1. Copy old Smartsheet workspace. In example, Pilot Sheets 2019-2020 is copied. 'Save as New' workspace name would be Pilot Sheets 2020-2021.
2. The Pilot Sheets workspace contains 4 folder. Setup for each foler in detail below.
This folder contains:
Pilot Sheet Dashboard
Reports: Project Milestone
Pilots by RPLC
Individual report for each RPLC
All the active Pilot Smartsheets
1. Delete all the old Pilot Smartsheets. KEEP 1 RPLC Smartsheet to use as a sample when individual RPLC reports are created.
2. Modify Report - Project Milestones
Edit the heading to reflect current year. The Sheet Name list should be empty because you deleted all the old Pilot Smartsheets. Edit the Report to point to new Smartsheet Workspace. This is where all the new Pilot sheets will be located.
Run report to reflect Report changes.
3. Edit Pilots by RPLC Report
Edit Heading. Edit Report 'Where' to point to new Smartsheet workspace. Later you will modify 'Who' to include the new RPLC reports. 1 report for each RPLC will be setup each year.
Run report to reflect Report changes.
4. Edit CPM 2099-99 Pilots Dashboard
- Edit Dashboard headings.
- Edit report widget for Pilots, Lesson sample and RPLC reports to point to new reports.
- Edit Key Resources to point to any updated documents (Pilot Setup & Code 2099-99 document will be updated)
Edit Pilots report.
Edit Lesson Samples Report widget. Access report widget from dashboard like Pilot report above.
5. RPLC Reports section of the Dashboard will be updated when RPLC are identified and the individual RPLC reports are created. A sample RPLC report is left to copy and edit when you need to create RPLC reports.
Create new Templates for Pilot sheets and Lesson Samples.
1. Create a new Pilot sheet from the previous year template. Make any updates from Gerry for the new year. When the updated Pilot sheet gets approved, save the Pilot sheet as a Template for the new year. Create Generic Pilot sheets from the new Template.
Note: Update the Pilot Setup & Code to reflect the new year and any changes in procedures and code. More details are in folder below
2. Create a new Lesson Sample sheet from the previous year template. Make any updates from Gerry for the new year. When the updated Lesson Sample sheet gets approved, save the Lesson Sample sheet as a Template for the new year. Create Generic Lesson Samples from the new Template.
Note: Update the Lesson Sample Setup & Code to reflect the new year and any changes in procedures and code.
Delete all the Cancelled Pilots. The folder should be empty. All future cancelled pilots will be copied here.
The Sample folder contains:
- 2099-2099 Lesson Sample report
- All the Lesson Sample Smartsheets
1. Delete old Sample Smart sheets. New Lesson Samples will be copied from the Generic/Templet Pilot Sheets folder to this folder when the Lesson Sample sheets are created.
2. Modify Lesson Sample Report
As Sample reports are created, they will be added to this report.
Make appropriate changes in google sheet.
#1 Tech Team: Setup a generic Customer Sheet: Update dates in 1 & 2
#3 Set up an unnamed Customer Sheet
1. Update folder names (#6).
2. Update link to Pilot sheet report .
Lesson Sample:
The cell formula can only be divided into 4ths. To divide the status bar into 4ths the day in the cell must be equal. For example in Pilot Progress: Start Pilot, contact by Oct 1, Jan 15 and March 15 should be 25% each. Each has 14 days to divide the percent to 25 percent.
Another example is Pilot Decision:
Check ID: 25% - 3 days
Create Pilot contains 3 sections ( Pilot deposit - 1 day, Pilot Quote - 1 day and Send Pilot Agreement - 1 day = 3 days for 25%)
Receive signed agreement - 3 days = 25%
Setup eBooks and Ship materials - 3 days = 25%
(Integration Update Needed & Pilot Prof Learning Dates have 0 days because they are not included in calculation)