Do you need help or want to help others with challenges your organization is facing with COVID-19?

Do you need help or want to help others with challenges your organization is facing with COVID-19?

Tasha BishopTasha Bishop Employee
edited 04/15/20 in The New Work/Life Reality

Hi Smartsheet Community! I am Tasha Bishop, and I lead the Customer Success organization at Smartsheet. Though we are all facing unprecedented challenges in this new reality in light of the COVID-19 pandemic, I have been touched by how these difficult times have also brought out the best in people. Several members of my team have been contacted by their customers with an offer to give back to the community at large by putting their talents and Smartsheet skills to good use. This could take the form of building out a process workflow, template, or other COVID-related content in Smartsheet, or even brainstorming or providing inspiration to help healthcare organizations, hospitals, or non-profits ideate on how to tackle the problems they are currently facing. We know that the people and organizations who are on the front lines battling this unprecedented disease need some extra support right now.


If you have a skill to offer that you think could benefit those on the front lines fighting COVID-19 during this time, please share it here. And conversely, if you are an organization working to address the COVID-19 pandemic, please post your needs or requests for help here. We hope that by starting this conversation and providing a platform for our customers to connect with each other, together as a community we can scale our reach and help limit the spread of the virus. When we band together as a community to support those who need it most, we’re all better for it.


And finally, a simple request to make this “matching game” more effective: If you are seeking help, please start the title of your request with "SEEKING HELP." If you are offering assistance, please either reply to a SEEKING HELP post or start a new discussion starting with "OFFERING ASSISTANCE."

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  • OFFERING ASSISTANCE

    Good morning - my name is Kyle Chipman, and I am the Chief Process Officer at Chipman Design Architecture. I would be happy to help any organization facing this pandemic, in any capacity. I've been working with the platform for about five years and have scaled its use across our firm to handle all manner of task, from project and personnel to operations. We've built a custom API tool to help move information at scale. I've also grown adept at conceptualizing macro-coordination through process and workflow modeling.

    Specifically, I can:

    • Review formulas

    • Review conditional formatting and visual hierarchy

    • Conceptualize and help implement workflows / automations / cell linking strategies

    • Identify opportunities to make structured API calls

    Ultimately, I want to use the skills and insights developed by time and team to help those who need it most. I look forward to solving, together.

    Regards,

    Kyle Chipman

  • OFFERING ASSISTANCE

    Hi Tasha,

    I am happy to assist in anyway that I can.  

    As a suggestion why not create your own Smartsheet form and publish to the Web with auto-numbers to potentially allow individuals with providing "additional information" to assist in the matching requirements.  

    Here's an example - see https://app.smartsheet.com/b/publish?EQBCT=257928577c674ee3bb168fe7fb42058e

    The entry form is here https://app.smartsheet.com/b/form/3a356eadcd844c0c80a2a7e43ef577cf

    Regards

    Dave

  • OFFERING ASSISTANCE

    Hi Tasha - my name is Mike Coffman, and I'm a Legal Project Manager at Aramark in Philadelphia. I've been a Smartsheet user for about five years, and I'm Smartsheet-certified. Since our Legal Department isn't strictly focused on core project management functions, I've developed a lot of experience in using Smartsheet in non-project-management ways. Since we have several friends and relatives in medical and first-responder roles, I'd be particularly interested in volunteering to help small organizations in that area who are trying to get up and running with Smartsheet to manage their workflow.

    Specifically, I could provide the following types of guidance:

    • Basic Smartsheet functionality guidance

    • Review Smartsheet and make suggestions about feature implementation or ways to improve

    • Help with concepting, design, and implementation of Smartsheet workflows and processes to address end-user needs

    • General brainstorming and project overview to determine optimal uses of Smartsheet for a given situation. We've used it in a lot of creative ways in the Aramark Legal Department, so I'd be happy to share thoughts and ideas about applying it to someone's situation.

    Thanks for doing this! If I can help someone or some organization out, please feel free to reply here or to message me through Smartsheet Community, and I'll get in touch.

    Mike Coffman, Haddonfield, NJ

  • OFFERING ASSISTANCE

    I am an early retired non-profit executive with time and experience to share while stranded in the United States. (My boat/home, s/v Grateful is in Monastir, Tunisia, which is solidly locked down.)

    In my career I provided CEO and C-Suite communications advisement to one of the nation's largest non-profit youth and family services institutions. At this national office I also served as subject matter expert on volunteer service and learning to our 1,000+ affiliates.

