interesting because it allows you to observe how you're doing through the lifecycle process. So probably you are engaging correctly but renewals are failing. Okay? So well just by looking at the completed percentage can just. Give me enough information on this whole process. And if I'm doing the correct things in each phase, okay? So I need to understand what is happening with my partner. Now, finally, I would like to talk about the Disti Partner View, right? Uh, I mentioned it a few slides ago. Um, I said that well knowing the partner value index is really important. Um and.
Speaker 1 00:26:44
That this is something that will change during time, right? You know, That Cisco will evaluate my partner, and it will do it again through the year, and it will grant me a different grade depending on my efforts, depending on my strategies, depending on my lifecycle knowledge, my sales and everything. Okay. Now you have these relationships, right? Like with Ingram Micro, And Ingram Micro is really concerned about their partners, okay? And Ingram Micro wants to help you improve those grades and guide you through the whole process. Uh, Ingram Micro wants to help you close more business, uh, get better renewals, okay? Uh, Add value for the reseller, and of course, will help you increase your sales and growth. Right? So.
Speaker 1 00:27:40
The whole idea here is well to grant Ingram Micro with some visibility on your partner value index. So as you just saw at the first slides, Uh, you can just go to your PSS admin and grant access to Ingram Micro, okay? And we don't wanna or Ingram. Micro doesn't wanna. Uh doesn't wanna know about uh your customers or um. The architectures you're solving, or we don't want any of that. We just want partner value index visibility. We want to just have the whole picture without the details, okay? So that we can provide you with this guidance on how to improve those metrics, okay? Maybe I don't know, keep in touch with you and telling you, okay? This black belt right here will give you these points. This new certification will.
Speaker 1 00:28:36
Award you with some additional points. There's this new document right here that could help you improve maturity. There's this new process right here that you can just include in your own so that you can get better grades and better evidence so that you can upload it to Cisco and have better grades. So, that's the whole idea of the DPV, okay? To give Ingram Micro visibility to your Partner Value Index so that we can guide you through the process. Now, to do this you will have to perform these two steps. The first one is grant access to Ingram Micro, okay? Ingram Micro will accept this invitation and it will request access to the Partner Value Index. So that's why I'm saying it's a two-step process. You invite Ingram Micro and Ingram Micro will request access to the.
Speaker 1 00:29:35
To the PVI, okay. So you'll have to grant access to Ingram Micro twice. You'll have to invite it and you will have to authorize access, okay. Now, as I mentioned, we only need read access, okay? And we only need read access to your partner value index. Now here's the approval, okay? So that's like step number two. Okay? You are approving the request coming from Ingram Micro, okay. So that's why I said it's a two step process. Now, here it is. We only need access to the partner value index and that's it. If, you want to provide additional information like the CPI insights so that we can also help you get better. Yeah, like a better behavior from the partner incentive programs, I don't want to say get more money but.
Speaker 1 00:30:32
Eventually will translate into that. But, if you need guidance with the partner incentive programs and how to just register to better and more partner incentive programs, we could also help you with that. But, we need access to the partner value index, and you will decide if you want to grant additional visibility. So like the partner incentive products might be a.
Speaker 1 00:31:02
A good thing to share with the disty. Okay, So it might be a good idea also to grant access to uh the CPI insight so that we can help you. Okay, so now that you've decided what you want to share with the disty, It's just about saving those uh those settings and well, just wait for 12 hours until this is uh updated. And then Ingram Micro will keep in touch with you to have this plan. Develop on how to improve all those partner value indexes and all this information. Okay, so it's all about create this uh tighter relationship between Ingram Micro and you. Um, this uh authorization to your uh PXP portal uh will expire every twelve months. Okay, So you will have to do the exact same thing in just one year because well, we just wanna.
Speaker 1 00:32:00
Make sure that you want to keep this tight relationship with Ingram Micro so that we can help you through this whole process. Okay, So that's why it will just expire in 12 months, and you will have to recreate it again. Okay, so that's it. We just want to create a better relationship with you and help you and guide you through the whole process. Okay, so there are some additional PXP resources You already have some black belts that might be good for you, even for your grades on the Partner Value Index to just finish. That's the PXP Cisco 360 partner programs. So those ones are really important for the lifecycle and your performance pillar. You also have the PXP partner journey document. And of course, you have like the quick guide.
Speaker 1 00:32:55
To grant access to your users that you can just download it from Cisco. Okay. Now, we have other sessions besides this one. We have sessions for data center, for 360 navigator. We also have how to use this AI trend as a core pillar for refreshing network infrastructure. We also have network or sorry secure networking sessions. Um and well, all these are really interesting. So you just need to scan this QR code and join those programs. Okay. Um I'm getting an SSO I haven't reading a question right here. Uh I'm getting an SSO error after my PSS admin granted access, where can I raise a ticket to have this looked into? Um you can just go to your account.
Speaker 1 00:33:48
Uh, in in your account, you have this uh button right here that says open a ticket. You can just um open it there. Okay. Um, If I let me just uh, can you send me uh, private your email so that I can give you a link on uh where to do this, where to open this ticket? Just send a um a private message. I will get your email and I will respond to you in, A few more minutes after this session has finished, I will send you just an email to give you the link on where to open this ticket. Okay. Okay. Now, finally, if you can just help me with this survey is this QR code. The link will also be pasted on the chat section. Um, In this survey, you can just uh well help us improve. And if you want to know more about.
Speaker 1 00:34:44
And a specific technology, Or maybe you want to dig deeper into PXP portal and maybe learn how to automate things on the PXP portal so that it can feed your CRM or your ERP. Just write it down. So use that survey to ask us for things so that we can create better sessions and more interesting sessions to you guys. And well, I just want to thank you for being here. And well, I think that's it. Have a really nice day and week.
Speaker 3 00:35:47
I'm not sure what you mean.
Speaker 5 00:36:31
Hello, Mi. Hi, Mia. Ayun, Paano na siya no more on ano mangiging incentives natin as partner and paano siyang makakatulong for reselling? Hindi ko alam paano ba sa inyo pag anoum nakukuha kayo sino nag-.
Speaker 4 00:36:50
Recommend na eto yung bibili niyo meraki and all ganyan.
Speaker 6 00:36:55
Um, siya po yung mga account managers.
Speaker 4 00:37:00
Ah sila may.
Speaker 6 00:37:02
Or engineers or or or engineers, ang nagerecommend pero tama ka dun yung mukhang yung tool is to para ma- check natin tayo as partner ni Cisco yung mga incentive natin kasi pag meron tayo incentive mas mababa natin na kukuha yung mga. Um products ni Cisco na kinokode natin. Mm- hmm. Mas mura yung nuggets. Oo,
Speaker 4 00:37:25
Mas mababa pa yung makukuha pero yung pag sinell natin sa clientum hindi, na babago yung pricing parang same as ano? Ganun ba?
Speaker 6 00:37:38
Kasi si Cisco ano say diba parang distributor siya so dadahan pa kay Ingram Micro ah kay Ingram yung key key distributor. Okay vendor, soum, mas mababa kahapon pagdating na kayo.
Speaker 4 00:38:00
Yeah, I mean if mababa yun natin makukuha mas mababa yun natin magbebenta so meaning masat atin kukuha. Mas okay kong moa. Ah yes. Ah okay okay I see So yung ano kasi parang may ganito rin si Microsoft doon tawag na meron silang mga solutions partner meron bang incentives? Like, are there free licenses or are there.
Speaker 4 00:38:24
Programs Related to EIS? So that if we have initiatives, maybe we can get something from them. Not refund, but I think it's called rebates that we can get from them. Yes. That's.
Speaker 6 00:38:43
The same idea.
Speaker 4 00:38:47
You want to share this first with Mike, because I don't know how this will be more beneficial for him as what. Okay. So I'll just tell Andre that he's similar to working as a solutions partner and I'll tell him to release it first with Mike, since it will be more useful for him or for you, for your team. Okay?
Speaker 4 00:39:18
Asha. Thank you, Mi.
Speaker 6 00:39:19
Then the one on the webex calling. Oh yeah, by the way. Just sign your bio and then okay, Anong? Record a signatory.
Speaker 4 00:39:29
Who signed next?
Speaker 6 00:39:32
No, I haven't signed yet. Ah! But I don't know if it's because maybe my name is already there. So maybe I'm the one who set it up before? Yeah, that's allum not sure if you'll pay or not, but if you want to have a little bit of money first.
Speaker 4 00:39:46
Oh, okay. Wait, let me check. Email. There's a link there to sign in. Is that correct?
Speaker 6 00:40:25
So you just need to log in using your CIT admin, the one we sent to Magi on Hudo. Then, you can just click on renew, and it will redirect you there to sign in.
Speaker 6 00:40:44
But initially,
Speaker 4 00:40:45
Did you sign this? I mean, if for the setup. I think it was set up by Zor.
Speaker 6 00:40:50
So I don't know if it will come out or not.
Speaker 4 00:40:57
You should sign because you're the one who initially set up. It's like.
Speaker 6 00:41:02
No one else is involved in paying for it, so that's why I'm not worried about it.
Speaker 6 00:41:43
Or pero. Obama kasama.
Speaker 6 00:41:55
Pero Dala basi to, I am sure it's fine na.
Speaker 2 00:41:58
New visitor.
Speaker 6 00:42:01
So eto diba so who is involved? Ayan doon di- di pa ako. Ako lang yung parang contact pero. The partner is still Crimson IT. So when I go to the Terms and Conditions, the record of the company is still under Crimson. It's not totally your name because when I continue, it says "Accepted by Crimson." When you submit your request.
Speaker 6 00:42:40
Lalabas yan, Crimson IT.
Speaker 2 00:42:47
Okay. Wait, Yun na natin. Check muna natin kay. Kay Claude. What is.
Speaker 5 00:43:11
Go on. Ah,
Speaker 4 00:43:22
So I think yeah, Webex calling. Webex calling is Cisco's cloud- based phone system, essentially a cloud PBX replacement that delivers enterprise- grade calling, messaging and meetings through the web. Think of it as Cisco's answer to Microsoft Teams Calling or RingCentral. Excuse me.
Speaker 2 00:43:54
Getting Certified as a Webex Calling partner enables you to resell Webex Calling and create Webex trials. And we're already reselling Microsoft Teams, right? We'll sell throughout the market.
Speaker 4 00:44:07
This is the most powerful option for an MSP. The wholesale rate team includes a single commercial agreement. The packages your customers can get through you.
Speaker 4 00:44:32
It directly competes with Microsoft. It directly competes now with Microsoft Teams calling, so if you already sell M 365 to customers, Webex Calling is a natural conversation to have alongside it. It enables you to offer SMB somewhere completely solution by.
Speaker 5 00:44:56
It's asking.
Speaker 5 00:45:05
It is asking us to.
Speaker 5 00:45:36
I don't know.
Speaker 5 00:46:12
Don't let it lapse. Timely renewal. Okay.
Speaker 4 00:46:58
Uh, Your certification to resell and provision Webex calling is about to expire.
Speaker 4 00:47:26
Okay, No direct cost naman doon.
Speaker 6 00:47:29
Mm- hmm.
Speaker 4 00:47:32
Sabi niya ano? Um, it's for. Asan na ba? Pwede mo ring i- run yang TNC sa Claude or ChatGPT for free.
Speaker 6 00:47:50
Mm- hmm. For free naman yasal.
Speaker 4 00:47:53
Cisco does not charge a fee to renew your partner program enrollment. It's simply an annual administrative process of re- agreeing to terms and confirming your details are current. This applies to your general Cisco partner registration as well.
Speaker 5 00:48:08
Good morning.
Speaker 4 00:48:29
It's Okay.
Speaker 5 00:48:55
Review and submit.
Speaker 5 00:49:25
Just need to I'm if they are available on twenty three.
Speaker 5 00:50:09
I'm going to read another example.
Speaker 6 00:51:10
June thirty two thousand twenty four, asan yung annual kanina.
Speaker 5 00:51:22
Bakit ganon parang.
Speaker 5 00:51:40
Anything from you.
Speaker 2 00:51:44
Hundred twenty nine.
Speaker 6 00:51:54
Let's check it again, Mi. Maybe it's already submitted because there is no option to renew. We don't have the renew link anymore. Okay, okay. Okay, thank you Mi. Karina, Okay.
Speaker 3 00:59:55
Whoa.
04-14 Weekly Meeting: Account Management and Support
\> Date: 2026-04-14 09:50:25
\> Location: [Insert Location]
\> Participants: [Christi] [Mike]
\## Meeting Notes
\### Account Management for AbilityFirst
\- Christi asked Mike if he is the account manager for AbilityFirst, which he is not. The role is currently vacant.
\- Christi requested to "unofficially" name Mike as her backup and escalation point.
\- Mike agreed, provided he isn't expected to have deep knowledge of the account, as he would be "completely lost" if handed work without context.
\- Christi confirmed this is acceptable, needing him mainly as an escalation point who knows how to route issues, especially when she is unavailable (e.g., driving to Merced on Friday).
\### Sharp Account Support
\- Mike reminded Christi that he is also available to help with the Sharp account.
\- He had originally planned to be the account manager for Sharp alongside Christi as the CIO.
\- Christi acknowledged this and mentioned she is still "finding dead bodies" (discovering old issues) within the account. She plans to schedule a meeting with Mike about it.
\### Duo Account Cancellation Incident
\- Christi informed Mike about a recent incident where the Duo account was canceled without notification.
\- The cancellation was initiated by a former contact, despite Christi's last communication in February stating she was still evaluating their security stack.
\- Mike expressed surprise at this behavior, noting that the IT and MSP space is very small.
\- Christi sent Mike the root cause analysis report she had previously sent to Pete.
\### Arrangements for Friday
\- Christi will be driving to Merced on Friday to visit a college.
\- Mike offered to be the point of contact for AbilityFirst while Christi is on the road.
\- He instructed Christi to send an email to the POCs at AbilityFirst, introducing him as the Director of Account Management and providing his personal cell number for any urgent needs.
\## Next Arrangements
\- [ ] Christi will unofficially designate Mike as the backup and escalation point for the AbilityFirst account.
\- [ ] Christi will send an email to the POCs at AbilityFirst introducing Mike as the temporary contact for Friday and sharing his personal cell number for urgent needs.
\- [ ] Christi will schedule a meeting with Mike to discuss the Sharp account and ongoing issues she is uncovering.
\## 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 account manager position for AbilityFirst is currently vacant. There is no long-term plan discussed to formally fill this role.
\> 2. Christi mentioned she is still "finding dead bodies" (old issues) at the Sharp account, which could represent ongoing, unaddressed risks. A formal review seems necessary.
Apr 14, 2026
Speaker 1 00:00:03
Good morning. I am making an assumption that you're my AbilityFirst account manager because Vince is not. Say that again? I am making an assumption that you are my AbilityFirst account manager, because Vince is not.
Speaker 2 00:00:21
We don't have an account manager for AbilityFirst right now.
Speaker 1 00:00:25
Can I just spend it? We can help. Can I just unofficially name you? I never need you. I just, I've been copying you on all these emails from the past and honestly thanks. I do the same for sure, but just just to name you as backup, which I very rarely rarely ever need you. So can I just unofficially name you as my backup?
Speaker 2 00:00:49
You can unofficially name me, but just to make sure am doing you justice. Um, i i definitely, Don't want to be named, which I am perfectly fine with, without zero knowledgeability because if you were to hand anything off, I would be completely lost.
Speaker 1 00:01:05
Not a problem. That is perfectly one hundred percent acceptable. I am thinking more along the lines of like Friday, I am driving to Merced type thing, just just as an escalation point, because you know how to get, you know how to route people to Olivia Anton things like that.
Speaker 2 00:01:25
Yeah, I'm not afraid to ruffle feathers if I have to. Yes. That's what you're saying, yes.
Speaker 1 00:01:31
Exactly. Not a problem. Yes, okay. Uh, I'll keep you slightly informed on things just so you have things in the back of your mind. But I'm not going to push stuff onto you because that's not how I work unless you and I are no. It's like sharp.
Speaker 2 00:01:48
I am still waiting for for again. I am not again. I feel the same way as you, right? If you are one hundred percent good at sharp, um, it's fine. I had planned on being the account manager with you at sharp, yeah, Like you, the CIO me the account manager, butum I have which I mean, it's good that you are handling everything in the context of, yes, Anza brings in more accounts. I have a little bit more bandwidth. Yeah. Uh but just reminding you if you need help with Sharp, i am here as well.
Speaker 1 00:02:17
Yes, I and I one hundred percent understand. I am going to put a meeting on your book, but I am still finding dead bodies.
Speaker 2 00:02:27
You will for like the next probably three years.
Speaker 1 00:02:31
Oh yeah, yeah. Uh, yesterday's incident did I tell you about the duo incident?
Speaker 2 00:02:38
No, and i I don't know the details.
Speaker 1 00:02:39
Okay, i i couldn't remember something like.
Speaker 2 00:02:41
The account got canceled or something like that.
Speaker 1 00:02:43
Yes, by the old. Bu ddy of Lorenzo's that uh decided to with no notification to any of us. The last email was me to him at the end of February, saying, let me continue evaluating security stack before making a decision. And then all of a sudden, he contacted Duo and canceled it out from underneath us.
Speaker 2 00:03:06
You know what blows me away Chris I T is a small space. Yeah. And the fact that people operate this way will forever. Blow my mind,
Speaker 1 00:03:15
Yes, especially in LA. I could not believe when I moved out here, how small of a space it is.
Speaker 2 00:03:22
Yeah, it is a small space. It doesn't matter even nationwide; M S P space is a small space. Everybody knows everybody one degree or another t here is very yeah. The five degrees of separation that's like super short to M S P. Soum yeah, i that's a that's a team. But theum. For the most part, everything's cool though, right? You guys are good.
Speaker 1 00:03:45
Yeah. Oh yeah. Everything's been great. I justum I did send out that email yesterday if I didn't C C you on it, let meum let me do that real quick cause I sent the report, The root cause analysis report yesterday. So uh, yep Let me find that Yeah And oh I sent it only to Pete Sorry Let me just forward this to you.
Speaker 1 00:04:09
Yeah, that's okay. Yeah, it's okay.
Speaker 2 00:04:11
It's because we're all working yeah because we're all rolling working remote. We have to like over communicate stay on the same page.
Speaker 1 00:04:17
Yeah, Yeah, I just sent you the email with my report attached to it. Um yeah All right? I got to go. Um I've got a few things. I got to handle, and I will talk to you later.
Speaker 2 00:04:30
Yeah do me do me a favorum loop me in on an email to the POCs at Ability First. And just say, hey. Um, I'm the director of account management, but while you're in route, they're welcome to call me directly. You can put my cell phone number. My personal cell. Yeah. They can reach out to me on Friday if they need anything.
Speaker 1 00:04:47
Okay, perfect. Hey Lena That's amazing Yes Um I normally don't ask. But since I'll be on the road, we I won't be able to do my normal Let me just stop everything and do this for you type situation.
Speaker 1 00:05:01
So yeah,
Speaker 2 00:05:02
No, it actually works out perfect, Chris. Becauseum I typically keep my Mondays and Fridays free not as busy intentionally. Yes. So not a problem. No problem at all.
Speaker 1 00:05:11
Thank you, we're we're just going to visit a college.
Speaker 2 00:05:13
That's all high schoolers. Good times.
Speaker 1 00:05:17
Yeah, bye All, right? Thank you. Chris.
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04-27 Meeting: Laptop Provisioning and Password Reset
## 1. Laptop Provisioning for Director at Baffler
A new laptop, originally pending approval from Doctor Barbara, has a higher specification than the in-house model, despite sharing the same model number. This laptop was intended for a user. Nelson suggested giving the new, higher-spec laptop to the director at Baffler, and providing the director’s current laptop to the user. This practice of providing superior equipment upon request has been done previously for executives, including Crystal and others in Doctor Parker’s office. Given the director’s role and importance, approval was granted to proceed with this laptop swap arrangement.
### Action Items
- [ ] Inform Nelson that approval has been granted to proceed with the laptop swap for the director. -- _[Speaker 1]_
- [ ] Execute the laptop swap: Provide the new, higher-spec laptop to the director at Baffler and assign the director’s current laptop to the user. -- _[Speaker 1]_
## 2. Password Reset
A password reset was requested. The new password will be sent via Teams chat, and the recipient will change it afterward.
### Action Items
- [ ] Reset the password and send the temporary password via Teams chat. -- _[Speaker 1]_
> **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 original laptop procurement process for the user remains unresolved. Doctor Barbara’s approval was pending for the new laptop. It is unclear whether this approval is still required or if the plan to provide the director’s current laptop to the user bypasses this requirement.
> 2. The logistics and timeline for the physical laptop swap between the director at Baffler and the user are not specified, including coordination of transfer, data migration, and setup for both individuals.
> 3. The identity of the end user who will receive the director’s current laptop is not mentioned, which is important for asset tracking and ensuring the correct device is assigned.
Apr 27, 2026
Speaker 1 00:00:01
Um, oh my god. I don't know where to start. Um, okay. The um, the laptop that we supposed to you still waiting on Doctor Barbara to approve. Yeah, that one has a higher spec than the one that we have in house, even though they're the same model. Okay, that's fine. So can we can we see Yusin? Yeah, we can still use it. Because. Because I called Nelson and told him, that we. We have a laptop, but I have to check in with you before I, I set up the the one for the user. Yeah. And uh, because it has a different spec. He asked if we can give the user his current laptop, and he will get the new one.
Speaker 1 00:01:03
Refresh my memory, what's his title again? He's the director at Baffler. Would we have done that in the past for anybody? Yes, when for execs only, And if they ask, Lorenzo will will go out of his way just to get them. What they need. And is he one that learns? I would have gone out of his way to get them what they needed. Yes, for execs, for execs only. Like, Crystal people, all the people in in Doctor Parker's office. He will yes. Yeah okay, you can go ahead and do it. I don't have a problem with that. Okay, So I'm gonna use your judgment, because if you tell me, I need to be nice to someone, I'm not gonna do that. Yeah, cause he's. He runs a very tight ship at Bathman so. Yeah, let's do it. Okay. Okay. All right. I'll let him know.
Speaker 1 00:01:59
Okay, and then you'll reset my password and to that. Yeah, I'm gonna do that right now. Okay, perfect. Uh, Just put it in the team's chat. And then whatever the password you set and I'll reset it from there. Okay. Alright, thank you. Bye. Okay.
07-21 Meeting: OpenAI Payment, Copilot Status, and AI Training
> Date: July 21, 2026
> Location: [Insert Location]
> Participants: [Sergio] [Christi]
## Meeting Notes
### OpenAI Account Payment Issue
- Christi identified that the OpenAI Team plan failed to renew due to a payment issue.
- Christi directed Sergio to the billing section at `pay.openai.com` to update the payment information.
- Christi made Sergio an owner of the account to help resolve the issue.
### Copilot and AI Application Status
- Christi confirmed that everyone was placed on Copilot, clarifying a previous report.
- Christi mentioned she will include Copilot, OpenAI, and Claude in an upcoming AI training and requested use cases for the training.
- Charl will send out the OpenAI application by Thursday, July 24, 2026.
- A resent application has succeeded for 12 users. It is currently installing for one user (LTO6) and is complete for Jeff (LT14) and Richard Cantu (LTL1).
### Meeting Rescheduling
- The meeting was cut short.
- Christi and Sergio agreed to reconnect at 3:00 PM on the same day.
## Next Arrangements
- [ ] Sergio to update the payment information on the OpenAI account at `pay.openai.com`.
- [ ] Sergio to send AI use cases for the upcoming training to Christi.
- [ ] Christi and Sergio to reconnect at 3:00 PM today.
- [ ] Charl to send the OpenAI application to all users by Thursday, July 24, 2026.
[EOD sweep 2026-07-27] Karney OpenAI billing failure resolved with Jason Yu - already logged 7/21.
Jul 21, 2026
Speaker 1 00:00:12
Hi Jason.
Speaker 2 00:00:18
I can hear you. How are you today? Now I'm going to finish eating my lunch because I've been in back- to- back meetings. Since I think 9:00 a.m. I lost track. So please bear with me. And that's the reason why I was a minute late, I had to run to the restroom, hadn't even had a chance to do this until now.
Speaker 2 00:01:02
So, um, just a heads up for you on Copilot. Christian ran another report. Oh, I can hear you, but and I can see that I have audio. Let me check on a few things. Um okay perfect um so just a quick heads up for you, Sorry. Um, Christian came back for me, sent me another email. Um, it does look like everybody was placed on Copilot. So it just showed up differently. So just just so that you are aware. Um, and that is on me because I we were talking about so many things that I had taken. I wasn't even thinking about Copilot at that point. So.
Speaker 2 00:02:03
All right. Um, And then one of the things I was saying was bear with me because I am going to slightly eat my lunch while we're talking just because I've been in nonstop meetings since 9 : 00 a.m. and I didn't even get a lunch. So, uh so bear with me. Cheesecake Factory. It's down the street. Yes.
Speaker 2 00:03:17
So previously, when that would happen with Crimson, We could still add them, and they were able to use the system right away. So you won't be billed for it until August 15 th, but yeah. Yes.
Speaker 2 00:03:56
Oh, I have not logged in to the Crimson one yet. Let me do that. Oh wait, no, I have we have logged into it. I apologize. I'm thinking of another another client.
Speaker 2 00:04:42
See if you can increase. Not to, yeah. See if you can increase and say continue.
Speaker 1 00:04:53
Hmm. Let.
Speaker 2 00:04:60
Me log in and see if I can do anything with that. Bear with me.
Speaker 1 00:05:11
Yeah, and let me. Let's see. I've never logged into Carney on this computer, so hang on one second.
Speaker 1 00:05:48
All right. Login. Get me. There we go.
Speaker 1 00:06:30
Com sign in oh,
Speaker 2 00:06:51
Shoot I am not on the VPN. Okay. Let me try one more thing. Let's see. ChatGPT. I have to be on the VPN, but I think save. I think it'll let me log into OpenAI, but not Microsoft. Because if I try to get on my VPN right now, it's just going to kick us out of our meeting. But fortunately, I can get to OpenAI without that issue. All right.
Speaker 2 00:07:28
Team plan failed to renew. Got it. So the problem is, is your payment didn't go through. That's why you're having an issue. So this what it this the information, um update payment. Can you get to the billing portion? Pay dot openai dot com.
Speaker 2 00:08:56
I'm Making you an owner as well. There's no reason why you can't be an owner on this.
Speaker 2 00:10:20
No, but you would be surprised at how often it happens around me.
Speaker 2 00:11:25
It is quite all right. If I told you how many times my corporate Bank of America card gets declined just from fraud alerts, you would laugh. And the CFO gets my uh alerts on fraud information, so she just sends me a message that says, "I opened your card back up." And it's only from me purchasing things on Amazon for the company. So.
Speaker 2 00:11:57
Or doing uh travel arrangements. It does not like Delta at all.
Speaker 2 00:12:18
No Worries, take your time. I'm going to sit here and finish enjoying my lunch.
Speaker 2 00:14:27
Got It. Not surprising, but that's okay. They've done that to me a few times.
Speaker 1 00:15:20
Here we go.
Speaker 1 00:16:14
Christi: Hey,
Speaker 2 00:16:15
I'm so sorry to meet you. It's okay. Could I think Michelle just rescheduled something on me? Okay. Um, would you be available at three o'clock? Yeah. Okay, yeah. We can connect quickly,
Speaker 1 00:16:34
Just a short. Yeah. Okay, okay. You're welcome and I'll see you then.
Speaker 1 00:17:24
No worry. Go back to you. All right.
Speaker 1 00:18:33
Okay.
Speaker 1 00:19:03
Sweet. Oops. Copy. Let me shorter URL copy.
Speaker 2 00:19:18
I'm making an employee stress survey for one of my clients. My job is not just AI and fixing computers.
Speaker 1 00:19:46
Mm, I understand that. I understand that one. That's an important one too.
Speaker 1 00:20:29
Yeah. It.
Speaker 2 00:20:41
Is quite all right. I that an error message came up, I had not seen it before, so I didn't, I had no clue. Yeah. So, all right, perfect. Um.
Speaker 2 00:21:03
No, I'm going to include a little bit of Copilot, a little bit of OpenAI, a little bit of Claude, but a lot of basic AI. Um, but do me a favor if you have any use cases, you want me to use in the training, send those over to me.
Speaker 2 00:22:05
Yes. Oh, that is perfect. Send me send me that back over. And yeah. Yes, now this is amazing. I feel like I feel like I knew about this, but it's been, Got it. Okay. You are amazing. Thank you. All right, have a great weekend or week, Jason and I look forward Oh, by the way, Uh Charl is going to send out the OpenAI uh application to all of you guys. Uh tomorrow. He's going to be working on that. So you guys should see it by Thursday. Um Claude is showing uh.
Speaker 2 00:23:07
Actually, He's going to notify me because I want to keep a track of it and I'll give you a heads up. So, but as far as the one that I resent out for you guys, let me pull it back up. It is showing it has succeeded on 12 of them. It's running on one. Is currently going through, and then uh there's four of them. One of them is a spare. Uh but there's four of them. Oh two of them are a spare. Um Yes So 12 of you have it all installed Uh I only know their computer names. So.
Speaker 2 00:24:04
Uh, it's LT14, LTO1 and uh LTO6 is currently installing. So yeah. Uh Let me see who 14 is. 14 is Jeff. And then hang on let me find the other one.
Speaker 2 00:24:33
You got to click into a million places. LTL1. That is Richard Cantu. Yeah, those are the only two. Everyone else is up and running but one and that's currently installing, so that one will be up and running soon. Yes? All right. Thanks, Jason. Have a great week and I'll talk to you later. Bye.
Sergio to send AI use cases for the upcoming training to ChristiSergio to update payment information on the OpenAI account at pay.openai.comChristi and Sergio to reconnect at 3:00 PM on July 21+1
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Karney Properties
covered by 881096 (0.38h, ticket 961009)
ticket 961009
3 - Clients and Projects/Karney Properties/Meeting Transcripts/Meeting Transcript - 07-21 Karney OpenAI Payment, Copilot Status, AI Training.txt
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07-07 Weekly Meeting: Casey's AI Wish List, Claude Credits, and Azure Implementation
# Meeting Notes
## Meeting Information
> **Date:** 2026-07-07 12:59:53
> **Location:** [Insert Location]
> **Participants:** [Sergio] [Speaker 2] [Speaker 3]
---
## Meeting Notes
### Speaker 3’s Return After Medical Emergency
- Speaker 3 was out for two weeks due to a medical emergency (severe infection and gallstones), not vacation.
- Due to the absence, Speaker 3 couldn’t test or communicate updates until the day of return.
- **Conclusion:** Team acknowledged the situation and proceeded.
### Casey’s AI Wish List Review and Implementation Plan
- Speaker 2 wants Speaker 3 to review Casey’s emailed wish list for Claude-based AI features.
- Goal: identify the highest-priority, quickest-to-implement items and provide Casey with a clear delivery timeline.
- Speaker 2 forwarded the wish list email to Speaker 3 during the meeting.
- Speaker 3 confirmed receipt and is ready to start building.
- Highlighted items:
- Email management and response support (training modules can be created).
- Time optimization tools (partially in progress).
- **Conclusion:** Speaker 3 will evaluate the list and begin building; estimated completion within one week (by approximately 2026-07-14).
### Claude Credits and Licensing Strategy
- Speaker 3 has ~$200 in Claude credits expiring in ~1.5 weeks.
- Recommendation: build under Speaker 3’s account to avoid ~$100/month high-tier user costs for the client.
- Speaker 2 noted George planned to obtain a Claude Teams license but agreed with Speaker 3’s approach.
- Plan: build using Speaker 3’s credits and transfer the output to Casey.
- **Conclusion:** Speaker 3 will use personal Claude credits to build, then transfer to Casey.
### Azure Infrastructure for Casey
- Speaker 3 proposed spinning up an Azure database with connections for Casey within the client’s Azure environment for security.
- Speaker 2 is willing to spend on Azure given existing plans, with a comfortable budget well under $5,000.
- Comparable build (Anzor): ~$75/month without AI backend; ~$200/month with AI backend.
- Speaker 3 will create a dedicated personal Azure account (not using CIT admin) for traceability and compliance.
- Setup will match the security of the existing Microsoft tenancy, previously audited by Speaker 3.
- **Conclusion:** Speaker 3 will build the Azure environment under a dedicated account; costs expected well under $5,000.
### Follow-Up Meeting with Casey
- After building, the team will meet with Casey to review completed work and guide further customization.
- Follow-up meeting scheduled for Tuesday, July 21, 2026, at the same time slot.
- Duration: 1 hour, with the first 30 minutes dedicated to Casey to respect his time.
### Base 484 Access Issue
- Speaker 3 attempted to regain access to Base 484 but still cannot get in.
- Speaker 2 does not want Evan on Base 484 and acknowledged the access issue.
- Resolution requires resending the invite.
- **Conclusion:** The Base 484 invite needs to be resent to Speaker 3.
---
## Next Arrangements
- [ ] Speaker 2 to resend the Base 484 invite to Speaker 3 and confirm delivery
- [ ] Speaker 3 to review Casey’s wish list and identify quick wins/slam dunks
- [ ] Speaker 3 to begin building Claude-based features under personal credits (target completion: by 2026-07-14)
- [ ] Speaker 3 to set up a dedicated Azure account and build out Casey’s Azure environment
- [ ] Speaker 3 to send the meeting invite to Casey for Tuesday, July 21, 2026 (1 hour; first 30 minutes for Casey)
- [ ] Speaker 2 to remain available via email during their absence (week of 2026-07-07)
---
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded or lack clear action items; please pay attention:
> 1. **Casey’s involvement is indirect:** The wish list is being acted on without a confirmed sync with Casey before building starts. There’s a risk of misaligned priorities or wasted effort if Casey’s expectations have changed.
> 2. **Claude credits expiring in ~1.5 weeks:** The ~$200 in credits expire around 2026-07-18. If building takes the full week, buffer is minimal. No contingency plan was discussed if credits run out before completion.
> 3. **George’s Claude Teams license status unresolved:** Mentioned but not followed up. It’s unclear whether this license will still be pursued or deprioritized given Speaker 3’s approach.
> 4. **Base 484 access resend responsibility unclear:** It was agreed the invite needs to be resent, but no specific owner or deadline was assigned.
> 5. **Azure account setup security review:** Speaker 3 mentioned informing their own security team of the new Azure account. No confirmation that the client’s IT/security team will be notified, which may be required for compliance.
Jul 7, 2026
Speaker 1 00:01:33
Hi, Brett. Glad to be back. But then getting through all of the.
Speaker 2 00:01:52
Uh the backlog is always a headache.
Speaker 3 00:01:58
But this wasn't a vacation, this was an emergency out. For two weeks, so. Again to base four eighty four, but the only reason why I didn't tell you until the day was because. I was out for an emergency for two weeks, so I didn't get a chance to test anything. And I don't remember much after that.
Speaker 3 00:02:31
Other than, I had a massive infection and uh gallstones. So,
Speaker 3 00:02:43
Yeah, Of course. I am glad you are okay. Yes, good.
Speaker 2 00:02:48
Yeah, that's scary. It's really scary. Um, Yeah, base forty four will try. I'll try and uh, get you added on that. I am I think the bigger thing. Is going through Casey's wish list on Claude and just seeing what what on that we can build for him. And I think you know, There's probably some higher lower hanging fruit there and some higher priority items than others. But that I think, you know, I just need to be able to tell him yes we've looked at it. Yes, we are uh, we we think we're going to do these five things or whatever. However, many you think are easy to do.
Speaker 2 00:03:30
And here is the date we're going to have them done. So, I just you know now that you are back, You know, take a look evaluate that wish list, email he sent and let us. Let me know like, what were the, what are the like, the big, the biggest time savers that he's got on his list. And then how quickly can we implement those. That's really it.
Speaker 3 00:03:53
Yeah absolutely um, let me look at something. Um, right now, I'll be honest. Uh, it's a perfect timing. Just because of um. About two hundred dollars in credits through Claude to build anything. So they don't they they expire on in a week and a half. So with Casey, I don't have the list from you for him. I just double checked.
Speaker 3 00:04:29
If you can send me over that wish list, I'll start building.
Speaker 2 00:04:33
Well, also you can use George was going to get us a cloud team's license. So I mean, you I don't you could use that butum.
Speaker 3 00:04:44
Do it on mine. It'll be a lot less costly for you guys, because when I build this, uh, it will it will use your credits because I would be what's called a high tier user. And so I would cost you about one hundred dollars a month. Right now, I have enough credits and I have that high the highest tier possible that I can just all of this under mine and then transfer it over to Casey.
Speaker 2 00:05:13
That sounds that sounds good, yeah. I mean, and yeah, I mean obviously helping him learn how to do certain things is good. And I think you know getting him to a place where these are the things that we've already done. If you want to learn how to do more things, you know, We can sit down with you and show you kind of how this was put together. I think that's that's a good follow up item for sure. Once once once the some of these, I just forwarded it to you again.
Speaker 3 00:05:42
Right as I got your forward. Oh okay cool. I don't know what was going on with my inbox while I was out. But uh, I have it all. Yeah, So that's easy, And then would it be when could we get time with Casey to go over everything?
Speaker 2 00:05:59
Well, I think how quickly do you think it could it can be done? You think in the next couple days?
Speaker 3 00:06:08
Give me a week because there are some heavier asks on here, but I also like his email management and response support. I can create training modules on how to do that.
Speaker 1 00:06:20
Mhm. Yeah.
Speaker 3 00:06:24
Time optimization. Um, I'm already building some of those things out, and I can also how let me ask you this question. Or like if I wanted to spin up a Azure database and connections for Casey within your Azure system? So that they have security.
Speaker 2 00:06:50
We're going to be doing is spend money in Azure anyway because of our you know, our designs on making bringing this other app in there. So I mean it's you know, I don't know what I don't know. So I mean I think he's willing to spend some money on this. But like if we're talking, then suddenly we're at twenty grand, then they'll they won't like that. No, am like you know, I think, I think you know. As long as we're safely under five thousand dollars, I think we're probably fine. You know.
Speaker 3 00:07:23
Certainly going to be under five thousand. The one that I built out for Anzor that doesn't have an AI backend was about seventy- five dollars a month. The one with the AI backend was about two hundred.
Speaker 1 00:07:35
I think we can live with that.
Speaker 3 00:07:43
Let me build all of that out within Azure and, I'm gonna I'm going to create an account within Azure for myself rather than using the CIT admin because I I'm going to build out some things in there and I'm gonna give myself cloud management rights, uh, okay. And I'm gonna make sure my security team is aware that way any changes I make. You know, it's me because it'll be an account that I'm using to log in rather than just being crimson. So that's more of a security thing that i i follow very closely.
Speaker 3 00:08:15
Everything is going to be just as secure as your Microsoft tenancy, which I've audited. Your Microsoft tenancy, I know how secure it is. And it'll be pretty. Some of this I've already built. I'll be honest, some of this I've built. That's great.
Speaker 2 00:08:30
So then that like those things are pretty plug and play, right? It's just. I guess if you encounter any more. If, you have any questions about his list or if there's anything on his list that you're like? Oh, this seems like a lot to do, I think remember this is just a wish list. I think that there's, A lot of these things, if you've already built them out, it's plug and play. Or they're you know, you actually don't need AI for this bread. You can just do this another old fine. I just uh, why don't we say because I am going to be out next week. I, can why don't you work on? Uh you know, hold, go ahead and through the things that you think uh are are slam dunks and then you know, send me questions if you have them. I'll be checking emails and stuff when we can plan to connect with them. Uh, like.
Speaker 2 00:09:13
In two weeks, like two weeks from today.
Speaker 3 00:09:17
Let me send you out a meeting invite for the same time on Tuesday. The twenty first.
Speaker 2 00:09:23
Great, that's good. Mm hmm. Okay.
Speaker 3 00:09:27
And I'll make it for thirty minutes or I can make it for an hour, But just tell him the first thirty minutes, he can that way. We don't take too much of his time,
Speaker 2 00:09:35
That's fine and I may set up. Uh I guess um. I don't want to have Evan uh on base forty-four. You, you said you recently, you tried to get back in and you still couldn't get in.
Speaker 3 00:09:51
He's gonna have to resend the invite. Okay, okay. Yeah,
Speaker 2 00:09:56
All right. Thank you. Talk to you soon. I am glad you are better.
Speaker 3 00:10:01
Thank you, You are one of my best clients when it comes to AI, I am enjoying this time with you.
Speaker 2 00:10:06
So yeah. No, this is great. So uh, let me know if you have any questions okay.
Speaker 1 00:10:13
Thank you. Thank you. Bye.
04-20 Pagtitipon sa Proyekto: Nevada Gaming License, Security Assessment, at RACI para sa Maverick Gaming
## 1. Aplikasyon ng Nevada Gaming License para sa Maverick Gaming Project
Ang koponan ay kailangang mag-asikaso ng gaming license requirements para makapagtrabaho sa mga Nevada sites ng Maverick Gaming, kaugnay ng isang “Security Assessment/Onboarding” na proyekto. Ang pangunahing problema ay kawalan ng linaw sa mga uri ng lisensyang kailangan (para sa kumpanya bilang MSP/service provider at para sa mga indibidwal na technicians), lalo na kung kinakailangan ang lisensya kapag remote access lamang kumpara sa on-site presence. May mataas na gastos na binanggit para sa Information Technology service provider application: application fee na $500 at investigative fee na $5,000 (kabuuang $5,500). Kritikal ito dahil hindi maaaring gumawa ng pagbabago sa kanilang environment kung walang gaming license; maaari lamang magbigay ng instruksyon. May potensyal na paglabag kung may techs na out-of-US o walang tamang permit ang gagalaw sa gaming systems, na maaaring magdulot ng panganib sa lisensya ng kliyente. Mga tinitingnang solusyon: pagtawag at pag-clarify sa Nevada Gaming Control Board tungkol sa remote vs on-site permit requirements, paggamit ng Form 1R para irehistro ang MSP at ilista ang indibidwal na technicians, pag-validate kung kailangan ang Nevada State Business License o sole proprietor exemption para sa out-of-state MSP, at paglimita ng aktuwal na gumagalaw sa environment sa US-based techs (hal. Kevin, Gabby, at posibleng HQ team).
