Tracking lesson phase changes

Publishing Tasks:

Mermaid diagram templates

Tracking lesson phase changes

---

Contents of this page:

• Workflow
• Calendar Settings

---

In order to keep track of each lesson's current phase, and be notified when a lesson phase has reached its agreed deadline, we use a simple Google Calendar workflow outlined below.

Workflow

1. Upon each phase change, the Publishing Manager posts a mermaid diagram in the lesson issue which outlines the current phase and the expected completion date for the work associated.
2. The Publishing Manager navigates to Google Calendar and sets up a corresponding Event:

• TITLE: #XXX (issue number) – Phase X Deadline
• DATE: [Expected completion date as agreed in the issue] (no need to set a time)
• CALENDAR: either EN Lesson Tracker, ES Lesson Tracker, FR Lesson Tracker or PT Lesson Tracker as appropriate
• ADD GUESTS: invite the lesson editor by email

3. The Publishing Manager, Publishing Assistant and Managing Editor for that journal are by default added to the event. All participants will receive a notification 1 week before the deadline, and another 1 day before the deadline. This will allow them to check into the issue and determine whether the work is likely to be completed on time.
4. If the work has been completed by the agreed deadline, the Publishing Manager will move the lesson to the next phase and repeat the process.
5. If the work is not yet completed, the team will coordinate within the issue to agree a new deadline, and update the Google Calendar event to reflect this change.

Calendar settings

• Calendar name: EN/ES/FR/PT Lesson Tracker, [OR AS AGREED BY EACH JOURNAL]
• Share with specific people or groups: includes the Publishing Manager, Publishing Assistant and Managing Editor for that journal
• All-day event notifications: 1 week before at 9:00am, and 1 day before at 9:00am
• Other notifications: email for New events, Changed events and Deleted events