https://padlet.com/audaiababneh123/hegbc2krhehj5ysm en-us 2023-03-14 16:10:02 UTC 2023-03-18 06:01:47 UTC hello@padlet.com https://padlet.com/audaiababneh123/hegbc2krhehj5ysm/wish/2516402239 Dear colleagues,

Hope you're doing well!

As you know, we are moving to a new office next month. So, to have a smooth transition, I thought of some logistics that ease our transition and get us settled down.

So, the upcoming plan is to move the data on the old system, "ProGres V4", to the new one ", V4 cloud", which will be allocated in the new office.

To keep your eye on what we should do, I'm attaching a checklist that can help you track the things that should be done.

The transition period is going to take around three working weeks, and we hope it doesn't go beyond that. We'll have full support from the IT department, maintenance, and ODM. Departments will work collaboratively, but each department should be responsible for the transition of their staff, data, documents, etc.

During the cutover period, the ability to accept and proceed with new cases or even follow up with pending issues will not be available. So, please make sure to work on the urgent cases and try to finalise the ones that need action before the cutover date.

Everyone needs to finalise their daily, weekly, and monthly reports and prepare their packing list with the most important equipment and tools. They write their names on the boxes, so it is easy to send them to their office once moved. You should write to your focal point and inform them about the number of packages that need to be carried away to the new premises.

As for our beneficiaries, we need to send them a text message and inform them that we will be out of service for three weeks and also give them details about our new address. (The text message with the Google map of the new location will be provided by the IT department soon - I'll share it once it's ready).

Regarding data transmission, we will send you with the deadline for updating the beneficiaries' data. So, to protect the data and prepare a backup copy before moving, we'll have full support from the IT department, maintenance, and ODM.

The staff in the call centre will operate as usual and will report any case that needs action to the AAPTs system. So, everyone should be in charge of their cases on the system and try to schedule them during the offline time. We will let you know when data is available offline and will synchronise it to the new "V4 Cloud".

Now, during the transitional period, we'll create a shared excel sheet, so you can fill it in if you want to take a vacation or a sick/short leave. But make sure that you highlight it on the sheet so that we can arrange rotations, among others.

What about the attendance system? When are staff supposed to come and leave the office in the old or new building?
When are they supposed to operate? The actual date for the operation.

Conclusion
Ask if anyone wants any help. 
Tell them about your scheduled meetings to keep them updated.]]> 2023-03-14 16:25:36 UTC https://padlet.com/audaiababneh123/hegbc2krhehj5ysm/wish/2516402239