### Mga Gawain
- [ ] I-clarify sa Nevada Gaming Control Board kung kailangan ng gaming work permit para sa technicians kapag remote access lang kumpara sa on-site, at kung bawat tech ay kailangang nakalista sa Form 1R -- _[Insert Pangalan]_
- [ ] I-verify sa Nevada Secretary of State kung kailangan ng Nevada State Business License o sole proprietor exemption para sa out-of-state MSP; idokumento ang eksaktong requirement at proseso -- _[Insert Pangalan]_
- [ ] I-review at kumpletuhin ang Form 1R (Application for Registration) para sa MSP: ilagay ang legal business info, Federal Tax, description of services, at ilista ang indibidwal na technicians sa Page 2 -- _[Insert Pangalan]_
- [ ] Tukuyin kung sinu-sinong US-based technicians ang isasama (unang priyoridad: Kevin at Gabby; isaalang-alang din ang HQ team tulad nina Matthew at George) at siguraduhing tumutugma sa fingerprinting at permit requirements -- _[Insert Pangalan]_
- [ ] I-audit ang mga form na ibinigay ni Anzor (kasama ang mga addendum tulad ng Form 1R addendum at cloud computing services, kung applicable) at itala kung alin ang talagang kailangan para sa ating scope -- _[Insert Pangalan]_
- [ ] Suriin ang fee schedule para sa Information Technology service provider (application fee na $500 at investigative fee na $5,000; total $5,500) at i-coordinate kung paano ito babayaran at kung ito ba ay sakop o hindi ng proyekto -- _[Insert Pangalan]_
- [ ] Gumawa ng internal policy para balansehin ang remote at on-site work: habang hindi pa kumpleto ang lisensya, limitahan sa pag-instruct lamang ang team; kapag may lisensa na, ilatag ang allowed activities para sa remote at on-site -- _[Insert Pangalan]_
- [ ] I-confirm ang geographic focus ng application (ipinapahiwatig na Nevada, partikular na mga lokasyon gaya ng Wendover, Nevada) at kung kailangan ding mag-apply sa ibang estado sa susunod -- _[Insert Pangalan]_
- [ ] Magtalaga ng primary handler para sa licensing coordination (iminumungkahing si Pete dahil nasa Nevada at may karanasan sa gaming companies) at i-define ang saklaw ng responsibilidad vs. progress monitoring -- _[Insert Pangalan]_
- [ ] I-compile ang mga tanong mula kay Claude at i-finalize ang listahan ng key questions para sa Nevada Gaming Control Board (kabilang ang remote vs on-site permit, Form 1R listing, out-of-state MSP requirements) -- _[Insert Pangalan]_
## 2. Scope ng Security Assessment / Onboarding para sa Maverick Gaming
Layunin ng proyekto na magsagawa ng security at environment assessment para gawing madali ang suporta sa mga isyu ng kliyente at posibleng gawing regular client ang Maverick Gaming. Ang pangunahing hamon ay ang pag-define ng scope na “onboarding” ang gawain ngunit hindi ito ipapangalan bilang onboarding project, at ang pagtiyak na ang anumang aktibidad ay nasa loob ng legal na saklaw habang nakabinbin ang mga lisensya. May panganib na magkaroon ng non-compliance kung may gagawing pagbabago nang walang lisensya, lalo na kung may out-of-country tech na hahawak sa gaming systems. Mga solusyon: pagbuo ng assessment checklist, paglimit ng aksyon sa advisory/instructions hanggang may lisensya, at pagtukoy ng resource plan kung sino ang maaaring magtrabaho (US-based lamang).
### Mga Gawain
- [ ] Bumuo ng detalyadong security at environment assessment checklist (asset inventory, access controls, remote access pathways, cloud services kung mayroon, incident response readiness) na nakaayon sa gaming regulatory constraints -- _[Insert Pangalan]_
- [ ] Itakda ang working model habang nakabinbin ang lisensya: “advisory only” mode (instruction-based changes) at i-define ang escalation kapag kailangan ng on-site intervention -- _[Insert Pangalan]_
- [ ] I-map ang mga environment endpoints at system boundaries na sakop ng assessment sa Nevada sites (hal. Wendover, Nevada) at i-validate ito kay Anzor -- _[Insert Pangalan]_
- [ ] I-coordinate ang resource planning: tukuyin ang US-based staff na maaaring mag-participate sa assessment at gawing contingency ang on-site presence kung kailangan -- _[Insert Pangalan]_
- [ ] I-setup ang project documentation repository (e.g., project folder for “Maverick Gaming Security Assessment”) at i-log lahat ng forms, correspondence, at regulatory clarifications -- _[Insert Pangalan]_
## 3. Internal na Tungkulin, Pananagutan, at Komunikasyon para sa Licensing at Pagpapatupad ng Proyekto
May kalituhan kung sino ang primary handler ng licensing dahil nabanggit na si Pete (nasa Nevada at may gaming industry experience) ang may mas angkop na background, ngunit ang progress checking ay napunta kay [Insert Pangalan]. Mahalaga ang malinaw na RACI para hindi maantala ang application at para maiwasan ang paglabag. May pangangailangan din ng centralized tracking para sa forms at status.
### Mga Gawain
- [ ] Magtakda ng malinaw na RACI: sino ang lead sa licensing (proposed: Pete), sino ang backups, sino ang progress tracker, at sino ang maghahanda ng dokumento -- _Pete_ _[Insert Pangalan]_
- [ ] Ibuo ang status tracker (Excel/Sheet) para sa lahat ng forms (Form 1R, addenda), fees, fingerprinting, at approvals; maglagay ng owners at status fields -- _[Insert Pangalan]_
- [ ] Mag-schedule ng coordination call kasama sina Pete, Anzor, at key techs (Kevin, Gabby) para i-finalize ang personnel listing at operating constraints (remote vs on-site) -- _Pete_ _Anzor_ _Kevin_ _Gabby_
- [ ] I-validate kung sino ang dapat i-enroll para sa fingerprinting at background checks batay sa requirement ng Nevada Gaming Control Board; i-coordinate ang logistics para sa US-based staff -- _[Insert Pangalan]_
> Mga Mungkahi ng AI
> Napagmatyag ng AI ang mga sumusunod na isyung hindi natapos sa meeting o kulang ang malinaw na action items; paki-pansin:
> 1. Walang pinal na pagtatalaga kung sino ang primary handler ng licensing process at kung sino ang magmo-monitor ng progreso, kaya may panganib na maantala ang pagsumite ng Form 1R, mga bayarin, at mga permit.
> 2. Hindi pa tiyak kung kinakailangan ng state business license o sole proprietor exemption para sa out-of-state MSP, at kung paano eksaktong kukumpletuhin ang requirement na ito; posibleng magdulot ng rejection o delay.
> 3. Hindi pa klaro ang kompletong listahan ng US-based technicians na ililista sa Form 1R at isasailalim sa fingerprinting/background checks; kulang ang assignment at schedule para dito.
> 4. Walang malinaw na polisiya kung ano lamang ang pinahihintulutang aktibidad (advisory vs hands-on changes) habang nakabinbin ang lisensya; may panganib ng hindi sinasadyang paglabag na makaaapekto sa lisensya ng kliyente.
> 5. Hindi pa natitiyak kung limitado sa Nevada sites (hal. Wendover, Nevada) ang saklaw ng application o kailangan ding i-extend sa ibang estado sa hinaharap; ang hindi pagklaro nito ay maaaring magresulta sa kulang o maling filings.
Apr 20, 2026
Speaker 1 00:00:00
Hello, Mi.
Speaker 1 00:00:03
Ilang sites meron sila?
Speaker 2 00:00:06
Wait.
Speaker 2 00:00:10
May sense ako sa iyang story.
Speaker 2 00:00:13
Ang bagal ng internet ko eh. Nakaka-imuse. To do this. Ito ba yung I hate to do this again. This one. ID basic counters counts.
Speaker 2 00:00:27
Okay. Ang dami.
Speaker 1 00:00:30
Feeling, wala naman siyang sinabing Specific site, pero sabi niya, Kailangan by today, maasikaso, Na nga itong License application. Kaso kasi, nung nag-check ako, Kay Claude, kung, Yung mga Types of license, kasi, Sabi niya, may answer sa akin kanina, identify mo, Kung ang mga text ba, Kailangan meron din, kumbaga, License on their own, versus Yung sa owners, then, Which is sila, siya. Si Anzor. And then,
Speaker 1 00:01:03
Meron kasi ditong key questions Na kailangan i-ask daw kay Neva At the Gaming Control Board. Sabi niya, Do individual technicians need a gaming work permit, If they're accessing Gaming systems remotely, Versus physically on-site?
Speaker 1 00:01:20
Kaya tinatanong ko kung, Tayo ba ay purely remote?
Speaker 2 00:01:23
At tinanong din kasi, Namin yan kay Anzor, no? Think up. Tapos sabi niya, let's just base it here. So, eto. Sasend ko sa iyo yung This, yan. Yung Excel file. Sabi niya, dyan kami mag-base sa mga sites, Ni Maybrick.
Speaker 2 00:01:47
Ang dami. Mayroong pang-Macao ang alam ko. Ay, hindi. Wala pala. Wala.
Speaker 3 00:01:55
Nevada?
Speaker 3 00:01:57
Oh, okay. Feeling.
Speaker 1 00:01:58
Ko yung Nevada lang muna to. Kasi Colorado. Doon muna tayo nag-a-apply. Kasi nga diba?
Speaker 2 00:02:09
Oo. Ang alam ko, yun yung sinasabi. Nila mag-a-apply lang muna sa isa. Pero need nga din mag-a-apply sa lahat.
Speaker 2 00:02:19
Kasi hindi nga tayo makaka... Ano mo yun? We cannot make changes. To their environment If we don't have a gaming license. Ang pwede lang natin gawin, Is to instruct them what to do.
Speaker 1 00:02:33
Ah, okay. Pero, so meaning, Remote siya, hindi tayo magtatouch ng.
Speaker 2 00:02:37
Anything physical. Tama? Wait, remote sa... We... Not sure, Mi, kasi baka may... I mean, sa lahat, nang gagawin natin, For Maybrick. Remote lang lahat niya.
Speaker 1 00:02:51
Kung merong magiging part or Task dun sa project Na kailangan may mapapuntahin dun, Sa office nila or kung saan man.
Speaker 2 00:03:01
May kasi ito, yung project Lang na ito is to check Their, sabi ni Anzor, This is like a onboarding, Project but we will not put it As an onboarding project.
Speaker 1 00:03:13
So magiging regular client sila?
Speaker 2 00:03:16
Yeah, that's, That's his Parang goal, To make them A regular client. So, ito parang, I-assess lang namin Yung security, Yung environment nila Kasi parang I-onboard sila. Get all the Details, That we need So that, If they'll have A problem, Or if they need Help with something, It's easy for us To help. Ganun.
Speaker 1 00:03:47
Kasi, pag nagtanong ako, anong mga types of licenses ang kailangan natin i-apply sa owner and then for the technicians? Baka kasi tanungin ako, kailangan ba nilang nasa onsite sila?
Speaker 2 00:04:04
Maybe you can also, kung tatanungin ka niyan, sabihin mo din na sometimes it will be there on site. Sometimes we'll be on-site And then sometimes we'll be like, Working on the problems remotely. So, basically both.
Speaker 2 00:04:23
Just in case lang, Para makover mo lang yung, Both na on-site at saka Remotely, Just in case, Questions.
Speaker 1 00:04:34
Oh, okay, okay. Wait lang. Does it matter that Maverick Gaming Operates? Wait, nasa Nevada, Ang Maverick Gaming, diba?
Speaker 1 00:04:45
Yun yung office nila? Tama?
Speaker 2 00:04:47
Ang alam ko, Yes. Wait lang. Ano mo nga, B? Si ba't ang lumabas.
Speaker 1 00:04:52
Dito, Washington? Weird.
Speaker 2 00:04:55
Marami nga sila sa Washington. Kapag i-check mo, doon ang tinakamaraming Sites nila.
Speaker 1 00:05:01
Pero we're focusing on Their Nevada site lang muna, di ba?
Speaker 2 00:05:09
Wala may kasing sinabi Sa akin kung saan magwafocus. About sa gaming license ah, hindi.
Speaker 1 00:05:15
Yeah. Kasi, ayun nga, Dahil puro ano eh. Las Vegas, Nevada.
Speaker 2 00:05:20
Daw, is based in Las Vegas, Nevada.
Speaker 1 00:05:23
Kasi pinapatawag niya ako sa Nevada Gaming Board. So, I'm assuming na Nevada, Sites lang to.
Speaker 2 00:05:30
Yeah, baka Nevada sites lang muna.
Speaker 1 00:05:34
Okay, okay, wait. Ano ba yung project? Nevada, Nevada.
Speaker 3 00:05:39
Ah, very good.
Speaker 3 00:05:46
Ay, beri, nawala.
Speaker 3 00:06:05
Security Assessment Project.
Speaker 1 00:06:07
Tinan natin dito sa Window. Ano nga? Wendover Boulevard, Nevada. Wendover, Nevada. Okay. Doon nga sila.
Speaker 3 00:06:20
Ay, shucks. No!
Speaker 3 00:06:25
Hindi. Paano ko tayaan, Ulit?
Speaker 3 00:06:40
Bakit sa'yo Pinapagawa niya?
Speaker 1 00:06:44
Nag-ulat niya ako eh. Sabi ko, alam ko si Isag ang ano nito, naghahandle nito. Eh, hindi, I mean,
Speaker 2 00:06:51
I mean, hindi rin Handle yan ng project, Pagkuhan ng license. Pero, Ang alam ko, dapat masyadong Technical yan eh.
Speaker 2 00:07:03
Kasi ang sabi niya, Parang nabanggit niya nung meeting na, Yad, at inanong siya ni Pete kung kumusta na yung pag... Procure yung License. Tapos sabi ni Answer, I'm working on it.
Speaker 2 00:07:21
Well, you're working on it.
Speaker 3 00:07:23
Napunta sa'yo. Ano ba yun?
Speaker 3 00:07:28
Chloe.
Speaker 1 00:07:34
Aka meron. Chloe Armstrong.
Speaker 3 00:07:39
Shotsa na. Okay. Sige-sige.
Speaker 1 00:08:07
Awit lang.
Speaker 1 00:08:09
Go lang eh. Nag-aano ko kay Claude kung ano yung mga dapat, Nilist ako yung mga dapat kong itanong.
Speaker 2 00:08:21
Wala ba siya, wala bang Nakalag, wala ba sa site nila on how To, Get, give me a license?
Speaker 1 00:08:30
Hindi ko pa Na-check.
Speaker 2 00:08:33
New visitor. Parang dapat meron Sa site nila on how to do, How to.
Speaker 3 00:08:40
May mga binigay na sa akin.
Speaker 1 00:08:49
Form si Anzor eh. Pero hindi ako sure Kung lahat to applicable Sa atin. Feeling ko hindi.
Speaker 3 00:09:13
Actually, hindi ko pa nga sinisimula yun kasi hindi ko rin alam kung paano actually.
Speaker 2 00:09:38
Tapusin ko lang tong. Ayun nga pala. Bukas na sila.
Speaker 1 00:09:46
Ah, okay. Sabi niya, since your texts are remote and out of state, clarify ko daw kung each text needs to be listed on Form 1R. Ansan yung Form 1R na yun? Nakita ko na yun eh.
Speaker 3 00:10:04
Form 1R application.
Speaker 3 00:10:14
So ang pwede lang, kung.
Speaker 2 00:10:31
Ganyan, Ang pwede lang gumalaw sa kanila din Is mga tech na nasa, US.
Speaker 2 00:10:42
Kasi may fingerprinting. Hindi pwede. Oo, hindi pwede ang mga tech na Outside the US.
Speaker 1 00:11:01
Feeling ko din na, Unulong niya dito sa, Website ni Nevada.
Speaker 2 00:11:08
Feeling ko rin.
Speaker 1 00:11:11
New applicants.
Speaker 3 00:11:17
Excuse me.
Speaker 3 00:11:20
Service provider, new registration.
Speaker 1 00:11:28
Instruction. Ito, tingnan natin.
Speaker 2 00:11:31
Oo, kasi service provider Naman tayo.
Speaker 3 00:11:48
Okay, sige naman. Mataposin ko na yung ito.
Speaker 3 00:11:53
Ano? Hindi tayo.
Speaker 1 00:11:59
Consult the fee schedule for the application fee And investigation fee to submit, With it. May fee, fee pa, ano? How much? May papayaran tayo?
Speaker 3 00:12:14
Mga ano?
Speaker 1 00:12:18
Ito, ang haba ng listahan, day.
Speaker 2 00:12:20
Oh, my gosh.
Speaker 1 00:12:22
Ito, service provider. Two or more pay only one investigative fee And application fee for each type. For information technology,
Speaker 1 00:12:33
Application fee is $500. Investigative fee is $5,000. Total of $5,500.
Speaker 2 00:12:42
Mahal, ha?
Speaker 1 00:12:46
Yeah. How much yung project?
Speaker 2 00:12:50
P35,000.
Speaker 1 00:12:52
Ah, P35,000 naman pala. Wala akong mas mahal pa yung ano eh.
Speaker 1 00:12:57
Pero, added ba yan sa project? Yun hindi ko alam. Baka naman hindi na rin i-add kasi just in case meron pa tayong ibang client na makuhang Since may gaming license na tayo.
Speaker 2 00:13:12
O tsaka hindi yan part ng ano eh, hindi siya part ng scope of work actually.
Speaker 1 00:13:18
Form 1 are Addendum, addendum to application for.
Speaker 3 00:13:21
And say, Ito lang, binigyan.
Speaker 1 00:13:29
Lang niya ako Ng ganitong instruction. Parang, In-explain lang niya yung ibig sabihin ng each Form. Kasi ito yung, Sinani-answer sa akin ng mga forms. And then, ito yung Mga meaning.
Speaker 1 00:13:48
Form 1R. Ito may cloud computing services pa?
Speaker 2 00:13:57
Cloud? Meron ba tayong Nevada State Business License or sole proprietor exemption from Nevada Secretary of State?
Speaker 1 00:14:15
Wala, kasi out of state tayo eh.
Speaker 2 00:14:18
So, may nakalagay dyan kung ano yung mga needed forms for out-of-state? Oo, kasi baka yan. Oo, out-of-state.
Speaker 1 00:14:31
Wait, tanungan natin kay Claude.
Speaker 1 00:14:39
Sole proprietor exemption.
Speaker 1 00:14:43
Oo.
Speaker 3 00:14:46
Batong si Claude.
Speaker 1 00:14:48
Ito, whether or not the state business license is required for MSPSP.ofstate. Yun daw ang titotanong.
Speaker 3 00:14:59
Wait lang, ano sabi niya? Yes.
Speaker 3 00:15:18
Ay, wait lang nga. Oo lang.
Speaker 2 00:15:21
Sa mga projects, projects, projects. Kasi na-punaw ko siya ganun pa dito. Para magamit ko si...
Speaker 3 00:15:32
Project 267 eh.
Speaker 1 00:15:47
Si Form 1R, Application for Registration, filed by your MSP, Legal Business, Federal Tax, Description of Services you provide, Page 2, List the Individuals, Form 1R.
Speaker 1 00:16:20
Ah, ililista nga.
Speaker 2 00:16:44
Pati yata si Gabby at Kevin Pinapakuha nila ng license Ang alam ko. Ay, talaga?
Speaker 2 00:16:52
Kasi meron dito sa notes ko, sabi Gabby and Kevin, mid-license. Ship our nuke and connect.
Speaker 2 00:17:08
Ay, nakalimutan ko pang humingi ng co-pilot license may answer. Hindi siya makamandito.
Speaker 3 00:17:17
Parang gawin.
Speaker 3 00:17:39
Okay.
Speaker 3 00:18:10
Okay, now let's just do another.
Speaker 1 00:18:44
So, most likely, ang mag-awork lang na tech dyan is si Kevin and Gabby lang.
Speaker 2 00:18:51
Ay, hindi ko alam. Feeling ko, ang mag-awork, hindi lang naman yata si Kevin at Gabby, but feeling ko yung mga tao sa HQ. Baka pwede rin si Matthew, andun din naman sila ko yung George.
Speaker 1 00:19:07
So, feeling ko, kung security ano din yan, bawal magtrabaho dyan si Sean. Yung mga remote.
Speaker 1 00:19:17
Tama?
Speaker 2 00:19:18
Oo, feeling ko din. Kasi kung,
Speaker 2 00:19:22
Yeah, I feel like it. Kasi, Isa nga yan sa ikaw,
Speaker 2 00:19:28
Itatanong ko din sa kanila.
Speaker 1 00:19:31
Oo, clarify mo kasi Kumaya mag-violate tayo, Ng pagmalaman Na may mga Out of the country, Na nagtouch.
Speaker 2 00:19:41
Oo, kasi sabi nga ni, Sabi nga ni Pete, One wrong move That we, na may Ginawa tayo sa kanila Is, baka, Mawala din yung license nila.
Speaker 3 00:19:57
Ayun nga eh. Yeah.
Speaker 3 00:19:60
Hindi mo dapat si Pete ang maghandal nito?
Speaker 2 00:20:10
Sabi, hindi ko nga alam.
Speaker 1 00:20:12
Siya yung nga sa libada eh. Siya yung mas may...
Speaker 2 00:20:15
Nasa libada ba si Pete?
Speaker 1 00:20:16
Siya, sa lesbian, siya located eh. Tapos, ano, may mga... Ang work experience niya yun sa mga gaming company nila.
Speaker 2 00:20:26
Oo, kaya pala. Diba?
Speaker 3 00:20:31
Hmm.
Speaker 2 00:20:36
Okay.
Speaker 2 00:20:39
Oo nga, dapat siyang mag-handle nito. Pero, feeling ko, ano, Kinuha lang ako para mag-check Nung progress, pero baka siya yung mag-handle. Kasi, baka hindi, Yung, alam mo, yung paglagay ng Update ng mga Documentations, hudu, Something like that. Feeling ko. Hopefully. Kasi, ano, eto, hindi ako pinapatulog, Ng project na to.
Speaker 1 00:21:04
Talaga ba? Yan nga ba iniyakan mo?
Speaker 2 00:21:07
Hindi. Yung iniyakan ko dati, yung, Jams? Hindi ko matapos yung audit at, Reports. Tapos may mga projects pa ako.
Speaker 2 00:21:17
Alam mo yung hindi na ako. Hindi ko mas, hindi ko, Alam ko saan magsastarl.
Speaker 2 00:21:25
True. Siguro na-overwhelmed. I don't know. Bakit? Hindi ako makagawa ng project na hindi chat. Gusto ko, ayun, co-work. Oh, shush.
Speaker 3 00:21:49
Okay.
Speaker 3 00:21:60
Is an existing folder.
Speaker 3 00:22:09
Projects. Okay, let's start, With this. Big bird gaming.
Speaker 1 00:22:15
Sige, call kita later Pag may need ako. I-figure out ko lang Muna ito.
Speaker 2 00:22:19
Sige, Mia ko din.
Speaker 1 00:22:21
Sige, sige. Thanks.
Speaker 2 00:22:23
Okay, thanks.
07-09 Consultation: Copilot Training Rollout and Power Automate
> **Date & Time:** 2026-07-09 11:41:43
> **Location:** [Insert Location]
> **Customer:** [Insert Customer]
## Overview
This consultation was a follow-up session between Christi (consultant) and her client's team (including Speaker 2, Kenny, Daniel, Jackson, and Ronelle) after an initial Copilot training conducted on July 8, 2026. The discussion covered the training rollout strategy, available resource materials, recent Microsoft Copilot updates, consideration of the Copilot CoWork feature, interest in Power Automate, and next steps for the pilot program. The client is in a Copilot pilot phase with a select test group and is evaluating how best to expand training to the broader organization. Key desired outcomes include a structured, department-specific training rollout, a stronger understanding of Power Automate workflows, and clear usage monitoring.
## Background
The client is in the early stages of deploying Microsoft 365 Copilot, currently limited to a pilot user group. An initial training session took place on July 8, 2026, with the test group. The consultant, Christi, is managing the Copilot rollout and training, with Jackson and Ronelle from a separate entity (PEC) also involved. Christi currently supports approximately eight clients rolling out AI tools — roughly a third are deploying Copilot, while others use Claude or OpenAI. The project is governed by a Statement of Work (SOW), and Christi has offered up to 5 additional training hours outside the SOW at no charge. Claude (for Microsoft) and ChatGPT are available within the client’s secure Microsoft environment as model options within Copilot.
## Pain Points
**The client’s team is uncertain about the best approach to roll out Copilot training to the broader organization.** Following the July 8, 2026 pilot training, the test group questioned whether to push general training to all employees immediately or first conduct more targeted, department-specific testing and use-case refinement. The pilot group’s use cases are specific to those members and may not apply organization-wide, creating hesitation about a premature broad rollout.
- **Impact:** Risk of delivering training that is too generic or not relevant to specific departments, which could reduce adoption effectiveness.
- **Current Situation:** Training has only been delivered to the pilot group; the broader team has not yet received access or training. The client is actively deciding next steps.
- **Stakeholders:** Speaker 2 (decision-maker), pilot test group members, broader employee base, Kenny, Daniel, Jackson, Ronelle.
**The client has limited familiarity with Power Automate and its potential to support their Copilot use cases.** During the July 8, 2026 training, Power Automate was only briefly introduced but generated significant interest — especially around automating data gathering from email and building workflows. The team has not previously explored this capability and recognizes it could be foundational to maximizing their Copilot investment.
- **Impact:** Without a working understanding of Power Automate, the team may underutilize Copilot’s full potential and struggle to build relevant automated workflows.
- **Current Situation:** No dedicated Power Automate training has been conducted. The pilot group is interested but lacks a reference guide or structured training.
- **Stakeholders:** Pilot test group, broader team, Speaker 2.
**Broken or incorrect resource links are causing confusion and impeding access to training materials.** During the session, the deck link shared by Christi did not direct the client to the correct July 8, 2026 training materials. Additionally, a survey link initially shared was an internal link requiring sign-in, making it inaccessible externally.
- **Impact:** Delays in the team’s ability to review training content, share materials internally, and complete the pilot feedback survey.
- **Current Situation:** The AI tools link and handout link worked correctly; the deck link and initial survey link were incorrect. Christi acknowledged the errors and committed to fixing them.
- **Stakeholders:** Speaker 2, pilot group members, Christi.
## Expectations
**The client expects a structured, phased training rollout plan that may include department-specific sessions before company-wide training.** Speaker 2 indicated the team is considering tailored sessions for specific groups — at minimum the executive team, and potentially separate tracks for property management, accounting, and other functions — before rolling out broadly. The client wants to evaluate whether to conduct more use-case testing within the pilot group first or proceed with basic training for all employees.
- **Specific Goals:** Develop a training structure relevant to each department or function; avoid generic training that doesn’t address specific needs.
- **Timeframe:** The client plans to gather pilot group questions over approximately the next week (by ~July 16, 2026) before scheduling a follow-up session.
- **Resources Required:** Christi’s availability for department-specific sessions; use of her role-specific cheat sheets and training decks; up to **5 extra training hours** outside the SOW at no charge.
- **Success Metrics:** Employees across departments can confidently use Copilot for their workflows; pilot feedback informs the broader rollout.
- **Stakeholders:** Speaker 2, executive team, property management, accounting, pilot test group, Kenny, Daniel, Jackson, Ronelle.
**The client expects a dedicated Power Automate training session to be scheduled for the pilot group.** After a brief introduction on July 8, 2026, the team expressed clear interest in a full **1–2 hour Power Automate training** session (offered free by Christi). This training is viewed as foundational for setting up effective Copilot workflows, particularly around email automation and data gathering.
- **Specific Goals:** Gain practical understanding of Power Automate and how to build workflows aligned to operations.
- **Timeframe:** Christi plans to include the client in an upcoming Power Automate training for multiple clients; date to be confirmed.
- **Resources Required:** Christi to coordinate a joint session with other interested clients; no additional SOW cost.
- **Success Metrics:** Pilot team members can identify and begin building relevant Power Automate workflows.
- **Stakeholders:** Pilot test group, Speaker 2, broader team.
**The client expects to receive weekly Copilot usage reports once Christi regains VPN access.** Speaker 2 confirmed this would be helpful. Christi committed to sending the first usage report on July 9, 2026 (same day) after VPN login, covering active Copilot usage metrics within the client’s environment.
- **Specific Goals:** Maintain visibility into pilot group usage and monitor adoption.
- **Timeframe:** First report to be sent **July 9, 2026**; ongoing on a **weekly** basis thereafter.
- **Resources Required:** Christi’s VPN access to the client’s admin environment.
- **Success Metrics:** Consistent, clear weekly usage summaries are received.
- **Stakeholders:** Speaker 2, Christi, potentially Jackson and Ronelle (PEC).
**The client expects the pilot feedback survey to be distributed to all pilot users to gather use-case input.** Christi shared two forms — a general pre-training survey and a Copilot pilot-specific survey — to understand use cases and tailor future training. Speaker 2 agreed to share the pilot survey with the pilot group.
- **Specific Goals:** Collect structured use-case input and feedback from pilot users to refine training content and approach.
- **Timeframe:** To be distributed promptly; Christi will also send the links via email following the meeting.
- **Resources Required:** Corrected external survey link from Christi; Speaker 2 to distribute to the pilot group.
- **Success Metrics:** All pilot users complete the survey; responses inform the next follow-up session agenda.
- **Stakeholders:** Speaker 2, all pilot group members, Christi.
## Other Information Summary
- **Copilot is auto-installing on all commercial Microsoft 365 devices**, a rollout that started in June and continues through July 2026. Admins can opt out via Microsoft Admin Center — Christi has already disabled this for some clients.
- **A Copilot pricing update took effect last week** (approximately early July 2026); the client should be aware this may affect budgeting.
- **Claude Opus 4.7 is now available within Copilot**, but there are ongoing known model availability issues; users may not always see Claude as an option. This issue is still open and being worked on by Microsoft.
- **New Copilot features released this month** include AI content watermarks for video/audio, task tracking in the Windows taskbar, scheduled agent prompts, and Copilot Notebook exports to PowerPoint, Word, and Excel.
- **Copilot CoWork** was demonstrated, but the client chose not to pursue it at this time, preferring to establish a foundation with standard Copilot first. One pilot user has requested it; Christi will follow up with that individual after consulting the client.
- **Claude within Microsoft 365 Copilot** is not the standalone Claude product — it operates under Microsoft’s security protocol, which satisfies PEC’s security standards.
- **The client has access to Christi’s shared resource drive for 30 days** from the training date; Christi can extend this if needed. Resources include role-specific cheat sheets (executives, accounting, finance, HR, nonprofits, operations, property management, sales & marketing), quick reference guides, and training decks (~**23 decks** total, updated regularly).
- **Jackson and Ronelle (PEC)** will be added to Christi’s client update email list for ongoing Copilot news and roadmap releases. Claude-specific cheat sheets are available for them if needed given PEC’s toolset.
- The **training session recording from July 8, 2026** should be accessible in the Teams meeting chat; if not, Christi will make it available to everyone.
## To-Do List
- [ ] **Christi:** Send corrected deck link to the client — resolve the broken OneDrive link shared during the meeting. _(ASAP, today July 9, 2026)_
- [ ] **Christi:** Send corrected external survey link via email along with meeting follow-up notes and resource links. _(Today, July 9, 2026)_
- [ ] **Christi:** Log into VPN and send the first Copilot usage report to the client. _(Today, July 9, 2026)_
- [ ] **Christi:** Add Jackson and Ronelle to the ongoing Copilot client update email list. _(ASAP)_
- [ ] **Christi:** Follow up with the pilot user who requested Copilot CoWork (after logging into the client system to identify the individual). _(July 9, 2026)_
- [ ] **Christi:** Schedule and include the pilot group in the upcoming **1–2 hour Power Automate training** session (free of charge). _(Timeframe TBD — coordinate with client)_
- [ ] **Christi:** Send Microsoft 365 Copilot roadmap summary (Copilot Studio, sales agent, finance agent, service agent updates) to all Copilot clients, including this client and PEC, once fully reviewed.
- [ ] **Speaker 2:** Distribute the Copilot pilot feedback survey to all pilot group members and encourage completion. _(ASAP)_
- [ ] **Speaker 2:** Check the Teams chat from the July 8, 2026 training meeting for the session recording; notify Christi if inaccessible.
- [ ] **Speaker 2:** Gather use-case questions and feedback from the pilot group over the next ~week (by approximately **July 16, 2026**) and schedule a follow-up session with Christi.
- [ ] **Speaker 2:** Decide on the training rollout structure (broad vs. department-specific) and confirm readiness to expand Copilot access beyond the pilot group; communicate the decision to Christi.
- [ ] **Speaker 2 / PEC (Jackson & Ronelle):** Evaluate whether Claude-specific cheat sheets are needed given PEC’s standards; notify Christi if so.
---
> **AI Suggestions**
> The AI has identified the client’s biggest pain point as **uncertainty around the optimal Copilot training rollout strategy — specifically whether to train broadly and immediately or to first conduct deeper, department-specific use-case testing with the pilot group.** Possible solutions:
>
> 1. **Adopt a phased, tiered rollout approach:** Begin with a refined follow-up session for the pilot group focused on their specific use cases and collected questions (~week of July 14–16, 2026). Use insights and survey results to design one or two department-specific tracks (e.g., executive team, property management, accounting) before launching a company-wide general session to balance speed with relevance.
>
> 2. **Leverage pilot survey results to prioritize departments:** After pilot users complete the feedback survey, analyze the use cases to identify departments with the most defined needs. Prioritize those groups for targeted training first, while other departments receive general training in parallel to reduce bottlenecks without sacrificing depth.
>
> 3. **Run a brief “train-the-trainer” session with the pilot group:** Equip pilot members to act as internal champions for their departments. After a deeper follow-up with Christi, these individuals can answer basic questions and surface department-specific needs before formal training — reducing load on Christi and accelerating adoption.
>
> 4. **Run concurrent tracks — general and executive:** Rather than waiting for all department-specific needs to be defined, launch general training for most employees while scheduling a dedicated session for the executive team (who likely have distinct, high-level use cases). This prevents the broader rollout from being delayed by more complex customization work.
>
> 5. **Use the Power Automate training as a “bridge” session:** Schedule the Power Automate training before the broader rollout. This free session builds foundational workflow knowledge and surfaces department-specific Copilot use cases through participant questions and discussion. The insights can directly inform how department-specific Copilot training is structured.
Jul 9, 2026
Speaker 1 00:00:01
Crap. Guys, I am so very, very sorry. I apologize. I all I can say is I was in someone else's office going over some things and lost track of time. So if you Christi, I do apologize for this. Um, let me. From. I sat down and then I realized what time it was and I was like, wait, let me do this real quick. Um.
Speaker 1 00:00:30
So hang on one second. Let me pull up my notes. Um, how are you? So yesterday we did the training. Mhm. Um, Any questions or anything you want me to change before we do training for everyone else?
Speaker 2 00:00:46
Yeah, I was talking to the um to the test group uh this morning, just to get their feedback on that and what they think about for next steps. Um and the question was sort of like, From them, Is there anything preventing us from rolling that that sort of basic training out to everyone? Um, you know, I think we could do that. We could kind of just convey what you've shared with us on a on a basic level of, you know, how does Copilot interact with all the Microsoft apps? Um or we could you know we could interpret a little bit of what you've.
Speaker 2 00:01:23
Shared with us in terms of how it works, specifically with some of our portfolio and our company, like based off of the use cases. Those use cases that we're working on are fairly specific to the team members that we've chosen to do that. And, you know, we may learn some things and it may not apply to everybody. So like I go back and forth as to whether we should just hand it off to everybody else. And let them explore and come up with their own questions. Or, whether we should do a little bit more testing within that group on those specific uses and provide feedback that may, you know, may slightly alter, you know, the training that you give to people. Um I don't know if you guys have like, you know a favorite approach on that. Like because I I know that what we talked about is uh very general as compared to the things that we, you know we've asked these these team members to think about.
Speaker 2 00:02:22
As their specific needs. So we could go either way. I mean, I don't think there was there was glaring items in there. I think we would we would expand on a few things just for these team members, but it may not be relevant to everyone.
Speaker 1 00:02:36
Okay. Now here's what I usually tell people, Um you get extra hours in training outside of SOW and I. Think I've said that to you guys before We can make the training whatever you want. I had a client just this morning in a meeting that I was in with them. They want me to specifically focus on finance, and so they want an extra training just for their finance team. And, they gave me some of the extra use cases that they have for that, so that I can incorporate that in. So if you come to me and you say, Chris, we want to concentrate on these departments, we will do it. Um.
Speaker 1 00:03:16
And we'll add, I usually will allow up to five hours extra in training without like having to change the SOW, just because one technology is changing almost daily right now. Claude yesterday rolled out a new update on how it looks and I had five phone calls before eight. Am on where do I find Copilot now. So just a heads up on that. So I did update some things. I sent you guys a new link. It's in the chat to my use cases, my role-specific cheat sheets. So in here, I've got executives, accounting, finance, HR. There's some nonprofits and operations and then there's some property management sales and marketing. So feel free to utilize that. Grab what you want. Feel free to grab it.
Speaker 1 00:04:10
And hand that out to your teams. This all is free of charge. If you guys want to put it in your own letterhead and own formatting, I included the Word documents. Just download them first before you do that. Don't change what's on my Share Drive. You guys have access for the next. Sorry, I was about to sneeze. You guys have access to it for 30 days. I can always extend out that expiration date. As I build these out, and these I just updated, I think on Monday because we had some new stuff coming out. If Jackson and Ronelle, if you guys want the Claude ones, I know you guys might have some different standards at PEC. If you guys want the Claude ones, let me know. I'll send you the Claude ones. So hang on one second. My body can't decide today if it's going to sneeze or cough. So bear with me.
Speaker 1 00:05:05
Um, but I do have a lot of cheat sheets. Um, I do have some multi-factor and stuff like that if you guys want those. A lot of my items, a lot of my i i bet good lord. I'm so sorry. A lot of my items I'm going to give you guys free of charge. I am going to update them um and I do have another one here for AI tools that I'm going to share with you. Uh again. Uh. SharePoint's being weird today. There's an AI tool one, if you guys want to utilize those. I am going to be sending these out, But there is some quick reference guides for Copilot and Microsoft 365, Copilot and AI prompting in there as well.
Speaker 2 00:05:46
Okay. So, uh, I think you mentioned in in the meeting yesterday that, that I think you put a link in there um in the chat. Is that the same link as the one that you just put in here that has like these quick reference guides? Or was that a different link?
Speaker 1 00:06:03
So that is a different link. Hang on one second. Okay. Um, the one I uh I do have one for you guys specifically. Let me pull that one up because I did put some different ones out there. Uh, let me pull you guys up real quick. Yep, uh, So you guys have a handout guide. It's a little different looking. I updated these a little bit more recently. I think I did a couple updates yesterday. So and here's it's handouts is the link. So that was the ones that I made for you guys, um, and then I have the training decks uh, I built a lot of these training decks out uh at the end of June, but there are some changes that are coming.
Speaker 1 00:06:56
I'm going to go ahead and give you the deck link as well. But just a heads up on the deck link, I am updating almost weekly all of my decks in my training for clients. So I have about 23 that I'm working off of for all clients. These are the ones that are specific for you on the link that's decks saved in my Elire folder. And I do change these and update them whenever Microsoft sends out a new some new stuff, and we'll update it from that. So Microsoft is keeping me hopping lately with all their changes. Let me just say, between them and Claude, I've had to write so many Claude Fable guides this last week. Now, Just a heads up for you guys : some changes that happened this week within Copilot. Claude Opus four point seven is now available. However, as you guys saw yesterday on the email I sent out.
Speaker 1 00:07:50
They are having some issues with models, so you may not see that you have Claude all the time. There's still that work issue is still open. They're still trying to fix it. New Copilot features that come out this month is AI content watermarks for video and audio, so it will attach that if you want it to. Task tracking in Windows taskbar is a new one I've not played with that yet. Scheduled agent prompts, which is very similar to Claude Co-work scheduled agents, And I actually have had some clients already playing around with that and love it. Copilot notebook exports to PowerPoint, Word, and Excel. So what that is is when you're working on notebooks within Microsoft Copilot, you can export that work out into PowerPoint. And a lot of people that I've talked to really like that option. So I have not myself played around with it. That is on my schedule to play with tomorrow.
Speaker 1 00:08:47
And then once I get a better understanding of it, I'll include that in training. So okay. And then they do have a new M three sixty five roadmap for Copilot Studio, sales agent, finance agent and service agent updates. And. So that's going to be some feature releases as soon as I have a moment to stop and look at that roadmap fully and understand it, I'll be sending that out to all clients on Copilot. So you guys will get a copy of that. Jackson and Ronelle, Do you guys want me to include you on those emails that I send out? Sure, that'd be good. Okay. At least you. Okay, perfect. Um, Then I will do that uh just because I'm trying to keep everybody uh up to date on things. And then I have a have a system that goes out and checks things for me um and just a heads up for you guys. Copilot is auto installing on all commercial.
Speaker 1 00:09:41
M three sixty five devices right now. It is it started happening in June. It's going through July, um so just be aware Jackson, Uh for any anyone else that you guys are working on within Microsoft Admin Center, You can opt out of that. Uh, if you don't want that pushing to any of your corporate devices. So I do have it turned off for some clients and some clients that everyone is within Copilot. Uh they asked to keep that on. And then there's a pricing update that took effect last week. So, just a heads up for you guys on that. As far as where we are in the project right now, most of it's just training. I am keeping an eye on certain things within Al Lear in Copilot, and I'm trying to get logged back in. And, this is going to be where I've been looking at and looking looking at the overview, looking at how many active copilots are actually using things, working through things and stuff like that.
Speaker 1 00:10:41
Do, would you guys like we're moving into that section where I'm going to ask, Would you guys like me going forward to send you updates weekly on what the usage looks like?
Speaker 2 00:10:53
It'd be helpful to have that.
