Meeting with audit team to inform of project

Oct 13, 2025 by talynt.org 49 views

Introduction

As we move forward with the Auditor Findings - Transcription and Summarization project, it's essential to create a timeline that reflects the completed tasks and the remaining work. This project has undergone significant changes, with a pivot from developing a custom solution to standardizing a process using existing tools like OneNote, Word, and Excel. In this article, we'll outline the completed tasks, the proposed plan going forward, and the updated timeline.

Completed Tasks and Dates

Based on the project's description, here's a summary of what's been done, with estimated dates assuming you've been working on this for a few weeks leading up to today (March 10, 2025):

Phase 1: Requirements Gathering and Planning (2 weeks)

Meeting with audit team to inform of project: This aligns with Phase 1 (Requirements Gathering and Planning). Let's assume this happened at the start of the project.
- Date Completed: February 3, 2025 (start of the 2-week Phase 1)
Meeting to test audio translation efficiency with different software: This also falls under Phase 1, gathering requirements by testing what works for the audit team.
- Date Completed: February 10, 2025 (midway through Phase 1)

Phase 2: Development/Find a Transcription Tool (2 weeks)

Code development using Python originally: This aligns with the start of Phase 2 (Development/Find a Transcription Tool).
- Date Completed: February 17, 2025 (start of the 2-week Phase 2)
Code development using C# with Google API: Continued effort in Phase 2, switching to C# after Python didn’t meet expectations.
- Date Completed: February 24, 2025 (end of Phase 2)

Phase 3: Development/Find a Summarization Program (3 weeks)

Testing OneNote with Copilot and figuring out efficiency: This marks the transition away from custom code development, likely overlapping with the end of Phase 2 and the start of Phase 3 (Development/Find a Summarization Program).
- Date Completed: March 3, 2025 (start of the 3-week Phase 3)

Tasks Going Forward

Now, let's outline the remaining tasks, focusing on the pivot to OneNote with Copilot and the remaining phases (Phase 3: Summarization Program, Phase 4: Testing and Integration, Phase 5: Training and Deployment). I'll adjust the timeline to reflect your recommendation to standardize processes using existing tools instead of developing new code.

Phase 3: Finalize Summarization Process Using OneNote/Word/Excel with Copilot (remaining 2 weeks of the 3-week phase)

Create templates for audit findings in OneNote or Word: This will help standardize the process and make it easier for the audit team to use.
Set up an Excel sheet for timelines and due dates: This will help track progress and ensure that deadlines are met.
Due Date: March 17, 2025

Phase 4: Testing and Integration (3 weeks)

Conduct a trial with the audit team using OneNote with Copilot to confirm efficiency: This will help ensure that the tool is working as expected and that the audit team is comfortable using it.
Test integration with Word/Excel for formatting and tracking: This will help ensure that the tool is working seamlessly with other tools and that data is being tracked correctly.
Gather feedback and make adjustments: This will help ensure that the tool is meeting the needs of the audit team and that any issues are addressed.
Due Date: April 7, 2025

Phase 5: Training and Deployment (2 weeks)

Develop training materials and conduct training sessions for auditors on using OneNote, Copilot, Word, and Excel: This will help ensure that the audit team is comfortable using the tool and that they understand how to use it effectively.
Roll out the tools to all auditors and provide ongoing support: This will help ensure that the tool is being used consistently and that any issues are addressed promptly.
Due Date: April 21, 2025

Timeline Overview

Here's the complete timeline in a clear, structured format:

Phase	Task	Status	Start Date	End Date/Due Date
Phase 1: Requirements Gathering and Planning (2 weeks)	Meeting with audit team to inform of project	Completed	Feb 3, 2025	Feb 3, 2025
	Meeting to test audio translation efficiency with different software	Completed	Feb 10, 2025	Feb 10, 2025
Phase 2: Development/Find a Transcription Tool (2 weeks)	Code development using Python originally	Completed	Feb 17, 2025	Feb 17, 2025
	Code development using C# with Google API	Completed	Feb 24, 2025	Feb 24, 2025
Phase 3: Development/Find a Summarization Program (3 weeks)	Testing OneNote with Copilot and figuring out efficiency	Completed	March 3, 2025	March 3, 2025
	Finalize summarization process using OneNote/Word/Excel with Copilot (create templates, set up Excel for timelines)	In Progress	March 10, 2025	March 17, 2025
Phase 4: Testing and Integration (3 weeks)	Conduct trial with audit team using OneNote with Copilot, test integration with Word/Excel, gather feedback	Not Started	March 18, 2025	April 7, 2025
Phase 5: Training and Deployment (2 weeks)	Develop training materials, conduct training, roll out tools, provide support	Not Started	April 8, 2025	April 21, 2025

Updated Message with Timeline

Here's the revised message, now including the timeline and due dates:

Subject: Update on Auditor Findings Transcription and Summarization Project

Dear [Team/Mentor’s Name],

I wanted to provide an update on the Auditor Findings - Transcription and Summarization for Quality Audit project based on my recent work and testing with the audit team.

Initially, I explored building a custom solution in Visual Studio Code using Google API and Azure for transcription. However, I encountered significant challenges, including incomplete audio transcription (only about half the audio was translated) due to subscription and integration issues. On top of that, developing a code like this—evaluating which APIs work, troubleshooting what doesn’t, and dealing with bugs—has proven to be extremely time-consuming. This process feels inefficient when existing software already addresses our needs effectively.

