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Difference between revisions of "PIC:COCHAIRS"

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==Project Information==
 
==Project Information==
 
:Insert project description here
 
:Insert project description here
−
::The [[Media:PIC Cochair Handbook Project Scope Statement.doc|Project Scope Statement]] status is: Awaiting approval
+
::The [[Media:PIC Cochair Handbook Project Scope Statement.doc|Project Scope Statement]] status is: approved by PIC 2010-06-10, approved by T3SD 2010-08-16
  
 
'''Project Lead(s)'''  
 
'''Project Lead(s)'''  
−
:* Helen Stevens (helen.stevens@shaw.ca)
+
:* Sandy Stuart (sandra.stuart@kp.org)
  
 
'''Project Timeline'''
 
'''Project Timeline'''
−
:*Project Launch: May 2010
+
:*Project Launch: December 2013
 
:*Gather Requirements: Ongoing  
 
:*Gather Requirements: Ongoing  
−
:*Update Handbook: August-September 2010
+
:*Update Handbook:  
−
:*Approval: September 2010
+
:*Approval:  
−
:*Release/Publication: October 2010 WGM
+
:*Release/Publication: May 2015 WGM
  
 
==Project Working Documents==
 
==Project Working Documents==
−
: [[Media:Cochair handbook.doc|Co-Chair Handbook]] - Last update yyyy/mm/dd
+
:: [[Media:Cochair_Handbook_2014_v1.5_May_20.docx |Co-Chair Handbook DRAFT following May 2014 WGM]] - Last update May 2015
  
 
==Project Requirements Gathering==
 
==Project Requirements Gathering==
Line 31: Line 31:
  