Speaker 1 00:10:55
Okay. Yeah, more than glad to do it for you guys. Um, I can't access it right now because I'm not logged into VPN. Uh, I just realized cause I'm on site at a client site. I forgot that I have to log in to VPN to access it since I'm, not in the office. But as soon as I can log in VPN, I'll get that sent over to you guys this afternoon and show you guys where we're at. I did turn on Claude, but I made sure that it's not Claude in preview mode. So just a heads up so that you can choose your model. But this Claude for Microsoft. This not the full fledged standalone Claude. It's just Claude for Microsoft. It follows that same security protocol that Microsoft already has.
Speaker 1 00:11:39
So be aware of that. So you guys can choose between Claude or chat GPT, which is the backbone sort Microsoft uses, or you can still keep it at auto, where it just chooses the best one for your question.
Speaker 2 00:11:54
Okay. And then in terms of our users um is is the um enterprise version of this that is within our safe environment that you've created is that. Actually now available to all of our employees? Or has it only been turned on for the pilot user group.
Speaker 1 00:12:15
Only for the pilot user groups. Let me know when you're ready for me to roll it out to all employees. Okay, got it. I'm waiting on that green light from you.
Speaker 2 00:12:23
Yeah, okay, that's that's what I thought. Okay Yes Yeah, let me give a little thought to that. And um and and when you know, we think we should move into the training of our. Broader team and whether we want to do more specific trainings at a departmental or functional level. You know, maybe at a minimum, maybe we would do one for the executive team who may have, you know, Specific questions that that relate, you know to the things that they're thinking about and and maybe it's worthwhile to think about, and we can discuss, you know, internally as a team whether we want to have.
Speaker 2 00:12:59
Ones that are specifically targeted to say, a property management group versus an accounting group and other things. So I'll get back to you on that. And I'll take a look at some of these uh handouts that you've put together and and the training materials. Um I I did try that link for the decks that you pasted into the chat. And that didn't seem to take me to the right spot. Um the other ones I think worked for the AI tools in the handout links that you sent. But.
Speaker 2 00:13:29
The decks one, I don't think gives me the deck that we were looking at yesterday.
Speaker 1 00:13:34
Okay, I'll figure out what's going on there because I that's where I keep. I'm pretty anal about my uh OneDrive organization. So let me figure out what's going on. I might have just selected the wrong link from my list. So, I'll figure out what's going on with that and fix that. Um.
Speaker 2 00:13:51
As it relates to the AI tools uh folder that you sent us, There's reference guides specifically for ChatGPT, Claude. Should we sort of ignore those and just focus on the Copilot reference guide? Because I'm assuming those are just for those tools on their own, not not the component being pulled into 365 Copilot.
Speaker 1 00:14:17
Correct. Yeah. Yeah, okay. Because I my the training that I've been doing on AI, um, I've got eight clients so far that's rolling out AI. Um, I'm going to say, a third of my clients are rolling out Copilot right now, and the rest are pulling out Claude and one client's doing OpenAI.
Speaker 1 00:14:37
Okay. So uh,
Speaker 2 00:14:38
If we want, if we want to get to the recording of the um. Of the training that we did yesterday, Do I go back into that meeting from Teams? And does it just appear like in the chat, like the recording of it? Or is that something that you have to send to us?
Speaker 1 00:14:57
It should appear because I had the settings set for everyone to view it. However, let me do this. Let me um if you cannot view it, Let me know because we've had some issues with Microsoft just being a pain in the neck in that area lately. Let me know when I will make it open for everybody.
Speaker 2 00:15:15
Okay, I'll go back and take a look and I'll let you know.
Speaker 1 00:15:18
Okay, perfect. And then one more thing I wanted to ask you guys is this Do you have a preference? And, this might be you guys or might be PEC that needs to answer it? They just came well, not just came out, but in the last month, they came out with.
Speaker 1 00:15:43
Copilot cowork. Is that something you guys are interested in turning on? It is usage based billing, Uh so we are going to have to monitor it because you do get credits per month, but we are going to have to monitor it if anybody goes over that usage.
Speaker 2 00:15:59
Um I don't know enough about it to say yes or no on that um as to how that's different than just using the Copilot license that we're currently paying for which. My understanding is not a usage based license. So, what would be the difference? And then I guess I'd ask PEC whether this is something that you're thinking about using on your end.
Speaker 1 00:16:22
Let me show you because it's very similar to Claude CoWork. Um, I am not using CoWork in Copilot because I have it on Claude right now. So let me just use it, show you using Claude. Hang on one second. Um.
Speaker 1 00:16:38
Let me share my screen. I needed to get off my chats. You guys did not need to see me looking at shopping stuff on chat, on my Claude chat. So, just a quick heads up for you guys. I do give this statement every time I open and share Claude. I am on my personal Claude account, Anzor, Who is my CEO and I have an agreement that i My security settings are very restricted, even more restricted than y'all's are So the things I do in here cannot go outside of the company. Um, I am, I am the compliance officer for Crimson. I am, I work closely with security team. Um and I do get pen-tested individually every quarter. So they do pay for that because I ask for it for any of my apps that I build. So just a quick heads up for you, this is more for Jackson or Ronald um my system is very very tight.
Speaker 1 00:17:31
Um, as you guys can see, I can't even access your system without my VPN on. So I'm very clear, you know, my things are pretty heavily done. But in Copilot or I'm sorry Claude. There is a co- work option very similar very same for Microsoft 365. And basically what I do is right now. I'm in internal operations, my training documents. Um, I can choose, I'm going to go into Ability first since they're my client. I'm on their site today. I can go in here and choose what folder I want it to work out of. And that, and CoWork is selected here. And I can say, send me a daily briefing. And now I actually have that set up as a skill. And it knows what to look for. It has access only to the things I allow it to have access to. And if I'm not on VPN, it can't access those things. It can only access when I'm on VPN. So even my connectors know what it can and can't do.
Speaker 1 00:18:29
So what I'm going to do is I'm going to say, please help me organize this folder. I need to get training docs, trainings and reports in their correct folders. And then it's going to do it for me automatically. Now, I have it set to ask no, I have it set to skip for this folder. I'm good with it skipping, Depending on the folder that I'm using, um, I will either have it ask or skip. And because Ability First, the items that are in there is if that if I accidentally lose them, I can always recover it 'cause it's in my OneDrive. Um, I'm okay with it skipping asking. Now, that being said, I don't skip for everything. So just a heads up. What is actually doing at this point is it's looking at the folders, and it's going to look at all the examples.
Speaker 1 00:19:25
It's going to see that, yeah, I have loose files because this one hasn't been organized in about two weeks and I am in that folder daily. And it's going to create a plan mapping out how I organize things. And, it's doing that work for me. And now I can go get a cup of coffee because coffee is life. So, um, so it's going to go through that. Um, it's going to build that out and I am going to do. Folder, which is ability first and move it into existing subfolders. So, and I do that pretty often. Um, I'll be honest with you guys, I don't use CoWork as much as I do it in code because I am a CLI person. I'm old. I'm older than, I think everybody here in this meeting. Okay? I've been in IT for 28 years.
Speaker 1 00:20:24
So well,
Speaker 2 00:20:25
Maybeum yeah, maybe that's something that we you'll think about down the road. I I don't think we need to explore it for now. Um until we kind of can get our bearings and our foundation, I guess with with what you know Co Pilot is offering without co work. And then we'll think about that.
Speaker 1 00:20:43
Yes and that's perfectly okay. That's, what I needed to hear today is what way you were thinking about going. You do have a person who's piloting it that has asked for it. Um and I know and I got a note about that yesterday. Um, however, I wanted to have a conversation with you today before I respond back. And I can't remember who it was. So, I got to log into your system to see.
Speaker 2 00:21:06
Okay. Um, and then the other things i i just quickly wanted to mention, I think what we found kind of interesting in your training yesterday was the idea of power automate. Uh, i know we touched on it kind of briefly. Um, And I was wondering if you have a more specific quick reference guide or training um manual for that that we could think about um and look at. Um, otherwise we might think about scheduling a more in depth view on that. Um, Because I think that may help set up some of the stuff that we are trying to do with Copilot. But in terms of grabbing that information maybe from like.
Speaker 2 00:21:51
Email sources and other things like that. That seemed like an interesting approach that none of us had really used before.
Speaker 1 00:21:58
So I already had it on my plan from yesterday, My notes to ask you guys if you want a full hour or two hour training free of charge on just Power Automate. I would include you with some other clients they're coming up. So if you guys are okay with that.
Speaker 2 00:22:15
Yeah, I think that would be good. Yeah, definitely the group was asking about it. Um, I can see their uses for it so.
Speaker 1 00:22:23
Absolutely. Um, I'm getting a lot of interest in Power Automate and different workflows like that. Um, so I'm more than glad to walk you guys through that. It has made my efficiency tenfold. I'm not lying, When Kenny first met me, I felt like I was running around like a mad woman, and I didn't have time to actually get things done that I needed to do. And then I went on vacation about two years ago, and i told my i told answer, i said, "I'm taking a vacation for this week, but I'm working the entire week. So just a heads up. I don't want anybody to talk to me. I just need to get shit done. " And, i built out all my power, automates and all my workflows just to make my life easier.
Speaker 1 00:23:06
And so I know that that's going to be a big impact for your team as well.
Speaker 2 00:23:10
Okay, yeah, that'd be great to include us in that sport specific training. And then I think our thought is that like we're going to try and interpret like some of what we learned in the training and and take it towards the specific use cases that we have. But I've asked them to gather like questions about that, and we may want to, Do a follow up session that's more specific to some of those use cases. And, And I think we may want to do it as a group rather than having like each individual kind of trying to sit down with you because I think we could all learn from the different questions that we each have. So, we'll probably try and gather up the questions over the next week or so from their you know, initial testing and then try to schedule another time with you on that.
Speaker 2 00:23:59
Um, And and then I'll still get back to you as to whether you know we want to do that before we roll out to the larger team or or whether we want toum just move ahead with the the basic training and how we want to structure that. So.
Speaker 1 00:24:13
Um, let me give you something real quick if you don't mind. Um, I built this. I built this for every client. I just i copy it and duplicate it for each client. Um, I usually send this out in a, And we hadn't talked about this yet, but I usually send this out before any training. And then I have one more. And this one's actually for you guys that are doing the Copilot survey or pilot, Copilot pilot. Say that three times fast. But, the second form is for you guys, and I was going to send that out next week. And this is where you guys can.
Speaker 1 00:24:55
Uh, describe some use cases. I can update this as well. Um, and then you guys can put in your thoughts or things like that. Um, To just to make it better and for me to understand how you guys think about things. Um, So that second one, if you can send it out to all the pilot users for me, That'll help me uh understand better what you guys are looking for, but also they can put in use cases into this one.
Speaker 2 00:25:23
Okay, when I click on that first. First link, that one opened up right away for me. When I clicked on the second survey one, it's asking me to sign in. Yeah,
Speaker 1 00:25:33
Hang on.
Speaker 2 00:25:34
Does that require?
Speaker 1 00:25:35
Let me fix that. Uh let me delete that. I gave you the wrong link. That's my fault Um I have a I have an internal link and an external link effort. I gave you the internal But, there's there, it is There's the external link.
Speaker 2 00:25:48
Okay Cool Uh I'll take a look at that stuff and and share with this group and have them. Provides some of that. Um, okay. That'll be helpful to get that input.
Speaker 1 00:26:00
Yeah, And I'll send you guys this link by email as well withum the meeting updates. And again, I do apologize for being late. I it was all me. I was in someone's office and lost track of time because we were having a conversation.
Speaker 2 00:26:13
Okay, Well, that's that's fine. Um I think that's a good update for for where we are. And and maybe you know what we need to consider for next steps. U m Kenny Daniel Renell you guys have any other questions.
Speaker 1 00:26:29
I think mine was the only way choose between Claude and uh.
Speaker 2 00:26:34
ChatGPT just making sure that was pass muster with PC,
Speaker 1 00:26:42
And that one usually does pass muster. So it just adds up only because it's restricted by Microsoft requirements rather than using the full version.
Speaker 2 00:26:58
So. Okay. Great. Well, thank you for those updates. Uh, I'll go back, I'll let you know if I can't find the final version of the video from yesterday's meeting or the transcript to share with the team. And um and we'll keep this thing moving.
Speaker 1 00:27:15
Awesome. Thank you guys so much. You guys have been amazing to work with. Thanks Christi You're welcome Have a great week.
Speaker 1 00:27:24
Weekend. I didn't realize it's Thursday. All right, thank you. Bye.
Speaker 2 00:27:30
See you.
06-29 Meeting: Employee Certification Incentive Program
## Meeting Information
> Date: 2026-06-29
> Location: [Insert Location]
> Participants: [Pete] [Speaker 2] [Olivia] [Anton]
## Meeting Notes
### Incentive Program for Employee Certifications
- **Description**
- Pete initiated a discussion to define an incentive program for employees who complete professional certifications beneficial to Crimson, specifically mentioning Microsoft certifications.
- Historically, the company offered up to $2,500, but few employees used it; Pete suggests this amount is too high.
- The incentive is intended to encourage self-study on employees’ own time, not to pay for study hours or overtime.
- The company provides one hour of training time per week; Pete noted the need to re-encourage its use.
- **Conclusion**
- Emerging consensus: provide a bonus payment plus reimbursement for test and certification fees.
### Bonus Structure and Certification Tiers
- **Description**
- Pete initially proposed a flat bonus of $500 or $1,000 per certification; Olivia and Speaker 2 felt $500 was fair.
- Anton recommended tiering the bonus based on certification difficulty and value to Crimson; entry-level certificates should not receive the same bonus as advanced ones.
- Pete agreed and suggested tiers of $500, $1,000, $2,000, and $2,500 depending on certification level.
- The group emphasized the need for a pre-approved list of relevant certifications to avoid paying for unrelated training (e.g., “sports nutrition”).
### Program Administration and Guidelines
- **Description**
- Employees must inform their supervisor before starting a certification path to enable tracking and alignment with company goals.
- The team discussed retroactively rewarding Gabby for certifications completed in 2026, since a new policy was promised for the year but not yet implemented.
- Pete noted that Namanja and Janelle have expressed interest in Microsoft training.
## Next Arrangements
- [ ] Chris to review Crimson’s current Microsoft certification status, identify gaps, and report back to Pete by July 6, 2026.
- [ ] Chris to check whether newer employees (e.g., Robert, Gaspem) have certifications that can be leveraged.
- [ ] Define specific bonus amounts for each certification tier and finalize the tier structure.
- [ ] Create and assign ownership for a pre-approved list of company-relevant certifications.
- [ ] Establish the process and timeline for retroactively rewarding 2026 certifications (e.g., Gabby, Sean).
- [ ] Pete to re-encourage employees to use their weekly training hour at the next all-hands 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 specific bonus amounts for the tiered certification incentive program were not finalized. The group agreed on the concept of a tiered structure but did not decide on the exact figures for each level.
> 2. A definitive list of pre-approved, company-relevant certifications was discussed as necessary but was not created or assigned as a task.
> 3. The process for retroactively rewarding employees (like Gabby and Sean) for certifications completed in 2026 was not formally defined. While the idea was generally supported, the exact procedure and timeline were not set.
Jun 29, 2026
Speaker 1 00:00:00
Well, Olivia was sick and Chris was out, so I was like, well, half the team is not going to be there. So we can talk more about how we incent people. But I wanted to I wanted to kind of talk about what should we? What does this team think we should do for folks that complete certifications, whether they be Microsoft or other professional certifications that Crimson really needs. And what have we done in the past? And maybe we come up with a recommendation, and then we just verify it at L ten. That's the end of it. Um, is it a money incentive? Is it. And and how do we as a team approve and encourage people to do that? Um, I don't want people getting money money incentives just to do every little thing, but I think if it's something that is.
Speaker 1 00:00:58
Good for their career and it's good for Crimson. I think they should get something. So, what is the something and what have we done in the past? I think it was like five hundred bucks or a thousand bucks plus we paid for the certificate, the certification or the uh, that the test right with a certificate or both. So what have we done in the past here?
Speaker 2 00:01:18
We've offered up to twenty five hundred. Say that again? We've offered up to twenty five hundred.
Speaker 1 00:01:27
Twenty five hundred bucks to get a certificate, a Microsoft cert.
Speaker 2 00:01:32
Yeah, no one did except for me and and Sean. So.
Speaker 1 00:01:39
Gabby has gotten a couple right since then. I think twenty five hundred is too much. That's my opinion. Um, five hundred bucks thousand bucks I mean I don't know if, Some of these are much more difficult than others, so I mean it does take some learning. It takes some incentive. What I don't want this to turn into, though is I don't want people thinking. We're paying them overtime to take classes and I don't want people thinking, we're going to give them eight hours a day to study. So, I think the incentive is, if you want to study and get these certifications on your own time.
Speaker 1 00:02:23
And you want to get a certificate. We will give you a thousand dollars to get the certificate. We will pay for the cert, and it's helpful for your career, and we'll pay for the test and we'll pay for the cert, And we'll give you a thousand dollar bonus. If you if you get the certificate. And register it with Crimson right?
Speaker 3 00:02:49
And we also give them like an hour each week, For training, so they could use that time as well for certain training.
Speaker 1 00:02:60
Yeah, And I think at the next at the next um at the next all hands this week, I need to re- encourage people because I'm not sure that people are using that as much as they should or could be. I need to go back in and take a look at that. But Chris, I don't know if you've looked at that lately, but um I don't hear people talking about it. And when I bring it up, I don't know if we're talking to people about it when they get hired. But um, We should probably get people enrolled and encourage them to use that because there's quite a bit in there when it comes to the Microsoft pass. And I would like to get back to Namanja quickly because I told him, we would. So I don't know.
Speaker 3 00:03:48
And Janelle also asked she she, Was interested too. She asked me like last week.
Speaker 1 00:03:54
So Chris, what what I started this off at is I got a call, Like I got a team from Namanja. Uh, about two weeks ago, asking did we decide what we're going to do for incentives, But more importantly, he wants to he wants to to take some Microsoft training. And is there anything that we need him to focus on? And I said. We're going to have a meeting here in a couple of weeks. I had already scheduled this. And I would get back to him in the next week or two. So, where do we sit with our Microsoft certification paths? And what do we really need? And I know, like I said, I know Gabby has completed a couple of things. Um, maybe we go back and retroactively give her five hundred bucks for each of the certs she's completed this year. And maybe that becomes our standard. I think this Do you think five hundred bucks is fair?
Speaker 3 00:04:53
Yes. I think it's fair. Yeah, I think retroactively um is a little bit dangerous. Are you just going to do it from this year? Is that what you're saying?
Speaker 1 00:05:05
Yeah, I would say for twenty twenty six, because we said we wouldn't do something for twenty twenty six, and we haven't really done anything. So if anybody has done anything in twenty twenty six, I'll go back and do itum.
Speaker 4 00:05:19
I know that Sean did achieve one of the certificates that we did discuss before.
Speaker 2 00:05:26
Yeah, I would say I'd say it's fair. Um, for Gabby, I would. I would say, yeah, because I think that shows that, you know, we're listening to the staff and what they're looking for and things like this. Um. I had something on the tip of my tongue that I was gonna say, and then I just lost it. I am sorry, guys. I promise, I am awake.
Speaker 1 00:05:56
So so what what are the parameters that we're going to put around this? Because I don't want people just saying just going out and deciding that they're gonna do this, Do we or do we want to say talk to us about what you are planning to do? So that you go down a path that makes sense or what what? How should we put what kind of what kind of boundaries make sense to put around this? Because do we want everybody?
Speaker 4 00:06:24
Yeah, we have a list that we teach.
Speaker 1 00:06:27
Say that again.
Speaker 3 00:06:28
I was just gonna say, like even a list of certs that we accept or that we're you know aiming for. We have this list and if it's not in the list then you know.
Speaker 2 00:06:38
Because I had a guy once not here, but somewhere else get his sports nutrition certificate and expected us to pay back.
Speaker 1 00:06:48
Yeah, And that's and that yeah, and that's what I guess I'm saying is it has to be. It has to be something that is valid. That is valid here. That is beneficial here, And I, guess the other thing I was getting at is, do we want people to focus on a particular path versus getting sort of a first level in multiple?
Speaker 1 00:07:14
Specialties, you know what I'm saying. Like if I if I get like my my first level in SQL Server and then I get my first level in Azure and then I get my first level in this and my first like, I don't know what all the different disciplines are, But like, is that really what we want people to But. But if they want to get a breadth of knowledge, and that's okay, then I guess that's okay. Right? If it helps them and they're like a a specialist in providing support, maybe that's good for them. Right? And maybe that's okay. If if it's somebody that really wants to go down an Azure specialty path, then that's probably better for somebody that wants to do that. I think that's okay, But I think is it is it do we want them to tell us before they start doing it? I guess, is the question or or is it okay for them to just do it? And then tell us after the fact? I think. I think it should be a tell your supervisor what what you're.
Speaker 1 00:08:13
Taking and what your what certificate you're planning to to go for, and and just let them know, give them a heads up that you're going to be doing it, just so we're aware of it. And then if you pass the test and you get the cert, we will reimburse you and we'll give you the bonus. That way, it's not just this. Hey, I, just did this kind of pop up thing where it's a big surprise. And I think that gives us a better, a better ability to track who's working on what as well.
Speaker 3 00:08:43
Yeah, especially if we needed like a specific cert, we know who's working on it ahead of time. You know.
Speaker 4 00:08:49
Yeah. But in this case, There is supposed to be like a different amount of bonus for like if it's just entry level, Like it's not fair to pay like five hundred bucks for the certification uh for someone who is getting SC-300 and entry level certificate with Microsoft.
Speaker 1 00:09:12
Okay, and I am totally open to what you guys suggest. Right, you tell me what the levels are and we'll adjust.
Speaker 4 00:09:22
Like for entry level, You can get like a lot of them, and it's not going to take a long time.
Speaker 2 00:09:29
Yeah, I kind of like that idea. Anzor, I was thinking about it just a second ago that if it was something that's. Like a pathway that helps us with our partnership. Yeah,
Speaker 4 00:09:39
Yeah, yeah. That's going to be beneficial completely for Crimson IT. That's why it's supposed to be have a high level one,
Speaker 1 00:09:48
One hundred, two hundred, three hundred, four hundred or what? How many are there?
Speaker 2 00:09:52
I had to look at the partner, uh, see if I still have access to partners.
Speaker 2 00:10:04
But I believe there's like for Crimson, there's two levels.
Speaker 1 00:10:09
It says there's four distinct levels according to this. I mean, just googling it, I mean that might not be even what what it's talking about, but that's that's what it says. So I mean, I'd be willing to say then five hundred thousand, two thousand twenty five hundred or something. You know, I don't whatever. You know, we can come up with whatever that should be. So, But I think it's important also to have us determine and Chris, you probably haven't looked at this in a little while, But can you take a look and let me know this week like where do we stand with.
Speaker 1 00:11:02
With what we need and where we are, who's working on what because Kevin was supposed to do look at something. I think I don't know if he's really made much progress on it. Um, I know Gabby has progressed, But I don't know where really we sit. And if there is anything, we're falling short of. I want us to look at what that is and when. And I know you, you have some stuff. And you know, with some of the people we've added, like does. Robert or Gaspem have, do they have any certs that we can leverage? Okay, They may be they may be interested or be, you know have have you know an appetite to help us there. So, when when do you think you could have sort of the the latest list? I know you're just back so I'm not I'm not asking to.
07-21 Weekly Meeting: Concur Expense Reports and IT Process Improvements
> Date: 2026-07-21
> Location: [Insert Location]
> Participants: [Christi] [Sergio]
## Meeting Notes
### Concur Expense Report Issues
- Christi is experiencing difficulties with a Concur expense report.
- She created it as an expense report instead of an invoice and is attempting to convert it.
- A specific issue involves the CapEx expense type (193000).
- Christi noted that Concur is significantly easier for submitting expenses compared to the "Crimson version."
### IT Credit Card Expense Process
- Christi previously created a single monthly expense report for all IT credit card purchases.
- It was recommended to separate reports to better track items Michonne is handling.
- Christi agreed to adopt the new process to improve follow-up.
### Receipt and Invoice Management
- Christi needs to obtain two or three missing receipts for an expense report and will email Michonne to request them.
- She committed to attaching all required receipts to the expense reports.
- Christi is concerned that invoices are not automatically arriving from ComDirect as expected; she must download them manually from internet accounts.
- She requested logins for these accounts to address the issue in an upcoming meeting with ComDirect.
### Secure Password Sharing
- Christi demonstrated a method for securely sharing passwords using a "secret password generator."
- The tool generates an encrypted, single-use, self-destructing link that can be shared via email or Teams.
- The link self-destructs after one view.
- Christi granted herself access to the IT department mailbox to retrieve settings.
## Next Arrangements
- [ ] Christi will obtain 2–3 missing receipts from Michonne and attach them to the expense report.
- [ ] Christi will attach all required receipts, submit the expense report to Michonne for approval, and finalize it after approval.
- [ ] Sergio will provide Christi with the logins for the relevant internet accounts.
- [ ] Christi will meet with ComDirect this week to discuss issues with automatic invoice delivery and the need for manual downloads.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following unresolved items or unclear action points; please review:
> 1. The specific resolution for the CapEx expense type (193000) issue in Concur was not clarified.
> 2. It remains unclear whether Sergio provided the requested internet account logins to Christi during the call or if this is still pending.
[EOD sweep 2026-07-27] AF Concur working session with Susanna - already logged 7/21.
Jul 21, 2026
Speaker 1 00:00:01
Hi. Can you hear me okay? Okay, perfect. Let me pull up. All right. So I went in to go do some things in Concur, And I went to go flip that expense report over to invoice because I just did it as an expense report out of habit, but.
Speaker 1 00:00:32
Oh no, not that one. I deleted that one. Invoice Manager. All my invoices. All right, so in here I have an alert. Oh, that one's not an issue, But I struggled with on here, which I was what I was going to check with you. But then I ended up needing to submit it faster. It is so slow today. Down here, the expense type for this one because this is a CapEx one. Okay. It'll let me okay which expense? 193000.
Speaker 2 00:01:32
Oh. Where did it go?
Speaker 1 00:01:38
Oh, I'd. Yeah, going in. Ignore me today. 193000 Okay. That was my biggest issue. That's why I reached out yesterday, But I was going through so much stuff that I couldn't just skip over Teams. I was having problems processing how I wanted to order it All right, So that was my big one, and then the expense because I was purchasing stuff on the credit card. Um, I put it. I just put one expense report for the month of all the things I'm working on. On the IT credit card is that? Yes.
Speaker 2 00:02:32
Mhm. That.
Speaker 1 00:02:49
Would be better. Sorry, I was about to choke. That would be much better just because I want to make sure that I want to make sure that I'm following up with Michonne for any of the things that she's working on. And that every time I log into Concur, which is pretty often, I know that it's there.
Speaker 1 00:03:27
Okay. Concur makes submitting okay. Concur is a lot easier for me to submit expenses than the Crimson version or the Crimson thing that we do. Crimson one is much harder.
Speaker 2 00:04:05
Yes. Yes,
Speaker 1 00:04:18
I can pull those receipts. I think there's only like two or three receipts I can't pull myself, And I'll just email Michonne for those and get her to send them to me and I'll attach them.
Speaker 2 00:04:39
Okay. Oh,
Speaker 1 00:04:58
That's easy. I'll put that on my calendar, so that I make sure I don't miss it.
Speaker 1 00:05:08
Sorry, I'm choking on corn.
Speaker 1 00:05:42
Ignore what you see on my screen. I gotta, I need to do something real quick while you're doing what you're doing.
Speaker 1 00:08:12
I'm Gonna keep working while you're doing what you're doing.
Speaker 2 00:08:38
Okay. Okay.
Speaker 1 00:08:56
Good to know. And then anything I see open there, I will hunt down either the receipts or I'll hunt down my shot.
Speaker 1 00:09:18
Yes, uh or no, But we shouldn't have to download the invoices from our internet accounts because they're supposed to be coming from ComDirect. That's still concerning me. Okay, Can you get me the logins for those accounts so that I can Because I have a meeting with ComDirect this week to go over some things that are still not happening. And I want to show them side by side what we're experiencing because I don't think they're getting it.
Speaker 2 00:09:58
Mhm. Yes. Okay.
Speaker 2 00:10:26
Okay. Let me do something real quick. Okay. One second.
Speaker 1 00:10:56
Oh, there it is. It's IT department. Is that the email address? Okay, I'm going to grant myself rewrite access to that mailbox, and then I can go in and pull the settings up. Yeah, send me have you ever used a secret password generator?
Speaker 1 00:11:26
Okay, hang on one second. I'm gonna send you that link and then I'll show you how it works. But first let me give myself full access.
Speaker 1 00:11:55
Hang On one moment. All right, so we gotta wait about 15 minutes. So let me show you. All right, so this is a password where you can send it. So basically all you do is on this page that you go to, um, you can type in something random. I'm just hitting my keyboard. Um, set the expires and the views and then say create a link. And then when you create a link, it does take a few minutes because it's encrypting it. You just say, copy link, and then you paste it into an email that you're sending or in Teams like I just did to you. So click on that bottom link, and it's going to pull up for you and you'll see what it looks like. So that's, and this is a secure way that we can send passwords back and forth.
Speaker 1 00:13:05
Okay. No worries. And after you look at, after I look at a link or you look at a link, it self- destructs. It's not saved anywhere on the ethernet. So.
Speaker 2 00:13:24
Yeah. No worries.
Speaker 1 00:13:30
And then hopefully this takes the pressure off of you every month. Good.
Speaker 1 00:13:52
Yeah, Let me go back to Concur. Okay, I'll go back to the homepage.
Speaker 1 00:13:59
All right, there we go.
Speaker 2 00:14:11
Okay. Okay. Okay.
Speaker 1 00:14:26
So July 27 th. Do you need me to find receipts on any of this?
Speaker 1 00:14:44
Okay. I meant any of the ones that are July, the current July, or did I misunderstand you?
Speaker 1 00:15:02
Okay, So let me see what I can find out and get that for you and get those added. Nope, I'm gonna put in your receipts for you. Uh add them to expense report, submit it to Michonne for approval and then uh send it on its way. And I'm gonna make sure every single thing has a receipt.
Speaker 2 00:15:45
Okay. Go.
Speaker 1 00:15:49
For it. I will, I will help you with this part.
Speaker 2 00:16:11
Okay, perfect.
Speaker 2 00:16:24
Mhm. Yeah, give me hold on a second. It's a little slow today. Okay.
Speaker 1 00:17:04
Okay. Sorry, say that again. Department.
Speaker 2 00:17:14
Okay. Okay.
Speaker 1 00:18:17
Okay. So if I get stuck, go back and look at the previous ones. Is that what you're saying? Sorry, you're cutting in and out slightly, so I think I'm catching everything you say. Susan? Susanna, did I lose you?
Speaker 1 00:18:50
No Worries. That happens. That yes, that explains why you were cutting in and out so bad at one point. Can you hear me?
Meet with ComDirect this week to discuss automatic invoice delivery failure and manual download requirementResolve CapEx expense type 193000 issue in ConcurSubmit completed expense report to Michuan for approval and finalize after approval+2
✓
Ability First
covered by 881095 (0.32h, ticket 961008)
ticket 961008
3 - Clients and Projects/Ability First/Meeting Transcripts/Meeting Transcript - 07-21 AF Concur Expense Session with Susanna.txt
—
✓
04-20 Lingguhang Pulong: Cleanup ng Time Entries, Nevada Gaming License, Onboarding sa Avanan/SAS, at Billing/Agreements Hygiene
## Impormasyon ng Pulong
> Petsa: 2026-04-20 16:23:18
> Lokasyon: [Ilagay ang Lokasyon]
> Mga Kalahok: [Speaker 1] [Sergio] [Speaker 3] [Anzor]
## Tala ng Pulong
- Pamamahala ng time entries at cleanup
- Maraming lumabas na time entries na naka-2025 at 2026 kahit nag-zero out noong January.
- Napag-usapan ang pangangailangan ng regular na weekly cleanup, pero mahirap gawin dahil sa ibang deliverables.
- May kalituhan sa “through date” at billable visibility; iginiit na lalabas ang billable kahit anong through date.
- Target ng cleanup: matapos sa linggong ito; nabanggit ang petsang May 8 bilang internal na pagtatapos ng ilang gawain.
- May mga nakatagong billable tickets (hal. Westwood) na nirerebisita at sine-check din ni Maggie.
- Konklusyon: Itutuloy ang cleanup ngayong linggo; magfo-focus si [Speaker 1] bago magsimula ng iba pang gawain sa Mayo.
- Isyu sa responsibilidad sa automation at triage
- Nabunyag ang paulit-ulit na pagka-delay sa automation at report support na may kaugnayan kay Christian.
- Nagtanong kung sino ang nag-triage noong wala si Christian; si [Speaker 3] ang temporarily nag-handle at generally ok maliban sa patch.
- Konklusyon: Kailangan ng mas malinaw na assignment sa automation at triage kapag may nawawala sa team.
- Nevada Gaming License para sa Maverick Gaming
- Kailangan ng Nevada Gaming Control Board license para makapagtrabaho sa mga casino sa Nevada.
- Mga gawain: punan ang application forms; alamin mula sa Nevada Gaming Board kung sino eksaktong dapat ilista (owners lang, lahat ng empleyado, o mga techs na magtatrabaho).
- Layunin na maipush ang requirements “today if possible”; mas prioridad ito kaysa sa file/contract updates.
- Konklusyon: Tatawag sa Nevada Gaming Board para linawin ang sakop ng mga dapat i-list at sisimulan ang pagpuno ng forms agad.
- Vendor master list, file naming, at billing cycle alignment
- Vendor master list: dapat nasa boss by end of day today.
- Attachments na may “weird characters” hindi ma-open; ire-rename gamit ang Subscription + Company/Vendor naming convention.
- AutoElevate: may kalituhan sa renewal (annual vs monthly) at 17 months; ia-update ang billing cycle sa monthly kung naaangkop.
- May ticket sa Meraki Cloud License Renewal; si Maggie ang tatanggap/triage.
- Onboarding gaps: Avanan at SAS enablement
- May discrepancy sa mailboxes vs Avanan/SAS deployments lalo na sa recently onboarded.
- “Avanan All” dapat lahat covered, ngunit maraming wala; isang email request na mass “email access only” walang per-user onboarding ticket at task list, kaya namimiss ng HD ang Avanan/SAS.
- Napagkasunduang i-remind ang HD: anumang bagong mailbox creation siguraduhing may Avanan at SAS.
- Dinala sa meeting kasama si Mike at Olivia para i-acknowledge na onboarding issue, hindi billing.
- After-hours support at agreement linkage
- Na-spot ang after-hours support entry (March) ni “Kuya G”; kailangang i-validate kung billable at i-link sa tamang agreement.
- Request ni Anzor: i-flag ang mga hindi naka-attach sa agreement; mas mainam kung maayos na mula umpisa.
- Pricing at licensing inquiries (DefenseX, Dropsuite/ShareWeb/Pax8)
- Kapag nagbibigay ng rekomendasyon sa client, gamitin ang retail price hindi cost.
- Dropsuite transfer: hinihintay kung sino ang pipirma mula sa Pax8 para sa e-signature chain (kasama si ShareWeb at Anzo/Anzor); si Chloe Cameron ang group signer for support.
- May tanong si Mikey tungkol sa DefenseX pricing structure.
- Operational at scheduling notes
- Migration noong March; January–February puro cleanup.
- Si Tony magre-reach out kay Kristi.
- Availability: walang malaking conflict ngayong week at next week; may Hong Kong trip sa susunod.
- System performance: mabagal ang ConnectWise/internet pero nakaka-time entry at search pa rin.
## Mga Susunod na Ayos
- [ ] Nevada Gaming License:
- Tumawag sa Nevada Gaming Control Board para linawin kung sino ang dapat ilista sa application (owners, lahat ng empleyado, o mga tech na gagawa sa project).
- Punan at ihanda ang application at mga addendum; i-push para maipasa “today if possible”.
- [ ] Vendor at billing hygiene:
- I-deliver ang Vendor Master List sa boss bago matapos ang araw.
- I-rename ang attachments na may “weird characters” gamit ang “Subscription + Company/Vendor” naming convention.
- I-align ang AutoElevate billing: ayusin ang renewal/billing cycle (tanggalin ang 17 months anomaly; monthly kung tama).
- [ ] Agreements at after-hours:
- I-validate kung billable ang after-hours support ni “Kuya G” at i-link sa tamang agreement.
- I-flag kay Anzor ang items/tickets na walang naka-attach na agreement.
- [ ] Onboarding at security enablement:
- I-remind ang HD: anumang bagong mailbox creation dapat lagyan ng Avanan at SAS.
- I-update ang onboarding process/ticketing (per-user ticket at task list) para hindi mamiss ang Avanan/SAS sa mass requests.
- [ ] Pricing at approvals:
- Sagutin ang tanong ni Mikey tungkol sa DefenseX pricing structure (ibigay ang retail price).
- Tuntunin ang signer mula sa Pax8 at ipadala ang e-sign request para sa Dropsuite transfer (kasama si ShareWeb at Anzor/Anzo); kumpirmahin kay Chloe Cameron.
## Mungkahi ng AI
> Mungkahi ng AI
> Natukoy ng AI ang mga sumusunod na isyung hindi natapos sa pulong o kulang sa malinaw na action items; paki-tutukan:
> 1. Walang malinaw na owner at deadline sa pagtawag sa Nevada Gaming Board at sa pagsumite ng application; magtalaga ng tao at eksaktong oras.
> 2. Hindi pa tukoy kung paano permanenteng aayusin ang onboarding gaps para sa Avanan/SAS (template, checklist, o automation); magdefine ng standard process at QA check.
> 3. Paulit-ulit na delay sa automation tasks na naka-depende kay Christian; magtalaga ng backup/secondary owner at mag-set ng regular status checks.
> 4. 17-month billing anomaly sa AutoElevate at iba pang contracts; kailangan ng audit ng lahat ng subscriptions para masigurong tama ang billing cycle at renewal terms.
> 5. Time entries na lumalabas sa 2025–2026; magpatupad ng weekly light-check cadence at monthly deep-dive, at i-log ang root causes (through date, late closure, system lag).
Apr 20, 2026
Speaker 1 00:00:00
I'm, ano, good naman. Ikaw.
Speaker 2 00:00:05
Okay din naman.
Speaker 2 00:00:13
Bye!
Speaker 2 00:00:16
New visitor.
Speaker 1 00:00:18
Ayun nalang gagawin ko, Paul. Mag-clean up ako ng, ano, Mga time entries.
Speaker 3 00:00:23
Nagulat ako dun sa 2025. Ano yun? Mga recently closed lang talaga, no?
Speaker 1 00:00:28
Sineko nga eh. Ah, alam ko, nag-zero out ako ng January.
Speaker 3 00:00:34
Ano? Oo nga eh. Kaya nga naisip ko, recent lang kaya itong mga ito, pero ang dami, sabi ko.
Speaker 1 00:00:39
Ang dami kasi. Hindi ko din alam. Sabi ko, bakit may ganito? Eh, nag-zero out ako ng January.
Speaker 3 00:00:45
Kaya nga eh. So, dapat, ang clean up is like every week talaga, ganun? Mag-check ka kung may mga nakakalusot na, ano, recently closed, ganyan.
Speaker 1 00:00:58
Oo, yung recently closed, oo.
Speaker 3 00:01:03
Tapos, Maggie, nag-ano ka na ba? Nag-project feeling ka na ba last week?
Speaker 1 00:01:08
Nag-project ko, oo, last week. Yes.
Speaker 1 00:01:12
Please call me. Ay, yung iba kasi, ano, naka, hindi naman eh, hindi ko naman siya iniwan because of MSSP. Diba, ngayon yung MSSP wala na.
Speaker 3 00:01:25
Oo, hindi na siya pinapa, ano niya, sir, pinatanggal na.
Speaker 2 00:01:33
Paano nang gagawin?
Speaker 3 00:01:34
Feeling ko kailangang i-ano talaga Si Christian Ulit din sa automation. Kasi even yung Sinasabi niya, sabi siya na mag-help Siya dun sa automation ng reports ni Christian, Wala din ang ngyari.
Speaker 1 00:01:50
Ayan ang lumalabas, Yung sakit ni Christian.
Speaker 3 00:01:53
Oo, magpa-promise siya ng ganito and then, Mag-schedule ka ng meeting Sa kanya, ipapare-schedule and then Sabihin, ay nakalimutan. Kasi nababaon, Na siya. Hindi na siya naalala Ang gawin.
Speaker 1 00:02:08
Ito na lang ang utang ko Sa'yo. Ang mga TS.
Speaker 3 00:02:24
Gaming licensing. Diyos ko, tinawag. Nadistract ako biglang nagchat. Sige na to.
Speaker 2 00:02:39
Fish alert.
Speaker 1 00:02:44
Hindi naman ako papayag Na matatapos yung 2025 nang meron, Pang time entries.
Speaker 3 00:02:56
Diba? Kaya nung pinakita niya yun, Sabi ko, away? Talaga ba?
Speaker 1 00:03:03
Oo. Baka ngayon lang nag-resurface, Ito mga to. Eh, before mag-ano.
Speaker 3 00:03:09
Last year pa.
Speaker 1 00:03:15
Last year Yung lumilitaw.
Speaker 3 00:03:19
It is impossible.
Speaker 2 00:03:29
What the fudge.
Speaker 3 00:03:37
Nevada Gaming License. Ano naman alam ko dito, ate? Kaya naman tayo sa...
Speaker 1 00:03:45
Bakit magkaroon ng Gaming License?
Speaker 3 00:03:47
Kay Maverick Gaming. Kasi important na, Yung MSP nila, Is may Gaming License. E di ba nag-sign up sila ng project Muna sa atin?
Speaker 3 00:03:58
And we're trying to get them to us. Client talaga.
Speaker 3 00:04:05
Nevada Gaming. Forward ko sa word.
Speaker 3 00:04:08
Si Sega may hawak din ng On-board, ay, ng project nila, eh. Alam ko may no-workout din niya to, eh. This is starting application. Adding zip code with all the forms you needed.
Speaker 2 00:04:28
Ano daw?
Speaker 2 00:04:32
Gaming control board.
Speaker 2 00:04:38
Schedule. Ano.
Speaker 1 00:04:42
Bang mga ginawa natin, Noong January-February? Puro clean up eh, diba? Tapos nagkaroon ng migration noong March.