    Not only can I help with messaging strategy, ghostwriting and/or editing -- but I have significant time available with few other obligations.

    Crisis communications is my forte. I have handled norovirus outbreaks and the media spotlight during the evacuation and clean up of an island-based camp. I have been the spokesperson for explaining multiple child abuse allegations and organizational responses. I worked on the Healthcare Task Force for Seattle CityClub, where in the early 2000s we were already strategizing coordinated pandemic response.

    Let me know what you need. We can work out an arrangement that helps your company or institution weather these exceptional times.

    Here is my profile on LinkedIn https://www.linkedin.com/in/monicaelenbaas

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    OFFERING ASSISTANCE

    Hi, I'm Andrée!

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

    I'm always happy to help!

    E: [email protected]

    Be safe and have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Hi. I'm Meghan Hale and I'd be happy to help in any way. I am currently senior project manager for WellSky, a software and services company supporting healthcare and community providers. I oversee program management for our marketing organization. While marketing is really busy with COVID support right now, we are not embarking on many new ventures so I have bandwidth. Please let me know if I can help create project management processes, workflows or dashboards. I have been using Smartsheet for several years and am happy to help. My email is [email protected]


    Thank you,

    Meghan

  • OFFERING ASSISTANCE

    Hi. I'm Melissa DeLong. I used to be a product manager at Smartsheet - so I know my way around it pretty well. I am not currently working so I have time and would happily give it to organizations fighting COVID. I have experience in high pressure emergency situations. I have experience developing business systems across the business landscape from finance and accounting to sales and marketing and everything in between. My email is [email protected]

    Here is my profile on LinkedIn: https://www.linkedin.com/in/meldel/

  • SEEKING ASSISTANCE

    Hi all, I'm Amy Donahue, working at a health/human services nonprofit, www.Advocates.org. We provide 24/7 residential support to people with disabilities, brain injuries and/or mental health challenges in 80 group homes across eastern MA. Our staff is considered front-lines in caring for over 1200 people in their homes.

    I am trying to develop an inventory tracking system for PPE and other required equipment that is being purchased and/or donated to us. Also need a way to show distribution to various locations. Surely someone is using smartsheet for inventory tracking?? I could use some assistance in getting my barebones inventory list, reports and dashboard off the ground? Email me at [email protected] Thank you and stay safe!

  • edited 04/02/20

    Evening @Dave Gordon @Michael Coffman @Monica Fox Elenbaas @Andrée Starå @meghan.hale66546 @Melissa L DeLong - looks like we have our first opportunity to help one another! Thanks for seeking out the offer-ers, @Amy Donahue .

    Our first step will be to create a Smartsheet workspace to house an initiative-wide team member-indexing sheet, alongside a www.Advocates.org folder containing task and project schedule. The question then becomes the arena of back-and-forth communication, whether we use Smartsheet Conversations, comments and @ notifications or create a Slack team (or something akin). It feels like keeping things Smartsheet-centric will be the superior route - everything in one platform. I've also been itching to flex on the overhauled Smartsheet Conversations feature, having been MS Teams-bound for about two years running.

    In terms of workspace, not sure if it makes long-term sense for one of us to host (I'm happy to kick us off and trasnfer ownership down the line) or for @Tasha Bishop and Smartsheet to host and invite us as Admins. I'm also a big believer in the power of names and naming conventions; we'll want to find something with kinetic, phonetic charge to rally around. We can start with "Smartsheet Community" til something snappier organically sprouts.

    Enthused to dig in as a crew! As excited to help Amy as I am to pick up techniques from one another that help the next person in need. Another thought - we could publish a Smartsheet dashboard based off our workspace / sheet infrastructure to post to this thread and beyond. Incorporate the basic intake webforms that Dave flagged up top to scale and disseminate our community support / request efforts. I'm also pretty sure we're based around the globe - when we set up our team member indexing and identify who wants to help on Amy's specific initiative, we'll want to include time zones for scheduling purposes.

    Looking forward to moving to the next step together.

  • edited 04/02/20

    Here's my suggestion at high-level of the activities/tasks that need to be listed in a sheets and assigned to one individual ... 

    1. Arrange a group meting
    2. Go through the detailed requirements with Amy, and if necessary assign a  Project Manager 
    3. Setup a workspace and share with respective parties
    4. Add requirements (from 2) to the task list and create columns for 1st Offer, 2nd Offer & 3rd Offer, Approved (by Amy or PM.) so that the work can be allocated in an organised manner 
    5. Arrange regular on-going meetings where even if other are not listed they can contribute
    6. ......