 
===Requirements:===
 
===Requirements:===
−
# Add/update instructions on how to escalate and resolve issues when unable to get negative vote withdrawn.
+
# Add URL for new Work Group White Paper template:  http://www.hl7.org/permalink/?WGWhitePaperTemplate
−
#* Source: Helen Stevens (helen.stevens@shaw.ca)
+
#* Source: Freida Hall
−
#* Submitted on: January 2010
+
#* Submitted on: 2016-06-14
−
#* Committee Comments:
+
#* Committee Comments: leave blank
−
#* Status: Received
+
#* Status: Added to 2018 version. See section 2.9.5, Added to end of second paragraph.
−
# Add/update expectations of the co-chairs to engage with the steering divisions.  
+
# Revise last paragraph in 2.12.5 to update revised tab name "Agenda & Minutes".  Same update in 2.13.2 Submit WGM Meeting Minutes within Two Weeks
−
#* Source: Helen Stevens (helen.stevens@shaw.ca)
+
#* Source: Freida Hall
−
#* Submitted on: January 2010
+
#* Submitted on: 2016-09-18
−
#* Committee Comments:
+
#* Committee Comments: leave blank
−
#* Status: Recieved
+
#* Status: Added to 2018 edition
−
# [[Media:RE Upload Project Scope and Co-Chair Handbook Correction.txt]]
+
# Remove 2.13.3 Submit Post-WGM Survey from the handbook since Survey is no longer being conducted.
−
#* Source: Hernandez, Joyce [mailto:joyce_hernandez@merck.com]
+
#* Source: Freida Hall
−
#* Submitted on: January 28/2010
+
#* Submitted on: 2016-09-18
−
#* Committee Comments:  
+
#* Committee Comments: leave blank
−
#* Status: Entered
+
#* Status: Deleted from 2018 edition
−
#Correct minutes template versus upload reference
+
#Update this section to remove reference to minutes/agendas in alternate location which implies other than HL7.org or wiki.hl7.org. Agendas and Mintutes must be on an HL7 platform. Some Work Groups use the "Additional Resources" work tab for pointers to additional WG info.
−
#* From discussion of [[ES_Online_Presence#Project_progress|Online Presence Project]]
+
#*'''Note that meeting minutes must be accessible from the Work Group’s “Minutes” tab whether posted to the Work Group’s page on the HL7 website or to the HL7 wiki'''.  Work Groups posting minutes to a location other than the WG page on the HL7 website should include links under the “Minutes” tab to direct visitors to the appropriate location. Notify the webmaster if you have alternate locations for Conference Call Notices, Documents, Issues/Hot Topics, Meeting Agendas, Meeting minutes, other links, Presentations, Project Documents, or a Wiki page.  The posting of minutes is a WG Health Metric
−
#**3.11.2 - Ensure that Meeting Minutes are taken; Minutes can vary widely in their depth of coverage. They should use the meeting minutes templates (http://www.hl7.org/permalink/?UploadMinutes). '''Note: permalink is for minutes upload, not minutes templates. Minutes template permalink is http://www.hl7.org/permalink/?MinutesTemplate.'''
+
#* Source: Freida Hall
−
#**This template is just that—an empty file (no words) with the appropriate styles for use with meeting minutes. A style guide is included in the zip file noted above to assist co-chairs with the look/feel of meeting minutes. '''Note: zip file is not noted above, but in Appendix A.  Minutes template permalink is http://www.hl7.org/permalink/?MinutesTemplate'''.
+
#* Submitted on: 2016-09-20
−
#*[[User:Llaakso|Llaakso]] 15:43, 4 February 2010 (UTC)
+
#* Committee Comments: leave blank
−
#*Committee Comments:
+
#* Status: Added to 2018 edition
−
#*Status: Entered
+
# Update Project Management Section to add explanation of 'Lite' investigative projects (from 2016-11-7 TSC call discussion). Project Services WG will craft the update.
−
#Update reference to minutes posting from WGM versus conference calls
+
#* 2018-07-26 Updated to add explanation of 'lite' projects, update posted here: http://www.hl7.org/documentcenter/public/wg/projectServices/Cochair_Handbook_2018_PjtSvcs_Final_Rev.docx
−
#* From discussion of [[ES_Online_Presence#Project_progress|Online Presence Project]]
+
#* Source: Freida Hall
−
#**5.5 Decisions at Working Group Meetings: Decisions made at WG meetings are recorded in meeting minutes and posted. Minutes are recorded and posted for all WG meetings including the date, time, and location of the meeting, a list of attendees, the intended agenda, a brief summary of discussion topics, and the outcome of proposals made (including vote tallies if votes were taken). Minutes from a working group meeting will be posted no later than 2 weeks after the last day of the conference and in compliance with HQ deadlines; ''minutes from a conference call will be posted within one week of the call''. '''Note: 5.6 describes Decisions at non-Working Group Meetings, where timing of upload for conference call minutes might be more accurately placed.'''
+
#* Submitted on: 2016-11-07
−
#*[[User:Llaakso|Llaakso]] 15:43, 4 February 2010 (UTC)