Speaker 3 00:05:14
Si Tony naman mag-reach out daw kay Kristi, no? So, feeling ko maano na niya yan. Pagka di pa niya ginawa.
Speaker 1 00:05:24
Tignan mo, noong February na ako yung, Nag-DS noong February. Ay, noong 4 January, ako yung Nag-DS. Sabi ko, tapos na.
Speaker 1 00:05:42
Yung na-backtrack ko yung ano eh. Conversation sa biling.
Speaker 3 00:06:12
Vendor master list Kailangan nasa boss na daw By end of day to day.
Speaker 3 00:06:19
Oh. Okay. Tapos yung auto-elevate.
Speaker 3 00:06:26
Wait lang. Cyberfax. O yan. Pag may mga nakikita, Kang ganitong itsura ng attachment,
Speaker 3 00:06:35
Ganito.
Speaker 3 00:06:40
Ito. Pag mga ganyan, i-rename mo na sila As yung, kung ano yung Subscription and Company or vendor. Kasi sabi niya, answer, hindi daw niya ma-open, To maybe dahil daw sa Unnecessary character, Or ano.
Speaker 3 00:06:60
Okay. Ito. Ayan. Ano naman sabi niya, Dun sa characters?
Speaker 3 00:07:11
Ah, ayun, let's rename the file to make sense. Oto, alibi. Does not, ano daw? And I can't even open it. I think using weird characters is playing a role. Sabi niya.
Speaker 3 00:07:29
O, sige. Balikan ko yan. Sige, tapos kinoconfirm ko kay Maggie, eh, kay Maggie, kay Elisa, kasi nakita ako. Nilagay niya doon sa ConnectWise. Alam ko doon mo ito kunopya eh. Nung na yung vendor contract, Ay agreement doon. Nakaalagay sa, Naming convention niya. Naka-annual. Tapos kinet ko doon sa Agreement. Ang billing, Frequency is monthly. Pero yung, Ito, wait lang, nag-replay siya.
Speaker 2 00:08:06
Maraming walang alam ko.
Speaker 3 00:08:13
Ah, renewal is Annual. Okay. Pero normal Ba na 17, months siya. Update ko Na tong si auto-elevate, ha. Ima-monthly ko na lang yung Renewal niya. Ay, tama, ha? Sige, sige. Pero weird, Kasi.
Speaker 3 00:08:43
Wait. Wala siyang option. New visitor. Pakita ko nga Kay Alisa. Ah, yung Billing cycle. Dapat, Monthly. Okay. Kita ko na pala. Pero type niya is annual. Renewal.
Speaker 1 00:08:58
Sinabi ko May 8. May 8 matatapos to. Pero hindi naman matatapos yung week na to. Tapos na tong ano mo to. Clean up.
Speaker 3 00:09:11
Mabilis lang naman Anis. So ano na lang magbibiling?
Speaker 1 00:09:18
23, 24? Thursday, Friday? Sige. May nakalipas natin ngayong week?
Speaker 3 00:09:31
Ako hindi naman ako nakalip, This week. Parang wala. Next week? Next week, hindi ako. Wala din. Ang pinaalam lang... Ang next na is yung sa Hong Kong trip. Ikaw ba, Maggie? Meron ka?
Speaker 3 00:09:47
Wala naman. Okay.
Speaker 1 00:09:50
Kaya to. Matatapos natin lahat yun. Ano? Biling.
Speaker 3 00:09:54
Sige.
Speaker 3 00:09:56
Bye.
Speaker 1 00:09:57
Ayun lang. Ayaw makisama ng Connect Twice.
Speaker 3 00:10:00
Kaya nga eh.
Speaker 1 00:10:01
Salamat na lang sa lahat.
Speaker 1 00:10:09
Masubok ako ni Michelle, ha? Sige. Yan ang gusto ko. Ano?
Speaker 1 00:10:29
Alam ko talaga Naglinis tayo nito, eh. Yun yung nasa, ano ko, Mali ba ako? Alam ko naglinis tayo Nito, eh. Kaya nag-trimming pa nga tayo.
Speaker 3 00:10:40
Concious ako sa call.
Speaker 3 00:10:43
Pero hindi ko rin alam Ano yung sasagot ko. Alam ko kasi ka.
Speaker 3 00:10:48
Ang dalawang.
Speaker 1 00:10:49
Reason niyan. Dalawang reason lang niyan. Nag-reach, ngayon lang lumitaw, Or ngayon lang klinos.
Speaker 3 00:11:01
Baka recently nag-clean up din si, Olivia ng mga Antagal ng hindi close.
Speaker 1 00:11:07
Pero pag tinignan mo naman kasi yung ticket. Pwede 25 nga siya na. Sa audit trail.
Speaker 1 00:11:14
Ang tanong, bakit hindi siya lumitaw sa... Kakainis.
Speaker 1 00:11:22
Pamiya, I-check ka ni ano yun. Tapos sasabihin na naman ni, Anson hindi ginagawin trabaho. Putik yan.
Speaker 3 00:11:31
Namiss na naman.
Speaker 3 00:11:35
Anong date ang nilagay mo Dun sa invoicing? December 2025?
Speaker 3 00:11:41
Yung through date? Oo.
Speaker 3 00:11:44
Kaya siya lumabas. Kasi naman yung.
Speaker 1 00:11:46
Lilitao naman lahat siya. Ah. Hindi totoo yung sinasabi niya Yung through date, Through date. Kahit dito, Dito yung lilitao lahat yun. Basta billable. Kaya nga sabi ko, Ano kahit naman ilagay mo Nung ano yung lilitao?
Speaker 3 00:11:59
17 months.
Speaker 1 00:12:03
Nasa Woodridge ako. Kung gagawa ka sa taas, gagawa ka. Kasi sa baba ko nag-start eh. Sige. Kahit huwag na ikaw, sa ano ka na mag-start? Next month ka na mag-start? May. Linisin ko na muna ito.
Speaker 3 00:12:17
Urgent lang si Andrew dun sa license.
Speaker 1 00:12:20
Sa akin pa naman eh. 2025.
Speaker 1 00:12:25
Pero nadamay ko yung 2026. Nag-science.
Speaker 1 00:12:33
Basta gagawawa ko ng mango Griham, Paul.
Speaker 1 00:12:38
Gusto mo ba ulit? Masarap yung mango griham na ginawa niya Noong birthday.
Speaker 3 00:12:43
Yes, yes.
Speaker 1 00:12:44
Basta, tignan mo, si ano, Si, ang pangalan neto, Si Maggie kaya, nagchecheck din yan, Ng mga billable tickets Na nakatago. Diba, Mags?
Speaker 3 00:12:54
Oo, yeah.
Speaker 1 00:12:55
Oo, o. O, tingnan mo, meron na naman Sa Westwood.
Speaker 3 00:12:59
Ang galing namang tumiming Ng random check ni Michelle.
Speaker 1 00:13:04
Kaya nga eh, nag-revisit ako. Misa ko pa ganyan eh. E, masasabi. Huwag nang nagka-add ako. Ah, makasarado lang nung Friday. Ay Thursday.
Speaker 1 00:13:18
I-change ko ng fixed rate magi. Ikaw na na bahala mag-bill ha. Sige, sige.
Speaker 1 00:13:25
Basta ililita ko siya sa labas. Ikaw na na bahala sa mag-bill.
Speaker 1 00:13:32
Talos may ginagawa ko. Pero ang dami kong gagawin sa kabila. Yung Teknazaurya. Ang daming rocks na inasayos pa akin.
Speaker 3 00:13:41
Tinambakanan yun.
Speaker 1 00:13:44
Sinabi ko kasi na medyo Sabi ko medyo ano na ako sa, Crimson. Medyo nga lawag na yung load. Ganyan-ganyan. Dahil nalaman niya. Ganyan na. Ito ang sayo. Ganyan ang eksena.
Speaker 1 00:14:04
Ano? Tataposin ko ito.
Speaker 1 00:14:07
Oo nga po. Kumuha ko naman ng mango Krihan para sa birthday ni Jane.
Speaker 3 00:14:12
Hindi ko nga alam kung road trip gusto niya O bahay nila eh.
Speaker 3 00:14:16
Hindi pa kukunin yung kotse.
Speaker 1 00:14:19
Yung kotse. Sana Naman ay maging.
Speaker 3 00:14:23
Nagsensibate for 17 months.
Speaker 3 00:14:29
Hala, hindi ko nabalagan si Mike. Ano nga sabi niya? Mamaya natin pag-usapan yung Puff. No, real. I just tell me. Puff, the magic dragon. Ah, sabi niya, Kaya niya pinaremoved din yung 27. Nag-discuss niya kay Project Angel Food. Sabi niya, I realize the timing. Kasi tinatanong ko, I-credit ba natin sila, Doon sa binil nating sim And SoFo's last voice? Hindi na.
Speaker 1 00:14:54
Next na lang.
Speaker 3 00:14:55
Hindi. Sabi naman niya, hindi. Hindi na rin naman ng credit at all. Kasi sabi niya, narealize daw niya na yung timing, Actually worked out very luckily for us. I tied both to our, Huntress upgrade daw. Yung daw yung in-explain niya. So now it looks like we're doing the right thing, But during their monthly, by $700 For a security upgrade, We didn't charge for No credit needed. Sabi niya.
Speaker 1 00:15:19
Bala ka na lang. Sabi niyo, bala ko.
Speaker 3 00:15:22
Hinard ko na nga lang eh.
Speaker 1 00:15:25
Kasi matapos lang. Ang dami nangyari. Naloka ako dun sa another email. Yung in-emphasize pa niya pa yung another.
Speaker 3 00:15:34
Oo, dahil di daw niya mahanap. Tama ba?
Speaker 1 00:15:37
Buyset na yan. So, tanggap mo na gumagawa ka ng trabaho, buyset ka. Yung gano'n.
Speaker 1 00:15:44
Nag-i-call ka na ganyang Sanhi.
Speaker 3 00:15:46
Ang galing kong ano, Then ina-analyze ko nga yung missing bucket list. Yun nga, may discrepancy between the mailboxes and yung, yung tawag dito, SAS, tsaka, um, Avanan. Tapos, ayun, sabi na, ano namin na, sinay namin naman na nga rin ni Olivia, nasa onboarding nila yun. Sabi ko, oo, kasi moving forward, kung talagang, ano. Tapos, doon namin nalaman na ang Malir pala is, mayroong, may.
Speaker 3 00:16:21
Pag Avanan All, lahat ng Okay dun kay client na lahat Ng, daw dito, lahat Ng mailboxes nila is nalagyan ng Avanan. Pag Avanan Limited, may Number of mailboxes lang na Gusto nilang palagyan kasi nga, Per license ang bayad. So, ayun. Yung NOK Alir, naka-Avanan All Siya, pero ang daming walang Avanan. Kaya, ayun. Pero mostly naman na-identify ko Na walang Avanan at SAS. E mga recently onboarded lang.
Speaker 3 00:16:52
Tapos mayroon doon na massive Email access only, Ang request. Wala siyang separate, Na onboarding ticket Each user. Parang pinagsama Nila doon sa isang email. Kaya ang daming Lumitaw na walang, Avanan. E doon pag gano'n na, Isang email lang, hindi siya yung typical Na onboarding form. Walang Naka-attach na task list. Kaya Ito. Possible yung mamiss talaga Ni HD na hindi ipa-add yung Avanan at SAS.
Speaker 3 00:17:24
Kaya sabi ko kayo, Olivia, I-remind na lang yung, HD na any new mailbox creation. I-make sure na may ano.
Speaker 1 00:17:32
Onboarding naman kasi yun.
Speaker 3 00:17:34
Yun na nga eh. Paulit-ulit na nga lang. Kasi nga, Tas kami ang tatanungin. Bakit ganito yung.
Speaker 1 00:17:43
Onboarding? Patata sa outboarding. Yan ang issue. Kaya talaga... Isulat mo sa listahan Ng pain points niya.
Speaker 3 00:17:53
Kaya Michelle, Kaya nung talagang Inantay ko naman, Gagaling sa bibig ni bakla. Talaga din sinantay Nung meeting namin. Tagal namin. One hour.
Speaker 3 00:18:06
Nung Friday, Sabi ko, Shit, sabi ko, Kailangan. Kaya in-include ko si Mike Para marinig niya rin, Na mismo kay Olivia Na it's an onboarding issue. Hindi sa billing.
Speaker 2 00:18:22
O, saan yan? One note and desk.
Speaker 2 00:18:53
Thank you for watching!
Speaker 2 00:19:41
Naka since Feb to April, typical yung 70.
Speaker 3 00:20:21
Mabagal ba VPN nyo?
Speaker 3 00:20:27
Hindi naman. So mabagal na lang.
Speaker 1 00:20:30
So ako okay lang. Nagwiwi kasi ako. Napakabagal yung tubig, ate.
Speaker 3 00:20:38
Sa inyo? Oo. Pero nung dyan ako nakatira sa Santa Ines dati, Laging may times na once a week May one hour na outage. Siguro mga 12 midnight. Na tubig? Oo.
Speaker 3 00:20:56
Hindi ko alam bakit sa Santa Ines lang. I ask ko kay Mike bakit 17 months tayo.
Speaker 3 00:21:13
Nakasign dun.
Speaker 2 00:21:15
ID 4 na.
Speaker 2 00:21:26
Sira.
Speaker 3 00:21:27
Pa rin ba? Connect twice? Okay naman na.
Speaker 1 00:21:36
Mabagal. Lahat mabagal.
Speaker 3 00:21:39
Oo, lahat mabagal. Pero nakaka-time entry naman na. Ayan, nakaka-search na rin ako ng ticket.
Speaker 1 00:21:56
Saka, dito po na-experience mo ba yung tubig ay kulay, bro?
Speaker 3 00:22:02
Ayuot eh. Kaya minsan, pag antok-antok pa ako, natutunan ko yung lasong ko na magkakaagadaan sa water. Kaya umunang mag-flow siya.
Speaker 1 00:22:13
Kaya bumili ako ng filter.
Speaker 3 00:22:18
Bakit kaya dyan lang? Dito naman hindi.
Speaker 2 00:22:27
I don't know.
Speaker 3 00:22:36
The threshold and reservation, For guests not staying at the hotel Are made exclusively by phone, Only the same day.
Speaker 2 00:24:33
Ayun, buti na lang, di na ako tatawag.
Speaker 2 00:25:29
Thank you for watching!
Speaker 1 00:25:59
Ay, mabagal talaga ng internet.
Speaker 2 00:27:58
Okay.
Speaker 1 00:28:10
Grabe, ang Dry naman ang mata ko.
Speaker 1 00:28:22
Alam mo, ang hirap ba umoking? Ang dami ko sana umoking, kaso.
Speaker 1 00:28:27
Wala akong place.
Speaker 1 00:28:31
Yung purong ka-eksenahan ko, Mga kasama din yung kaibigan, Hindi rin makalakasena kasi walang Kwarto. Wala kaming kwarto at Wala kaming lulugar. Wala nga naman sa dalampasigan kami. Mamiyan, maging viral pa.
Speaker 1 00:28:45
Pasigat ka pa.
Speaker 1 00:28:48
Ayan na, zero Ang bading. Sayang. Dami pa naman si Yuki.
Speaker 2 00:29:01
Okay, ano po tayo? Zero WN.
Speaker 2 00:29:15
Defense X.
Speaker 3 00:29:36
So, offer pricing tayo. Tumitingin Ng pricing, Nobin. Pag sa ShareWeb.
Speaker 1 00:29:41
Offer pricing.
Speaker 3 00:29:45
Pag nagtatanong sa Yung team ng pricing Nila ng ganitong license. Tama. For example, Defense X. Wait, tinan natin.
Speaker 3 00:30:02
Defense, X.
Speaker 3 00:30:06
Ayun, security and compliance. Ah, under siya nun.
Speaker 3 00:30:14
Retail price and your cost.
Speaker 3 00:30:20
Okay.
Speaker 2 00:30:21
Retail price. I can...
Speaker 3 00:30:35
So, pag nag-recommend tayo ng price lang nila, yung retail price na tama.
Speaker 3 00:30:52
For example, ito.
Speaker 1 00:30:53
Retail price. Oo, wag yung cost.
Speaker 3 00:30:54
Wag itong cost, no? Okay, okay. May tinatanong si Mikey about DefenseX. Sige, sige.
Speaker 2 00:31:18
But if you prefer 10.30 at that 10.30 a.m., so.
Speaker 2 00:31:47
Anong pricing structure?
Speaker 2 00:32:10
Yan pa palang ano?
Speaker 3 00:32:24
Yung drop suite, ngayon yung junior, diba, for transfer. Kaso yung form na pinapaanohan ko pa, yung transfer form, ang pending na lang inaantay kung sino yung magsasign from Pax 8 kasi kailangan i-send ko na lang as e-signature silang tatlo kay Anzo or kay ShareWeb and kay Pax 8.
Speaker 3 00:32:52
We'll sign through a ticket. Chloe Cameron. Kaya mo na yan. Chloe Cameron. Oo, yun nga lang.
Speaker 1 00:32:57
Hindi ko siya na-absorb ating.
Speaker 3 00:33:00
Ago lang. Heads up lang. Chloe Cameron confirmed that support will be the group sign.
Speaker 1 00:33:08
Lip gloss.
Speaker 2 00:33:15
It's a good sign today.
Speaker 2 00:33:31
Chloe Cameron confirmed it.
Speaker 1 00:33:39
Ang ganda ng skin ko. Nakisama yung skin ko to be fair. Buong trip na.
Speaker 3 00:33:47
Hindi nag-break out Chloe Cameron.
Speaker 1 00:33:50
Kuhang-kuhang ko na yung Ano ko. Yung shampoo ng aking bala. Once na lang akong nag, ano talaga, yung full na skin care. Ngayon, ano lang ako, toner, toner, tapos tapos na.
Speaker 3 00:34:10
Chloe Cameron to the form as one of the signers since I'm...
Speaker 1 00:34:19
So, ang problema ko ngayon, hindi naman siya problema.
Speaker 1 00:34:24
Dahil parang naman ako rosy cheeks na palagi.
Speaker 1 00:34:28
To send an.
Speaker 3 00:34:41
E-sign request.
Speaker 2 00:34:49
To all parties.
Speaker 2 00:35:09
Sine.
Speaker 2 00:35:41
Thank you for watching!
Speaker 1 00:36:26
Oh, may after-hour support pala si Kuya G.
Speaker 1 00:36:40
Paso nung ano pa, March.
Speaker 1 00:36:45
Kailangan tanong yan kung billable yun.
Speaker 1 00:36:51
Mag-i-close kayo ni Kuya G, di ba?
Speaker 3 00:36:56
Close.
Speaker 1 00:36:59
Sila. Inaawa. Binagalitan niya nga si, George.
Speaker 3 00:37:06
Hindi naman pagalit.
Speaker 2 00:37:08
Sins or daddy?
Speaker 2 00:37:18
Kasi naman. Bakit makakulang?
Speaker 1 00:37:26
Agreement ito.
Speaker 2 00:37:28
4-0-2.
Speaker 1 00:37:32
Sabi, diba, sabi kasi ni Anzor, i-flag sa kanya yung, Mga hindi nag-attach Sa agreement.
Speaker 3 00:37:41
Another work pa kasi yun eh. Kung tinatama na lang nila from the, Beginning.
Speaker 1 00:37:58
Karoon ko, imibil na after hours of work kayo, Wesley.
Speaker 3 00:38:29
From.
Speaker 2 00:38:30
12 a.m.
Speaker 1 00:39:08
Hindi mo din kasi ito pwede sabihin na Every week, ito yung gagawin mo, Paul. Kasi? Mahirap siyang Gawin ng every week. Matrabaho? Kasi Di naman matrabaho. Eh kasi, syempre, Meron kang Mga tasks, deliverables, Din. So, yung mga recurring, Na ganito, ipupushback, mapupushback At mapupushback talaga. Gusto mo siyang gawin ng isang upuan.
Speaker 1 00:39:39
Sana kasi kung walang tumadating mga tasks, eh may tumadating mga tasks.
Speaker 2 00:39:47
Ay, true din. Hindi ko pala nasento.
Speaker 2 00:40:08
Oh, God.
Speaker 1 00:40:21
Wala na ba tayong group chat kasama si George?
Speaker 1 00:40:25
Hello.
Speaker 1 00:40:30
Kailan mo, Ito ba ang mga after hours Na ito?
Speaker 2 00:42:22
935300.
Speaker 1 00:43:02
Si Bogda naman, gusto niya ba maging salesperson?
Speaker 3 00:43:05
Labing niya sineselect niyan. Sabi niya ko na siya dati dyan eh.
Speaker 2 00:43:10
May siya na lang mag-sales. Gusto niya lang. Baka gusto. Baka dito niya maging salesperson.
Speaker 3 00:43:19
Sina sa ano dito? Pag may mga dumarating sa board na Meraki Cloud License Renewal. Si ano ba to? Si Christian? Sa akin muna. Ay, ko yan. Okay, Maggie. Yes, Maggie.
Speaker 1 00:43:31
Nagsitriaging ka ba?
Speaker 3 00:43:33
Hindi kasi may tunag akong ticket ko Na finaward ko sa board. Nakipansin ko na ito. Sabi ko, ay, send ko na kay Maggie.
Speaker 1 00:43:45
Sino nagtriaging nung nawala si Chris siya?
Speaker 3 00:43:47
Ako.
Speaker 3 00:43:50
Na, ano, check, check. Wala naman experience mo. Okay naman.
Speaker 1 00:43:55
Wala naman atang ticket.
Speaker 3 00:43:57
Meron. For some reason, Nung 3 days na wala ka, Hindi naman siya naging ganun ka. Chaotic na Except lang doon sa.
Speaker 3 00:44:08
Ano nga, sa patch.
Speaker 1 00:44:12
Ay, sa patch.
Speaker 1 00:44:17
Nakalala ko, nakalimutan mo na, Siguro yun. Nakalala mo, naka-outing ako Tapos tinawagan kita. Pagpapatch din ako sa'yo.
Speaker 3 00:44:25
Tagal na kasanuntay. Hindi ko na maalala to. Pero nanghihiyaw ka, Imagi ng... Training recording. Meron naman siya. Na-confuse na lang. Oh shit, Ayun naman tayong sensor. Hi, Anzor. Good morning.
Speaker 4 00:44:40
Hello, dear. Hey, So, I sent you the gaming application, Right?
Speaker 2 00:44:46
Yeah.
Speaker 4 00:44:47
And then, The file with the zip file, Right, That has all other forms That we need to fill out. Go ahead and fill this out. Anything that's left, save it. I'll fill it out if you don't know how to answer. Most important thing, call gaming guys and tell them that, hey, we're the company, right? We're applying for the third-party provider license. And in the application, it wants to list the people that should be licensed.
Speaker 4 00:45:18
Ask them, is that list for the owners of the company? Or is this the actual text? And tell them that we have, let's say, 20 texts. Do we need to list all of them? So just find out who exactly should be listed on application.
Speaker 3 00:45:36
Okay, by gaming guys, you mean Maverick Gaming? Or should I?
Speaker 4 00:45:40
Nevada Gaming Board. So we're getting Nevada Gaming Board license, right? In order for us to work in any casino in Nevada, We have to have this license. So, there is a process, right? I sent you the files. If you read it, you will see the first file is where you start. Okay?
Speaker 3 00:45:59
Yeah, the application and investigating fee schedule?
Speaker 4 00:46:03
Yes. Yeah. Okay. Well, I think it's the application. It's like one hour or something.
Speaker 3 00:46:09
Ah, the addendum. Right. Okay.
Speaker 4 00:46:11
So, what you want to do ultimately, call Nevada Gaming Board. Find out how to properly fill out this application. Who do you list as additional people? The techs that must work on the project, All of the employees in the company, Or only the owners, right? So maybe you get the license under the ownership. So it's just going to be, let's say, me, right? And then all other employees just get the regular license.
Speaker 4 00:46:42
So you just have to figure out what is needed for us to be able to service casinos in Nevada. And Maverick Gaming is the client we're working for, right? And then fill out, we want to push this stuff today if possible. Okay, got it. Awesome. More important than updating files.
Speaker 4 00:47:09
Files, the contracts.
Speaker 3 00:47:11
Oh, yeah. Okay. Alright. Okay. Thanks, Anzalert. Bye.
05-19 Strategic Alignment and Operational Troubleshooting Session
# Strategic Alignment and Operational Troubleshooting Session
## Navigating Interdepartmental Challenges and Workplace Dynamics
The conversation centers on persistent friction with Finance—particularly with Kathy—and how these dynamics slow work, erode trust, and complicate project execution. Christi and Michuan describe a pattern of perceived disrespect, unilateral controls, and miscommunications that impair routine processes (e.g., payroll approvals, credit cards, email projects). Both underscore that the blockers are not within their own collaboration but stem from how Finance manages approvals, schedules, and expectations.
- Finance-specific tensions: From the outset, interactions with Kathy have been strained. Michuan reports being the last approver in status changes (from an HR standpoint) but not the first or middle, noting that the system design could allow improper self-approval if controls are misapplied. She characterizes Kathy’s insistence on certain procedures (e.g., calling verification “fraud”) as overly suspicious and counterproductive. Credit card allocation practices also raised concerns: when her reports started, others received 5K credit cards while she received only five (interpreted as fewer/less favorable allocation), reinforcing perceptions of bias and inconsistency.
- Scheduling and availability: Kathy only works Monday, Wednesday, Friday, creating bottlenecks and deadline slippage. Christi characterizes this as wanting “keys to the kingdom” without broad availability.
- Trust and data access: Both acknowledge the sensitivity of data access. Christi emphasizes she already has broad access but exercises strict integrity by refusing to dig into sensitive areas unnecessarily, particularly where personal conflicts might arise (e.g., wraparound services). Michuan notes the irony that individuals concerned about exposure are themselves positioned with pervasive access.
- Perception of IT’s value: Pete relayed a message from Anzor suggesting Ability First might feel “less exciting” than Sharp and urged Christi to demonstrate automation investments to show parity and importance. Christi and Michuan clarify they do not feel like poster children; rather, budget and foundational fixes make their work appear “boring.” Christi stresses that her issue is not with Michuan but with external hurdles that make delivery harder.
- Leadership communications: Anzor’s meeting notes (emailed to himself) tracked: budget by July year-end assessment, Verizon decommissioning, vendor consolidation, and low-voltage takeover; he asked Christi if she was “on it.” Christi confirmed all except low voltage (which he asked her to initiate). Christi is actively balancing being “critical without being critical” while pushing through structural roadblocks.
- Interdepartmental education gap: Michuan highlights that non-IT teams often lack straightforward, practical guidance; her HR conference experience showed a deficit of IT firms demonstrating usable automation for HR. She advocates HR understanding IT’s real costs and operations and believes “low-hanging fruit” for automation lies in HR.
There are broader cultural and policy tensions as well, including a staffer confronting Christi over California labor law restrictions on 7-day workweeks when the employee was physically in Arizona (home base remains California). HR and IT aligned on compliance regardless of physical travel.
## Addressing Current IT and Vendor Management Issues
The team is managing a complex vendor landscape marked by merger confusion, service performance gaps, and telephony lifecycle decisions.
- ComDirect/Telesystem merger confusion: Christi and Michuan both find the vendor transition unclear—“some things are direct and some things are still Telesystem.” Blake failed to notify Christi of a changeover between May 7th and May 15th. Christi is tracing “Who/What/When/Where/Why/How?” and documenting the chain for internal systems. The original switch was perceived as distasteful due to poor communication (e.g., no merger announcement). Contract language prompted questions (e.g., “how is labor equivalent to equipment?”).
- AT&T network upgrade underperformance: Post-upgrade throughput is not meeting expectations. A speed test returned 600 Mbps, but behavior indicates misconfiguration. Kevin identified something amiss and plans to come on-site and coordinate with AT&T. A prior incident involved a wrong primary that had been manually set; Kevin previously found and fixed that issue, indicating the current problem needs deeper review.
- Blue Wave phone service end-of-life planning: Blue Wave is expected to be a hassle to replace (legacy of Comtech). Christi proposes retiring Blue Wave first, importing numbers to a new service. Options include Locosta (related to Crimson). Given financial constraints, substantial voice changes likely shift to 2027. In the interim, they must maintain continuity, manage directories, and ensure site-to-site calling remains clear to end users.
- Verizon mobility constraints: They are “out of phones”; line counts exist, but devices do not match lines. They are near 200 phones. Hiring growth (up 16 FTEs, not fully staffed) and program expansions could need 7 additional phones; turnover is a bigger driver than net new hires. Michuan estimates 25 to 50 extra phones (she dislikes adding that many), while acknowledging practical needs. Christi needs Verizon portal access restored, device counts pulled, and to coordinate with Gloria on orders. There is also a $5K Verizon-related meeting incentive to evaluate. These steps feed into a 2027-aligned voice/telephony budget exploration and a comparative assessment of VoIP options.
- Low voltage and audits: Low voltage responsibilities will transition internally; no new low-voltage contracts will route through Finance. Pete plans to pressure Olivia to finish the Blue Light audit. Christi is aligning follow-ups and clarifying ownership.
Operationally, Christi is building a comprehensive vendor database (contacts, end dates, monthly payments, invoice scans with OCR), although she is currently locked out of her own database instance and needs access restored.
## Strategic Planning for Process Automation and Future Projects
They emphasize pragmatic, budget-conscious automation with a focus on onboarding and HR processes, while staging for larger investments in 2027 and regulatory readiness (DMH).
- New hire communications and self-service: Christi will begin sending a day-one email to each new hire, introducing herself as functional CIO and providing IT guidance, security practices, and self-service resources. The email is drafted, pending documentation buildout, and targeted to start in July. Goals include reducing IT tickets, upping security hygiene, and empowering staff.
- HR process automation and application builds: Christi is building version three of her application to encompass more functions without waiting for funding. She needs system access to automate HR workflows, which Michuan identifies as the “low-hanging fruit.” Michuan’s “to be hired” document—used across five companies—tracks open positions, replacements, shift/FLSA, salary, locations, posting status, marketing/posting plans, and moves candidates from identification to offer acceptance and onboarding (including welcome emails and IT setup). It includes resources and 60/90-day follow-ups aimed at improving Glassdoor/Indeed ratings, and tracks interns and talent scouts/referrals. Christi will build an application to formalize and automate this process.
- Training and director engagement: Training sessions are popular; Christi is scheduling sessions and surveys to refine timing and content. Michuan wants recurring cadences (e.g., second or third Tuesday), a post-camp recap, and training with support departments. She also wants to participate more in directors’ meetings (program director meetings happen every other month on Thursday) and to create a quarterly all-directors forum. A tabletop exercise remains pending.
- 2027 budget posture and VoIP planning: Significant telephony changes (e.g., Blue Wave retirement, VoIP evaluation) likely fall into the 2027 cycle. Christi is assembling comparisons of Verizon and alternatives, lining up contract clarity, and validating device needs to inform that budget period.
- Regulatory readiness (DMH): Christi’s stated aim is to ensure readiness for DMH. Michuan underscores DMH will be more complex than current caseloads; today’s issues are a “cakewalk” compared to LACDMH and DHS demands. They’re aligning internal procedures and seeking more than training—structured processes and audits.
- Vendor consolidation and team changes: Anzor’s agenda included vendor consolidation and Verizon decommissioning; Christi confirmed ownership, including the low-voltage takeover at his request. Internally, Caleb moves into CCTV/access control (replacing Jeff); additional on-site techs are being hired (e.g., Bona).
Overall, Christi aims to become “invaluable” to Ability First by delivering automation, lowering support burden, and building transparent, auditable systems—all while navigating funding limits and departmental friction.
## Personal Updates and Anecdotes
The dialogue also includes personal context that informs scheduling and rapport:
- Christi ended a relationship (“Bear”), freeing evenings; she plans to attend a festival and will be on vacation from the 8th through the 11th or 12th, and again in August when taking her daughter to school. She equips her child with safety items (personal alarm, pepper spray, Taser pen) for bus safety. She manages an autoimmune condition (lupus—nail fold dermatitis) affecting her nails, uses press-ons with sticky tabs, is on a GLP-1, and treats a major vitamin D deficiency with monthly therapeutic dosing. A kitten’s antics and a tight morning schedule almost caused missed meds.
- Michuan is on maternity leave (may extend; aims to return in July), is arranging a 403B transfer, and is balancing family events (boys’ basketball tournament). She appreciates Christi’s trainings and notes cultural traditions like “Bagel Monday.” She also references a former employee terminated for misconduct and shares a small tech anecdote about her son syncing her stylus to an iPad.
## Action Items
### @Christi
- [ ] Call Blake on the way home to give a heads up about the down payment and provide contingent answers tied to the down payment and equipment order - [TBD]
- [ ] Confirm with stakeholders who should be contacted first (Michuan or Kelly) if down payment changes are needed - [TBD]
- [ ] Coordinate AT&T throughput remediation: validate findings, have Kevin go on-site, and engage AT&T until resolved - [TBD]
- [ ] Begin retiring Blue Wave and plan number porting to the replacement service - [TBD]
- [ ] Evaluate Teams Phone readiness (started by Kasha), quantify current provisioning, and assess budget impact for voice changes - [TBD]
- [ ] Restore access to the Verizon portal - [TBD]
- [ ] Pull current counts of Verizon phones in play and reconcile against active lines - [TBD]
- [ ] Work with Gloria to finalize additional Verizon phone orders as needed - [TBD]
- [ ] Schedule and attend a meeting with Verizon (Gloria) to evaluate VoIP options for next year and the $5K-related offer - [TBD]
- [ ] Build a comparison of VoIP options (including Verizon) to inform the 2027 budget - [TBD]
- [ ] Review and document Verizon contracts and related items for budget alignment - [TBD]
- [ ] Email Gloria stating the evaluation of different VoIP options for next year, with no guarantee of selection, but intent to hear Verizon’s proposal - [TBD]
- [ ] Send the ComDirect/Telesystem email chain to Kevin for system documentation - [TBD]
- [ ] Finalize the email project for cleaning individual and group mailboxes (now solely under Christi) - [TBD]
- [ ] Find Dave Ortiz’s marketing branding guide in prior correspondence/storage - [TBD]
- [ ] Locate and send the “spell out” documentation supporting the $100K camp budget request - [TBD]
- [ ] Ask Avi to resend the order for Michuan’s device/item - [TBD]
- [ ] Schedule an HR session to demonstrate completion of offboarding forms (target: next Tuesday) - [TBD]
- [ ] Inform Greg (camp point person) that Christi will be on-site Thursday - [TBD]
- [ ] Go to camp on Thursday to support the project and staff - [TBD]
- [ ] Send a reminder that Thursday’s Excel training is at 3:00 - [TBD]
- [ ] Ask the trainer to ignore use of the boardroom for this week’s session - [TBD]
- [ ] Send an organization-wide IT survey (as done last year) - [TBD]
- [ ] Send a training availability survey to capture better dates/times - [TBD]
- [ ] Launch day-one new hire IT welcome email in July, with supporting documentation - [TBD]
- [ ] Build version three of the application, expanding features to reduce dependence on funding cycles - [TBD]
- [ ] Build an application to automate the “to be hired” document/process - [TBD]
- [ ] Increase innate services utilization (personally funded) to accelerate automation deliverables - [TBD]
- [ ] Obtain required system access to automate HR workflows - [TBD]
- [ ] Call Pete to engage/assist with the Blue Light audit follow-through - [TBD]
- [ ] Check in with the team about shipping devices to camp - [TBD]
- [ ] Show Alex on-site where devices go at camp and how to install brackets, connect cables, and mount units - [TBD]
- [ ] Send the link for the emergency kit/purse to Michuan - [TBD]
- [ ] Send out SLA-4 - [TBD]
- [ ] Vacation: Take off August 8–11/12 - [2026-08-08 to 2026-08-12]
- [ ] Take off the week in August to drop off daughter at school (mini-vacation) - [TBD]
### @Michuan
- [ ] Email Glory to say attendance at the Verizon meeting is tentative (“If I can make it, I will. If I can’t…”) - [TBD]
- [ ] Send the “to be hired” document to Christi for application build - [TBD]
- [ ] Put in an offboarding ticket for David and complete the offboarding form - [TBD]
- [ ] Schedule an audit with Anzor to review the budget - [TBD]
- [ ] Schedule an audit for the HR space - [TBD]
- [ ] Meet with Jeremy after meeting with Carl and about half of the directors - [TBD]
- [ ] Continue a limited cadence of trainings (“keep a couple of the trainings coming”) in coordination with Christi - [TBD]
- [ ] Sit down with April to define how much time staff can be out of office/program for training - [TBD]
- [ ] Define a solution for staff to access email via a kiosk or similar shared device - [TBD]
- [ ] Schedule a meeting with directors to hear concerns and prioritize fixes - [TBD]
- [ ] Hold an HR meeting on the second Tuesday of the month (standing cadence) - [TBD]
## Notes on Timelines and Dependencies
- New hire IT welcome emails are planned to begin in July (documentation pending).
- Telephony overhauls are tentatively positioned for the 2027 budget cycle due to financial constraints.
- Verizon mobility expansion is needed sooner (near 200 devices already active); immediate tasks include access restoration, inventory validation, and potential orders.
- Blue Wave retirement will be phased, with number porting and continued operations in the interim.
- AT&T network issues require on-site diagnostics by Kevin and coordination with AT&T to restore expected throughput.
May 19, 2026
Speaker 1 00:00:09
Like I keep trying to figure out what I did to piss off Kathy. Oh, you just work for me. Well, You can either work for a department that's efficient or a department that's not efficient.
Speaker 2 00:00:20
But I am like, why do you assume? Because you are assuming that it's too hot.
Speaker 2 00:00:31
That I think is too hard for me, and somebody else can do it. I gladly give it away. Yes, But there is a bit like t here is a with her from the beginning that's been an issue. Yeah,
Speaker 1 00:00:49
Oh, I hate to be the bearer of bad news for her, but the rest of the world don't work that way.
Speaker 2 00:01:01
It's been difficult, And he, he has had to say, like, oh, she oh, she's the one I want to come. She said um I even tried to take Michelle to lunch. I said, please can ask her if she needs an email because she's never offered to take me out. She's never offered like extension of that or whatever, and try to get see in a good place with me. But yeah um and I said do you notice that my reports.
Speaker 2 00:01:33
Everybody got credit cards when they first started. I was the only one that got five, and everybody else came in with like a five K. Everybody else didn't see those. And so he was like," Yeah,
Speaker 1 00:01:46
I have noticed a lot of odd things." Speaking of credit card, uh. and that's not gonna be hard either.
Speaker 2 00:01:55
You work on Concord before? Yeah, just this assumption. and then she.
Speaker 2 00:02:06
Do the payroll like I approve someone. I may be the last approver on someone's status change, but I am not the first approver. I am not the middle approver. I am just actually the knowledge from an HR standpoint. And how do I do that and then approve them so she could pay herself? My friend was CFO said, "Oh, she's just she's suspicious. She's like a T here is just no way that you."
Speaker 2 00:02:40
She said, "There is just the way you have to initial." Am I bugging? Am I something going on? Like am I seeing things wrong? And she's like, "No, it's just my birth. " I even called my ex CFO, who he and I were always like that. Like we were good, but we were always like. He was like, "No Sean, that doesn't make any sense. You all process payroll for us. I've never had an issue. You send me the reports. Keep."
Speaker 2 00:03:09
She said it's her fraud. Well, okay, call it what you want, but it allows you to double check it before it goes out.
Speaker 2 00:03:23
She Does not like me. How how long is she gonna stay around before he's gonna wonder about Montigo because she only works. Monday, Wednesday, Friday. So, they have meetings again on everything scheduled if he needs to turn in a task by Monday, Wednesday.
Speaker 1 00:03:38
Is she part time?
Speaker 1 00:03:46
And she thinks she can never mind. Though, what was in my brain could not be slipped out. You can say it, Chris. It's not that I can't say it ;, it's just that it wouldn't have come across as well as the way it was phrased in my brain. But basically, she wants keys to the kingdom working part time, not opening up her schedule for availability. Shit, I am part time for you guys.
Speaker 4 00:04:16
Come on in. Hi, are you with somebody? I am. You're with somebody. Thank you for your training. You're welcome. Because of you, I'm like oh, more confident because I know my things auto saving, because I'm putting it in SharePoint. I didn't know that duh. Yeah. So i learned, i learned some good tips, and i i have to remind people i was on a selectric. I didn't go to college with excel and blah, blah. You know, you had to draw your spreadsheets. Yeah, i've been doing spreadsheets for a long time. By hand, you know, in a little notebook. I was at college learning Lotus. Yeah, that was the first the first pressure anyway. Okay, I just had a little update, but um you won't be surprised and it's not that big of a deal. Was this stuff? Huh? No no just something that never got done. Just uh letters never went out, like calling all the people you said, follow up with.
Speaker 4 00:05:13
Because she helped me today, I've been. I went into the tracker, yeah, and I am updating it now because I don't have fear of it now. And so I am like, "Oh my god," they're like, "What?" They're going never tell one you know. Bianca Gonzalez called me. Somebody sent me something to call somebody, but i am right now. I am working on the old old people. I am almost done. You know, not old in age, but they're cases they're like, oh, who are you? And then i gave everything to you.
Speaker 4 00:05:44
You have access to her email. Yeah, I am gonna have to do a search. Yeah, so uh, do you know where it is? Don't worry about it. You sent me. I already know how to look at this stuff. Okay, perfect. What's the next training we should do is mail merge in Word?
Speaker 2 00:05:57
Mhm- hmm. Is that a name for me? Oh yeah, Yeah, cause I am always, but I spell them all the time. Just gonna tell you, I did I know it did.
Speaker 4 00:06:05
And so what about me? I am whiter than white girl over here, spelling, everything wrong, actually So she she called me this morning,
Speaker 2 00:06:12
Cause she wants a transfer. Four hundred and three B from her old employer to us, but she's also wanting to come back in July. She's on maternity leave, so.
Speaker 4 00:06:23
She's out of medical leave. I am maternity leave for months.
Speaker 2 00:06:27
Okay, she said she wanted to extend, so I don't know. I said well Can you touch base with all mine? I gave her your name and she was taking it down." All right, I'll figure it out. Thank you.
Speaker 1 00:06:38
And by the way,
Speaker 2 00:06:39
I am coming to the festival fest i took off that sunday from church, Well, I am going to need a pal to hang out with. My husband's not going; he's taking the boys to play for a basketball tournament.