  • edited 04/02/20

    Sorry, to be clear for 4. as individuals we would nominate ourselves for the tasks we are happy to commit to, remembering that these may have dependencies/prerequisites - so add this as another field

    Dave  

  • @Amy Donahue See https://www.smarterbusinessprocesses.com/11523-2/

    We are adapting this template to PPE monitoring and offering the solution free of charge to all NHS organisations

  • edited 04/02/20

    Just in case, here's the modified dashboard to the above template - in case there is anything that would typically be used for assets that wold be of any use - see https://app.smartsheet.com/b/publish?EQBCT=ba593d61986b4f3daa7d5280a87b8103

  • @Dave Gordon wow! The dashboard has potential beyond the basic one I've cobbled together. I am tracking many different kinds of PPE and centralized supplies now, and my inventory sheet does have estimated delivery dates for things on order.

    To get a sense of where I started, here are some links to my work thus far.

    Inventory sheet: https://app.smartsheet.com/b/publish?EQBCT=7289fd0956bf46529d850ae4a07368ce

    Roll up sheet (for dashboarding): https://app.smartsheet.com/b/publish?EQBCT=5f807547b64c4288ab7856401d6dc596

    Basic Dashboard: https://app.smartsheet.com/b/publish?EQBCT=a8b4c35fbdf94c888ecbf915c91a7a3a

    We also have a basic request form started but have not yet linked it to the inventory tracking numbers (subtracting as requests are granted). https://app.smartsheet.com/b/publish?EQBCT=2e5ae0ef838c4aa9850484311a3ca3fc

    The trick there is that some requests were already requested and granted so our notes on the process may not be as robust. We're all backing into this more out of necessity! Typically programs order what they need; however, as supplies become harder to source we have started a centralized process. I'm very appreciative of the offer of assistance, and know there is a LOT of expertise and ingenuity in this community! Happy to talk thru more specs and alternatives to meet this need. THANK YOU!!

  • Thanks for the recommendations and resources @Dave Gordon and @Debbie Sawyer. I have to focus on my day job at the moment but I'll have some time tonight - I can take a stab at incorporating your steps into a structured approach for initiative assignment and tracking. This evening, I'll spin up the Smartsheet Community workspace, invite us all as admins and start laying down preliminary structure.

    Of course, if folks would prefer to keep working directly with @Amy Donahue in this thread so she's not waiting on a larger structure to implement a PPE inventory tracking (looks like you've got the resources to help her immediately), don't let me hold you up :)

  • edited 04/02/20

    No worries @Amy Donahue , just so you are aware (as not obvious) there are two drop-down;s in the PPE Management dashboard that I have highlighted beliw

    which show extended information. Switch to "Grid" on the first dropdown to see detailed info and you can alo scroll across to see all fields.

    It's important to note this is simply a mod of the Asset Management template that Smartsheet provides - an so no need to reinvent the wheel :)

  • Hi @Amy Donahue

    I've had a quick look at your Inventory sheet and can see you have group things by row (horizontally), which means you then having to manually move them into the location to be computed.

    It typically makes more sense to have the type/sub-type/size/ defined as a separate dropdown fields, and then use a another smartsheet/report to compute/extract the desired information.

    Dave

  • @Dave Gordon drop downs would have been smart! I can try to convert some of these from parent/children. Thinking thru how to manage the ordering process too. May be I'm doing too much on one sheet? Orders/donations keep coming and we need to track what is still outstanding...

    Really appreciate your review - perhaps we could chat too? Email me if you have time? [email protected] THANKS!

  • edited 04/02/20

    Hi Amy,

    I just shared the workspace with you, and made your an Admin user.

    If anyone else would like me to share so they can make their own copy please just shout with your respective email address.

    Keep safe!

    Dave


     

  • edited 04/02/20

    @Dave Gordon

    Just freeing up from calls / the day - I'd like to grab access to the workspace as well. I was about to set up the more general "Smartsheet Community" on my account, but we could just build off what you're already developing. Excited to see what's built and contribute!

    [email protected]

  • edited 04/03/20

    Evening. I started putting together a structure for a larger initiative tracking solution, based on Dave's example / recommendations and my own intuitions, but figured I'd like a bit more time to work that piece out and instead moved on to complimenting @Dave Gordon and @Debbie Sawyer's support of @Amy Donahue's request.