+
#* Committee Comments: leave blank
−
#*Committee Comments:
+
#* Status: Added to 2018 edition
−
#*Status: Entered
+
# Add explanation of how to upload "members only" data to HL7.org Work Group page.  See file http://wiki.hl7.org/index.php?title=File:Making_a_Document_Members_Only_on_HL7.docx
−
#Provide stronger recommendation and rationale on posting minutes to HL7 web site, or to a location linked from the Work Group web page for WGM and conference calls (updated [[User:Llaakso|llaakso]] 12:38, 19 May 2010 (UTC) due to change by ES WG)
+
#* Source: Ken McCaslin, TSC Chair email to PIC list, added to wiki by F. Hall
−
#* From discussion of [[ES_Online_Presence#Project_progress|Online Presence Project]], and  [[2010-01-05_Online_Presence_Call_Minutes]]
+
#* Submitted on: 2017-03-03 (email to PIC list)
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#**3.9.2 instead of referencing the utility, add ‘or your minutes web page' where it can be uploaded directly.
+
#* Committee Comments: leave blank
−
#**Under 3.11.2 regarding point 2 on Worded motions, suggest a change that allows motions for ballot reconciliation can be included in 5 (electronic copies of work products) instead of 2.
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#* Status: Added to 2018 edition. See final paragraph of section 2.16
−
#**Should use the HL7 standard language; instead of “PIC recommends”, we say Work Groups “shall” post minutes, agendas, and action items. The handboook should include link to the verbiage definitions as well, for the co-chairs' reference. Wholesale revision change for modal verb language could be considered for next update.
+
# Update to change title of template (from 2017-04-03 TSC call discussion). The "Work Group Dissolution Template" title referenced in §2.14.1 and Appendix A is being changed to "Work Group Change Template". Also check the hyperlink to determine if permalink changes.  
−
#**If quorum is not reached please file a document that indicates that quorum was not met.
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#* Source: Freida Hall
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#**Rationale:  
+
#* Submitted on: 2017-04-03
−
#***shall be in a location where they are not changeable by others;
+
#* Committee Comments: leave blank
−
#***shall be in a location where non-regular participants can find them (consistent place between all work groups);
+
#* Status: Updated in 2018 edition
−
#***minutes are the official documentation of the activities of HL7 and ANSI audit processes will need to have access to them, a formal location.  
+
# Clarify the Publication Request Template is also used to request a STU Extension
−
#*[[User:Llaakso|llaakso]] 15:36, 30 March 2010 (UTC)
+
#* Source: Freida Hall
−
#*Committee Comments:
+
#* Submitted on: 2017-06-29
−
#*Status: Entered
+
#* Committee Comments: leave blank
−
#Correct Section 3.8 instructions on updates to Mission and Charter statement which need to be ratified by the Steering Division instead of the TSC.
+
#* Status: Added to 2018 edition
−
#*[[User:Llaakso|llaakso]] 15:36, 30 March 2010 (UTC)
+
# Replace section 3.7.4 V2 Substantive Change and 3.7.5 V2 Non-Substantive change with link to document using the same link as that from Resources->Tools and resources ->V2 tools ->Version 2 substantivity guide
−
#*Committee Comments:
+
#* Source: Tony Julian
−
#*Status: Entered
+
#* Submitted on 2017-08-23
−
# Add/update instructions on posting agendas to [[WGM_information|wiki site]] for Working Group meetings
+
#* Committee Comments: leave blank
−
#* Source: Helen Stevens (helen.stevens@shaw.ca)
+
#* Status: Incorporated into 2018 edition
−
#* Submitted on: April 1 2010
+
# Revise 3.4.2 Review Ballots as discussed 2017-12-11 TSC Meeting.  Remove this sentence: "There is no reconciliation of review ballot comments per se".  There are explicit requirements to consider comments and to post a reconciliation spreadsheet for all review ballots, thus the statement to be removed is contradictory to statements elsewhere in the handbook, and also in the GOM.
−
#* Committee Comments:
+
#* Source: Freida Hall
−
#* Status: Received
+
#* Submitted on: 2017-12-11
 +
#* Committee Comments: leave blank
 +
#* Status: Removed from 2018 edition.
 +
# Update project management section of Co-chair Handbook with updates approved by Project Services Work Group 2018-07-12 call, posted here:  http://www.hl7.org/documentcenter/public/wg/projectServices/Cochair_Handbook_2018_PjtSvcs_Final.docx
 +
#* 2018-07-26 Updated to add explanation of 'lite' projects, update posted here: http://www.hl7.org/documentcenter/public/wg/projectServices/Cochair_Handbook_2018_PjtSvcs_Final_Rev.docx
 +
#* Source: Freida Hall
 +
#* Submitted on: 2018-07-16
 +
#* Committee Comments: leave blank
 +
#* Status: Added to 2018 edition