Speaker 1 00:06:49
I am bringing my best friend's mom because she needs a vacation from some stuff, and I know she needs break. Okay, so we call her grandma. Well, the kids call her grandma, so I automatically call her grandma. But her name is Sherry, and I was like, you know what? You need a break because she's their living nanny kind of she moved, Here from Arizona to help take care of the kids, and those kids are a handful. I know because of my godchildren. I have been in their lives since before they were born. I have chased after them, I have jujitsu with them. They are high-functioning ADHD in a four- and ten-year-old, so grandma was going to.
Speaker 1 00:07:40
I need a break. I know this, so I'm bringing her with me. Also, it's getting me out of. I had a nasty breakup with Bear last week. Oh, my boyfriend for the last year. He had to go. So my evenings are now free no more On to the next, as they say. Mhm It's a good thing I'm an ace and I can go for a while without a boyfriend.
Speaker 1 00:08:12
All right, so finance, Carl is gonna get them back on track. He's got his work cut out for him.
Speaker 2 00:08:46
I didn't think that I thought it was like standard to get it done as soon as possible. So, I don't know how long I am going to be living with this problem, but I have said to Sergio and to like it's just very rude, disrespectful. Like we, it's counterproductive because how many times did we have conversations about camp? We've said like. Two or three, I am driving home and we're talking about not just the two of us, but it's the two of them.
Speaker 1 00:09:25
It's them and Comdr because I don't know, Comdr is going to be able to get everything done next week. So I got to figure that out. I am going to call Blake on my way home and give him a heads up about the down payment. There are some other questions that I have to give him the answers for, and I totally forgot what they are. Um, But it was all contingent on the down payment and they needed to order the equipment. So I will check with them, make sure um if they do have to make changes, who do I call first? You or Kelly? If they have to make changes to this.
Speaker 1 00:10:15
Right now, she says she's going to be up there for the weekend. Oh, okay. Um, okay. Cool. I cannot believe he's still on that path because I was happy. He's doing this on his own because we've been talking about getting back for a year now because it was on my list. I actually toldum i told both of them,
Speaker 2 00:10:37
Actually, i said, yeah, so Pete Stan, i said, hey, i have not. I said, uh, I have not been good.
Speaker 2 00:10:46
I haven't been good with my trust because I could have been giving her the credit cards, but I thought like the way that they were doing it, I didn't know that they had a problem until they started to say like, oh, I want to do and but but they said they don't want to do things and they don't like it. And then you heard me ask her, "Yeah, hey can you take this one on?" And then what part? I am like little parts driving you nuts. That would be kind of hard if you can imagine it. Oh yeah no uh sounds like I know that trust.
Speaker 2 00:11:17
Hey, I got this one. I got the first time. Here is who it goes to. Here is the code it belongs to, and I am like," I was like,'cause cause I mean like cause like I don't want to touch this every time the same. I don't want to do this hard work the same time over and over again." So let's just want to make it simple for them.
Speaker 1 00:11:34
So yeah, i am It's. My issue has never been you;. My issue has been knowing that they make things. Harder and then we try to give them change, like with that app that I built.
Speaker 2 00:11:51
Oh, it's like I don't need that. We only do it once a month. I mean, once a year. That was the weirdest thing. So, you are saying, all year someone's allocation is going to stay the exact same? So let's say this department gets a computer and their allocation goes up, and this one you know they they if they stagnate, They don't they put in the budget, they want these items, but they never buy it this. They're going to be charged what they got in January, and now somebody else is like five of their computers. They're not going to change that. I was like," That's.
Speaker 1 00:12:24
Really." But they're having a time, yeah. Pete came back from his vacation yesterday and he called me and said," Okay, let me talk to you about Sean's meeting and my meeting." I was like," Okay," he said we're not sexy with each other.
Speaker 2 00:12:41
Oh no! Anzor was like. He started Anzor was like. What? I was like. So we don't have to. Sexy one out of the shark or not? Oh, yeah, he did tell me. I was like," We're the plain ones. We're boring. We're only going to be boring for another six months to a year. And then we'll get fun." Yeah,
Speaker 1 00:12:54
He took it to mean that I wasn't giving you guys enough love, so he told me today I would start giving you guys more love. No,
Speaker 2 00:13:00
I just kind of i said we're probably boring stuff. No, that's not okay. Oh my god! No, He said, we were probably boring Chris because we don't get any of the fun sexy stuff. He said I guess they both were like" I T" and sexy like, I was like," No, like the fun stuff." Yes,
Speaker 1 00:13:19
He told me it was so funny because he didn't send me over teams. And I so I laughed when I saw this because I was like," I knew better." Um, and he goes," I met with Mashaun, and she shared that she feels like Ability First is not as exciting for you as Sharp because they can't do much with current funding and because they have to fix the basics first. You need to make sure she does not feel that way." Some kind of automation process for them to engage and engage Michonne and show her that they are just as important. Okay, I was just like," I know," answer.
Speaker 2 00:13:57
That was answer.
Speaker 1 00:13:59
That was answer He said," Put your effort there." They should not feel like a poster child.
Speaker 2 00:14:04
I don't feel like a poster child.
Speaker 1 00:14:06
I died laughing because I knew better. Like a poster child,
Speaker 2 00:14:09
I don't feel like a poster child. I feel like we just are boring.
Speaker 1 00:14:14
No, and then Pete and I had a conversation because he was like," Oh,
Speaker 2 00:14:18
I told Pete thatum am not i said I am happy with you. It's not your it's the back end departments. I am not so happy with." Yes, yeah.
Speaker 1 00:14:23
I was likeum He was trying to figure out some way we could make. We could take stress off DD with the camp project." Has said Pete is not it's not us.;. It is a problem with ComDirect and finance.
Speaker 2 00:14:37
Well, And thenum counselor knows that he can just remind him, because sometimes you know see that he forgets. I don't want to do the contract anymore.
Speaker 1 00:14:46
Yeah, he's already passed away.
Speaker 2 00:14:53
I think it was so like the lettering was good, But it was so distasteful to just switch and not even send some sort of email out that they were merging or something. That was like, huh, what should happen here?
Speaker 1 00:15:06
And it just seemed like he was notum.
Speaker 2 00:15:11
And then their their initial contract. It was like what eighty it was. It was equivalent, yeah. Like, yes, how is labor equivalent to equipment?
Speaker 1 00:15:23
Yeah. So the way Alnser takes notes during his meeting with you or anybody is he emails himself. He opens up Outlook on his phone, types it all out, and then sends it. So, he said budget by July year end assessment, Verizon decommissioning, consolidation of vendors and LV takeover. And then he goes, had lunch with Mashaun. Covered the items below. Are you on it Do you need anything from me And I said, I responded and I said, I am on them all except for low voltage, which you had mentioned you wanted to cover it with her. But I can handle that as well. And he responded back. He goes, yes, please get that going. Yes, died, laughing.
Speaker 2 00:16:04
Yeah. Yeah. Yeah. I don't even right now know, should I put this.
Speaker 2 00:16:14
They come direct. I am like, do I say" direct"? Do I say" tele system"?
Speaker 1 00:16:18
Well, so they still some things are direct and some things are still tele system. And it really does be confusing. Father of the hell fifteen Yes, I got an email from Blake on Friday and apparently they had done a changeover. Blake never gave me a heads up that oh for the for here, for here, okay, And if I had known earlier, I could have had Kevin on it making sure all the systems are updated. And that didn't happen. But when I looked at that chain of emails, it was tell us this, tell us this, and then goes to Blake who's on the direct. I am like, "Who? What? When? Where? Why and how? " First he had been sitting on it since May seventh, and it was May fifteenth. So he'd been sitting on the fact that they had changed over and I wasn't aware. And second he was like.
Speaker 1 00:17:13
Who is who and what is what?
Speaker 2 00:17:15
So, it really well in the beginning; it definitely wasn't done. Now, It's still kind of they're like I thought they were, you know decommissioning or.
Speaker 1 00:17:25
Yeah. So, Kevin's going to have to come out here, Which is not an issue and take a look on site to see what AT and T did, because we're not getting the throughput from the upgrade. And if we'd known two weeks ago,
Speaker 1 00:17:43
But since today's the first day I was on site, Since then, I double checked everything and I had Kevin walk in and take a look. He's like, "Yes, something's not right here." So he's like, "I got to get on site call AT and T get this figured out." So that's being handled. Blue Wave is going to be a hassle with changing over from Comtech, But we're going to get rid of Blue Wave first before we make that decision. Let me figure out how we can best handle. Handle, I'd like to answer. Is not going to be happy with me on this.
Speaker 2 00:18:17
So, we're if we get rid of Blue Wave altogether, like I don't even have a phone here anymore. Like what happens to our front desk and all the phones and stuff?
Speaker 1 00:18:26
We're import the numbers over to another service. So the choices in the services are is Locosta, which is a kind of division but a sister company to Crimson. It used to be under Crimson.
Speaker 2 00:18:39
Are you saying that twenty twenty six or?
Speaker 2 00:18:44
Because if it's a financial impact, I am going to say it's twenty twenty seven.
Speaker 1 00:18:47
Um, that I got to see my financial impact. Um, You already have teams phones set up because Kasha had started working on it before you left. How many do we have? Because there is some people that could benefit from this team. I'll double check. Um, I need this. I need to evaluate what it's going to be for your budget and I need to evaluate all of that. It's probably going to have to be a twenty twenty seven project. So that means we still got to deal with comms right up until. However, that being said, that's fine. I mean, like low voltage will be turned over to us and they won't know.
Speaker 2 00:19:20
I am not going to tell them. We just no contracts will go to them for low voltage. We I mean the com direct stuff you can kind of I am not com direct the blue wave you can do gradually because that's less. Yeah, let's get through this. Yes, um issue up there. And then so one of the things that we have heard is a struggle lately, and it is definitely for new hires.
Speaker 2 00:19:45
How do I call another site? How do you know what I mean? Like, who do I call? Where is the numbers. Where is the directory And. So systems like this now kick out a directory, but we don't know we don't have access to it. So,
Speaker 1 00:19:59
I will i want to get that piece fixed now. Pete is going to get on to Olivia, not in a bad way, but he's going to put pressure on her to finish up the Blue Light audit that I had been requesting for how long. So that's going to get finalized. Ask Pete to jump in and help me with that.
Speaker 2 00:20:17
Okay, I think I brought that up to Pete too.
Speaker 1 00:20:19
Yeah, cause i I had already done the heads up.
Speaker 2 00:20:21
He asked me, He did ask me if there was anything else, you know, just yeah. No, it was like we get close.
Speaker 1 00:20:28
Yeah. He, he called me and said, hey, who who's handling this? And I said this is going back to Olivia's team. He's like okay I'll get it done.
Speaker 2 00:20:35
And thenum I told him, I didn't have a problem withum Colby coming back or Caleb. I reiterated, We talked about is that no one person should be the ticket person because it just makes things difficult. So Caleb.
Speaker 1 00:20:54
Is moving to this.
Speaker 2 00:20:56
Oh, I kind of like him. Don't get me wrong, He, yes,
Speaker 1 00:21:02
He is taking over a gentleman by the name of Jeff, who was terminated. That's a nice guy, i I refused to hire him when he came through on my side. And I was like," No."
Speaker 1 00:21:17
So, they hired him on a low voltage side, and uh, no not low voltage, just CCTV and access control and I was like, okay, good luck with that. And yeah, he he was terminated abruptly two weeks ago. So Caleb's going to go back, if you don't play. Oh, that was a Pete thing. Oh, okay, go get Pete. Yeah um so they terminated him Caleb's going to go take that position, which I think is a much.
Speaker 1 00:21:48
We're hiring some more techs on site. Bona was here today. I love Bona; her English is not strong, so she doesn't like going to places, but she's funny and she's so sweet. But she's really good at what she does. So I saw if she was on site today. I want to, i am about to just like fire hose you with all my ideas, which I had even before onset; I was already planning.
Speaker 1 00:22:19
Go go go. Okay. Um, so, new hires coming through. For you. Not only are we still working on the automation for that, Which I've got to wait for green light on some things on my end because I want to make sure it's no budget to you guys no budget impact. I am going to start sending out an email to all new hires. Um, the day they come up and say, "Hey, welcome to Ability First. My name is Chris. I am your functional CIO." Um, here is everything you need to know about it and things like that. I already have that draft ready to go ;. It's been ready to go for two weeks, with the exception of me building out the documentation. So I wanted to quickly. I wasn't going to discuss it with you. ; just want tell you am doing it now. Yeah, I think you should listen so That's kind of.
Speaker 1 00:23:16
Start hitting in July. I'll start doing that. I want to decrease the amount of times people are calling us for stuff, and I want to increase security measures. So, I want to include in here how the best help. I think that shocked everybody that was on training today because I was like, "Hey, did you know you could do this?"
Speaker 1 00:23:45
So, things like that. And I want to change that focus. Also, I am going to do version three of your application and I am going to include some additional stuff in it because I am tired of waiting on funding. That application, the application built through the. Oh, okay. I am just going to expand upon it and make it even more.
Speaker 2 00:24:24
People think it is because it's not. And honestly, I've been getting a number of emails to go, uh, like you've seen me somebody says WP. It was WordPress. Yes, and I am like oh it's WordPress. Yeah, it's done right?
Speaker 1 00:24:40
Yes. Um. I am not being utilized contrary to what Carl said that they're spending too much on me, and you guys have an expectation that.
Speaker 2 00:24:56
Funny thing is, she has access to all of these. So the possible concern is, okay, well, she see how much this point for CIO the technical team right? Like if he gets back. Um like culture, everybody in the week, you can see everybody's email. You can see everybody's gate like if I wanted to, if I lacked integrity, that does something. So like the thing that they're scared, you are going to get you already have is what I am saying. That's what I am saying. I am not saying you would, Would do any of that, but the thing they're scared of you having exposure to, kind of already have access to.
Speaker 1 00:25:34
And I could care less what people make because they're up to my pay again. Oh, good job! Yeah, and so I didn't even give me a credit. I am still not making probably what you are making, but I am making now comparable what I should be making. Okay, okay. So yeah, like that. And things are here is how I presented it. I have access to all data. I know I have access to all data. i for an integrity portion, I will refuse to dig into this data because what if I have a child come through that is in your wraparound services? Am not going to be looking at that data because I don't want to am not.
Speaker 1 00:26:25
For me, it's like people.
Speaker 2 00:26:29
I do like if I if you're very new, yeah, I'd be like okay. But you know when you've been with us for a very long time. I just, I think some of the controls are just out of control. Um.
Speaker 2 00:27:03
You were worried about the long aspect of this work. Like, how she's going to make up her mind, who made that decision?
Speaker 1 00:27:15
So where is she? I haven't seen her go. She ain't been here during the day.
Speaker 1 00:27:36
So she took the entire day off to get her hair done. Because she be in tired, what is she doing? Hair treatment and color like is she getting microblading? You know how I used to get my hair done when I met downtown LA, which I've changed my process. I would schedule an hour out of my day every six weeks. I would walk downstairs to the barbershop next door, get my hair done, come right back up.
Speaker 1 00:28:06
I was forty five minutes tops. Now I have to do it on Saturdays because I don't work in downtown L A and I've changed my hairstylist. She.
Speaker 2 00:28:19
Also, no, And I have a question about where we are with the email project becauseum.
Speaker 2 00:28:39
Email, no, I'll send this email. Like, hey, you know, um need to clean. You know that's when we're doing the onboarding. That's a great thing. You're the perfect person that we need to clean it all in the organization. And I said, hey, you know, my name is Chris uh Chris uh team, so and or write one, yeah. Um as part of secret I noticed that you guys are cleaning individual. I said, but how are you all doing with individual and group? Well, she only gave me.
Speaker 2 00:29:10
With who she was like, even before we started working, I had been asking about it. I said, "Okay," and I know it's not. I am not sure what that has to do with where you are with the project. And a good ask was like, "Why did she make that? " She seems to talk about a lot. And in the information, she also gives me is what's the question? Am actually answering? I need to bring her back to the relevance of.
Speaker 2 00:29:40
Where are you? I am almost done. I think I had only handed in a script, so now I am asking you because that was two or three weeks ago. She gave it to me, okay? Because I was like," She better have handed that in." Because,
Speaker 1 00:29:52
The thing about it is that I am cracking up about it right now. Is she handed that in to me on the day, I asked for it, and it was done. So, i It's on me now to finish pulling it out of the system. T here is nothing more she has to do, okay?
Speaker 2 00:30:08
But then. See, then that makes me even more like she's not telling the truth. Like,
Speaker 1 00:30:14
Okay, yeah i'm I'm going to keep this between you and I. I handed it to her on a silver platter.; almost done for her all she had to do was check it. That's all she did. Who's gonna take it?
Speaker 1 00:30:38
I made it easy because I understand how she thinks and works. So, did Alonzo bring up with you about backups? He was supposed to do that. Maybe he did, But what do youum That, he is forcing you guys to go on Microsoft to get your Microsoft backed up because yes,
Speaker 2 00:31:05
Yeah, and that's part of the, To do that, so did she just have the people and not the group? Oh, so it's done. So I don't have to do anything else.
Speaker 1 00:31:20
It's all on me now. Yeah, I made it. I handed it to her on a silver platter on my side. All she had to do was put in the oven and toast it. That was in my head that day.
Speaker 3 00:31:49
Yeah. Um.
Speaker 2 00:32:14
No, they Are.
Speaker 1 00:33:23
And I hate that because when I see it, I am like," I am Pete," and I was having this conversation yesterday because I told him about it. And he's like," Be careful because your chest contract." And I said," I know. I am working hard to be critical without being critical." Well,
Speaker 2 00:33:45
I appreciate you. Thank you for doing a great job. Thank you for making the last few years real sure.
Speaker 2 00:34:06
Start taking our show on the road. Start scheduling meetings with directors and hearing their concerns and fixing their issues. Those other folks just become noise at that point because, like they're always thinking something. But if I think we could begin fixing some issues that people have.
Speaker 1 00:34:42
You you have a new employee that ah. I had to make it a point to miss the meeting. He wasn't in this meeting, but I put him in for just in case. Um, they don't and I say they because I don't know their firm enough. They don't understand why we're not here.
Speaker 1 00:35:12
Google so much easier for them.
Speaker 2 00:35:15
Is that what you said? Hm. Is it anybody in research that I need to have a conversation with?
Speaker 1 00:35:20
No, no, it's a it's front line. Front line. Yeah, yeah, And I had to explain because in security, they popped up in one of my meetings and was like, Well, Google's been doing this long enough that actually Google got this technology from Microsoft. So I do I do think.
Speaker 1 00:35:40
Where I am going with the trainings is helpful. Is there a lot of enjoyment? Some of the others are enjoying it. You know, Adrian guy, he's.
Speaker 2 00:35:52
Actually he's in possibilities, I think. Is it maybe more than one?
Speaker 1 00:35:58
But the one I know is in possibilities. Heum, I am getting good thoughts from him. He might be a good resource because he's trying to understand.
Speaker 1 00:36:10
So, when we had a meeting.
Speaker 2 00:36:12
With Carl's group and they started, he just started to talk about intervention. And I said," Carl, no one's going to learn from them, but you do need to listen to them." He's like," Okay," I get that. Yeah. I like that you're getting the insights. But want to be honest with you:. We're not going to be able to support that means. So then once you see both of them do the assessment, and then the project works on, then you talk person. Yeah.
Speaker 1 00:36:36
And he was like okay yeah i want your team didn't, Because I am going over my daughter, she's not. I am not going for it. Um, and I told Pete," I will not go for it." Not right now. And yeah, and he,
Speaker 2 00:36:52
I am sure he's like he's understanding. Yeah.
Speaker 1 00:36:57
Well, is more of the giveaway things for free guy?
Speaker 2 00:36:59
He is he's very i. You know, what did i tell you how i did that last week in the one room as well? No. So. I and I did a, We went to the HR conference, and the whole conference was about three thousand people. We had an audience, probably in our group, probably about after it was like you have to go. No, I am um It was probably about fifty sixty people. People were really excited when I got out there with such great response, asking me questions and asking me for emails, all these good kids. Um Oh my god! Oh my gosh! You put on a really good show on the internet. It's not okay.
Speaker 2 00:37:39
So we actually talked about business vacuum. And um, here is one of the photos. This is a neighbor fund. He goes to the HR conference and I went to, okay, yeah. Um, I am wanting him to partner him with Clark. So Clark owns a HR consulting firm, and he's going in and you know, like saving them from HR.
Speaker 2 00:38:12
I need to email them again. He he wanted me to also. Oh, so I am like, if he's going in and you and I said, if he's going in to send the IT structure or they need automation, you want him to do it. You could be that partner. So I was trying to pair them. I am gonna go back to that.
Speaker 1 00:38:28
Yeah, um, I had a change out time today. Oh my god! Um, I am not bleeding; it's just protecting.
Speaker 2 00:38:46
Speaking on with money and mission, and basically it was about partnering H R Jason. Right now, Basically, I partnered with him brought in had a conversation call about this gentleman that's sitting in the middle. He does finance; he did four finance sessions for us, So we brought all of our team members up to have a better understanding of finance. And so we talked.
Speaker 2 00:39:18
Find massive IT the next time, and I was talking to him about that about partnership. My spin on it is HR needs to become more than HR. Like when we sit at the table, we have to understand what IT does, how much it costs. Like if you do that cost analysis for me, I'll be able to pull that into what a new hire costs us. And so with him i I knew I couldn't solve for the gap, but I could see the gap when I came in.
Speaker 2 00:39:53
Income statement, they were like, you know, like they didn't get it. And. So he, the two of them worked together to come up with a program that they train people to. And. So we actually talked about it and A number of people I've gotten I am like the new, but I am everybody's new best friend now on LinkedIn. If I wasn't their friend before. And because she knew that then she did like I said she came back to me and said, what other what other trainings do you want to do? Yeah, So trying to talk to also about he's gonna. I am going gonna schedule, an audit.
Speaker 2 00:40:30
So, I don't know wanting to do that for you all in this space as well.
Speaker 1 00:40:36
Awesome, yeah, I love doing those kind of things. So if sponsors are not free, I can do it because am his, i am his professional because he's more. He does more into AI, which i he's catching up to me, but i do a lot more automation, which, by the way.
Speaker 1 00:40:56
I had to increase my innate, which also doesn't pay for, but I pay for it personally. Okay, um, to do a lot of automation. Okay, So I've got forty thousand executions a month that I need something to do it because of that. So I want to build out some things that we can do with you guys for automation. And then I'll bring any into it for twenty twenty.
Speaker 2 00:41:31
I think. The low hanging fruit is mine, right? H R that H R side. Even I know well they've been giving me the hardest time today.
Speaker 1 00:41:44
Now I need to do it. I need to I really want to go in and automate some things for you, but I need access to the system.
Speaker 2 00:41:57
And okay so, So he and I were talking about this ugly document. It's not ugly, but it's very useful.
Speaker 1 00:42:12
By the way, while you are looking that up, I need to get into Dave Ortiz's stuff and find marketing the marketing branding guide he sent to me once before. I cannot find it. I was going to ask him for it last week, and then I had it on my notes app. And then you shop like.
Speaker 2 00:42:28
Yeah Then you said that was like oh, Okay, this is an an an as we example. It's.
Speaker 3 00:42:39
Not what I need. It's.
Speaker 2 00:42:47
Called the to be hired. Oh boy, and it's a document, but it it's a necessary document for her. I mean for us.
Speaker 2 00:43:19
So, This is any requisition because no system shows us this detail. So, I built this down over. This is like my fifth company using it, and it changes a little slightly different for each company. So, the red is most likely what's already closed; green if there's somebody in play. So, this is a position. This is the.
Speaker 2 00:43:42
This is the positions that we have open. If there's if we're replacing somebody, here's the person that that we're actually replacing. The shift regular or temp or seasonal um there's F F L S A status, salary average salary haven't started to do that yet. Um the location, they work in just some data about this specific job. And this means if it goes on here, it means they're posting it. Okay. So, the next step is where we're posting it. And I can see, we're not doing the best job if we're only doing portions of it. And I think maybe because some of these numbers have changed, they're not the same for us as it was for Spy. So this kind of our key institution, the marketing plan or the posting plan for the job. Then, this my one I use at all as only keys, because then it makes sense now.
Speaker 2 00:44:42
But everybody uses this first one and the one that I am on right now, the background one. So, this we've identified the candidate; they've gotten an offer. Once they got received an offer, they're on this page. They receive their offer, they accepted their offer; it kind of flows them the entire process. Maybe to call them later, you are hired. So we've got this where it starts to get into it or so.
Speaker 2 00:45:13
The welcome email, the IT set up, blah blah blah. So all of these is a representative of an action that's being taken. Can I build you.
Speaker 1 00:45:22
An application for that? Yep. Can you send it to me? I can. Okay. Cause I when you started showing me that, I was like oh this could work. See.
Speaker 2 00:45:39
Told you we're not sexy but this one is kind of yeah, It's a problem. It's a juicy problem. Okay, So couple of things can't leave this own breakout that we don't share with everybody. Yes, only camp. Um, These are just some resources ninety days. We're supposed to track ninety days are supposed to track when they're they're sixty ninety.
Speaker 2 00:46:12
We're supposed to track that so we can go back and ask them, "How's life working? How's he doing?" Most companies don't know how to improve their Glassdoor and Indeed. And how you do that is you have new people that are employees go do it right. I am like, "Yeah, sixty ninety days you have them go in and be like, 'Oh, it's so great,' and suddenly it begins to boost up your numbers. " You are just like oh, You are still in the honeymoon spirit. ; I am going to ask you right now and not a year from now when you are like." Supervisor sucks, so that is what they're supposed to do. Ninety day evaluations the supervisor should do. We don't remind them and we haven't gotten in. This is us with our interns. We actually have had a good run of interns ;. These other ones are not so important. Talent scouts if somebody came through and they did a referral, we just need to remember.
Speaker 2 00:47:11
Oh, this is uh the rules that we had set up in the blog smart. Not a huge deal. Yeah, so the main ones are the like the onboarding. I am going to share it with you right now.
Speaker 1 00:47:28
I just kind of want to give something uh heads up real quick. While you are doing thatum do me a favor. While you're sharing that. Um. Oh,
Speaker 2 00:47:44
This is the wrong one.
Speaker 1 00:47:46
You can send it to the ability first one.
Speaker 2 00:47:47
Okay. What were you going to say?
Speaker 1 00:47:52
Do me a favor, open up a browser. Uh, yep, that's perfect Go to go to this address speedtest dot net.
Speaker 3 00:48:09
Click go.
Speaker 1 00:48:18
Thank the ever loving Lord. That is amazing. That's good because you have been hitting eighty, and that's six hundred.
Speaker 2 00:48:29
Eighty like over here.
Speaker 1 00:48:31
Yep, Because they gave us the wrong primary a while back, and we set it manually because we were having some issues and Kevin found the issue and fixed it.
Speaker 1 00:48:58
And I just got your email. Sorry, he had said that and I wanted to.
Speaker 2 00:49:02
No, that's actually really good that we've got that.
Speaker 1 00:49:11
We definitely need to get your tabletop exercise. Mhm. I am smirking because I was doing a tabletop for another client and getting it scheduled, and Cheryl responded back," I too have exercised on a tabletop."
Speaker 1 00:49:28
Um, I have pictures of this because he was drunk at the Christmas party, and he was dancing on top of the table.
Speaker 2 00:49:39
You gotta give it. I gotta appreciate the crazy. Yeah, oh man, That's like almost as good as the personum getting a meal period penalty on their paycheck and coming bringing me money. And I was like what? What is this for? It's like, well, I got a military penalty. It was like, no, we pay you for those. They were like, oh. But it was like fourteen dollars or something like that. They got like some little amount that you know for an hour. Uh this is years ago, and they brought me the money. And I was like, what am what am I. They were like I got a penalty. And I was like, yeah, we had to pay you that penalty. Oh, I had to find this one on my phone, cause it was.
Speaker 2 00:50:25
Hilarious, we still listen to it all the time. When I was at Path, There was a guy that cussed out his supervisor because he wouldn't let him on um on the um on call. And he's like, "I just freaking want overtime, man." He was like, "Dude, I don't know why you freaking just won't put me on the list." He was drunk dialing. Oh my gosh! And he ended the he started the call so nice. He's like, "I am just." Just politely asking, I've been asking for a while, and then it just went. And then he ended it. He was like, "Man, all I need you to do is just put me on the list." I mean, like if I don't get chosen right away, fine. But the fact that I can't freaking get on the list. Oh damn! That's meeting with him. The supervisor's like, "I am nervous." If I was like.
Speaker 2 00:51:24
I am like," What? This guy's not going to harm you. He's drunk dialing you, and he's halfway polite during the time." Like, this is not an issue. I.
Speaker 1 00:51:38
Had a staff member go off on me because he couldn't understand why I wouldn't let him work seven days a week. And he's like," I am in Arizona," and I said," You are in Arizona for spring training; you were only there for six weeks." Your residence is California. You cannot work seven days in a row because I am gonna that's gonna be double time,
Speaker 2 00:51:56
And I want no parts of that.
Speaker 1 00:51:58
Right? And he got so mad, he's like," But I am in Arizona." I am like," I don't give a flying where you are at physically are,
Speaker 2 00:52:07
And where your home is is irrelevant,
Speaker 1 00:52:10
Sir." And he goes," You are not HR," and I said," Do you want me to bring her in on the call? She's going to tell you the same thing I did." He goes, Why can't you even cuss properly? You just gotta love. Yeah, he was so angry. He's like," Well, the other guys can do it." I said," They're salaried and they're based in Arizona."
Speaker 2 00:52:35
Oh, who is oh I was like trust tell us it looked like mumbo jumbo. Mhm. I was like who what? Because you are not on it and it's I need to process because, Because it's right now speaking gibberish. Oh, there goes the upgrade. Okay, now it's making sense. I didn't read the whole thing, but Chris, they don't have you on it. Gotcha.
Speaker 1 00:52:58
I think that's the same that was that email that I was talking about. Okay, yeah, where they didn't.
Speaker 2 00:53:06
I was like you are throwing too much of a matrix at me in one email. Yeah, but I need that You need it? Yeah,
Speaker 1 00:53:12
I need that going to send that over to Kevin, so he can add it to the system. Okay, um.
Speaker 2 00:53:17
Verizon. He he said," just take the meeting so they can give us five k."
Speaker 1 00:53:25
Take the meeting. Okay,
Speaker 2 00:53:27
I'll take the meeting. Um, cause uh Oscar don't want to take the meeting. He's like we're not moving just because they wanted him to buyum something for the car. So they wanted him to buy GPS, but our insurance gives it to us or discount it right? Yes and they discount our insurance yes so guess who we're gonna stay with?
Speaker 1 00:53:47
So, I am interested in what I am going to tell them. I am going to email Glory and say," Hey,
Speaker 2 00:53:55
If I can make it, I will. If I can't," yeah.
Speaker 1 00:53:58
What I am going to tell her is," I am evaluating different voice voiceover IP options for Ability First for next year." Mhm." I cannot guarantee I am going to you,", but i want to hear you out because i want to see what you have to offer. Yes. And that should get us the.
Speaker 1 00:54:20
Um, I am trying to formulate something. I've been wanting to say to you for a while. Not bad, oh, it's not bad. Um, you are not going anywhere. I am not going. My plan is to become. I want to become invaluable to you guys so that you are me. I know i need I need you become valuable to the rest of them.
Speaker 2 00:54:42
I know so here is i know You wanted to meet with him first, Jeremy? No, I am going to take him out to lunch. I know, but I would meet with him after Carl. Yeah, then I am I pushed him off to July. And actually would like us to meet with like about half the directors before we pick him. Yeah, yeah. And so I need them to see that, like, hey, she's having this for me showing me, then he won't he won't do this bullshit. And right now.
Speaker 2 00:55:18
Everybody's loving the trainings. I've heard already about the trainings, even if they don't have a person like they're not in the training, but person training for that. So we've got to keep a couple of those coming. Yes, And we have to sit down with April and solve an issue :. How much time is she going to get people out of the office out of out of the program? And, we have to solve how we get them access to see their emails on a kiosk on a something on a something. Yeah, yeah.
Speaker 1 00:55:49
Um, Also, we're out of phones for Verizon. By the way, just adds up. What we got to our two hundred already? Mhm. Soum that's that's version three of the app I am making is to better plan for that because they didn't tell me,
Speaker 2 00:56:04
Okay. So if we're out of phones on that, so I definitely want to join that call, should we buy like fifty more phones? Or can they I think if we could do something like twenty five probably be in the. Range of where we need to be.
Speaker 1 00:56:18
What I need to know from you is what is our forecast for hiring for twenty twenty six for the rest of the year.
Speaker 2 00:56:24
We're almost there, but the problem is our turnover, not so much new hires. I think that we got twenty five to fifty extra phones. I hate adding that many phones. We have the lines, yeah Oh, we already had those phones.
Speaker 1 00:56:41
Are we out out of those Well, we're almost out. Um, I think we're gonna be out by soon.
Speaker 2 00:56:48
So let's call. Let's have Gloria have a conversation about what the additional or do you just call them and order more phones type of thing.
Speaker 1 00:56:56
I I have to call Gloria.
Speaker 2 00:56:57
Okay, um, so that I think that is we already have to buy more phones. How Many phones are in play right now?
Speaker 1 00:57:05
I'll have to pull that information. Okay, am I need to go back and get my access back for Verizon?
Speaker 2 00:57:11
Okay, let's see how many phones we have in play.
Speaker 2 00:57:15
I would say, we we our increase in hiring went up sixteen. Okay, added sixteen FTEs. We are not fully staffed to the sixteen FTEs. Then, we also are going to exceed our budget in some ways because we're going to expand two of our programs and but I only reckon I only want to say that that's gonna expand, maybe needing maybe seven cents extra funds. Okay. So I still think we're like the fifty, the forty to fifty range. If at yeah,
Speaker 1 00:57:53
Because we didn't get all phones for all the lines we had. We just got a lot of lines, but not a lot. Yes, um. So I'll I'll work with her on that and get that finalized.
Speaker 2 00:58:04
Do we get the auditor what they needed from the contract?
Speaker 1 00:58:08
I got them everything I was capable of getting,
Speaker 2 00:58:10
But no okay so is there a, Document that maybe isn't a contract that needs to get but a document. That's what I will with them,
Speaker 1 00:58:20
But here's for you.
Speaker 3 00:58:31
Ability first,
Speaker 1 00:58:32
Not the KB articles. Uh, credits and disputes. Items, oh, your uh, my app.
Speaker 2 00:58:47
No, your uh protection screen. I can't. Oh yeah.
Speaker 1 00:58:52
Vendors okay.
Speaker 2 00:58:54
I need to go get one look at that. Look looks like I've been playing soccer with my phone. It's my screen protector.
Speaker 1 00:58:59
But so okay, I have a full spreadsheet in my database for you guys of all the vendors and expiration dates and I'm trying to finalize all that. Okay. Soum. It's locked. I can't open it from here. Okay,
Speaker 2 00:59:16
So here is how what could be invaluable is whatever conference we go to, We are negotiating as well, and we're running one more access, not going to go up in staffing until yeah,
Speaker 1 00:59:34
Twenty twenty seven So I can pull it up. Sorry, y'all's is locked for some reason, but this is basically what it looks like. And so I have all the contact information, I have all the contract end dates, monthly payments, all of that. That's another reason.
Speaker 2 00:59:49
That like you should have the actual invoice. Yeah, Because for Sharp, what I do is I, you have the contract and you have the invoice and something is being billed at higher rates can see here.
Speaker 1 01:00:05
Contracts for each site. Mhm. So, I don't know why I'm locked out of your database, but it's probably because I have it open on my computer. Here is the invoices. That's how I do it, and it's it is linked to theum the image from the scans. So yeah,
Speaker 2 01:00:28
No they don't know about OCR or anything. Yeah yeah.
Speaker 2 01:00:38
But I also want to be respectful of like they need the time to process and not snatching away. Yeah, I told him I snatched it away, and I was like uh no, we talked about it for like eight months. Even Kasha was like uh yeah, he kind of understood it.
Speaker 1 01:00:56
Um yeah, I am fighting my own fires with Kasha right now. Not.
Speaker 2 01:01:04
To go with you all at shark. But the I place, Cindy,
Speaker 1 01:01:09
I do please Jessica or Kathy or both.
Speaker 2 01:01:14
That's a hard one. But I am gonna say.
Speaker 1 01:01:17
Kathy. So I like Delaney, but he's not on the same side as my friend. So which I am grateful for, because then my friend doesn't have to do with him.
Speaker 3 01:01:34
He walked in yesterday.
Speaker 2 01:01:36
Take her with him. He's trying to get some of our program people at the previous place he was at.
Speaker 1 01:01:41
He walked in yesterday. He comes in Monday afternoons and then he's there all day on Fridays. I am not there on Fridays,
Speaker 1 01:01:49
But He came in Monday. He's like, now my office is kind of like this: I am sitting, I have a window just like that one right there. I don't have this side but this side that sides the door, I can see all the way out to the road. You know, i go. My office is in the. Back of the IT room, so I see my guys. Then I see the open half door for them, and then I see all the way out front door. I see anyone who comes in. We had a security incident of a patient that was. Well, we had another one and they came into our office, But our office is locked, and you have to ring the doorbell and stuff to get in. I can see all that, So I can see when he walks in and he goes straight to Doctor Barber.
Speaker 1 01:02:36
He's. I am sure he is. So, cause he was like, well, I can double check all of your all of your finance approvals. And Doctor Barbara's like, no, she's got this herself. And I was like didn't even have to take up for myself here. Um yeah Well, I hope you guys have a good lunch or dinner with him who Doctor Barber Oh yeah You guys. I love him, He's a slow. Conversationalist, but he has a sharp brain;
Speaker 2 01:03:08
Like he is so smart. Yeah, I am excited. Um, Getting Sergio to meet with procedures in the states, and we're just like both into having more than training. Um, Kurt was trying to imagine it and I am like no. Well, I need them to work on fixing this thing. Yes, they have don't drop.
Speaker 1 01:03:32
Them when you guys are ready for mental health. Mental health space, My job before you get there is to make sure you are ready for DMH. Yeah, but.
Speaker 2 01:03:45
Yes, we do need to do that because DMH is a whole different piece. Yes, It's like we think we have very complicated things now, and it's always going to get worse. I am like this is a cakewalk compared to what Lassa was and what DMH is and DHS. This is nothing.
Speaker 1 01:04:04
Yeah, you are going to love Erin Hill, who is CEO Doctor Hill. She's the best. Like I love working with her and I love working with Crystal, who's the chief program officer.
Speaker 4 01:04:24
Excuse me, Sweater from, that's the only reason I am doing it because it's cold in here. Bye. He is a mess.
Speaker 2 01:04:34
Well, he's like my thirteen year old son. I promise.
Speaker 1 01:04:36
Is he doing better now that you know?
Speaker 2 01:04:38
Yes, the other three they're such good energy. It's just always trying to get one of them on the bus or somebody in the bus. And it doesn't it's just not where everybody is, you know? Yeah, so she's going to go. She didn't get herself kicked out yet.
Speaker 1 01:04:58
Just wishes not wanting to go with him playing I've had more fun today with Chase than I've had. In nine months with him, and I've been here for a year.
Speaker 2 01:05:12
Oh, you know, here on Mondays. So maybe I have to figure out what a Tuesday Thursday is. Mondays is the Bagel Monday, And so we start in there in the morning and everybody's bringing the type of bagel, the type of spread. They're all talking to me involved and it was just really really really.
Speaker 1 01:05:29
No, I've been enjoying it. I was giving him so much shit today for declining all my training meetings. I know he needs to be in there. Yeah, I was like," You need to get a hold of him, give him shit for this." And Sergio's walking down the hallway and he's just grinning at me. Yeah,
Speaker 2 01:05:46
Think he's like with twenty? Um, yeah, he definitely acknowledges and I have to say he thinks very highly of you. Thank you for even even that time. This morning, I was like, " I don't know what finance is trying to do with giving us mild heart attacks." But if we tell you something's a hundred K plus, we need the budget. And he was like, "I get it," he was like, "I know." I remember hearing that it was. And I said, " Do, you remember when they asked us to divide it and put some of the money in twenty twenty five?" He's like, "Yes," I do. He's like because I was freaking out about my first year.
Speaker 2 01:06:28
Hundred K ask, And he had to tell me like you are not asking to put more TVs on the wall. You are asking to fix a problem at camp, because I was like hundred K. My first, you know, my first year and asking this huge, but he was like it's not like you are wanting to retrofit them with like all new TVs at that. You are really like yeah a problem they've had for a long time. You are helping solve and I am just okay. So as hard as it was for me to ask. And then him turning around and then finding out that it wasn't in there, I was like," Oh my goodness," I couldn't even put words together. I was like," Carl, I know we asked." Yeah. But, they said, oh, you didn't get the documentation. We didn't see all the documentation. So I was like. I.
Speaker 1 01:07:14
Spelled it out.
Speaker 2 01:07:16
So Chris, if you want to send us the spell out.
Speaker 1 01:07:20
I will find it.
Speaker 2 01:07:21
Because I remember she was like, oh, just tell me about it. So she we did i i i know we both sent them. Yeah.
Speaker 1 01:07:28
I am just hoping I recorded those meetings because that was right when I started using Plot.
Speaker 2 01:07:34
How, did we not tell you that we were going to use a hundred K in the budget? Please tell us.
Speaker 1 01:07:46
Oh, Pete, first thing Pete said to us is" is the campus your problem?" I said," no." He goes," are you sure?" No,
Speaker 2 01:07:53
We all hadn't done the campus and except for when old boy just. Him trying to ramp it down instead of ramping them back up, but that had nothing to do with you all. That was him, you know, playing around stuff. But no, that I told him he's.
Speaker 1 01:08:08
Like," Do you need a project manager? Is this a project management issue?" I said no. Crimson is all set. We've done everything. He's like, okay, just making sure.
Speaker 2 01:08:18
So oh, what did Dan say? Did he say, okay, to the helping put the brackets up? Yeah,
Speaker 1 01:08:24
He, he. He started to offer, and I just instead of putting him in that spot, I said," Can I use Will and Alex?" And he's like," Yeah, yeah. Just let us know." So I am trying to decide: do I go up to camp on Tuesday?