I tested an alternative by demonstrating OneNote with Copilot to the audit team, using a test audio file they provided. The tool successfully transcribed the entire audio and allowed for easy collaboration and editing. This suggests that building a new program might not be necessary when existing tools like OneNote, Word, or Excel—potentially enhanced with Copilot—can meet our needs more efficiently. These tools also support formatting, due date tracking, and team collaboration, aligning with the project’s objectives. Since the company likely already owns these tools, it could avoid additional subscription costs unless an upgrade (e.g., Copilot) proves highly beneficial.

Given this, my recommendation is to pivot from developing a custom Visual Studio Code solution to standardizing a process using these existing tools. Below is an updated timeline reflecting completed tasks and the proposed plan going forward:

Phase 1: Requirements Gathering and Planning (Completed)
- Meeting with audit team to inform of project: Feb 3, 2025
- Meeting to test audio translation efficiency with different software: Feb 10, 2025
Phase 2: Development/Find a Transcription Tool (Completed)
- Code development using Python: Feb 17, 2025
- Code development using C# with Google API: Feb 24, 2025
Phase 3: Development/Find a Summarization Program (In Progress)
- Tested OneNote with Copilot and figured out efficiency: March 3, 2025
- Finalize summarization process using OneNote/Word/Excel with Copilot (create templates, set up Excel for timelines): Due by March 17, 2025
Phase 4: Testing and Integration
- Conduct trial with audit team using OneNote with Copilot, test integration with Word/Excel, gather feedback: March 18, 2025 – April 7, 2025
Phase 5: Training and Deployment
- Develop training materials, conduct training, roll out tools, provide support: April 8, 2025 – April 21, 2025

This revised approach would involve:

Creating simple templates for audit findings in OneNote or Word.
Using Excel for timelines and due dates.
Providing training on how to use these tools effectively with Copilot for transcription and summarization.

I’d like to gather your feedback on this approach and timeline. Specifically, I’d appreciate your thoughts on whether we should:

Conduct a trial with the audit team using OneNote and Copilot to confirm efficiency.
Assess if the current transcription accuracy (e.g., from OneNote) is sufficient or if further enhancements are needed.
Proceed with process standardization and training instead of code development.

Looking forward to your input!

Best regards, [Your Name]

**Q&A: Auditor Findings - Transcription and Summarization Project** ===========================================================

Introduction

As we move forward with the Auditor Findings - Transcription and Summarization project, it's essential to address any questions or concerns that may arise. In this article, we'll provide answers to some of the most frequently asked questions related to the project.

Q: What is the purpose of the Auditor Findings - Transcription and Summarization project?

A: The purpose of the project is to develop a system that can efficiently transcribe and summarize audit findings, making it easier for the audit team to review and analyze the data.

Q: Why did we pivot from developing a custom solution to using existing tools like OneNote, Word, and Excel?

A: We encountered significant challenges with developing a custom solution, including incomplete audio transcription and integration issues. Using existing tools like OneNote, Word, and Excel has proven to be more efficient and effective in meeting our needs.

Q: What are the benefits of using OneNote with Copilot for transcription and summarization?

A: OneNote with Copilot offers several benefits, including:

Efficient transcription: OneNote with Copilot can transcribe audio files quickly and accurately.
Easy collaboration: OneNote allows for easy collaboration and editing, making it easier for the audit team to work together.
Formatting and tracking: OneNote supports formatting and tracking, making it easier to review and analyze the data.

Q: What is the timeline for the project?

A: The timeline for the project is as follows:

Phase 1: Requirements Gathering and Planning (Completed)
Phase 2: Development/Find a Transcription Tool (Completed)
Phase 3: Development/Find a Summarization Program (In Progress)
Phase 4: Testing and Integration (Not Started)
Phase 5: Training and Deployment (Not Started)

Q: What are the next steps for the project?

A: The next steps for the project are:

Finalize summarization process using OneNote/Word/Excel with Copilot (create templates, set up Excel for timelines)
Conduct trial with audit team using OneNote with Copilot, test integration with Word/Excel, gather feedback
Develop training materials, conduct training, roll out tools, provide support

Q: How can I provide feedback on the project?

A: We welcome any feedback or suggestions you may have on the project. Please feel free to reach out to us with any questions or concerns.

Q: What is the expected outcome of the project?

A: The expected outcome of the project is a system that can efficiently transcribe and summarize audit findings, making it easier for the audit team to review and analyze the data.

Q: How will the project be evaluated?

A: The project will be evaluated based on the following criteria:

Efficiency: How quickly and accurately can the system transcribe and summarize audit findings?
Effectiveness: How well does the system meet the needs of the audit team?
User satisfaction: How satisfied are the audit team members with the system?

Q: What is the expected timeline for the project to be completed?

A: The expected timeline for the project to be completed is April 21, 2025.

Q: Who is responsible for the project?

A: The project is being led by [Your Name], with support from the audit team and other stakeholders.

Q: How can I get involved in the project?

A: We welcome any involvement or support from the audit team and other stakeholders. Please feel free to reach out to us with any questions or concerns.