Latest revision as of 18:50, 3 August 2018

Return to the >> Process Improvement Committee

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:
  • Approval:
  • Release/Publication: May 2015 WGM

Project Working Documents

Co-Chair Handbook DRAFT following May 2014 WGM - Last update May 2015

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. Add URL for new Work Group White Paper template: http://www.hl7.org/permalink/?WGWhitePaperTemplate
    • Source: Freida Hall
    • Submitted on: 2016-06-14
    • Committee Comments: leave blank
    • Status: Added to 2018 version. See section 2.9.5, Added to end of second paragraph.
  2. Revise last paragraph in 2.12.5 to update revised tab name "Agenda & Minutes". Same update in 2.13.2 Submit WGM Meeting Minutes within Two Weeks
    • Source: Freida Hall
    • Submitted on: 2016-09-18
    • Committee Comments: leave blank
    • Status: Added to 2018 edition
  3. Remove 2.13.3 Submit Post-WGM Survey from the handbook since Survey is no longer being conducted.
    • Source: Freida Hall
    • Submitted on: 2016-09-18
    • Committee Comments: leave blank
    • Status: Deleted from 2018 edition
  4. Update this section to remove reference to minutes/agendas in alternate location which implies other than HL7.org or wiki.hl7.org. Agendas and Mintutes must be on an HL7 platform. Some Work Groups use the "Additional Resources" work tab for pointers to additional WG info.
    • Note that meeting minutes must be accessible from the Work Group’s “Minutes” tab whether posted to the Work Group’s page on the HL7 website or to the HL7 wiki. Work Groups posting minutes to a location other than the WG page on the HL7 website should include links under the “Minutes” tab to direct visitors to the appropriate location. Notify the webmaster if you have alternate locations for Conference Call Notices, Documents, Issues/Hot Topics, Meeting Agendas, Meeting minutes, other links, Presentations, Project Documents, or a Wiki page. The posting of minutes is a WG Health Metric
    • Source: Freida Hall
    • Submitted on: 2016-09-20
    • Committee Comments: leave blank
    • Status: Added to 2018 edition
  5. Update Project Management Section to add explanation of 'Lite' investigative projects (from 2016-11-7 TSC call discussion). Project Services WG will craft the update.
  6. Add explanation of how to upload "members only" data to HL7.org Work Group page. See file http://wiki.hl7.org/index.php?title=File:Making_a_Document_Members_Only_on_HL7.docx
    • Source: Ken McCaslin, TSC Chair email to PIC list, added to wiki by F. Hall
    • Submitted on: 2017-03-03 (email to PIC list)
    • Committee Comments: leave blank
    • Status: Added to 2018 edition. See final paragraph of section 2.16
  7. Update to change title of template (from 2017-04-03 TSC call discussion). The "Work Group Dissolution Template" title referenced in §2.14.1 and Appendix A is being changed to "Work Group Change Template". Also check the hyperlink to determine if permalink changes.
    • Source: Freida Hall
    • Submitted on: 2017-04-03
    • Committee Comments: leave blank
    • Status: Updated in 2018 edition
  8. Clarify the Publication Request Template is also used to request a STU Extension
    • Source: Freida Hall
    • Submitted on: 2017-06-29
    • Committee Comments: leave blank
    • Status: Added to 2018 edition
  9. Replace section 3.7.4 V2 Substantive Change and 3.7.5 V2 Non-Substantive change with link to document using the same link as that from Resources->Tools and resources ->V2 tools ->Version 2 substantivity guide
    • Source: Tony Julian
    • Submitted on 2017-08-23
    • Committee Comments: leave blank
    • Status: Incorporated into 2018 edition
  10. Revise 3.4.2 Review Ballots as discussed 2017-12-11 TSC Meeting. Remove this sentence: "There is no reconciliation of review ballot comments per se". There are explicit requirements to consider comments and to post a reconciliation spreadsheet for all review ballots, thus the statement to be removed is contradictory to statements elsewhere in the handbook, and also in the GOM.
    • Source: Freida Hall
    • Submitted on: 2017-12-11
    • Committee Comments: leave blank
    • Status: Removed from 2018 edition.
  11. Update project management section of Co-chair Handbook with updates approved by Project Services Work Group 2018-07-12 call, posted here: http://www.hl7.org/documentcenter/public/wg/projectServices/Cochair_Handbook_2018_PjtSvcs_Final.docx
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