Speaker 2 01:08:38
Whatever you need as long as that gets the sooner we get done. And, she can say life is easy up here, and my iPads work, and i am able to get I am able to walk between cabins and have Wi Fi.
Speaker 1 01:08:52
So i basically all i need to do is, They shipped all the devices out there. Oh, um, my team. So I hope I am going to check in with them tomorrow.
Speaker 2 01:09:03
Yeah, Alex, Margaret and Kelly are the three.
Speaker 1 01:09:06
Yes, um, so I am going to show Alex. Hey this is where they got to go. All, you have to do is install the bracket plug in the cable, pop it on the bracket. That's all you have to do there. It's going to be easy for them. I hope no,
Speaker 2 01:09:24
Alex and miller.
Speaker 2 01:09:26
Let me know. Thank you. Yeah, speaking of that, I kind of need money today. Oh, I really like yesterday when he told me, he could not find it in the budget. I was like, What in the whole world And, he told me he was going to find it, and he did. Yeah, but I was having a whole moment for sure. Oh my gosh! Oh, This is another reason why I want you all to do it. So like you had to stop at each one of these and you had to like in order to get. Oh yeah. Some cool prize to win five hundred dollars, and people really did this. Yeah, and so there was no IT, there was no AI, there was no automation at this conference. I don't know if you want this to look it up. Sure, there was no IT company at the conference. There was plenty of insurance companies, overwhelming amount of staffing agencies. Just no IT? No IT? Nobody telling us how showing us.
Speaker 2 01:10:25
They had their little kiosk. I am like, Just bring me in and show me how to take an Excel spreadsheet and make it easy for myself, Or show me how to like like some demos of what you all can do. Yeah, you know HR people, you make our life easy. Yes,
Speaker 1 01:10:40
We are signing up.
Speaker 1 01:10:43
Yeah, I am jealous of your nails right now by the way. I have that color at home.
Speaker 2 01:10:48
I love this color. I love this stuff i am not. So i would find the only crackhead. Uh. Nail place in Orange County. Two blocks from so I was at the conference. Yeah, and I it's two blocks away from Disneyland. I am like okay, I am gonna like go find nail spa, the closest one in my area because I am like I gotta get my nails done before I present tomorrow. So, I am getting my nails done, and i promise you the traffic i am like, oh, my god, i fell five blocks of cracking.
Speaker 2 01:11:26
Oh my gosh, I was like," What is going on?" I was taking pictures. I was like," If I come up missing, this is where I was." Oh my gosh! It was craziness going on in Orange County. I don't think whoa! Oh!
Speaker 1 01:11:42
It was absolutely great. That's awesome. We had so much fun. Yeah, really good. Oh this oh i love those.
Speaker 2 01:11:53
I Was in love.
Speaker 1 01:11:57
Yes, I got a very similar one to for Dom. Yeah, I love those. I got a similar one for Dom, but it has all the different chargers. That child lost her headphones again; left on on Metro. You know what?
Speaker 2 01:12:13
I don't know; it doesn't need to be invented. Someone just needs to tell them listen, but they probably have it as a scam. I need to be able to go back like find my phone, I need to find my headphones, I need to find my earbuds. You have that? It's on there. Oh, the earbuds one does work. My pen, you know what was going wrong with my pen? It was my old pen.
Speaker 1 01:12:33
Oh well, that would be it.
Speaker 2 01:12:35
Was my old pen so it wasn't gonna charge. It was my pen that I could use on my bigger iPad and I didn't recognize that it was like.
Speaker 1 01:12:44
And I didn't pay. I wasn't paying attention that way.
Speaker 2 01:12:46
Oh, so how how I learned that it still worked is I put it on my desk. And I was like gonna give it a funeral. And. Like, throw it away or something. And so I had it on my desk, and the next thing I know, my son has it and he's drawing on the bigger iPad. How did you make that work? He was like, "I put it on top and I synced it." Like he was he was so like What's wrong with you? Don't you work with IT people?" Oh my gosh! So he was like, "I synced it, " and then I started, and then i looked at the version because it showed up a map when i. I was like, "Oh, it's the version; it's not."
Speaker 2 01:13:23
It's not because it's broken; it's because I had the older version. So I just went back to my and true, because the other one I got is kind of flimsy. Yeah, the one that we talked that I ordered, I was like," Oh man,
Speaker 1 01:13:36
It's kind of flimsy." Oh, I have a new. Was it you who asked me for a sharp pin? A sharp pin? Yeah, the one with the flashlight and the stylus. No, because of my nails being as destroyed as they are. Um, I have been having to use the stylus more, and so I grabbed another handful. Um,
Speaker 2 01:14:02
Oh, the sharp from the Sharp Cup yes, I did ask that was me. I am sorry.
Speaker 1 01:14:05
I have it in my bag for you. Also,
Speaker 2 01:14:07
I got a new bag also, i got a new. Um oh, i left it at home. I got a new tech bag A little tech kit. Mhm. Am going to make it for although she goes places Yeah.
Speaker 2 01:14:29
Alright, I'm. What do I do with this? This is like somebody else's when I came in.
Speaker 1 01:14:33
Oh yeah, I just leave it there or toss it because they're not Hygienically.
Speaker 1 01:14:38
Yeah, I have my new nails coming tonight.
Speaker 2 01:14:44
My daughter has like some very cool press- ons on her top.
Speaker 1 01:14:48
I got press- o ns, but I got the kind where I can do the sticky tabs because I can't put any glue on this one.
Speaker 2 01:14:53
Oh, or that one, all of them. Chris, I am gonna get you that stuff that my grandmother used to put on her nails, so we didn't bite them and take it off.
Speaker 1 01:15:03
It's not because I bit onum it wasum anytime that t here is damage to the nail bed, and it was that date, that finance day and I was popping them all. Um, it causes my immune system to flare up because I have an autoimmune disease. And what is that?
Speaker 2 01:15:23
It's actually antibiotics.
Speaker 1 01:15:25
Oh, I can't. I have to use bacitracin. Okay, yeah, I have bacitracin in my office, so I have to be very mindful of that. Yeah, and it's all. I thought you had bit your nails off? Was like oh my gosh! No, It's autoimmune disease is called nail, fold dermatitis not dermatitis, but derma something It's a symptom of lupus. And then, when you get stressed, does it get worse? Like, yeah, okay. Yeah, And so I got the i got really cool press ons that have the tabs. Yes, Because it's not going to damage so because they they start bleeding, like you see the splits in a lot of them where they start bleeding. Now. This one is ugly because I also got you did tell me right?
Speaker 2 01:16:16
Yeah but t here is blood in areas and.
Speaker 1 01:16:20
So I had band- aids on it. This hand is not as bad. Yeah, it's a symptom of lupus. So, But I have a I have a presentation tomorrow and I'm putting on the press launch and I'm only leaving on Friday.
Speaker 2 01:16:36
Presentation at Sharp?
Speaker 1 01:16:37
No, it's for another client. I'm gonna go over there during lunch, do it and then come back to Sharp. So But yeah, I need to.
Speaker 2 01:16:45
Well, how do you get any knowledge at work then? You gave them no money.
Speaker 1 01:16:50
Hopefully, what I am doing for them, I can correspond with you guys when the timing is right for finances.
Speaker 2 01:16:57
Yeah, we okay. Soum, I think we're gonna start in end of July. So we should probably start in June looking at everything. Yeah.
Speaker 1 01:17:12
Well, hopefully, I can get concurrent access,
Speaker 2 01:17:14
And then we're going to kick out stuff that doesn't belong to us and they'll get the they'll get that budget approved. And. On their end, but I don't want to be a prisoner. Program maybe program makes sense. Yeah, I learned that they have their own Netflix accounts. They have ours. Some people have Netflix accounts with us and some people'. Oh my gosh, fight that battle. Um yeah, So I think the thing that the most important thing we want to do is just we I think we got to go on tour and start doing our calls with folks because they.
Speaker 2 01:17:50
Had lots of issues, and I also know that we can learn about why programs systems are not.
Speaker 1 01:17:57
Can we can I be in more involved with the director's meetings? Can I actually attend those?
Speaker 2 01:18:05
They happen on every other month Thursday. So we don't have a directors, and I've been asking for this, so that is a good point to ask Sergio is that we don't. Have an all directors meeting. We have a direct program directors meeting, and we as leaders go and then we. So I am going to ask him because there isn't a space for all directors to come together quarterly to talk about issues, yeah, and like so the same issue you are having so does.
Speaker 2 01:18:49
And and I am not sure, but I would say Dan too. Um. I also need to, Talked about this today because we blew past because we were supposed to come in at the top of one, but we didn't have that happen. Dedicated, I think we need to do some cadence of like dedicated a certain time of the month where you are coming in.
Speaker 1 01:19:16
Yeah cause if I, I had been blocking it on my calendar, but I took a block off today because I was in.
Speaker 1 01:19:24
Yeah, Well, I did the training at one.
Speaker 2 01:19:33
Like the third Tuesday or something like that. Because I also think we should do a recap after camp and talk about.
Speaker 2 01:19:49
Another thing is, yeah, we need to do a recap on campus. We also need to do the training with the those support departments.
Speaker 1 01:19:59
Yeah. I got my child was like I'm. I need I don't feel safe on the bus. Oh no. I got her some personal alarm pepper spray and a Taser pen. Did.
Speaker 2 01:20:13
Something happen? No, she just no incidents of crazy the crazy. Yesterday. It's all, all staff. Yeah, I know you're seventeen and but why why kiddos I mean not anybody, but definitely why kids. Yes, yeah, I don't either. Pure.
Speaker 2 01:20:49
And they killed himself. They killed the security guard and then killed themselves. Yeah, it was very sad. Um, Oh, I did want to ask you, do you know when this is coming in for me? I've I've unplugged a whole lot of crap from it. But remember, we had ordered it. Yes. And maybe it may be waiting for my approval. So that may be I may be the hold up there. I will,
Speaker 1 01:21:15
I will ask Avi to resend it to you.
Speaker 2 01:21:19
And do I need to put a ticket in to remove him from anything else? David,
Speaker 1 01:21:25
Oh, you need to put in an offboarding ticket, but you have to fill out the offboarding form. Um, I need to sit down with Alma and show her. Well, let me let's do an HR meeting with everybody. So I can show everybody how to do the forms. We're going to do next Tuesday? Let's do that. Yeah.
Speaker 2 01:21:48
Let me let's see okay. Because I need to go up to camp. Oh no, you know what? Eitherum and yes, you'll have camp, but the problem is reason that well we are on payroll on that Tuesday.
Speaker 1 01:22:07
Shit. I can't go up to camp on Tuesday. Do you think they're gonna get cancelled this year?
Speaker 1 01:22:18
Someone did not pay attention to the fact I blocked out the entire day. Uh, I can go to camp on Thursday. Yeah, um, yeah, I will let them know.
Speaker 2 01:22:35
Um, who is their point person? Is it still the guy that helped us walk through? Or is it another another staff?
Speaker 1 01:22:42
It's going to be uh their point person is going to be Greg.
Speaker 2 01:22:45
Okay, I think that's the person that walked.
Speaker 1 01:22:49
Let me move this. Ah,
Speaker 2 01:22:52
Okay. Start. Show oh it's because I had it showed as free. Okay. I gotta process these payrolls, then I'm gonna go check on Oma. Okay so I've blocked out my day for Thursday, On Thursday, okay, you're gonna go up there Tuesday's gonna be a hard day'cause it's the day After Memorial Day get Wolford is the.
Speaker 2 01:23:27
Do you want to give me, Let's do the second. Second.
Speaker 1 01:23:30
Yeah, I have a two p m already set because I have to do a tabletop exercise. But can we do one o'clock? No wait, I table top is at one. Can we do two thirty?
Speaker 2 01:23:48
Yes. Okay.
Speaker 2 01:23:56
Probably sent it to her. Um, Shane wants to take.
Speaker 1 01:24:04
The monitors in my office home to use at home.
Speaker 2 01:24:07
I think him and all the each need one. Yeah, I think she needs one at home. Um, until we figure out what we're going to do in here with the interns. Oh, I have two or three trips coming in May next two next week.
Speaker 1 01:24:28
I have uh you guys use the Brio system is that correct.
Speaker 3 01:27:14
That was really good. Have you seen?
Speaker 3 01:31:25
I am about to fall asleep. Oh, you wanna see my new bag?
Speaker 1 01:36:09
Uh, just a heads up. Yes, uh eight through the eleventh or twelfth, I am taking off on vacation. Yes. Yeah, I am gonna send you a yep. Uh S L A dash four.
Speaker 1 01:36:39
Okay. Are you taking her to school? Yes, and that's in August. I'm taking off that week as well. I'm gonna drop her off and then go have a mini vacation unless I've got another kid with me. Yeah, I might leave the kid, the new kid with Olivia, my foster parent friend. And go visit some wine. Ah. Yes. Thank you.
Speaker 1 01:39:46
I, Want to go ahead and get a meeting set up with you to discuss some options that Verizon has that we can utilize. Um, that we are going to explore for twenty twenty seven. One of the biggest options is I'm exploring different vendors on voice over I P options. Um and I want to, Get with you to see what Verizon has to offer, so that I can build my comparison before we make decisions. I also want to understand, um, the contracts and things that we have. I know that you and I have emailed back and forth, but I need to get a better understanding of items. And then additionally, The third thing is I want to discuss uh potentially ordering more phones because we are running out of phones, and we're I know. We have the lines for that. We wanna take a hard look at everything going on because as we build all of this out, we're also.
Speaker 1 01:40:45
Additionally, Working on the twenty seven budget and the direction that Ability First is going in, so as we work through strategic review for twenty seven, I would like to get some input in from you on what Bryson can offer us. To match and align with our IT strategic goals.
Speaker 3 01:44:17
Hmm.
Speaker 3 01:45:41
Yeah.
Speaker 3 01:48:55
Oh.
Speaker 3 01:53:23
I'm sorry.
Speaker 1 01:55:38
Are we leaving?
Speaker 2 01:55:39
Uh, no, I am hanging out because.
Speaker 1 01:55:41
My son has practice. So I started at six fifteen and I'll have to seven. Okay, Good because I am still working on things. And i if if you are leaving, then I have to leave because I don't have uh codes.
Speaker 3 01:57:23
Oh.
Speaker 3 02:00:37
You should like.
Speaker 2 02:01:54
Right.
Speaker 1 02:03:55
Also, she clarified her comment about uh, we're we're not as sexy. She explained to me that she had given you a a statement that she feels like they are not as sexy as sharp. And, she feels bad because she wants to do a lot more creative things uh that she feels like would be in my wheelhouse, but they don't have the budget. And I explained to her that, Even if they don't have the budget, we have things we can do that would not hit the budget directly. So we've been brainstorming this afternoon on some things, um, And kind of forced finance to give me access to the system so we can start automation and things like that. That's not going to cost them anything. So it was a really good meeting.
Speaker 4 02:05:23
All right, you want to see this purse before I leave? No,
Speaker 1 02:05:29
Sorry. I was trying to finish up. I had a mountain of emails that I really wanted to quickly take go through.
Speaker 2 02:05:37
Oh, that's nice.
Speaker 1 02:05:39
I wanted a purse that would fit my laptop. Yeah, and it's a Lovok. Oh, really? That's really nice. So it's expanded right now because i I got everything that's got to go in it. But I wanted something that would also like you would fill that with like a craft. I had to take things out because it got heavy.
Speaker 2 02:06:01
Did you see Oh, you did not see the box this came in? Mm- hmm. Did they tell you about it? No, everything has been kicked down the stairs. It was like open, it was like busted open and everything. No, I'm like if it works, it works. If it doesn't, you know we just keep going keep moving Yeah.
Speaker 1 02:06:16
Ohum I have been, Wanting this other purse because I really wanted to find something.
Speaker 1 02:06:30
Yeah, I want the coffee one, andum, that sounds awesome. Yeah, But it's it was out of stock, so they finally got it back this last couple days. Um, my first aid kit and my child's PMS emergency kit.
Speaker 2 02:06:50
I love it. Yes, send me the link. That is so cute. If they have a popular one, I'll try to get it and then yeah,
Speaker 1 02:06:56
I use it for church on Sunday, because I always carry a laptop with me, but everything fits in it. That is so awesome, and I don't have to carry a purse and a backpack, which is one of my main desires. Do you like the selfie?
Speaker 1 02:07:20
On my G L P one which I am. Yeah, how are you doing with it? Uh, I had to go off of it for a week because I had blowers. I had to get them. So, I was back on it as of today, and which our blower came back. Amazing and I got way too much shit in here. You can't stand it. Um, so my only issue is vitamin D. Mm-hmm. I have a major deficiency Yes, we tend to we tend to. I take one every morning. So, they have me on I'm on a nurse office on Thursday. They have me on therapeutic regimen because and you have to be careful at this level. So I can only take it once a month. And. It's.
Speaker 2 02:08:13
It's a pretty high level.
Speaker 1 02:08:23
I almost forgot my meds this morning because I was running late. I kept drifting off to sleep. I woke up at my normal five thirty, and I kept doing this. And then the kitten decided she needed to play parkour again. She acted like something had bit her, and she was running like she was running through the house. And, she hopped on my head and then jumped off and ran into the kids' room all the way on the other side of the apartment.
Speaker 1 02:08:53
And jumped. She did it was bad. And then, her cat was upset because he was hungry. And, so he came and woke me up to go wake her up because he's figured out. Yeah, yeah. So, it was a fun morning. And then I just was like, you know what we're just going to be late.
Speaker 1 02:09:23
And almost forgot my caffeine. I stopped at Starbucks. Oh,
Speaker 2 02:09:39
I honestly, if I hadn't taken the G O P one yesterday, I would be going to get tacos because those that Alma brought back to me the other day were amazing. So Thursday.
Speaker 3 02:09:53
Yes. Okay.
Speaker 1 02:10:15
I Have, I've, I'm gonna send out the uh reminder about Thursday's Excel training being at three. Two o'clock. I gotta send her a request to tell her to uh ignore the training in the boardroom for this week. Um, but uh I am gonna send out a survey, an IT survey like I did last year to everybody. And I want to send out a training survey to get dates and times that work better for everybody because no one hardly people are showing up today. Six um but I did send out last week's meeting.
Speaker 1 02:10:54
Yeah, I just sent out the link in the video link for last week. So, we'll be trying. Yeah.
Speaker 3 02:11:07
Bye. Oh, good idea.
Speaker 3 02:12:18
Okay.
Speaker 3 02:16:47
Call Pete. Hey, how are you? Oh, you know, I'm here. How are you?
Speaker 1 02:17:16
I just left ability first. I am literally driving out of the parking lot right now.
Speaker 4 02:17:21
Yeah, I am still sitting here working, so there we go. That's how things go. Yes,
Speaker 1 02:17:28
So just a quick heads up for you.: had a very good conversation with Sean just now. But.
05-20 Governance and Access Fixes for ConnectWise and Thread: Mentorship, Board Visibility, and Controlled Feature Re-enablement
## Core Synopsis
The operating system of this team is misaligned: permissions and board configurations in ConnectWise/managed services are broken because changes are made without governance or communication, and interpersonal dynamics compound the noise—Olivia needs to be listened to, Pete solutioned, and Christi is stepping in to formalize mentorship and clean up the systems. Evidence spans two fronts: (1) the Billing/Finance boards are invisible to key admins due to department and role misconfigurations, with Ansar making structural changes that weren’t propagated or communicated; (2) the Thread platform was partially disabled to curb notification overload and never re-enabled after the ConnectWise fixes, leaving capability on the table. The stakes are straightforward: unresolved access/board defects block Finance operations and onboarding (Maricar), slow down Admin workflows (Jane/Lisa), and create fire drills for Olivia; missing Thread features keep the Help Desk reactive instead of leveraging automation. We are committing to two corrections in parallel: governance on system changes (mentorship and escalation channel through Christi/Pete) and a disciplined re-enable program for Thread, one feature per week, with ownership and sign-off to avoid reintroducing noise.
## System Fixes and Operating Norms
### Mentorship Realignment and Communication Norms
- Christi will formally mentor Olivia (non-reporting), creating a stable escalation and coaching channel.
- Political subtext: Pete is outcome-oriented and defaults to fixing; Olivia’s need is to be heard first. Christi is the translation layer to reduce friction and provide cover.
- Historical context: Ansar’s cultural/communication misfires (e.g., the “pretty” comment) are recognized; Christi and Pete can address these directly with him.
### ConnectWise/Board Access Misconfiguration: The Root and the Fix
- Phenomenon: Admins (Olivia) cannot see the Billing board; Finance onboarding (Maricar) lacks correct department/default board; differences observed vs. Jane/Lisa.
- Mechanism: Departments and role IDs differ (Service Manager vs. Admin), restricted board settings/double defaults, and department tables not aligned to recent structural changes. Ansar made changes; department entries and board mappings lag.
- Current interventions:
- Christi can see Billing under Service Board; she assigned team leads (Jane, Lisa, Maricar) to Billing; restricted boards removed for testing.
- Olivia adjusted member type (subcontractor → hourly) on Maricar; still no Billing visibility.
- Plan: verify Setup Tables → Departments mapping; if visibility fails, delete/recreate Maricar by copying Jane’s profile.
### Thread Platform: Controlled Capability Re-enable
- Status: Notifications were previously disabled in Thread to reduce noise; after ConnectWise notification fixes, Thread features remain off.
- Plan: Explore new Thread features and re-enable selectively (exclude prioritization/categorization), starting with reminders and utilization reporting where appropriate.
- Governance: One feature per week, owned by Christi and Olivia, with sign-off to prevent notification blowback.
- Resourcing: Pete will obtain Ansar’s approval to increase Thread plan cost by $20/month.
### Help Desk Bot Adoption at Ability First
- Training direction: Staff should use chat with the Help Desk bot for how-to support and must instruct it to close the ticket afterward to avoid open-ticket drift.
- Early response: Positive reception; closing discipline is the critical behavior to enforce.
## Action Items
**@Christi**
- [ ] Formalize Olivia’s mentorship status (non-reporting) and communicate the arrangement to Pete and Ansar - [TBD]
- [ ] Assign relevant team leads to the Billing service board and verify visibility across Jane/Lisa/Maricar - [TBD]
- [ ] Audit Setup Tables → Departments to align Admin/Finance mappings; correct board-defaults and role IDs where misaligned - [TBD]
- [ ] Co-lead Thread feature exploration and re-enable plan (one feature per week; exclude prioritization/categorization) - [TBD]
- [ ] Continue Ability First training: reinforce bot usage and “close the ticket” behavior - [TBD]
**@Olivia**
- [ ] Remove restricted boards for Maricar, set correct department/default board, and test Billing visibility; if still failing, delete and recreate Maricar by copying Jane’s profile - [TBD]
- [ ] Validate your own access to Billing under Service Board after Christi’s changes; document the exact visibility delta vs. Jane/Lisa - [TBD]
- [ ] Pair with Christi to select and enable the first Thread feature (reminders/utilization reporting candidate) and monitor impact for one week - [TBD]
**@Pete**
- [ ] Secure Ansar’s sign-off to increase the Thread plan by $20/month - [TBD]
- [ ] Endorse Christi’s mentorship arrangement for Olivia and route system-change communication through Christi to prevent unannounced configuration shifts - [TBD]
**@Ansar**
- [ ] Stop-gap governance: before making structural changes to departments/boards, notify Christi and Olivia and document the change in Setup Tables notes - [TBD]
May 20, 2026
Speaker 2 00:00:01
Hello. Good morning. Good morning. You sound like you're in a good mood. I just,
Speaker 1 00:00:08
I did get some sleep,
Speaker 2 00:00:12
So do you feel better? Um, like kind of, I just feel, I don't know, I feel better. Yeah. Okay good good good. I had a conversation with Pete though yesterday and.
Speaker 1 00:00:30
I don't know. I feel like it was a very typical conversation with a man, and and hear me out by this because, I just want to be listened to. Like I know how to solve all of the problems myself. Yeah, but I just wanted to be listened to, and I feel like Pete wanted to like solve the problems, which is fine. But anyway, s so so yeah.
Speaker 2 00:00:55
Yeah he does and he's he's also, Cause he and I had a conversation later that afternoon, and he brought up some things to me, and you came up in the conversation. Andum, he was like, I just I want to make her happy, but I don't know what to do. And I am like, just listen. That's all you can do. Just listen. Yeah.
Speaker 1 00:01:17
Yeah cause like uh I don't know a lot of the things it's like uh I know all of these problems. I know why they're problems. I like, I know that's really that's really what I needed. Yeah, so yeah,
Speaker 2 00:01:32
I mean, but yeah, don't they they don't they're not on the female spectrum in that area. And no, exactly Chris.
Speaker 1 00:01:41
I was like, well at least I spoke to Chris. Because to be honest, speaking with you made me feel better. So it was like, okay, good.
Speaker 2 00:01:49
Um yeah, I asked him, cause he he had brought over everything up, and I said, look, I am going to ask you a question. She doesn't fall under me. I don't manage her anymore, but can I keep her under me for mentorship? And he said," Please do." And the relief in his voice. Um, and so if you are good with that, we'll pull you. We're not pulling you back under me to for you to report to. We're just going to pull you under me for mentorship. Yeah,
Speaker 1 00:02:22
That's fine. I mean that's kind of what I've, You've been doing it.
Speaker 2 00:02:25
Always done. Yeah, I am like, does anything ever change? No, it's not going to change. Uh, it just I am just formalizing it and saying it out loud now. So yeah, yeah but yeah I hear you. Yeahum and besides I am, Pete and I are one of the few people to go to onsor and say, stop effing up. So yeah, we can take those concerns uh to onsor and just. Remind him," Hey, you are Russian. Russians and Americans all think differently." And I need you to stop being Russian for a second.
Speaker 2 00:03:02
Oh, For sure because he doesn't even realize he does it half the time. Yeah, Like yeah I mean,
Speaker 1 00:03:09
That's kind of what I figured, you know? Yeah,
Speaker 2 00:03:11
He made a comment to you a long, long time ago, like probably within six months of me, starting. And you had mentioned it to me, but I never said anything to Ansar. And he Ansar came to me separately and was like," Here is what I said. Did I say this wrong?" And I said," Yes." He goes," Oh."
Speaker 1 00:03:30
Was it the was it the like? Uh ohum why is Olivia here? Is it just cause she's pretty? Was it that statement?
Speaker 2 00:03:39
Yes. And he was mortified that he had upset you. And I was like, just apologize.
Speaker 1 00:03:47
Yeah, yeah, I remember that conversation because I think Bray had spoke to him as well. Because Bray was in that call with Anzor, and so I think Bray had spoke to him as well. And I was like," Yes." Yeah,
Speaker 2 00:04:01
Bray had spoke to him, so so Anzor came to me to get my perspective. And, yeah, yeah, and he's done that a few times cause he made a statement to Monty before you started. And he and Monty, Monty's been family to him for years, way before I got involved. And yeah, and so he came to me. He was like, "Did I did I say that?" He's come to me and say, "Hey, I was smoking weed in the office last night. Did it smell okay when you come in in the morning?" So yeah. Although he doesn't smoke weed anymore. Oh good for him. Yeah uh, he was like I was smoking it too much. I had to stop It's like good.
Speaker 2 00:04:42
Honestly, fair. That's a good thing because I get it. Yeah, so yeah, um, I am so I had yesterday was crazy. Um, I had seven meetings back to back and some training. And then some uh, some some drop ins, like my lunch yesterday was crazy. Um look I don't know if you're if you're looking at the teams or have the teams up, but I'm going to share my screen. There's my yesterday. Oh, oh my. And the focus time and the drive home didn't happen. I did not drive home. I did not leave the Ability First offices until six o'clock. Oh my God! Yeah, it was bad.
Speaker 2 00:05:40
And today is is mostly blocks. So, yeah.
Speaker 1 00:05:47
Oh well, at least hopefully today will be better.
Speaker 2 00:05:50
Yeah. But yeah, it was it was a little crazy so uh it was nonstop and yeah.
Speaker 1 00:06:02
Dang! Yeah Chris your your calendar is scary.
Speaker 2 00:06:08
Yeah, it was just as bad when I was in Pete's position.
Speaker 1 00:06:15
Yeah, so hey, I got a question for you because I can't figure out. I am not sure if so Mari Carr is the new finance person. She's taking over twenty fifteen yeah but, Jane says that she doesn't see the finance board or the accounting board. So I'm going to share my screen. Okay. She's not, uh, Restricted to the finance, and then I only have admin and careers, while like Jane, says billing as the default board, but I don't see it.
Speaker 2 00:07:01
Do me a favor, scroll up.
Speaker 2 00:07:07
Change department right here. Do we have a finance department?
Speaker 1 00:07:13
No, we don't. And their admin, like let me show you what Jane's look like. I'm pretty sure I copied Jane. Oh no, I think I copied Lisa's maybe.
Speaker 1 00:07:33
Uh yeah, so they're at so this is Jane. Jane's admin, um, admin. She doesn't even have a default back default board apparently.
Speaker 2 00:07:44
But maybe delete her andum and try to copy Jane. Yeah.
Speaker 1 00:07:54
Yeah and then like look at yeah Lisa's billing, but I don't even have. Oh, I don't even have access to the billing. You don't have access to billing. No, like I don't even see the board. I did this too and I don't even look. I don't have any boards restricted.
Speaker 2 00:08:16
You need to take out your default board. Oh, see, but you have.
Speaker 1 00:08:23
A whole look at all my boards, but I don't have like admin and what's it called? Yeah, because you're not on managed services. Yeah.
Speaker 2 00:08:33
Um, scroll up. Oh, your role ID is admin. Okay, go back over to Elisa or Jane. Do you want Elisa? No, Jane's fine. Jane. Uh, she's service manager.
Speaker 1 00:08:47
Yeah and then her department's admin,
Speaker 2 00:08:50
Okay. So what is Elisa's?
Speaker 1 00:08:53
She says, she's also an admin. She's also admin.
Speaker 2 00:08:56
Admin Service Manager is the role ID Okay. What is uh Marisol.
Speaker 2 00:09:05
Is it Marisol or Maricar? Maricar. Maricar, I think. She's service manager. Yeah, service manager admin assistant. She's a type subcontractor. What do you see this? Type subcontractor? Yeah Oh does that change to hourly Save it and see what happens? This.
Speaker 1 00:09:29
Is admin I don't. Yeah, I still don't see the billing. But maybe I don't know. Is it 'cause she's SoCal? Let me see what. Okay, let me open up someone else. Yeah, I don't understand at all. All of a sudden I can't see SoCal admin default build.
Speaker 1 00:10:01
Board is billing.
Speaker 2 00:10:04
Go back over to her real quick. Let's see something. Okay,
Speaker 1 00:10:08
Let me put both of these on. Thank you. I could probably help you out, help us out a little bit instead of going back and forth here.
Speaker 2 00:10:25
Now. Scroll down on her again.
Speaker 1 00:10:31
I don't have a vendor number. Does that matter? Uh, I don't think so. She's hourly Office.
Speaker 2 00:10:41
SoCal Service manager. All the same here. Um, see something? Well, their time entries are not correct. Yeah, these? Yeah, those things? Yeah, but that's okay. Uh service defaults.
Speaker 2 00:11:03
Allow. Oh, I love in- cell entry. Uh, by the way, that is the best thing ever. What does that mean? I'll show you mine later. Uh, including utilization reporting, you want to turn that on?
Speaker 1 00:11:15
Don't mean should I turn it off? Lisa too and uh.
Speaker 2 00:11:17
Yeah you can leave that at B. Okay. I just don't understand Chris take out all the restricted boards on her.
Speaker 2 00:11:38
See, maybe that. Well, that's not going to change the default board because in the yeah admin department, their their default board is only two thingum save it and have her try again. But you know,
Speaker 1 00:11:54
What should I look at the board? Do you think Gonser changed the board he might have?
Speaker 2 00:11:58
But uh go to setup tables and then go to department.
Speaker 2 00:12:05
Okay, go to accounting. I see the problem. Okay, uh, go back to her real quick. He made some changes. I bet you Enzor. Mhm Go back up a little bit Oh wait. Okay, oh, go back down, sorry, I lost her. Uh, click on department. He made changes, but the departments aren't in there yet. Uh, I wish you didn't give me admin rights so I could help you. Like just.
Speaker 1 00:12:57
Also why did he make these changes and then not tell the only other admin who actually like. Needs to fix these things when he breaks it. Like, I just, I don't know.
Speaker 2 00:13:10
I know. Hang on, let me get logged in and manage. I can still see some things, so I want to see what I can see.
Speaker 2 00:13:31
It's not departments because that's in contacts. Hang on one second. Invoicing, scheduling, general company. Member, member templates. Oh, there's no member templates. Member type. That's good. Okay, I'm in setup tables. I'm changing category to member. Okay. Uh, okay, so it's not a member. Okay, Let's do I don't want that.
Speaker 1 00:14:17
But also, you know, what's weird is that I can't even see the billing board as a. As an admin, I can't see it. And I don't have any restrictions. So like, I don't even know how. I didn't know how Lisa and they were seeing it.
Speaker 2 00:14:42
Okay, so I see it. But I see it under service board.
Speaker 1 00:14:51
Under service board? Yeah.
Speaker 2 00:14:58
Because that's what I'm in right now. So, I'm looking at billing. You see billing? I see billing in here. See, I don't even see it. How is that possible? Here, let me share my screen and maybe I can make the changes. Yeah, because I was made admin from day one so anything that Anzor did, I don't.
Speaker 2 00:15:33
So I'm in here. I want to see history. No, Jane updated this in December. Wasn't answer what? Yeah.
Speaker 1 00:15:54
Does it have like an exclude or like maybe it's a team thing that only the team members can see it?
Speaker 2 00:16:01
I don't know just yet, but okay. Let me go through each team leader's Katarina assigned is Katarina available.
Speaker 1 00:16:18
Just Katarina.
Speaker 2 00:16:19
Yeah, let me assign Jane and Alisa Jane Mayor Carr. And Lisa, and a sign. Okay, so now they're in it. But this is for a few other things, uh, items. Oh wait, skill mapping? Nope. Auto sign? Nope. I did not want that standard notes. Nope. Things we did.
Speaker 2 00:16:59
Okay, there's nothing in here. There's nothing in here that would cause them not to be.
Speaker 2 00:17:34
You gave me just enough admin access to help you out, and I keep forgetting that.
Speaker 1 00:17:39
Yeah, you have access to like set up tables and everything.
Speaker 2 00:17:42
Yeah, which I appreciate. Thank you very much.
Speaker 1 00:17:47
I give you as much as that I could. You just don't have access to members essentially. Everything else you should be good Like.
Speaker 2 00:17:54
What am I going to do in members that is got him stressed out?
Speaker 1 00:17:58
Yeah, yeah, I don't know Chris and not like the anything's even in members, Like yeah. Yeah, I don't know. I don't understand why I can't see the board. I don't like, I don't get it.
Speaker 2 00:18:15
We don't get it either. Have her try now and then if that doesn't work delete her and copy Jane. Okay And see if that works Okay,
Speaker 1 00:18:30
I'll try that.
Speaker 2 00:18:32
Um, okay. Because you did give me access and I keep forgetting it, let me know if there's anything I can do to make your life easier. I did ask Pete, okay, um yesterday and I told him, this is going to be a situation where I'm asking you, but I'm still going to do it anyways. So just a heads up for you. I told him thread, um yeah, we he's going to get answer to sign off on increasing it by twenty dollars a month.
Speaker 2 00:19:02
Okay, so what what is uh,
Speaker 1 00:19:04
What are we adding? So it's because we're on an old plan. Um, here's the deal. You remember when we turned offum I'm re sharing my screen. Do, you remember when we turned off a lot of things because people were getting too many notifications? We turned off things in thread first. Oh yeah, But we never went back and turned it on after we figured out the notifications issue in Connectwise. Hmm.
Speaker 2 00:19:31
So, I would like to go back through and explore all the new stuff that they've put in and slowly turn things back on, just you and I. That might help out. Not prioritization categorization because I understand why you made that change. Um, I oh yeah Well, that one was we turned those off uh Yeah, those I don't want to turn back on but we have We have some new stuff in here, that, like the reminder, stuff that we have not fully done. So if you don't mind, I've got some free time because you know I got no more bear. To pay attention to. You say you have free time. I know you don't have free time. I have a little bit, I guess, my child keeps leaving at night, like she texted me this morning on her way to school. And said, hey, can I be late tonight? Am like what's late? She goes.
Speaker 2 00:20:28
I don't know nine ten o'clock. I am like, yeah, like that's a normal teenage late. Like just I said, what do you want to do? And she goes, "I am gonna I am gonna go out with Val." And I said, "Okay," cause Val's a great kid. She doesn't party or anything like that. So they're going to teriyaki, and then they're going to her house to do homework. Oh, That's fun and I am like. Why are you even asking me this? Your curfew is ten o'clock, just be home by ten. I have gps on you. I will track you. Not only do I have GPS on your phone, you have a an air tag sewn into your purse. You have an air tag sewn into your backpack. Like I cannot escape me, I know where you are. Um so yeah so she so I have literally, I got home last night. I sat in my new recliner because it's amazing, and it feel is very comfy. I put my bed table, you know those little lap tables you get for your bed, it fits.
Speaker 2 00:21:26
On my new recliner, perfectly. And I just sat there and worked and watched uh Criminal Minds. Oh, I love that. I've never watched it until this year, and I am This is your first watch? Well, yeah. So now I am on SBU. Um so I've been bouncing back and forth between SBU and uh Criminal like the new one that just came out a couple years ago. Oh, Yeah, The evolution yeah, and, Not the evolution. Uh, oh, the S V U new one. The spinoff from S V U. I am not sure what that one is actually.
Speaker 1 00:22:08
I've never watched S V U now that I am thinking about it.
Speaker 2 00:22:11
I like S V U, but I didn't watch the other one yet. Oh, Can't remember what it is. I'll I'll think of it later and tell you, uh, Criminal Organizations That's what it is. Oh. And so I just sat there and worked last night on multiple things. Got my leader stuff done. Got tabletop stuff out of the way for uh June second. Like did a bunch of stuff because my kid was elsewhere, MIA. Yeah, I am like I have no kid bear and I aren't talking anymore. So that relationship, I blocked him. Good Chris you should and I was like okay about nine o'clock. I was like oh am.
Speaker 2 00:22:53
Of things to do, but can't be done until tomorrow. Oh man, so so that all being said, I want to go in here and just play around with some things and slowly turn things on and turn one thing on a week and see if anybody notices.
Speaker 1 00:23:11
I love it. Okay perfect. Yeah that sounds.
Speaker 2 00:23:14
Good nowum with trainingum I am reminding people at Ability First go into chat chat with. Um, Chat with the help desk bot, and it will tell you things how to do things. And everybody yesterday was so amazed. And I said, but don't forget to tell it to close the ticket.
Speaker 1 00:23:34
Oh yeah, for sure that's the important part too. So okay, I got a meeting with Jams. I got a hop. All right have fun bye Okay thanks Chris bye.
Formalize Olivia mentorship arrangement and communicate to Pete and AnsarAudit Setup Tables and Departments to align Admin and Finance role IDs and board defaultsPete to endorse mentorship arrangement and route system-change communication through Christi to prevent unannounced configuration shifts+7
✓
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07-23 AI Tools Training: Copilot, Claude, and Plaud
This training and troubleshooting session—led primarily by Speaker 3—walks the participant through enabling and using Microsoft 365 Copilot in Teams and Office apps, deploying and working with Claude for projects, artifacts, and automated routines, and adopting Plaud for HIPAA-compliant meeting transcription. It culminates in an integrated workflow that combines Claude for creation and organization with Copilot for refinement, plus guidance on external sharing constraints, device options, and automated archival of transcripts.
------------
## Setup and Troubleshooting
Speaker 3 begins by confirming office schedules and then pivots to configuring Microsoft 365 Copilot and Teams facilitator. Copilot can be launched via Start > “Microsoft 365 Copilot,” identifiable by a colorful M365 logo near the taskbar. Within a Teams meeting, “Facilitator” is accessed from “More actions”; if the option is missing, the recommended fix is a computer reboot to refresh Teams integrations. The participant is asked to briefly leave the call, reboot, and rejoin to make facilitator appear.
For recurring meetings, the instructor advises opening the meeting series and using “Meeting options” to enable both “Record and transcribe” and “Facilitator.” Adding an agenda is suggested because it introduces a visible timer during sessions, aiding pacing. The instructor notes limits around external access: even if external participants have Copilot, they cannot view recaps directly. To share externally, the organizer must use “Watch in browser,” then “Share” > “Copy link” with a setting like “Anyone with the link can view but can’t download.” Internal methods like “Share to email” open a browser-based compose window, which is inconvenient and still doesn’t provide external access to recaps unless the web link approach is used.
In parallel, Speaker 3 pushes installations: Copilot and a Claude installer are deployed to targeted devices; the user should subsequently find Claude in the Start menu and log in via the link provided earlier. These steps position the participant to use Copilot within M365 apps and Claude as a desktop application for AI-augmented work.
------------
## Microsoft Copilot Demonstration
Copilot’s presence within Office apps is highlighted: in PowerPoint, it can apply consistent formatting across slides—such as adding a footer or a corner mark—and assist with visual cleanup. The instructor demonstrates selecting slides across two Power Automate training decks and prompting Copilot to apply a consistent footer, then standardizing backgrounds for visual polish.
In Outlook, Copilot appears as a button offering “Summarize,” “Prioritize,” and “List email takeaways.” The instructor shows how “List email takeaways” extracts concise action points and summaries from long or disjointed email threads, which is particularly useful given high daily volume (“about 300” emails in the mailbox). Email prioritization is configurable via a down arrow in Copilot; key contacts like “Carl” can be marked as high priority, while lower-priority categories (such as security tools like Sophos, Avenon, and KnowBe4) can be deprioritized. Copilot acts as a drafting assistant that kickstarts work, but its outputs require user review and edits; this “intern” metaphor is reiterated to set realistic expectations. Copilot availability spans Word, Excel, and PowerPoint, enabling document, spreadsheet, and slide workflows.