    The examples they've provided are clearly based on real-world experience, and are quite robust (I'm going to be grabbing the Form Entries Above / Managed Assets Below for my own builds in the future - very clean). I'd also be curious to understand from Dave and Debbie how the barcode column comes in to play, if their doctors scan the equipment and log status through a mobile device.

    The only thing I could really offer here is an approach that builds on the In Stock / En Route / Withdrawn functionality that Amy already put together, while incorporating dropdown adjustment Dave flagged, specifically for PPE that cannot be cleaned and must be disposed of. This would circumvent the Status tracker present in Dave's resources.

    ADVOCATES - ORDER SHEET https://app.smartsheet.com/b/publish?EQBCT=3d68d9d8d8284b08871bf5d92990a286

    ADVOCATES - WITHDRAWL SHEET https://app.smartsheet.com/b/publish?EQBCT=e262a3adf436425fb0819796b55e63ca

    ADVOCATES - SUPPLY SHEET https://app.smartsheet.com/b/publish?EQBCT=2c431cfe866d4b10a711468c24a7b47f

    This approach allows for a running log of orders, withdrawls and overall supply for disposable items. The benefit of this approach is using =SUMIFS(...) calculations per @row Item Types to incorporate Item Type dropdowns as opposed to the strict hierarchy of =SUM(CHILDREN()). I've highlighted the formulas in yellow. I made these =SUMIFS calcualtions in a sheet key as opposed to sheet summary to allow for cell linking, rather than dashboard reporting.

    Generally speaking, these sheets would become more valuable if they incorporated timestamps per month. Right now, it's one big running log, which feels like a liability over time. On the Order Sheet, I used a secondary ISBLANK calculation to separate In Stock orders against En Route orders. If anyone knows a better =SUMIFS way to solve for this so a second column isn't invoked, feel free to holler. Final note - Withdrawl could definitely be incorporated into the Order sheet; I just split it for the sake of this example.

    The big trick with the Withdrawl component would be building webforms that have hidden, pre-baked Item Type fields. Creating individual webforms would allow you to create QR codes specific to the URL, which could be made into stickers and placed next to the physical items, wherever they may live. When someone grabs an N95 mask or a gown, they could scan the QR code and log their withdrawl with their cellphone, which would feed into the running log. For reference, N95 and KN95 webform links are below:

    N95 Mask - Withdrawl Form https://app.smartsheet.com/b/form/e4768b4c4edb4b38b8a56fb896cf3bcc

    KN95 Mask - Withdrawl Form https://app.smartsheet.com/b/form/a9ec6aae9e16404e978c58891affc295

    Per the Supply Sheet - what I didn't quite have time to figure out but I'd love to dig in to (if you're interested in this whole approach, Amy) is the calculation and projection of Capacity per Item Type based around Time. This would require an additional Patient log, but some projection of time, patients and demand could calculate Capacity, so that based around [x] number of days you could understand when you'd need to resupply. You could also incorporate average lead time and average unit cost calculation based on your Order sheet.

    Hope you find some helpful ideas in all this! I'll post my thoughts around a Smartsheet Community initiative tracker this weekend.

  • edited 04/03/20

    Great idea's @Kyle Chipman !

    @Amy Donahue here's a demo of how the scanning could be utilised https://www.smartsheet.com/content-center/product-news/product-releases/increase-speed-accuracy-mobile-barcode-scanning

    If you cant see the barcode when you are running the Smartsheet mobile app on your phone then select the more up arrow highlighted below

    and then select the barcode icon highlighted below

    it will fire up the camera and you can scan anything with a barcode that will then automatically update the cell

    Dave

  • @Kyle Chipman

    Just a quick note - @Dave Gordon and I are 2 separate companies. The help I am offering is through Smarter Business Processes and we have developed our own solution for PPE management, Face Fit Testing etc not using the template.

    We are offering NHS clients access to this piece of development with a couple of hours consultancy to help people modify it to suit their needs.

    The work @Dave Gordon is doing here is amazing and I thank him for helping the community too in this situation we find ourselves in, but I cannot take any praise for any of the work on this thread :) It is all Daves ;)

    Kind regards

    Debbie

  • edited 04/03/20

    Thanks for flagging Debbie, and agreed, Dave's work is great :)

    In my desire to pitch in and help last night I typed before my mind had a chance to catch up. @Amy Donahue I think you'd benefit from folks like Dave with more direct experience in inventory management when it comes to structuring your underlying sheets. Smartsheet's own article on Inventory Control was a helpful starting point for me to better understand the methods and techniques, particularly Reorder Point.

    https://www.smartsheet.com/inventory-control-methods-procedures-programs

    Once someone has worked out the base structure I'd be happy to jump in and provide some feedback, specifically around automation opportunities and conditional formatting. Also, for SUMIFS, you can just use "" to represent an empty date cell (Actual Delivery Date) rather than creating a separate ISBLANK formula. The correct formatting hit me after posting the comment.

