PIC:COCHAIRS

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Co-Chair Handbook Template Maintenance Project

Project Information

Insert project description here

The Project Scope Statement status is: approved by PIC 2010-06-10, approved by T3SD 2010-08-16

Project Lead(s)

• Sandy Stuart (sandra.stuart@kp.org)

Project Timeline

• Project Launch: December 2013
• Gather Requirements: Ongoing
• Update Handbook: Jan - April 2014
• Approval: September 2014
• Release/Publication: May 2014 WGM

Project Working Documents

Co-Chair Handbook DRAFT following May 2014 WGM - Last update May 2014

Project Requirements Gathering

Instructions:

To add a requirement for consideration by the committee edit the WIKI directly yourself following the template provided or email the PIC List Service (pic@lists.hl7.org)

Requirement Template:

1. enter requirement
   • Source: enter your name and email address
   • Submitted on: enter the date of your submission
   • Committee Comments: leave blank
   • Status: Entered

Requirements:

1. Review handbook for references to the GOM as we've now split the HL7 Essential Requirements off from that document
   • Source: Karen Van Hentenryck
   • Submitted on: 01.14.2012
   • Committee Comments: leave blank
   • Status: Added to updated document
2. Update statement re: WGM minutes - must be posted in two week as TSC will be adding Work Group Health metric. Existing text: "6) Your meeting minutes need to be posted as defined in the Decision Making Practices document." Change to: "6) Your WGM meeting minutes need to be posted in two weeks following the WGM." This is consistent with section 3.14.2. May want to add statement re: conference call minutes due date consitent with DMP.
   • Source: Freida Hall/TSC
   • Submitted on: 2014-01-18
   • Committee Comments: leave blank
   • Status: Added to updated document
3. Update Work Group Health, section 3.3, to indicate where to find the approal reqirements for DMP, SWOT, and M&C, e.g. what has to be approved by WG/SD/TSC. In following sentence add text at end after 'Cards': The following TSC wiki page includes the details on what is measured in the Work Group Health Report Cards, and includes approval requirement for the Work Group Mission and Charter (M&C), Decision Making Practices (DMP), and Strength/Weakness/Opportunity/Threat (SWOT) analysis.
   • Source: Freida Hall
   • Submitted on: 2014-05-05
   • Committee Comments: leave blank
   • Status: Entered
4. Consider adding reference to wiki instructions on how to reconcile ballots at: http://wiki.hl7.org/index.php?title=Reconciliation_HowTo
   • Source: Freida Hall
   • Submitted on: 2014-07-18
   • Committee Comments: leave blank
   • Status: Added to updated document
5. Clarify requirement for posting consolidated reconciliation spreadsheet to Ballot Desktop. See sections 4.5.1 Consolidating Comment Spreadsheets and 4.4.3 Normative Ballots. There should be a persistent copy available before the WGM, and incremental update copies available to WG members (or ballot concensus group). Should this be done consistently by all WGs or leave each WG to define their own process? This came up in OO WG because members wanted copy of versions being emailed between co-chairs and not visible to partiicpants.
   • Source: Freida Hall
   • Submitted on: 2014-09-23
   • Committee Comments: leave blank
   • Status: Entered
6. In the intro or cover of .pdf version of the co-chair handbook, add URL (below) to the wiki version of the co-chair handbook which may be edited more frequently, especially with TSC updates. Could also suggest co-chairs add to their watchlist so they are aware of edits. http://wiki.hl7.org/index.php?title=Co-Chair_Handbook_Information
   • Source: Freida Hall
   • Submitted on: 2014-09-26
   • Committee Comments: leave blank
   • Status: Entered
7. Add the option for work groups to record their current activities and post them to the HL7 YouTube Channel
   • Source: Karen Van Hentenryck
   • Submitted on: 2015-01-19
   • Committee Comments: leave blank
   • Status: Entered
8. Add a section that suggests that suggests that work groups set aside the first 5-10 minutes to introduce FTAs to the organization
   • Source: Karen Van Hentenryck
   • Submitted on: 2015-01-19
   • Committee Comments: leave blank
   • Status: Entered
9. Add to handbook, and possibly the template for minutes, the process to approve mintues by "general consent" from Robert's Rules, instructions below. This saves time when there are no edits to minutes.
   • Use general consent method when there are no corrections: “You have received the minutes. Are there any corrections to the minutes? Hearing none, if there is no objection the minutes are approved as posted.”
   • Source: Freida Hall
   • Submitted on: 2015-02-13
   • Committee Comments: leave blank
   • Status: Entered
10. Add new language, once proposed by GOC and approved by the EC, to alert co-chairs to the requirement to guard IP
    • Source: Karen Van Hentenryck
    • Submitted on: 2015-94-28
    • Committee Comments: leave blank
    • Status: Entered
11. Update Balloting section "Consolidating Comment Spreadsheets" to explain how to break the link in Excel after consolidating ballot comments.
    • Instructions from Austin Kreisler
      • When you use the ballot spreadsheet amalgamation macro to consolidate ballot spreadsheets you often end up with links from the consolidated spreadsheet back to the original spreadsheets. These are maintained by Excel, and you get an annoying notice when opening the document regarding updated the document from the linked document, or possibly your Excel is set up to update those links automatically, and that can lock up Excel while it tries to do the update. To break the links to these other spreadsheet, open the spreadsheet in question in Excel and do the following (from Excel help):
      • Important When you break a link to a source, all formulas that that use the source are converted to their current value. For example, the link =SUM([Budget.xls]Annual!C10:C25) would be converted to =45. Because this action cannot be undone, you may want to save a version of the file before you start.
      • On the Edit menu, click Links.
      • In the Source list, click the link you want to break.
      • To select multiple linked objects, hold down CTRL and click each linked object.
      • To select all links, press CTRL+A.
      • Click Break Link.
        • Note that these links are different from hyperlinks embedded in a cell.
    • Source: Freida Hall
    • Submitted on: 2015-05-21
    • Committee Comments: leave blank
    • Status: Entered
12. Add White Paper process (from June 8,2015 PIC minutes)- to incorporate additional guidance from TSC (referenced August 7, 2015 PIC minutes)
    • Source: Freida Hall
    • Submitted on: June 8, 2015 Minutes (also see entry 2016-01-11 from January WGM)
    • Committee Comments: leave blank
    • Status: Entered
13. Change title for Electronic Ballot Chart to HL7 Ballot Guide in Co-chair Handbook. It was renamed in the 2015 update.
    • Source: Freida Hall
    • Submitted on: 2015-09-18
    • Committee Comments: leave blank
    • Status: Entered
14. White Paper process
    • Source: Freida Hall from 2016-01-11 PIC meeting at January WGM
    • Submitted on: 2016-01-11
    • Committee Comments: Document Work Group White Paper process; see PIC minutes for process discussion 2016-01-04 and 2016-01-16 (e.g need PSS, WG approves white paper, WG level white papers are not balloted, published with appropriate disclaimers, EST to create posting/index; PS to add check box to PSS for Work Group level White Papers; publishing to create template with disclaimers.
    • Status: Entered
15. Change references DSTU to STU - Standard for Trial Use (remove Draft)
    • Source: Freida Hall - referred from TSC/Board
    • Submitted on: 2016-01-18 January WGM
    • Committee Comments: leave blank
    • Status: Entered
16. Update Project Managment section of handbook
    • Source: Freida Hall - referred from Project Services WG
    • Submitted on: 2016-03-10 emailed to PIC list
    • Committee Comments: leave blank
    • Status: Entered