------------
## Claude AI Platform Deep Dive
Speaker 3 provides a thorough tour of Claude. In “Chat,” Claude is framed as a “hyped up Google” for research-like queries. “Projects” encapsulate reusable configurations: users define instructions (voice, tone, format) to produce consistent outputs for recurring tasks like monthly reports or grant emails; this ensures continuity of style and reduces setup friction. “Artifacts” are tangible files Claude creates (e.g., tenant deployment pricing, branding book-based materials), retained as distinct outputs rather than ephemeral chat replies.
“Customize” enables creating skills (e.g., blog posts for different brands, a ConnectWise tool, and a daily morning briefing). “Dispatch” is beta for handing off tasks that can be worked across devices. “CoWork” is central for operational tasks: Speaker 3 instructs Claude to organize subfolders within an “AbilityFirst” directory—moving items to correct locations—and, in a separate CoWork thread, to analyze two Power Automate training decks for visual presentation and ease of understanding, then propose improvements and use cases. Claude identifies PowerPoints via the “.PPTX” extension and reports progress and skill usage (e.g., PPTX-related tools). These CoWork tasks run with auto-approval to minimize interruptions, while user inputs may be required at checkpoints.
The “Code” section, geared toward developers, is used for structured workflows like compiling an authored book timeline: verbal drafts are pushed to a cloud repository and assembled with timelines. “Routines” deliver scheduled automation (e.g., a daily “morning inbox sweep” at around 6:00 a.m.) across multiple connectors—Outlook (Crimson), Gmail, Airtable, Asana—following detailed rules and priorities. Configuration includes naming routines, specifying triggers (time-based or webhook), adding connectors, defining behavior, and setting notifications. The instructor reviews a routine run that previously failed due to disconnected email tools; after reconnecting, the routine is re-run and a prior run (July 16) is shown, with an urgent notice (e.g., a license expiring in 3 days), SLA breaches, and task summaries. A minor error (“SharePoint email is inaccessible”) is noted as needing a fix. Throughout, Speaker 3 reiterates the “AI as intern” principle: AI starts the work and speeds throughput, but human oversight ensures quality.
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## Integrated AI Workflow Example
The instructor demonstrates using Claude and Copilot “hand in hand.” First, Claude’s CoWork generates the initial slide decks and speaker scripts for Power Automate training. Then Copilot, embedded in PowerPoint, refines the visuals—adding consistent footers and background treatments, and suggesting layout improvements based on Claude’s earlier analysis. This division of labor exemplifies practical synergy: Claude produces structured content and organizational groundwork, while Copilot integrates tightly with Office for polishing and formatting, culminating in shareable, well-presented training materials.
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## Plaud for Meeting Transcription and Analysis
Plaud is introduced as a HIPAA-compliant digital note-taking solution available as an app (computer and mobile) and as a wearable device (NotePin). The NotePin can be worn as a necklace, wristband, or lapel pin and is shown to capture audio accurately even in loud environments. Plaud records meetings across Zoom, Microsoft Teams, Google Meet, and Webex, and is also noted as the only known device capable of recording mobile phone calls while remaining HIPAA compliant.
Plaud automatically generates meeting highlights, action roadmaps, and comprehensive summaries; full transcripts can be copied to external applications like Word. The instructor demonstrates a workflow that saves Plaud summaries and transcripts directly into OneDrive upon generation, and later processes these materials with Claude to derive insights—such as building a September training program based on recurring training needs mentioned across meeting transcripts. Weingart is cited as a current adopter that records client intake sessions using Plaud due to HIPAA requirements. Speaker 3 provides a purchase link for the NotePin via chat and mentions sending videos from upcoming client trainings to further support the participant’s staff development.
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## Action Items
- **@Speaker 2**
- [ ] Reboot the computer to enable Teams “Facilitator” mode and refresh Copilot integrations - [TBD]
- [ ] Log in to the Claude application using the previously provided email link - [TBD]
- **@Speaker 3**
- [ ] Push Copilot and Claude software installations to the participant’s computer (initiated; ensure completion) - [TBD]
- [ ] Add “Microsoft 365” as a connector in Claude routines configuration - [TBD]
- [ ] Fix the SharePoint email connection issue noted in the routine’s status - [TBD]
- [ ] Provide a screenshot of missing entries in Concur and email it to the appropriate recipient - [TBD]
- [ ] Provide the training documents link to Anzor - [TBD]
- [ ] Send Plaud (NotePin) purchase link via chat to the participant - [TBD]
- [ ] Send videos from upcoming client training sessions to the participant for staff development - [TBD]
- **@Speaker 1**
- [ ] Coordinate giving staff opportunities to practice these AI workflows, fielding their questions and channeling them for learning (as stated intent) - [TBD]
[EOD sweep 2026-07-27] 1:1 AI tools training with Lana Mseryan (AF Development lead, took over Jeremy Sidell toolset access): M365 Copilot walkthrough (desktop app, Teams facilitator, meeting recap), Claude + Plaud overview; device issue fixed via reboot; Christi to share training videos from upcoming client sessions; Lana wants her staff learning alongside.
Jul 23, 2026
Speaker 1 00:00:33
Hi, How are you? I'm good. Are you in the office today? No worries. I'm only here Tuesdays and Thursdays. Yeah, yeah. I'm at another client Monday and Wednesdays, and then I work from home on Fridays. Yeah.
Speaker 1 00:01:10
They only come in once when needed, so no.
Speaker 2 00:01:31
Yeah. Yeah.
Speaker 3 00:01:48
No worries, So let me just take you through all of it because you have access to everything plus what Jeremy had. So, um, so I'm going to share my screen. Just ignore what you see on the screen because I've been working on some things this morning. Um, so oh let me let me refresh this real quick. Let me take a look and see where we're at on this. I'm trying to push something to a bunch of computers and I want to make sure it's going. All right, it's still running. All right, So you have access to all things, uh, Copilot and all things Claude So. Let me let me show you through Copilot first.
Speaker 3 00:02:25
You're going to have an app on your computer. It's going to have this logo. Whoops, you see that logo in the corner where if I hover over it changes? Okay, So it's going to be a colorful version of that. And it's going to say M 365 on it near your taskbar. I don't have a start bar on this screen, so it's kind of hard to show you. But you have a new chat in here. U m. And so or you have a chat ability in here, it's very similar to any other AI. But this will searchum all things ability first. Why is my chair being all weird? All right, hang on.
Speaker 1 00:03:06
It is being weird today.
Speaker 3 00:03:14
Um if you if you click start, you can type in copilot. And it should say Microsoft 365 Copilot. Yeah. Yes. Yeah, so we're going to start in Copilot right now. And let's do this. I'm going to turn, I don't have facilitator, but if you click on the more button, let me show you how. So if you look at my screen and you see in Teams.
Speaker 3 00:03:48
You see more actions. There should be a facilitator in here where you can turn on facilitator. If you don't see it, let me know. Oh, when was the last time you rebooted your computer? Ah, okay. Let's let's jump off the meeting for a minute.
Speaker 3 00:04:18
Let you reboot and then uh jump back in. I'm going to stay on, But you jump off and and reboot and then come back on because I think that's going to be a huge help. All right. All right, you're welcome. Bye. Let me go ahead and push out Copilot to her as well. I mean not Copilot.
Speaker 2 00:04:44
All right now.
Speaker 2 00:04:51
Third time's a charm. Edit selection, devices, and priority first. All right, we're going to make it cancel that. Let's make a new task.
Speaker 2 00:05:26
Third time's a charm. Schedule. Target resources. Devices.
Speaker 2 00:06:00
Alright, hang on. Cancel. Okay, so Target. Target resources key 1-4-1-8.
Speaker 2 00:07:24
I don't know which one is which. I'm gonna try P16S04.
Speaker 3 00:07:59
All right. I also just pushed a cloud install to your computer. No.
Speaker 2 00:08:09
Worries. Yes.
Speaker 3 00:08:18
Okay, so go ahead and turn that on, and that is how you turn it on in the middle of a meeting.
Speaker 2 00:08:37
No worries.
Speaker 3 00:08:41
All right, So that should allow you to turn on facilitator in the middle of the meeting. But let me show you, I'm going to give you the things you got to do first. Let me show you how to turn it on for upcoming meetings. So if you are a organizer or co- organizer, let me bring up my calendar. Um, let's see. I'm going to do the Lear one right here, this meeting right here. Um, I'm going to do the entire series because it is a um a reoccurring meeting. So I'm in the meeting right here. Now once you're in the meeting go into Meeting Options and it'll open up a new window. So we just got to wait on that.
Speaker 3 00:09:32
And then what we're going to do, I made it a little bit longer. So I'm going to scroll all the way down. If this a meeting I want to do facilitator often, um, I am going to turn on facilitator, which it is already on for this meeting. Now another thing I'm going to do is I'm also going to turn on the record and transcribe just because it'll make things easier for me. Um yeah. So this for your reoccurring meetings or any meeting that's in advance. One of the other things I like to do is I like to put in an agenda. I don't have an agenda for this one today, but if you there is an agenda in the, I'm going to show you using our meeting. In, the top there'll be a timer right here as you go through each option. So just be aware of that. Now that being said, I let me see if I can do this for next week's meeting. Jason Ooh Jason did this one. So I cannot update this one.
Speaker 3 00:10:29
I need to put an agenda in this one, but I can't update it. So I can't make the changes to that one. Exactly. Exactly. So be aware of that. And then I need to just, I'm going to, so this is one that's a reoccurring. I am going to cancel just this occurrence because I promised him I'd cancel it for next week, send cancellation, but I'm going to go to the following Just so you can see one more time how to do it. So this the following week. So this a meeting I keep active, and I'm going to do the entire series. And then from here, Meeting options, which is in the top right here. And, then you got to wait a minute because for some reason, Microsoft is being a little pain in the neck today. So first I'm going to go to Recording and transcript. I'm going to change that to Record and transcribe.
Speaker 3 00:11:25
And then go to Copilot and AI and just turn on facilitator, which it's already on. I turn it on by default. And then hit save. You can, I can't for this meeting. So because it's external with you, I cannot do it. However, you can because you have that ability. Now, that being said, in here. Sorry. I am struggling with my with a cough today. With that being said, There are going to be some times where you just got to be really cautious because of how it treats things.
Speaker 3 00:12:21
But for the most part, I mean, it's going to be fairly easy for you doing it. The couple of things I want you to remember. Sorry, My brain just got scattered for a second, while I was trying not to cough and sneeze at the same time. Um, The thing I want you to remember is I'm going to bring up one of these to show you. So this is a meeting I had yesterday. Facilitator was on automatically, and you can see facilitators in here. And then if I view recap.
Speaker 3 00:12:53
I cannot, I cannot, or the people who were in the meeting that were external to us, which happens to be everybody in the meeting, cannot view this because they don't have the ability. They cannot. Even though they have Copilot turned on on their side, they cannot view this. So what I can do in this case is I can click on share, and um I can copy link. But the link won't work externally. My other option is to hit the down arrow and say share to email, and it will open up my email in a browser and not in Outlook, which is annoying. Wait for that. And then it'll put everybody in there, and then you can hit send. And here's the meeting notes. Now, uh, it does not share the video. So to share the video, hang on one second.
Speaker 3 00:13:50
Um, What I'll do here is I'm going to go back into uh the screen right here. Oh, I didn't have it recorded. That was the problem. I did not record it. If you don't record it and you just transcribe it, you can't you have no video. So, I i did not make a video of that. Um however, not big deal. Um. Let's see, Operations L10 meeting. So this one had facilitator turned on and on this one, I can view recap. I was not in this meeting, I was in this meeting partially but not for all of it. So what I'm going to do is I'm going to show you how I share it. So first if i want to share it externally, i click on watch in browser. This is the only way it works for me to share externally. So watch in browser and then what i can do is click share.
Speaker 3 00:14:49
And I'll say copy link and it's going to pull up a link. And then anyone with the link can view but can't download. That's going to enable me to share it externally. Yeah, I don't know why it is and why it's such a pain in the neck, but hopefully they're going to do better with that soon. So, that's your main things you were looking for help on is facilitator and things like that. So let's go into how to do AI. Now, I pushed a Claude installer to your computer so that you have it. Let me let me look and see where it got to. It should be. Ah! Yeah. Yes.
Speaker 3 00:15:51
All right. When did I send that? Last ran is today. All right. Targeted resources, history. All right. Yep. All right, so click on Start and you should see Claude in your Start.
Speaker 3 00:16:26
Okay, so you're going to open that up and you're going to log in. Did you log in with the link I sent you yesterday? Okay, so you're going to log in using your email address. Perfect. I'm going to go into my AbilityFirst blog.
Speaker 3 00:16:53
All Right, so yeah, we have everybody is logged in.
Speaker 3 00:17:16
Usage. Shane And Sergio did not.
Speaker 2 00:17:21
Log in yet.
Speaker 2 00:17:38
Okay.
Speaker 3 00:19:06
So Very similar to what I. Yeah, so let me turn off. Uh video real quick, just because uh you we keep cutting in and out. So I'm going to turn off video and I'm just going to share my screen. All right, so it's going to be a very similar screen to mine. However, home, co-work and co or chat, co-work and code is probably what you see up here. Um for me those two of the tabs are down here. So um just be aware of that as we go through uh because some things are going to look a little different because I I'm on beta right now. So just want you to be aware of it. Um chat a couple things I want you to remember is chat.
Speaker 3 00:19:52
Is primarily basically how you Google. Okay, so think of chat like a hyped up Google. So when you Google something and you're looking for answers, that's what chat's for. Um, so be aware this my personal one, uh not my Crimson not my Ability First one. This just my uh my personal. So you're going to see all kinds of different things in here um Yes, I play video games and I'm working on um some jam and stuff. And I want to make sure that I, you know, have all the information. Um in here is projects. Now I have a couple of projects in here. Um this is my report generator. I add, I have instructions in here. So the instructions are right here of how I want it to write my reports. And what i basically do is i upload certain.
Speaker 3 00:20:51
Reports every month that I want it to go through and create a report for me. Um, And so it knows how I want it to write, because I put that information in there. I tell it how to sound like me. Okay? Um, if I've used it with, I haven't used this one, but if I wanted to use it, this is a list of all the different ones I've done. And I don't use this one. I made it just to see. Um. But you have a couple, you can make your own thing. So, if it if you find yourself asking Claude to do things over and over, Like generate a report or for you generate a uh a grant something with grants. Like if you're writing a grant email often to people, You can create a project that outlines your voice and how you want it to sound where all you have to do is put in the information about the grant.
Speaker 3 00:21:49
And the system will write that email for you or write that letter for you, and that will make your life a little bit easier. Now, artifacts is basically your files. So these are certain things that I do often, and I'll ask the system to create me a file. So AWS outage, something I wrote nine days ago. Tenant deployment pricing. So I'm going to click on that one. And this what an artifact looks like. So, this something I had it create. I have a branding book. It uses my branding book and it created that. And so, that is what we call an artifact. It's like a file that it creates for you. Scheduled are tasks that you want to schedule. Now, I'm going to show you scheduled, I don't have it here but I will show you scheduled in a moment. Dispatch is still in beta.
Speaker 3 00:22:46
Um, Basically I'm going to hand off tasks to Claude, and then I might open them in my phone. Now, I do do this. Um, I do have it where it's on there, but I don't. I've not ever done it from this dispatch. I actually do it from my code dispatch and I'll explain that in a bit. And then customize is how you want things customized within uh Claude. So, I have different skills that i've created. So i have i write blog posts for crimson. It. I write blog posts for my personal business. We have a tool called ConnectWise, it's an application. And so that's my ConnectWise tool. And this when they're last updated. These two were yesterday updated, however, my morning is this something I run pretty often. And so basically it gives me a morning briefing.
Speaker 3 00:23:44
So, it kind of looks at my day, and it connects to all my systems, and it reads it. I get this on my phone often. And I'll show you what that looks like in a moment. Not on my phone, but I'm going to show you in here. Yeah, so in here, I can have it do a couple of things. Now CoWork is pretty important. I'm going to show you CoWork. Cowork is where I go into a folder. And so you can see I have a bunch of folders here that I go into Here's My Ability first one. And I'm going to say, look for reports on users that was run today. And list for me. Actually, you know what? I'm going to do something else. I want to organize this folder.
Speaker 3 00:24:42
Folders, the subfolders. But go through and make sure everything is in the right place. Now, I'm going, I'm doing this in co-work. I'm telling it to go through and make sure everything's in the right place because sometimes my folder for you guys gets a little disorganized. I am going to go down here. I normally, you have a couple options. I'm going to tell it to automatically approve because I approve because I don't want it, bugging me for approvals. And I'm going to say go. And now this going to go. And while this going, um, I am going to go open a new one. And then on this one, I'm gonna change my folder and I'm gonna go to my training folder.
Speaker 3 00:25:35
There are two Power Automate training decks. I want you to look at the decks. Don't make changes, but tell me how visually they present and if they are easy to understand.
Speaker 3 00:26:06
Suggest changes to help with the presentation and then give me uh use case. I can use with the training. Okay. So I'm going to have it doing that. Yeah. So think.
Speaker 3 00:26:38
So I tell people, think about Claude and Copilot as interns. Now, can you let an intern go off by itself? Absolutely not. But, you can have it, start the work for you, and you just keep an eye on it. Now, I will edit things. It'll get me partially the way there. I will edit things after it's done. So it found the two decks, And it is the right deck. So I'm going to look at progress, and it did find them based on the title here. Now, It's going to go through all my working folders and here's the skills that's pulling. So it's pulling a PowerPoint skill and PPTX just means PowerPoint. Okay, I know this because I do this all the time. Now, if you see the flashing lights, it just means these are running over here. So I'm going to go back to this one because you can open most of them.
Speaker 3 00:27:36
And, it's going to take a look at everything and it's going to run through. You can see the progress of it organizing my folders. It made its own little task list. So this is the folder organization. So now, while it's doing this, I'm going to go show you code. Code is a little fancy. Most people don't need it and won't use it, but let me give you an understanding of what this looks like. Book timeline review.
Speaker 3 00:28:06
Okay. So on this, I am actually working on a book I'm writing. I'm using code for it because I'm uploading all my stuff to a cloud repository. And so I'm building it all here. And then, um, I like to verbalize my book because it's in my head and so I'll verbalize it. And then it will push it to the cloud. So, I'm writing the book, But Coda is pushing it up to the cloud and making timelines for me. So it's cutting down a little bit on my writing. Now, that being said, there's a lot in here that I do, But I want to show you routines, because routines is very much like the schedule on the other side. So the reason why I do it here is because I can get a little bit more granular with this. But my routines, these run daily. Not all of them are on, but most of them will run daily.
Speaker 3 00:29:02
So my morning inbox sweep. This one's active. It runs every morning at around 6:00 a.m. It takes three or four minutes to finish. I get a copy of this on my phone. It sends it to my phone. Now the connectors it looks at is my Outlook for Crimson, my Gmail, my Airtable and my Asana for AbilityFirst So I give it instructions So this is April. I gave her a personality. Um, these are all my instructions. Um, and then here's my priority clients to watch for. And then here is the structure summary. So it goes into my Airtable. Airtable is like a big fancy Excel, okay? Sorry, and then here's all the rules.
Speaker 3 00:30:02
Um, I have I get someone. I have someone's account forwarding to me, and they get a lot of LinkedIn junk. Um, so this is what it's supposed to be doing voicemails. Yes.
Speaker 2 00:30:27
Yeah. Yes.
Speaker 3 00:30:34
Yeah, so I'm adding some connectors here. So Microsoft 365, that's my Crimson account. So that we have that there. I can add connectors as I need to on different things in here. So I need to add Microsoft 365 and I'm going to close out Crimson right there because I'm putting that in for Crimson. And then my instructions are in here, you can give it a name, you can select a trigger when does it run? I can add another trigger in here. I can say when something, when a webhook fires or I can do that. I'm going to just cancel that. And then my connectors and my behavior and any notifications. So this one will send me a summary even though it's turned off, it will send me a summary. So basically, I had some issues today so I'm going to click on today's.
Speaker 3 00:31:32
And it said both email connectors failed to load tools on this run. So because it did that, I'm going to go back over here.
Speaker 2 00:31:41
Go back, go back.
Speaker 3 00:31:42
Okay, it's not going back. All right, So we're going to go back to it this way and I'm going to say Run Now because it did error out, but it errored out because these two need to be reconnected, which I reconnected. So it's going to take about three minutes, And when it's done, it's going to give me the information. So I'm going to go down here to July 16th. This, you can tell is where it goes through all the things, and here's my summary. So, this urgent ability. First, mark, your license expires in three days already took care of that. Then there's some SLA breaches which I've already fixed. So this everything that happened last Thursday. Now did say SharePoint email is inaccessible?
Speaker 3 00:32:29
I will fix that. And then here's my urgent act today. And this is everything I did. There are some terms. And then there are some other items that are coming in. And, then here is some information here that I need to take a look at. And then for me, like what is my schedule? There was a couple of things that came up that I need to work on. And then there's some Asana tasks that came from AbilityFirst. So you can see the miraculous license. It was supposed to be Meraki. Yeah, but it look it did update it. Okay, So right now, we're going to go and take a look at today while it's running. Um, and it did find tools. And let's see, where is there was one the tool that I couldn't work there it is. Oh, It was still running issues um.
Speaker 3 00:33:33
Yes. Created, yeah, with Help Desk. And then I'm slowly teaching my staff how to do things like this. Um, however, if they can't figure it out they'll send it to me. So be aware. So yeah, now I've shown you this. This is Claude Let's talk about uh let's talk about uh Copilot, So I'm going to go back to my other screen right here. Power Automate, you see there was a blue light. That meant it was done. So here's its information. Now the reason why I'm showing you this in Claude is we're going to, I'm going to bring in Copilot in a second. So it went through, it reviewed the decks. Both decks are genuinely well done and consistent with each other. Okay? They do use our maroon pattern. Okay? Is it easy to understand? Yes.
Speaker 3 00:34:30
Here's some suggested improvements. Now, um, So it does say title slides don't share running header, module number or small but time, but beyond the subtitle text. Let's we're going to tell Copilot to actually fix that for us. Part one slide five and slide eight are two places where real screenshot shot I can do that myself. And neither deck includes speaker notes. All right. And then it wants me to do two ability first. This is actually generic that it gave, it's thinking we're in ability first, but we're not. And that's because I forgot to take out the other folder. And then okay, so a lot of this is.
Speaker 3 00:35:28
Ability first. So I'm going to say, Give me use cases. That is not that, that can be used for all clients, not just AF. Now, it does it does know my abbreviations so AF for you guys and all right now. So I'm going to go back up and I'm going to go say suggest improvements.
Speaker 3 00:35:58
So what I'm going to do, I'm going to say add a consistent. All right, so now I'm going to open these two. So here is the first one it looked at. Okay, now Copilot, this is where we're going to go. So I'm going to click on the Copilot icon that was down here and I'm going to paste in this. Add a consistent footer or corner mark to. Now, I'm going to remove this statement here and I'm just going to Ctrl A and copy this. Now, I'm going to do that and then I'm going to go into the second one. So here's the second one and there we go.
Speaker 3 00:36:57
So I'm letting Copilot do this for me. So it's going to do that for me. Now, Copilot also helped me clean up a bunch of this. And I really liked like, I really like the background. Uh, oops, Ctrl Z. And so I'm going to put this background on all of them and different things like that. But I had Copilot help me figure things out from the beginning. So As we're doing this, I created the actual slide decks using Claude in CoWork, and I had Claude in CoWork actually create these for me. And then I had Copilot go in and clean it up and make them more visually appealing. So I do use them both hand in hand. Yeah. So that's an example of Copilot. You can do that in Word, Excel or PowerPoint.
Speaker 3 00:37:56
So it is it's always going to be down there at the bottom, and then you can just pull it up. Now I know I'm trying I know that I'm talking fast um but I wanted you to be aware of a few things in that. Uh there's Copilot. Oh sorry, there's hang on one. Second. Sorry, I was coughing. There's Copilot in Outlook as well. And so it's up here in this little button. And what I can do is I can set up a couple of different things. Now, a few things I already have set up is summarize, prioritize, list email takeaways. So for Carl, because it's Carl, it prioritized him this little blue arrow with a circle. It prioritized him high because it's Carl because I have Carl set in my in my prioritization as an important person.
Speaker 3 00:38:57
So, and I've got a few people set like that. So to do that, you can click on this down arrow and say prioritize, and you can give it the settings you want. So, uh, and you can see a couple of them I have in here. It's about Camp Pavika. Uh it comes from Anzor Pete. Um And then for lower priority is from security tools like Sophos Avenon and No Before. So. These are this is how I configure my prioritization. There was more on that list, but you can make as many as you want. Now list email takeaways. So I clicked on this one and I told it to list the takeaways, which is really really good on long long emails. So, I'm going to go to this one Yes, you're going to see a familiar name Yes, I still have to work with that man.
Speaker 3 00:39:54
All right. All right. So I am going to close out Copilot and then I'm going to go back in here and I'm going to say, list email takeaways. Robert, between you and me, Robert does not like him. So Robert instead of giving me his opinion, He'll copy uh some an email that Kashif sends and then paste it into an email so that I have it. Um And so because it's disjointed um here we go. He just puts it in I can do my key takeaways.
Speaker 3 00:40:27
And which helps in this case because between you and me, I almost took a baseball bat to that man. Not Robert. Yes. So because he, because we have some things going on. So in here action items, I already this is already taken care of. I I sent very lovely email back to Kashif and told him what's what and to stay in his own lane, which happens often. So uh let's do this one. This one's actually ability first one. So I'm going to click on this. I'm going to go to Copilot and I'm going to list email takeaways because this one's a long one too. And so.
Speaker 3 00:41:20
And there we go. There's all my takeaways. Most of my most of my emails get automatically moved into folders after I read them, with only the most important left in here. I probably get about three hundred a day just in this mailbox, which is why when people email me in the ability first mailbox, I don't reply often. So I am CIO for you guys, and I am CIO for Sharp. And so yeah, so here's that. Now, what you saw with Claude, this is an example. So I'll go in here and I'll forward any drafts Claude did this. And I hit send. So these are some of the things that Claude does. Claude also did this one.
Speaker 3 00:42:16
Um, so I got to take, I got to go into Concur, take a screenshot of the ones I'm missing. Um. And send that over to her. Uh, Anzor needs uh training docs and I'm going to put the link in. So uh there's no delay. I just don't like that other client. Um but you get the yes.
Speaker 2 00:42:54
Yeah. Yes.
Speaker 3 00:43:03
Yes. I do. Now, my statement about I don't like the other client, it wasn't C#. I love C#. So don't misunderstand that. Now, what I want to show you is this tool right here. Uh, Michelle uses this.
Speaker 3 00:43:28
So this the tool. This the device I have. It also is a app on your phone or on your computer. So you see where it says meeting highlights, I just put this in here. Okay, so it's on my computer and it automatically records every meeting I'm in, including those on Zoom, Google Meets and Webex. Okay? Uh, it is.
Speaker 3 00:43:59
Uh, it is on there, but I also have this device that I can use live in meetings. Um, or I can use it on phone calls. Which is this one is the one I want. This is the one I have. So um you can also get the NotePin. Uh, that will do the exact same thing, and it picks up really, really well. I've taken this one right here into into loud restaurants, and it picked up everything perfectly.
Speaker 3 00:44:30
So uh this one's about $125. I think this one's about $150-$170. I don't remember, uh, you know what? Let's click on this one, because this one you can wear as a necklace. So this is about $180, um and you have a couple of different ways of wearing it, if the click will work. Okay, click is being. It's not being very nice to me.
Speaker 3 00:44:57
But you have you can wear as necklace, a wristband, um or a pin that she can pin to a lapel. So.
Speaker 2 00:45:11
Mhm. Mhm.
Speaker 3 00:45:24
So not really. I mean, there's other apps that you can do, but I don't. This is the only one I know that's HIPAA compliant.
Speaker 2 00:45:36
Yeah. Yeah.
Speaker 3 00:45:53
I'll just ask. I'm like, I'll say, "Hey, I got a digital note taker. Everybody go with that?" And most of the time people will say yes. I've never had. I've only had one person ever say no, and that was because that person was not trustful of anything. But, he was also a pain in the neck and didn't want to get caught, saying things he shouldn't be saying. Yes.
Speaker 3 00:46:23
Yeah, I can actually. Let me do even better. Oops, I don't want to do that. Go away. All right, there we go. Amazon sometimes you can get it cheaper here. So let me send you this one. This the most, this the only one, This one and the one I have are the only ones that can record phone calls on your mobile device. So I'm going to send you this one and then where's my copy? Okay. I'm going to put this into our chat so that you have it.
Speaker 3 00:47:17
Yep. And then yes. So in here, this Plaud. So in here you generate your notes, although I've generated all of them. So this yesterday's, it was an hour and 12 minutes. This the notes from it. It was a training and troubleshooting session. And these are the notes and the action roadmap it gave me. And then here's the full meeting summary.
Speaker 3 00:47:46
But I can also copy a transcript into the system as well. If I if I click up here, I can say copy transcript and I can paste it into Word, and then I'll have the full transcript.
Speaker 2 00:48:03
Yes. Yes,
Speaker 3 00:48:12
You you know you know Weingart? Weingart okay. So they are now using Plaud, and the version I showed you, to record their intake sessions with clients. And because it is HIPAA compliant. Yeah, this one of the only ones that I know that is HIPAA compliant. Now I'll let you in on a little secret. This a workflow that I have. I'm going to be teaching how to do this in uh.
Speaker 3 00:48:46
And in another class that I'm going to be teaching soon, I actually have Plaud. It's in here somewhere. It works automatically. Oh no, it's in Zapier. Sorry, but there is a Plaud workflow where as soon as these are generated, it saves both the summary and the transcript in my OneDrive. Yes.
Speaker 2 00:49:12
Yeah. Yes.
Speaker 3 00:49:31
Yes. Reach out. Yeah, reach out to Anzor. Anzor is doing the CIO role for Weingart, like I do for you guys. So now let me show you something real quick. I am going to go, I'm going to show you what I did with plot. I'm going to go add a folder. And I'm going to go find my meeting and transcripts folder. Where did my little oh there it is. Um everything I have is organized. Uh meeting and transcripts. There we go So. This is all my meeting and transcripts Okay now I'm going to do. Uh.
Speaker 3 00:50:21
Oh, did it process it already? No, I have a system that processes. You know, Worries. Okay, So we're going to do I'm going to uncheck training because I just want ability first. Now I, oh, by the way, you can also star it to make it your favorites. Um I did that a while back and then I accidentally unstared a bunch go through.
Speaker 3 00:50:51
My meetings, meeting transcripts. Because every one of my Plaud meetings gets processed into client folders. Go through my meeting transcripts and design out a training program for the month of September. Based on any training, you see that staff may need. Or is mentioned in a meeting. Very few times do we mention training, but there is a few times. All right, so I'm going to have it send and it's going to continue going. And you can see this one, it's awaiting input, so I'm going to go back to that. That's the brown. And I am going to say allow on this because it was waiting for my input and it's going to continue going. And then you can see the flashes. If it turns brown, it's just waiting on my input.
Speaker 3 00:51:50
It turns blue, it's done. So.
Speaker 2 00:52:10
Yeah. Yes.
Speaker 3 00:52:16
And you can.
Speaker 3 00:52:18
So if you look here, Power Automate training. Um, here are the two presentations I wrote originally. I had it create it. I had to create that and my scripts. Here are my scripts. Um, for me to do it. And then so here's the scripts I did. And then from there um I've edited the PowerPoint presentation since then.
Speaker 2 00:52:52
Yeah. Yes. All right. Yes. All.
Speaker 3 00:53:07
Right, so, oh I'm sorry I did not mean to yawn in your ear, Uh so hopefully that gives you at least a basic of what you can have, both of them do. Um, I have some trainings happening next week with various clients. Uh, I'll send you over any videos that get saved from them that might help you out. Yes.
Speaker 1 00:53:45
Absolutely. I want to give my staff a chance to do what I'm doing, Which is why I do push people into that direction, because my staff is learning as well. And so this is a good way for them to learn, is have people put in their questions.
Speaker 1 00:54:18
No Worries. You guys just let me know when you need me and we'll take it from there. Thanks you too. Bye. What?
Speaker 2 00:54:33
Uh, so.
Fix SharePoint email connection error noted in Claude routine statusAdd Microsoft 365 as a connector in Claude routines configurationReboot computer to enable Teams Facilitator mode and refresh Copilot integrations+7
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Ability First
883391 (0.88h, ticket 962089)
ticket 962089 (created + Completed)
3 - Clients and Projects/Ability First/Meeting Transcripts/Meeting Transcript - 07-23 AI Tools Training Copilot, Claude, and Plaud.txt
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04-29 Consultation: LA Scheduling Challenges and Secure Microsoft 365 Copilot Rollout with Governance
> Date & Time: 2026-04-29 14:58:49
> Location: [Insert Location]
> Customer: [Insert Customer]
## Overview
The discussion spans two domains: personal scheduling and logistics challenges in Los Angeles, and a Microsoft Copilot deployment emphasizing data security, governance, and training. Participants reported repeated last-minute rescheduling by a government agency (DCFS), compounded by event-related traffic near venues like SoFi Stadium and Dodger Stadium, with upcoming Olympics and major concerts intensifying concerns. In parallel, the customer’s IT initiative coordinates with Crimson (Christie, Gabby, Mike) to deliver a secure, compliant Copilot rollout within Microsoft 365, involving sensitivity labels, DLP, external collaboration controls, guest access expiration, and user training for approximately forty-five users, aligned with PEC’s conservative AI governance.
## Background
- Personal context includes living/working in the Bay Area and Los Angeles near Inglewood, downtown L.A., and El Segundo (C Line station). One participant previously worked for the Dodgers and has World Series logistics experience; family members bought Olympic tickets.
- DCFS repeatedly changed an appointment and attempted immediate scheduling, causing stress and disruption.
- On the IT side, Crimson will lead Copilot enablement with upfront security/governance remediation (Microsoft Purview sensitivity labels, DLP, link/share defaults, guest access expiration, email Safe Links/Safe Attachments, identity hardening). Copilot will operate within Microsoft’s governed environment, adhering to PEC’s policy allowing only Copilot as the sanctioned AI tool.
- Pilot planning targets about five users with two to three use cases each, leading to broader rollout and training for ~45 users. Timeline anticipates a 3–4 week start lead time and a 10–14 week project, with a soft launch after May 20, 2026, and minor availability constraints in early June.
## Pain Points
Government agency scheduling instability and event traffic disrupt personal and professional commitments.
- Impact: Unpredictable scheduling and severe congestion during large events hinder timely attendance at appointments/work and increase stress.
- Current Situation: DCFS changed the appointment three times and attempted a same-day “right now” slot; residents plan around events near SoFi Stadium and downtown L.A.
- Quantitative Metrics: Appointment changed three times; residence approximately 1.5–2 miles from SoFi Stadium.
- Examples: Taylor Swift concerts create severe local traffic; anticipated Olympics traffic complicates trips to Dodger Stadium.
- Stakeholders: Affected individual (Speaker 3), family/employers, DCFS staff, local residents.
Foundational data security/governance gaps threaten a safe Copilot deployment.
- Impact: High risk of data leakage and inappropriate access, unsafe email link interactions, and reduced stakeholder confidence under strict PEC AI policies.
- Current Situation: No sensitivity labels; permissive “anyone” link sharing; indefinite guest access; Safe Links/Attachments need strengthening; identity access needs hardening; Copilot must operate as the single permitted AI tool.
- Quantitative Metrics: ~84–85 hours estimated for remediation; pilot of five users with two to three use cases each; 10–14 week project after a 3–4 week start lead; training for ~45 users; two weeks of office hours.
- Examples: Copilot could surface broadly shared unlabeled files; stale guest accounts retain access; email links pose risks without Safe Links.
- Stakeholders: Daniel, John/John Carlo, Crimson security/DLP team (Anton’s team), PEC leadership, help desk/escalation (Christie, Gabby, CIOs), end users.
SharePoint/Teams sprawl and unclear external collaboration policies increase exposure and complexity.
- Impact: Sensitive documents may be broadly accessible; collaboration could suffer if over-restricted.
- Current Situation: Plan to restrict external chats/file drops, allow Teams meetings, prefer share links over file transfers, limit private channels, relocate clearly misplaced sensitive files without breaking linked datasets.
- Stakeholders: End users, security/compliance teams, Crimson, approved external partners (PEC, vendors).
Timeline coordination and resource availability create scheduling uncertainty for pilot/rollout.
- Impact: Potential delays and misaligned expectations.
- Current Situation: Soft launch targeted after May 20, 2026; brief slowdown first week of June; training split to accommodate ~45 users.
- Stakeholders: Christie, Gabby, Daniel, John/John Carlo, Crimson project management, PEC oversight.
Strict PEC AI policies complicate user expectations and external AI interoperability.
- Impact: Limited AI functionality outside Copilot; need for clear policy communication and technical enforcement.
- Current Situation: Acceptable use currently “none” except Copilot in an isolated environment; tools to block or granularly restrict shadow AI.
- Stakeholders: PEC CTO/leadership, customer leads, Crimson support/security teams, end users.
## Expectations
Establish predictable, respectful scheduling with DCFS and mitigate event-related travel disruptions.
- Goals: Secure stable appointment times with adequate notice; reduce traffic impacts through planning.
- Success Metrics: No last-minute scheduling; reasonable lead time; zero same-day requests except emergencies; no more than one change per appointment; on-time arrivals during event periods via planning (transit, buffer time, remote options).
Deliver a secure Copilot deployment governed by Microsoft Purview with phased training and support.
- Specific Goals: Implement sensitivity labels (confidential/sensitive/public), lock down sharing defaults to “specific people,” enable guest access expiration, strengthen Safe Links/Attachments, harden identity, deploy Data Security Posture Management for AI, complete pilot and broader rollout.
- Timeframe: 3–4 weeks to start; 10–14 weeks to complete; soft launch after May 20, 2026; minor slowdown first week of June.
- Resources Required: Crimson security/DLP specialists (Anton’s team), Microsoft engineers (Gabby), project lead (Christie), pilot users (~5) and broader users (~45), licensing/hardware.
- Success Metrics: Sensitivity labels validated in simulation then enforced; reduced permissive sharing; guest accounts expiring; Copilot constrained by labels; pilot success across two to three use cases per user; clean audit/reporting via posture management; user adoption with reduced support tickets.
- Stakeholders: Daniel, John/John Carlo, Crimson team, PEC oversight, end users.
Maintain effective collaboration while enforcing external chat/file controls in Teams.
- Goals: Permit external meetings; restrict external chats/file drops to approved organizations; use share links; logging and review.
- Success Metrics: Approved partners can collaborate; unauthorized external interactions blocked; minimal productivity disruption.
Align billing and approvals on a milestone basis and clarify responsibilities.
- Goals: Progress billing (e.g., 20% at one-fifth completion); upfront hardware/software payments; shared TPO/approval roles with defined authority.
- Success Metrics: Transparent billing cadence; timely approvals; no payment-related delays.
## Other Information Summary
- Copilot will honor Microsoft 365 governance; configuration validated in simulation before enforcement; behavioral testing ensures adherence to label boundaries.
- Crimson has experience across dozens of security/governance tightenings and multiple Copilot implementations; staff have completed AI training courses.
- Data lineage and access visibility provided via Data Security Posture Management for AI reports; alerts will notify Crimson, the customer’s security team, privileged users, and end users.
- Rapid AI changes (e.g., Copilot integrating Claude) require flexible pilot use case planning.
- Family Olympic ticket purchases noted as high-priced; consensus that DCFS scheduling shows little regard for personal availability.
## To-Do List
- [ ] Draft an email template to DCFS requesting standardized scheduling protocols (minimum notice, confirmation process). Stakeholder: Speaker 3. Deadline: [Insert Date].
- [ ] Prepare a scheduling escalation guide for DCFS changes (contacts, steps). Stakeholder: Speaker 3. Deadline: [Insert Date].
- [ ] Create an event-period travel plan (public transit options, buffer times, remote alternatives) for Olympics/concert dates; set calendar blocks on known event days. Stakeholders: Speakers 3 and 5. Deadline: [Insert Date].
- [ ] Schedule a follow-up to review DCFS communication outcomes and refine plans. Stakeholders: Consultant and Speaker 3. Deadline: [Insert Date].
- [ ] Confirm pilot group size (~5 users) and assign two to three use cases per person. Stakeholders: Daniel, John/John Carlo. Deadline: Before soft launch after May 20, 2026.
- [ ] Approve remediation scope (labels, link defaults, guest expiration, Safe Links, identity hardening, DLP). Stakeholders: John/John Carlo (approval), Daniel (environment insight). Deadline: Prior to remediation start.
- [ ] Schedule soft launch and define phase timelines (remediation, pilot, rollout). Stakeholders: Christie, Gabby, Daniel, John/John Carlo. Deadline: Target start after May 20, 2026.
- [ ] Coordinate training plan for ~45 users, split sessions, and schedule two weeks of office hours. Stakeholders: Christie, Gabby, Daniel. Deadline: Before broader rollout.
- [ ] Confirm PEC AI policy constraints and shadow AI enforcement (block vs. granular restrictions). Stakeholders: PEC CTO, Mike/Crimson security team, Daniel. Deadline: During remediation.
- [ ] Set up progress billing milestones and clarify upfront payments for licensing/hardware. Stakeholders: Crimson billing, customer finance. Deadline: Project initiation.
- [ ] Define help desk escalation tree and communicate ticket processes and escalation to CIOs/engineers. Stakeholders: Mike/Crimson support, customer IT. Deadline: Before rollout.
- [ ] Prepare training materials (prompt best practices, governance overview, Copilot model settings). Stakeholders: Christie, Gabby. Deadline: Prior to training.
## AI Suggestions
- Negotiate a written scheduling agreement with DCFS establishing minimum notice (e.g., 48–72 hours), limiting changes (no more than one reschedule), and prohibiting same-day requests except true emergencies; implement a structured availability framework with protected calendar windows and auto-replies; define an escalation pathway documenting changes and escalating after the second reschedule; favor remote/virtual formats during high-traffic events.
- Implement a three-tier sensitivity label framework (Public/Internal/Confidential/Restricted) in simulation mode, then enforce after validation with user education and auto-labeling; harden sharing defaults to “specific people,” enable guest access expiration, and institute periodic stale account reviews with automated deprovisioning; enable and tune Safe Links/Attachments, preventing Copilot from “clicking through” unverified URLs, and create an incident response playbook; deploy Data Security Posture Management for AI with dashboards/alerts and conduct weekly pilot reviews; align with PEC policy via shadow AI controls (block or granular restrictions) and communicate a clear acceptable use guide.