    I've dropped my reference sheets to the Advocates workspace Dave created, in a folder titled "SUMIFS Example Sheets". I'm happy to pursue any direct requests you might have, I just don't want to lead you down the wrong structural path due to inexperience in this particular field.

  • edited 04/04/20

    Hi @Amy Donahue

    I presume the reason you have not responded is because you are overburdened with other work, but I just wanted to make sure we were trying to do everything we can to help you.

    So this is more of a community effort, my suggestion on they way forward is:

    1) you take up @Richard Rymill SBP / @Debbie Sawyer offer of two hours consultancy, and use this time to incorporate your Type/ Sub Type / Size to the Sheets and Forms / Dashboard

    2) You allow @Kyle Chipman to independently work on a wizzbang Check In / Out procedure

    3) If other members can offer assistance, they can help with;

    a) testing the system and

    b) migrating your data

    The project plan can be viewed at https://app.smartsheet.com/b/publish?EQBCT=aded9950b9fa45548dc0f88883735d80

    I have created three columns 1st/2nd/3rd Work Offer Person. For all those willing to help could add their email address (or just names and send me your email address to [email protected]) I'll share the workspace with you. This includes 1) and 2) as @Richard Rymill SBP / @Debbie Sawyer and @Kyle Chipman 's positions may have changed in the last few days, so it would be nice to have backup personnel!

    Please be sure to understand, and I think I can speak for all of us, that none of us want to add and further pressure onto you. If you are working on other things to resolve this problem, please don't feel obliged to have to continue on with this work. We are all simply trying to help, as will completely understand if you choose not to progress, and absolutely nothing has been lost.

    Kind regards

    Dave

  • Richard Rymill SBPRichard Rymill SBP Top Contributor

    To the wider Smartsheet user community involved in Healthcare, UK and USA, we welcome the opportunity to support you with Face Fit Testing Registers, PPE usage and Requirements > Reports and Dashboards which will require some customisation to match your exact needs, with Two hours of free remote consultation to assist, from Smarter Business Processes.com.

    @Dave Gordon and SBP are happy to collaborate together to help users as we both have considerable Health Service Experience. Keep safe and reach out if you wish to discuss urgent needs? [email protected]

  • Hi all -

    From what i have been able to glean thus far, the sheets you are creating are much cleaner than my clunky startup and are exactly what we need. The checkout form as well as the On Order, In Stock, Checked out (distributed) are all very clean. I can say with certainty that barcode scanning is beyond our capacity right now. We don't have the technology (we are a nonprofit; mostly social workers are figuring this out!) AND resources are going out as fast as they come in. A "good enough" solution will fit our needs for the short term!

    I have been inundated with both multiple requests to order more while simultaneously receiving reports from our current suppliers of the high drama (arrests, possibly worse) that is occurring overseas in responding to US orders. Add to this the day-to-day responsibilities of "normal business" and the challenge of parenting a 6 and 9 yo, the oldest of whom is on the spectrum, I am stretched quite thin!

    All that said, I would like to convert to your workflow. I would appreciate a time dedicated to talking through the conversion? how best to coordinate that given the multiple folks in the workspace now? @Dave Gordon @Kyle Chipman @Richard Rymill SBP @Debbie Sawyer

    Your generosity continues to amaze me and I am really grateful for the expertise on this!

  • edited 04/06/20

    No worries @Amy Donahue , and when we have a solution developed we would be more that happy to work together to migrate your work.

    Just to advise, the bar code scanning can be processed with any standard iPhone/Android phone, and you don't need any additional technology.

    I'm conscious of how busy you are, but if you have someone else who can take some photos of a couple of the PPE barcodes and provide information on what equipment this relates to. We can then incorporate scanning into a demo , and also provide you with a "real world" example of how it works using something you can easily relate to.

    Regards

    Dave

  • Hi @Amy Donahue and @Dave Gordon , I am an experienced Smartsheet admin/user. My current position was eliminated at the beginning of March. I have a good amount of free time to help out. I can definitely take on the testing function and whatever else is needed!

    Mark

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