Apr 29, 2026
Speaker 1 00:00:14
The city.
Speaker 2 00:00:15
Is located on the banks of the river. Is it Friday yet?
Speaker 3 00:00:18
Um, I'm try. I when. D C F S is. Changed their Appointment with me three times, and at one point they wanted to schedule it for right now. And I had to push back on that one.
Speaker 3 00:00:37
They can do that,
Speaker 2 00:00:38
Just like oh yeah, you've got all the time in the world.
Speaker 3 00:00:41
They do that with no regard. It's like. I'm not going to be able to.
Speaker 2 00:00:46
Do that. That's not very considerate.
Speaker 3 00:00:52
I am trying to. Hi, Giancarlo. Hi, Giancarlo. We are discussing government agencies. Okay.
Speaker 3 00:01:02
Uh, I'm biting my tongue.
Speaker 4 00:01:05
Sp y agencies or other kinds of agencies,
Speaker 3 00:01:08
Other kind of agencies. They they like to uh hold people hostage on scheduling. Hey,
Speaker 2 00:01:21
Just be glad you're in the Bay Area and not downtown L. A. when the Olympics hit.
Speaker 4 00:01:25
Yeah, yeah, it's gonna be a craziness, right? I am not coming to the office. Ha ha. My in laws live now. I mean, my in laws live in Long Beach and Redondo Beach, and they're super excited for it. And they're buying some tickets to events. And they were talking about, well, you know, do you want to go see baseball at Dodger Stadium? And I was like, well, geez, what's it going to be like to get there? Like it's. Tough enough, like for a normal you know Dodgers game, but like I imagine the Olympics is just going to be crazy. Uh.
Speaker 3 00:02:02
I will tell you, having sat in on some of those conversations about Dodger Stadium, it's going to be rough. Yeah, just just because I am a former Dodger employee working on the Oh wow. So yeah. Interesting. Yes, I am so glad that I still don't work there. And left in time for the Olympics. So I've been there for a World Series. That's enough.
Speaker 2 00:02:28
Yeah, I hope your relatives bought the tickets early. My wife bought tickets and I can't believe how much she spent.
Speaker 4 00:02:34
Right, yeah. The face value was was nuts. Um, Even for things that you would like expect were kind of like fringe type sports, you know? Like yeah,
Speaker 2 00:02:46
But my wife got tickets to something where it's like a, it's almost like a uh what's I don't know the name of it. Like a steeplechase. Steeplechase. Yeah. Like who the heck watches steeplechase?
Speaker 4 00:02:55
Right, yeah.
Speaker 2 00:02:57
Yeah, Kevin's like," What the heck steeplechase?" That's an event. Right? It's called steeplechase. It's like parkour kind of, but it's like an Olympic event.
Speaker 5 00:03:05
I don't think I've heard of that. Well, I know. The traffic's gonna be interesting. Like I live in between Inglewood and downtown L. A. where they have all the stadiums,
Speaker 3 00:03:21
So. Yeah, I live down the block from the C line. And the station that I live near is the key point for the South Bay Area because I live in El Segundo. And I, whenever Taylor Swift is in town, it's terrible in that section. I am about a mile and a half two miles from SoFi. So.
Speaker 2 00:03:43
Hey guys. Yeah. Perfect. Hey, Katie, Daniel. Hello.
Speaker 6 00:03:50
Hi Okay,
Speaker 2 00:03:50
So let's get this kicked off. Yeah, I just want to make sure. You the leader team, You guys have plenty of time to ask any questions and make sure you guys feel completely comfortable with the project. So Daniel, I know you and your team had a bunch of questions, so I'm just going to go ahead and let you guys have the floor. And I have Christie and Gabby here from Crimson. They'll be probably the ones taking point. On majority of the project.
Speaker 6 00:04:15
Excellent. Thanks, Mike. Um I'm just going to pull up some of the questions that I had, and Mike, I think you did a good job answering. A good amount of them in email form, but. John Harlow, if you have something specific, I'm just going to kind of go maybe through some of these questions where I felt we could use a little more clarification oredification.
Speaker 4 00:04:39
Yeah, I mean, I think the ten to fourteen weeks that sounds like probably what we were expecting. Um. I think it may be helpful to kind of understand, like. The breakup of the phases, and then um you know having our people identified. I think we, you know, we kind of raised to you that we thought we might have five or so uh in the pilot phase doing the testing and maybe I think I like that. You mentioned that two to three of those use cases per person would be appropriate because that was kind of what we were thinking as well. So in terms of like Doing all the security pieces.
Speaker 4 00:05:18
How long does that take, And then how long is like the pilot phase and the user testing prior to rollout to the larger group?
Speaker 3 00:05:28
The city is located on the banks of the river. So, let me pull up. I am sorry. As soon as I clicked on it, my Word crashed. Am getting back into it, but as far as everything we have going on with that. We'reestimating about fourteen hours. Let me double check because I got to remember.
Speaker 3 00:05:47
I was trying to dig it up, and then my system decided to crash all at the same time. So, for remediation, we're going to Let me just walk you through it all. Would that help? Okay, sure. So, What we're looking at doing the remediation part is going to take about eighty four hours. Um, so for that we're looking at locking down the data before Copilot touches. Um, looking at certain settings that we're going to be doing. Link types. So link types are things where when you're creating a Word document and you're going to share it out with Daniel, um, You're going to set it to, it's going to automatically be set to specific people and not automatic default to anyone, which is I know is currently the case for you guys. Um, We're going to look at enabling guest access expiration because it's currently set to indefinitely. Um, so that you guys don't have stale accounts that live forever in the tenant, and this is going to protect you from.
Speaker 3 00:06:45
Guest accounts that are coming in and then suddenly leaving, and not being associated with a Lear anymore. Those guests, we want to keep those guest accounts from still having access to things. To things we're going to look at building out sensitivity label frameworks because you have zero sensitivity labels in. So it's going to be that is going to be the foundation for everything, and this is what we're looking at the eighty five hours. Um, we're gonna we're gonna deploy three tiers. So you're confident, you're sensitive, and you're public. And it's going to have enforcement rules for Teams, SharePoint, and OneDrive. The reason why this is important is if you have those sensitivity labels in place, Copilot knows what it can and can't touch. So just just a high level overview of that. When we do this, We'll put it in simulation mode so that it logs it, and we can see it. It's not going to automatically block from the get go. Um, and we won't flip it until we make sure that the data coming through is clean.
Speaker 3 00:07:42
So, and then we're going to turn on data security posture management for AI. That way you have visibility into what Copilot is actually touching. That's actually a really cool report that you get to see when people are calling up different prompts and saying, "Hey, I need you to go look for this file that says Daniel from Lear." It's going to be able to pull all that information, But in the back end, you can go back and see where it's pulling from. Um, and then so we're going to look at hardening. Identity basically we're just making things a little strict restrict a little stricter, for people accessing things so, Uh people that are not crimson and not P E C that don't have a real reason to have. Uh. Privileged access to the system. We're going to kind of restrict that a little bit more just so we make sure that they have access to what they need to have access to. You do have some email security concerns that we want to look at. The reason these are important is.
Speaker 3 00:08:39
Um, it's going to be able to look at safe links. Look at it so that people aren't just clicking through to the links and. By essence, Copilot clicking through. Because at this point, Copilot now has the ability to click on your links. And if a bad actor sends you something by email, we want Copilot restricted from being able to do that. And, that's just going to make it where it protects you a little bit more. Those links that are coming through when you click it, if it's from a bad actor, Microsoft is going to push up and. A block and a notification saying, "This is not a verified site." So, hopefully that makes a little sense. And then, we're going to look and see if there's any stale accounts out there, people that should not have access that may still have access, different things like that. Um, And that's that's what you are paying for. The most for on this engagement is just tightening up the ship. Um and it's going to be the heaviest load of the project. And then for Copilot, that's going to be the easy part.
Speaker 3 00:09:37
So that's going to be where we assign out the license. We make sure everything is configured correctly against the clean data that's now remediated. We're going to do behavioral testing. We're going to validate the sensitivity labels are in place, that Copilot's not going beyond. It's not growing some legs and walking off with Daniel's favorite food, if it's in a restricted place and stored there. Um. And then we're gonna do uh just the training sessions for everyone. And then.
Speaker 3 00:10:07
Uh, We're gonna do. We're gonna have two weeks of live office hours for everybody to come in and ask questions. So, this will be time with me and Gabby where they can jump into Microsoft Teams meeting just like this one, if they're interested and say, hey. How do I do this in Copilot? Or how do I build an agent in Copilot? Or, how do I switch from using Chat GPT using Claude in my chat with Copilot. So those are the questions we'll have ready for you guys. And so we'll be sitting in on that. And then we'll just hand off the administration point to the help desk. So that if you are guys calling with questions, they're instead of just going to me and Gabby for questions, they're going to go to. All the other team members. Um, and then real quickly. Uh. Just a heads up, it's not just going to be Gabby and I. We're just the only ones available for this meeting, and we thought you guys might like some prettier faces than Anton.
Speaker 3 00:11:06
That's okay.
Speaker 2 00:11:08
I am going to tell Anton you said that.
Speaker 3 00:11:09
Tell him he owes me already. So, he's gonna laugh. He's gonna be like, it's just I am just thankful I didn't have to attend the meeting. But so Anton's team is going to jump in, And they're going to help with the security and the DLP policies because that's their specialty. Gabby and I are going to assist. Gabby is actually a Microsoft engineer; she's certified. She knows the fronts and backs of Microsoft. Ignore the black boy behind me, but Gabby knows the, And so now it's a Microsoft. So she's going to help spearhead a lot of pieces within the Microsoft portion, and then we are going to work together on the Copilot portion and. We're going to try to make this come together as cleanly as possible for you guys. And you guys have worked with us long enough, you know that we try to bring exceptional results. We're not perfect. We know that because. I looked up at the wrong time.
Speaker 3 00:12:06
My house is a zoo. This is this is why I don't work from home that often. But you guys,
Speaker 6 00:12:14
We do,
Speaker 3 00:12:15
We do. Um, but you know we're not perfect, But we're going to try everything possible to make this as quick and as efficient for you guys as possible.
Speaker 4 00:12:25
Okay. Um, Maybe a follow up question on that with when the handoff happens toum the IT managed services team. So are they, you know, if someone on our team, you know, a month later or two months later or a year later has, you know, questions and how what kind of questions can they ask? Like, how technical can is it like? Hey, will you help me write this prompt or like, you know, or is it you know, why is this prompt not getting to the data that I think should be getting to like? Is it going to be that technical of assistance? Is it.
Speaker 4 00:13:02
Sub mit a ticket, And you know, we'll we'll you know, put you in the queue with everything else, like same as, hey, my laptop's running slowlyum type of stuff. Andum and just want to make sure like I understand. You know what what sort of knowledge that the team will have on the ongoing, side of things.
Speaker 3 00:13:20
So, the team has actually been supporting Copilot for a little over two years now. So I'll tell you the, Very first rollout we had was for a client about a year and a half ago on Copilot. We've been using Copilot, ChatGPT, and Claude within the organization for two years. Um, So the team has handled questions from how do how do I, why do I, why can I not search using Copilot in my SharePoint and fix those issues for clients to give me the best way to write this prompt. Um. Now,
Speaker 2 00:13:51
Those I can chime in real quick. I think. Yeah, I think. Just like a regular help desk ticket, if it's a simple question, our team can respond. But if it's too complicated, there's an escalation tree. And there are some cases where, maybe they don't know, and it'll probably escalate. We have like two CIOs on staff notes. It'd probably go to Jason or it'd probably go to Christy. Or possibly Gabby if the support team can't answer it.
Speaker 4 00:14:15
Yeah. Got it, and that's part of our ongoing support that we already have, right? Yes. Okay. Got it, um.
Speaker 2 00:14:28
Just real quick, John Carl, I'm going to chime in on that. Just so that Alire knows, any project that Crimson deploys for you, we have to charge for that labor. But moving forward, it's automatically assumed it's covered under your support agreement. Good. Anything you guys do, it falls under your support agreement. Yeah. Okay.
Speaker 3 00:14:46
And most of our staff has taken uh AI training. And have been part of six week courses on AI training. So, not some of our newer staff, but we're doing some remediation training for our newer staff. But most of our staff, like Gabby and the rest of them, Have been in some of the more advanced AI training and how to do things like. building and things like that.
Speaker 4 00:15:08
Okay. You did mention one thing in there about the interaction of Copilot with with Claude or with Chat G P T. Um, I am just curious, like how that works. And this is more like a. Wondering, like, what PEC's stance will be on that because they've been very conservative with us, right? In terms of like you right now, we have access to absolutely zero. You know, AI technology, whether that's native into like our accounting software or anything like that right? And so like. They've given us the go ahead to have a single tool.
Speaker 4 00:15:47
You know of Copilot, and it's isolated just to you know our environment. So I just want to make sure I would understand like. If there's something there that would connect to outside resources or somehow, you know, Internet based data like they probably want to understand that and and may put some limitations on us.
Speaker 3 00:16:08
Okay, so this is my favorite thing to answer. So Microsoft recently did. Ah, Claude within it, But it's been using Chat GPT behind the scenes for the last year and a half. Um, now I'm sharing my screen with you. I am actually in Microsoft Copilot and not Claude. However, I am set to Claude. And, the reason why I am set to Claude in here is because the way Microsoft handles using Claude or OpenAI is they put restrictions in place. So you are getting the Claude version of chat.
Speaker 3 00:16:42
On the Microsoft infrastructure with the data governance inside, So can't do anything outside of the data governance that you guys will have in place.
Speaker 4 00:16:53
Okay, and I'm sure that our you know the C T O at. Um, or C I T. I think I forget what his title is at P E C. Probably understands that pretty well, and and you know he'll know that that's exactly what we're doing. But I just. This is a lot of this is new to me, so I just want to make sure I understood how those things work.
Speaker 2 00:17:15
And John Carlo, you're not in those meetings I typically have with Kenny and Daniel, but just to let you know, we've been evaluating a third party tool that actually will prevent. I know you guys you guys have an acceptable use policy around AI. I think you guys said right currently.
Speaker 4 00:17:28
Uh, the acceptable use right now is none. None.
Speaker 6 00:17:33
Soon to be co- pilot. Unacceptable use policy.
Speaker 2 00:17:36
There you go. Um, but just let you know if there was a hard restriction, like you know, you guys are going to be able to use Copilot. But we have found it. We now are deploying a tool that will also detect what's called shadow like shadow IT or shadow AI. We can actually prevent the use of Grok or Claude or Chat GPT. Like restrictive, We can actually put agents on the computer that will identify it and restrict it. If that's a requirement from PEC, but I don't think they've called that out yet. Having strict policies around that, yeah.
Speaker 7 00:18:06
Emily, shut up.
Speaker 2 00:18:09
Unless you guys are doing it through Aptoide's tools. Oh,
Speaker 4 00:18:12
Maybe it is through App Store. Yeah, yeah, cause they right now I think are blocking all that stuff.
Speaker 2 00:18:17
Yeah, they're probably doing. Yeah, so we have a similar tool to what Aethoria uses, but it's a little more granular. You can gain partial access to Chat GPT, but maybe redact data or prevent uploads and downloads. I think with Aethoria tool, you just completely. You can't even get the Chat GPT. It's just completely blocked. Yeah. Okay.
Speaker 4 00:18:38
And then, as far as the timeline goes, so you the ten to fourteen weeks you mentioned. I think you had said Mike thatum. That right now there's like a, three to four weeks before even getting to that starting point. So that. That three or four weeks is like an addition, I guess, to the ten to fourteen weeks of the actual work. Is that is that how you guys are thinking about it?
Speaker 2 00:18:60
So it's muscle memory. I usually tell everybody at least three to four weeks on any projects. I don't get slapped by the project manager. But um, Christy, it's actually going to be done primarily with Christy's team, with some involvement of the projects team. So actually, we have the two people here that can better answer that than me. That's just my default go to. Response. So Christie, is that something we can execute sooner, Or are we still looking at the three to four week So the start time, Giancarlo would include that um three to four weeks to begin, and then it'd be like the ten to fourteen weeks or whatever she said. Uh huh.
Speaker 3 00:19:35
So we do have some limitations. Um, we can do a soft launch pretty quickly, And I will be handling most of that soft launch just because Gabbyum is finally taking a vacation. She's like me. She doesn't know how to take a vacation, so she's going to be off for a minute. But she is only off for a couple days, so we're going to have just a slow start on that part. But I think we could hit the ground running pretty quickly after the twentieth of May.
Speaker 4 00:20:03
After the 20 th, okay. So three weeks. Yeah, okay. Um, what else?
Speaker 3 00:20:12
There's only one other slowdown that I can think of. And that would be the first week of June, but only because I might be out for a day or two. For Daughter's graduation. It's kind of important. Yeah, so Jesus. Um.
Speaker 4 00:20:32
And then, as far as like you know accepting the quote, Like if we get you know, approval for thisum is the I I know you have a note in here that hardware and software are paid upfront. How about on the professional services? How do you guys Take the progress.
Speaker 2 00:20:51
We can progress bill. I think for most of our projects, earlier I think we progress bill right Kenny. I think. You know, yeah, we typically progress bills so. Well, in certain milestones, we'll collect like if it's like one fifth the project completed, we'll we'll build twenty percent. Okay, something to that day. I don't handle that side of the billing, But I know that they progress bill, not they don't they don't collect the full amount up front. For labor, Just licensing because we have to pay for it and hardware because we have to purchase it.
Speaker 7 00:21:21
Okay, I don't know if there's five installments, but I don't remember. It seems like it gets spread out that way. Um, is the training part of the quote too?
Speaker 1 00:21:32
Yes. Yes,
Speaker 7 00:21:33
Okay. Is there multiple training? Like, Is there training for the pilot group and then training for the broader group later?
Speaker 3 00:21:40
I haven't broken out in multiple trainings. We just we just need to decide how we want to do it, So you get you'll get enough training that we can do that easily and break it out like that.
Speaker 4 00:21:52
Yeah, now that our group has grown so big. I mean we've got but we'll have about roughly forty five people. I mean maybe. Maybe we would do. Two groups or something like that. When we do, when we're ready to roll this out, and maybe that also gives a chance if someone's not there. This first day they can show up for the second session or something like that, And it allows you know more people to ask questions easily than with the maybe if you have twenty or so rather than forty or so.
Speaker 2 00:22:24
So, Joe, we could be flexible with that kind of stuff too. I mean, you're working with Primm's and so we can.
Speaker 2 00:22:30
Okay, it's not a problem.
Speaker 4 00:22:33
And then on the TPO piece of it, I know you responded back. I think maybe what we were thinking is that maybe Daniel and I together would would kind of share that role, You know, and That way, you know, you know, we can always have someone, you know, responding to things that come up, but you know if you need one person to give authority to approve things, then then I'm happy to be that person, but. You know, I think, you know, he has a better sense of kind of what the overall environment is right now. And things that are set up for a layer between you guys and Aphthoria, and and he will have better insight on that stuff. And then, you know, together we can work through some of the project scope. So I would I think that, that would be good to have two of us on that. Yeah,
Speaker 2 00:23:20
Perfect. Actually, I've got a quick question. Well, go ahead. Go ahead. Sorry.
Speaker 4 00:23:24
Yeah, no, that was it.
Speaker 2 00:23:27
I've got a quick question for Gabby or Christy. I'm not sure if this came up or not, but I have had this question from a couple other clients. Um, How would a Lear prevent Copilot from from surfacing or accessing sensitive information within it?
Speaker 5 00:23:44
Well, um, basically you know we'll have to work on. I am basically, you know, setting up the sensitivity labels and categorizing. Any data that's considered sensitive, any data that um, any like D L P. So that stuff is done in Microsoft uh purview, which is like the bulk of the work. So once that is in place, then. You know you instruct Copilot to you know don't touch, you know these data is off limits basically. So it's all you know integrated, within the Microsoft ecosystem, like Copilot the app the applications.
Speaker 5 00:24:24
So they all work together.
Speaker 2 00:24:26
I think okay, yeah, that that helps because that ties into it. I think Chrissy mentioned earlier the sensitivity labels, but that's going to be a So, Aaliyah, that's going to be a component of Purview. Microsoft Purview, the compliance portion. And then one more question if you don't mind. And Kenny and Daniel, I'm just asking on your behalf because I've just heard this question from others. How is this different from employees just using Chat GPT?
Speaker 5 00:24:50
I mean, well, kind of like I can mention alreadyum Copilot runs within. Microsoft three sixty five ecosystem, ah so, Any so any of like the process processes do not leave the ecosystem? So it stays within. So whatever policies you have in place, whatever et cetera, I mean it doesn't go beyond that. So, yeah.
Speaker 2 00:25:19
Okay. Appreciate that. Sorry, Kenny Daniel Giancarlo. I just okay.
Speaker 6 00:25:27
I Had a question, guys. So, we kind of gave you a little bit of the insight as to what Burrell identified in their assessment detailed report. Anything that popped up in there that might be a red flag or something that you haven't addressed with other clients or maybe have difficulty addressing, require a little extra lift or. Creative solutions.
Speaker 3 00:25:49
I'll be honest. Your report's a little bit cleaner than my first client that we put on Copilot. So that's good news. Everything that's in there that can be addressed, we have added it to our statement of work. So if it's something that's in there, there's a few items that I, That's not red flags that I intentionally left out of the scope of work. And this has to do more with MDM, and that's something we'll talk about during the discovery phase. Sorry, I can't speak. Words are hard. I have been in back to back meetings for a solid six hours. I've not even had a chance to get lunch, so words are very hard. But, there are some MDM and statements there that we we might want to tighten up, however they're not gotchas; they're just more of "hey, this this something we would clean up within." Any client because we see this issue, but it's one of those things that.
Speaker 3 00:26:43
It's not going to affect make or break or be red flags for the Copilot implementation. That's about the only thing that I left out of that. Everything else we'll be doing behind the scenes. Your biggest red flags are your sensitivity labels.
Speaker 6 00:26:57
Okay, Something that was called out kind of multiple times was like SharePoint sprawl and maybe limiting. Private channel communication. That always kind of seemed interesting to me. Does that effectively shut off like our ability to I mean communicate via Teams with internal members or maybe external for those of us who have contact outside the organization.
Speaker 3 00:27:18
So that I love I love the fact that you asked that question. Um, What we what we're thinking about doing during that. And we didn't have it in this question, But it is actually in our our scope of work. And part of our discovery is. What we would do is we would not restrict you from chatting internally. We won't restrict you from chatting externally, but what we would do be close that door. And give the key to only certain people that you want to give that key to, or certain organizations that you want to give that key to. So, you'd give that key to PEC, you'd give that key to us, other organizations outside of it. Like I have constant chats with all of my clients, but I also chat with CDW and a few other vendors on Teams. So we're not going to shut that down; we're just going.
Speaker 3 00:28:02
Close the door and give the key to those that we only want the key to.
Speaker 6 00:28:06
Okay, And I assume that there's a log with whatever this key is or looks like, and that's maintained, reviewed, approved. Yes.
Speaker 3 00:28:17
And that's just for that one. That's just general security tightening.
Speaker 4 00:28:21
Mm- hmm. Does that apply just to like having chats going on in Teams, or does that somehow restrict the ability to have Teams video meetings?
Speaker 3 00:28:30
It only restricts chatting. You'll still be able to have Teams meetings with anyone externally, no matter what domain that they're on. Okay. It also will restrict sending files across Teams chat. Not sending share links, But just sending like you know how I can drop a Word document over to Mike and Mike can edit it. I can't drop that to you guys, so that would be a restriction. However. I can still send you the link to that file intentionally outside of Teams. So, it's just one of those ways because having the files go through Teams opens another door that we don't need open.
Speaker 4 00:29:13
Okay. How many clients have you guys done this type of project for?
Speaker 3 00:29:21
I've lost count, I'll be completely honest. Um, because we're not just doing it on the Copilot side, we're now doing it for the Claude and OpenAI side as well. Because now Claude and OpenAI are making connectors that will work within Microsoft organizations, it's not as secure. It's not as data governed. As what you get with Copilot, but it is still an option that they have. So clients want to see that DLP policy in place. And want to see those sensitivity labels turned on. And, it's a very similar process to how we would secure a company that's going through HIPAA or SEC or SOX regulations, so it's very similar to that. We have probably done that on no less than fifty clients. Just if you look at it at a broad scale, so like tightening up HIPAA, ISO requirements, things like that. For clients for Copilot, I believe we're at seven, and it could be wrong. Overall, I think we've done about. Twelve.
Speaker 3 00:30:21
Recently in the last six months. Okay.
Speaker 4 00:30:27
Um, for theum for the labeling, Um is there anything that we would need to do like in terms of reorganizing the way that our folder structures are set up within. You know, Our OneDrive in order to to put that in ah in a different way to, to look to structure confidential versus public. U m, or some sort of sensitive area, Or is that something that that you guys do regardless of the way that the data is currently organized within that, that folder structure in the OneDrive.
Speaker 3 00:31:03
So for me, I never, I won't ever advise you to restructure your OneDrive data unless we find sensitive data outside. So what you guys were talking about SharePoint creep earlier. That's where we'll say," Hey, this document that has." All of your staff's payroll information is out and can be publicly accessed by the rest of the members of the company. We need to move that over here, so that's about as deep as we're going to get into that. We're not going to ask you to restructure your folders because one, that's a loss in productivity on your side. Your people can't I can't handle it when somebody reorganizes my kitchen, much less my SharePoint folders. So we're not going to do that to you. But what we are going to do is have you guys.
Speaker 3 00:31:47
Give you guys advice and say," Hey, these documents are outside of the purview that they should be in. So we need you guys to move it, or we can move it. But let's talk about how that's going to look." We also know that sometimes you guys have tunneled into other documents and you're sharing links in documents. So Excel spreadsheets that call on data from other Excel spreadsheets, we don't want to break that. That's another loss in productivity. So we're going to be very mindful of that. Okay.
Speaker 6 00:32:14
What does an alert look like if a sensitive document's outside of purview?
Speaker 3 00:32:19
It's going to send a report to Crimson. It's going to send a report to your security team. Anyone that has a privileged account, they're going to get that report. And then it's also going to alert that user. They'll get a call from our security team and your security team. Okay.
Speaker 6 00:32:40
Uh, and as we enter this brave new world, I'm sure you know we need to document things to heck and back. So um. What does that handoff look like for us? I mean, I know you on a fairly annual basis provide us kind of your updated IT policy, cybersecurity change management. Is there another document set over how you administer Copilot that you provide to us that we give to I'm sure whoever will be asking for it in the future.
Speaker 3 00:33:09
So we can provide any reporting that you need, which is one thing you guys are really good at. You don't ever love me for documentation. Um, as much as other clients do, so I do appreciate that. But there is all kinds of reports that we can provide to you guys. Um, we can. Whatever you need as far as a yearly report, but at the end of this project, we would provide you with an update of all the changes, what the report looked like and everything looked like beforehand before we got in. So, Which we've already provided you, and so did the other company provide you that. But then we'll provide you with a report showing how everything is buttoned up. It's going to meet all compliancy regulations when we provide that report. And anything that we made changes to will also be in there. And then from there, every if you guys are interested in it, We can look at different reports that we can have sent to you automatically from Microsoft on how Copilot is being utilized. Great.
Speaker 6 00:34:06
Great. Thanks.
Speaker 4 00:34:09
I know we've kind of gone past our time here for that meeting. I have another question, but if it's easier, I can email it to you. You guys let us know if you guys need to run.
Speaker 3 00:34:18
You're my last meeting for the day, so ask away.
Speaker 4 00:34:22
Okay. I think it's just trying to be prepared for the the test user piece of it. From a timeline perspective. Thinking out like you know when you're going to get to that piece, when should we be ready with the list of users and. You know how specific do we need to have those use cases when we get to that piece like cause I have some subject areas in mind, but like I I think I want to go to those people. I've sort of selected and ask them to dig in a little bit as to something a little more specific in their daily activities that they'd like to.
Speaker 4 00:34:59
To try and you know have the, um co pilot kind of take control of that, Um should we like really get detailed on on those activities? And then what's the best way to prepare for that.
Speaker 3 00:35:11
So, the earlier the better is what I always say. But I am going to give you an answer that Mike does not like, and that is AI is constantly changing. Just in the last three days did Copilot come out with Claude in the system. That is how rapidly it's changing. So you are going to see things hit the news all the time. Your staff is going to see things hit the news all the time, and what they saw last week is going to change to the next week. And they're going to say, "Wait, I want to change my use case to this because I see that." This type of thing is isn't capable of happening, so build it out. Get it to me as soon as possible. I am going to say, Give it to me about two weeks before we start the pilot testing on it. But I also understand that things will change.
Speaker 3 00:35:53
And I am flexible to go with the changes. And so is Gabby. We like changes because it enables us to learn more. So,
Speaker 4 00:36:04
With the timeline that you've laid out, Like kind of what is the point that you think we would start on that test pilot stuff?
Speaker 3 00:36:13
I'm gonna say probably midway through cleanup, we'll start thinking about these tape cases, and we'll give you probably.
Speaker 3 00:36:22
We'll ask for that data probably a week before, but we'll give you updates on where we're at. I am always hesitant to give you the actual hours just because. We will go into it, and we might find something that delays us, or we might find that there's not as much work as we thought originally, and it might not take us as long. So I I don't like to give you guys hours and weeks, but I I can confidently say probably about a week out before we start. Pi lot testing, we're going to be looking for those use cases. Two weeks before then, we're going to want to know the people.
Speaker 4 00:36:56
So we probably have most of May, I would guess to like kind of get that dialed in. Yes.
Speaker 4 00:37:02
Okay. All right. That sounds good to me. That was my last question, I think.
Speaker 7 00:37:11
I have one more question. Before we leave, is it possible to get those cats to fight in the background again? Okay.
Speaker 3 00:37:20
They're actually passed out in the hallway. They just fell and fell asleep. Um.
Speaker 7 00:37:28
Disappointed, they had to get on another call.
Speaker 3 00:37:31
Well, so they disturbed. My my three year old tuxedo cat who has a throne right here, and it's actually a desk bed that is clamped onto my desk. They disturbed her so much that she's left. So there's no cats in my room. They're all out in the hallway sleeping.
Speaker 2 00:37:48
If you get one more cat, Christy, you get to you get to wear the crown of the crazy cat lady.
Speaker 3 00:37:54
I will say the tiny one was an impulse adoption two weeks ago. I went looking for a dog.
Speaker 6 00:38:01
That's how they all move. That's how they all move,
Speaker 6 00:38:04
Yeah. Yeah. You got to add a line item in the SOW for catnip,
Speaker 3 00:38:07
Christy. One of my clients the other day brought me a gift. It was crazy cat lady magnets for my refrigerator.
Speaker 3 00:38:19
Well, thank you guys. I was trying to get enough kids, but you know the cats came first.
Speaker 4 00:38:26
Okay. Andum, yeah, I think I mean, I think everything seems pretty well in order here. And, we'll just we'll work on the last steps here of getting the the approval on the project and squared away on, Onum you know anything that you need to get started. And thenum yeah, we should be in good shape.
Speaker 2 00:38:44
A wesome. Yeah, and John Carl. I mean, we want to stay within hours, but we can you know how when you're working with crimson. If something changes or whatever, just let us know. The more than likely we can accommodate any shifts or. Um, if any priorities change, just let us know. Should be no problem.
Speaker 1 00:38:60
Okay. Great. All right. Thanks, guys. Thanks everyone. Thank you. Bye.
06-16 Analysis of Progress Billing Workflow Gaps and Key-Person Risk
## Core Synopsis
The billing workflow for progress invoices is partially institutionalized but poorly owned: April and Maggie know the mechanics inside the system, while Christi—now expected to execute without prior training—revealed ambiguous authority and inconsistent steps (e.g., where to set billing amounts, when to refresh, and dependency on project setup like products vs professional fees). The actual operational path was clarified live: managers specify the monthly billable amount, “Build only after closed” must be unticked, progress bills are created from the Invoicing Board, the billable amount is set in the progress bill (not in the project Finance tab), then the invoice is generated and emailed. The session exposed structural risk: billing accuracy depends on project configuration hygiene (products vs professional fees), and process enforcement hinges on Maggie’s tacit knowledge. We are relying on ad hoc guidance and screen-sharing to avoid mis-bills; without codified SOPs, role clarity, and guardrails, the team will keep burning time, generating errors, and hard-coding Maggie as a single point of failure.
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## Progress Billing Flow, Gaps, and Controls
### The Canonical Workflow (As Demonstrated)
- Entry conditions: Project Manager provides the monthly progress bill amount; “Bill this project only after it’s been closed” must be unticked.
- Execution path:
1. Navigate to Finance → Invoicing Board; find the project (e.g., Alere).
2. Actions → Create Progress Bill.
3. In the WIP “Available to Bill,” set the amount for this invoice (do not change the project-level Billing Amount in Finance).
4. Click Continue to generate the invoice.
5. Go to Company Finance → Invoices; open the new “Progress” invoice.
6. Review and email the invoice from the preview.
- Validation: Ensure the invoice type is “Progress” and the project name/reference is surfaced on the invoice.
### Configuration Dependencies and Pitfalls
- Project configuration can distort available amounts:
- Misplaced line items (products added to the project vs rolled into professional fees) changed totals until removed/realigned.
- Percentage complete was locked by ticket-derived rules; attempt to edit failed.
- Refresh requirement: Post-configuration fixes require a UI refresh to reflect corrected amounts.
- Billing amount authority: The correct edit point is inside the progress bill creation step; editing project Finance-level Billing Amount caused confusion and was reversed.
### Ownership and Process Ambiguity
- Role uncertainty: Christi was instructed to execute progress billing without formal training; April is still learning; Maggie is the de facto authority (“project billing queen”).
- Governance gap: No explicit policy on whether Project Managers or Finance own progress billing end-to-end, and no documented SOP to reduce reliance on individual memory.
### Risk Profile
- Operational risk: Mis-billing (wrong amount/line placement), invoice delays (missing “Continue” click), and audit trail gaps.
- Key-person risk: Maggie’s tacit knowledge is the current control; absence escalates error rates.
- Scaling risk: As more clients (e.g., Anderson) are onboarded, the current ad hoc coaching model will not scale.
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## Action Items
**@Maggie**
- [ ] Draft and publish a 1-page SOP: “Progress Billing – Alere/Anderson” with screenshots covering prerequisites, exact navigation, amount entry point, “Continue” step, and email dispatch; include a troubleshooting appendix (products vs professional fees, refresh rule) - [TBD]
- [ ] Create a pre-billing checklist (config hygiene: “Bill after close” unchecked, products vs professional fees alignment, manager-approved amount on hand) - [TBD]
**@April**
- [ ] Validate Alere and Anderson project configurations against the checklist (products vs professional fees, flags, totals) and correct discrepancies before next billing cycle - [TBD]
**@Christi**
- [ ] Execute the next Alere and Anderson progress bills using the SOP, capture any deviations/friction points, and report back for SOP refinement - [TBD]
**@Finance/Operations Lead (Assign explicitly)**
- [ ] Decide and communicate role ownership for progress billing (Project Manager vs Finance) and approval flow for monthly amounts; document in policy - [TBD]
Jun 16, 2026
Speaker 1 00:00:00
Hi Christi. Okay, So Maggie is here for guidance because I'm also kind of learning from her as well. So but yeah, I pretty much have an idea on how we do progress bill. But yeah, you need help with Alere and Anderson?
Speaker 2 00:00:16
Yeah, Well, you guys show me on Alere and Anderson and I can do the other two clients.
Speaker 1 00:00:24
Okay, gotcha. Okay, so here if you can see on your screen, um Maggie is showing the Alere project that you mentioned Alere. But just to remind you that for progress billing, Um the manager should be the one providing how much should be billed for the month. So if you can see here from the finance tab from the billing amount, You can change that as to what's the project manager is going to tell you how much we should bill. And also make sure that the build this project only after it's been closed is unticked. If you'll notice in there. Okay, so once you've updated the billing amount, you can go now to the invoicing board and then from there, um, you should click on the project. For example, This Alere menu, please click on that one. And then you will see all the timesheets related.
Speaker 1 00:01:21
In that project, and you should click on actions, and then create progress bill. Okay. Okay, once you created a progress billing, you can now go to company finance. Oh sorry um You should before going to company finance, you need to update the um amount again from that um view. And then you can now go once updated, you can now click on continue and then it will automatically generate, The invoice, and then you can now go to company finance. Um, from there you.
Speaker 3 00:02:02
Can search a year. There you go,
Speaker 1 00:02:09
And then you should go to the invoices tab, and from the invoice tab there, there should be like a new invoice that will be listed. And, there should be normally, it should be on always on the top of the list. Okay. So right now, you cannot see the new invoice since Maggie did not click on continued, but this is just for um training purposes. But yeah, you should once you click on continued, We should automatically generate an invoice. And then from there Maggie, can you show one example of a progress billing invoice later Alere show I think that was for project Angel Food. Okay so you see um.
Speaker 1 00:02:50
Christi, the invoice type should be progress. And then you click on the invoice icon in there. And then once it's uh you see the preview of the invoice, you can click on email on the left top portion. There go, click on that one for example Maggie. Yeah and then you can send email.
Speaker 2 00:03:14
That's it. So, let me do it, real quick, and then you guys watch me do it. Just make sure I got it right. Okay. Okay, so I'm going to actually do the Alere one. So in Alere we're we're progress billing for fifty percent, and so I'm going to go to finance. Oh,
Speaker 3 00:03:34
Let me go ahead and update this because I am the project manager. Oh okay. So all right and thenum.
Speaker 2 00:03:49
So This is not checked and then the billing amount.
Speaker 4 00:03:52
Yeah, it's the same like that.
Speaker 2 00:03:55
Okay, so that's fifty percent of the total bill.
Speaker 1 00:03:60
Oh, What do you mean Maggie? Like we should not change the billing amount?
Speaker 4 00:04:03
Yeah, you shouldn't have changed that one. Oh, it should be in the progress billing only.
Speaker 1 00:04:07
And the invoicing. Yeah. Oh yeah, sorry about that Christi Um okay so let.
Speaker 2 00:04:14
Me do something real quick, Let me do one more thing real quick because I just realized. Percentage complete. Okay, so this should be 25 now.
Speaker 3 00:04:24
25, okay. Yeah. It's not letting me! Okay.
Speaker 2 00:04:31
It won't let me. Okay, I'm not. Oh, it's pulling from tickets. Never mind this helps! Okay so finance and then we're going to go to invoices.
Speaker 1 00:04:42
Uh, you can now go to invoicing board, right Maggie? Since there's no invoicing board. Um on your left portion of the yeah you go to finance. Finance the most bottom one yeah and then you go to invoicing. There we go and then click uh search Alere on the company name. Alere.
Speaker 3 00:05:14
There you go.
Speaker 1 00:05:14
Click on that one. Um, okay, and then actions, click actions dropdown menu and then create progress bill. Create, yeah, there you go. And then under the whip available to build on the bottom part, you see the amount there. Yeah, you can now change that to half of the amount.
Speaker 2 00:05:41
Okay. So it's already set to half.
Speaker 1 00:05:44
Uh no, that's the full amount. That should be fifteen four. Right oh.
Speaker 2 00:05:50
So, that's the total right there, and this is half.
Speaker 1 00:05:56
Oh why is it on? Can you check Maggie? Because in the.
Speaker 4 00:06:04
Can you check the quote? The code is thirty thousand eight hundred. Oh.
Speaker 3 00:06:13
Wait, let me check the product. Oh, there's no product. Oh,
Speaker 4 00:06:22
They put it in the professional fee. Let me delete first the product here in the project.
Speaker 3 00:06:31
Okay, so let me go back.
Speaker 3 00:06:46
All right. Uh. Okay, try it now. Okay. Okay,
Speaker 1 00:06:56
I think you should should Christi refresh? Yes.
Speaker 2 00:06:60
That's why I went out to go back in so that I can Yeah. Refresh, okay, there we go. There,
Speaker 1 00:07:07
Yeah, perfect.
Speaker 2 00:07:08
Uh 54.
Speaker 3 00:07:12
Yeah yes, okay, and then continue.
Speaker 3 00:07:18
There we go. And now I should go to, oh there.
Speaker 4 00:07:23
Yes, it's okay.
Speaker 1 00:07:24
That's okay. And then from there, Christi, you can click on invoice. Yeah, there we go. So just check if everything is correct. You can maximize the.
Speaker 3 00:07:40
So. Let's see this.
Speaker 1 00:07:42
Progress invoice Yeah Oh for reference. We should be. Oh, it's already listed in there. The project name. Yeah. Okay. I think I think we're good. And then email Yes, And then you can just.
Speaker 3 00:07:55
Send Send Yeah Okay.
Speaker 1 00:07:60
Why. Are you the one doing this, Christi?
Speaker 2 00:08:02
Well, Because they they told me I needed to do it so I'm doing this Really? Yeah So I might as well just figure out how you guys do it and do it because they said do it. So. They didn't give me, they didn't train me or anything. And Anzor had pulled me out of the meetings for a long time, and Pete's now put me back into the trains. So, or to the meetings.
Speaker 1 00:08:25
Is it going to be like project managers needs to do moving forward. Or this is just like a special case for you?
Speaker 2 00:08:32
I don't know. So I'm just going to do it. And then if Maggie can smack my hand, if I did it wrong.
Speaker 1 00:08:40
Yeah, feel free to reach out to Maggie because, She's the project building queen here. I'm still learning, you know. Yeah, all right, so we're on the same page.
Speaker 2 00:08:51
Yeah, I got to jump off and jump onto a call with Anzor.
Speaker 1 00:08:55
All right, thank you, Christy. Bye bye Christy. Talk for a bit but okay.
Create pre-billing checklist covering config hygiene: Bill after close unchecked, products vs professional fees alignment, manager-approved amount on handExecute next Alere and Anderson progress bills using the SOP once published, capture deviations and friction points, and report back for SOP refinementDecide and communicate role ownership for progress billing (Project Manager vs Finance) and approval flow for monthly amounts; document in policy+2