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@ko.org)

Project Timeline

• Project Launch: March 2012
• Gather Requirements: Ongoing
• Update Handbook: August-September 2012
• Approval: September 2012
• Release/Publication: September 2012 WGM

Project Working Documents

Co-Chair Handbook V1.0 - Last update 2009/09/01

Co-Chair Handbook V1.1 - Last update 2010/07/22

Co-Chair Handbook V1.2 - Last update 2010/09/14

Co-Chair Handbook DRAFT for Oct WGM - Last update 2010/09/17

Comments Received

Co-chair Handbook, Frieda Comments - Last update 2010/07/22

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 Add/update instructions on how to escalate and resolve issues when unable to get negative vote withdrawn.
   • Source: Helen Stevens (helen.stevens@shaw.ca)
   • Submitted on: January 2010
   • Committee Comments:
   • Status: Included in 2010 version
2. Add/update expectations of the co-chairs to engage with the steering divisions.
   • Source: Helen Stevens (helen.stevens@shaw.ca)
   • Submitted on: January 2010
   • Committee Comments:
   • Status: Included in 2010 version
3. Media:RE Upload Project Scope and Co-Chair Handbook Correction.txt
   • Source: Hernandez, Joyce [1]
   • Submitted on: January 28/2010
   • Committee Comments:
   • Status: Included in 2010 version
4. Correct minutes template versus upload reference
   • From discussion of Online Presence Project
     • 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.
     • 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.
   • Llaakso 15:43, 4 February 2010 (UTC)
   • Committee Comments:
   • Status: Included in 2010 version
5. Update reference to minutes posting from WGM versus conference calls
   • From discussion of Online Presence Project
     • 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.
   • Llaakso 15:43, 4 February 2010 (UTC)
   • Committee Comments:
   • Status: Included in 2010 version
6. 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 llaakso 12:38, 19 May 2010 (UTC) due to change by ES WG)
   • From discussion of Online Presence Project, and 2010-01-05_Online_Presence_Call_Minutes
     • 3.9.2 instead of referencing the utility, add ‘or your minutes web page' where it can be uploaded directly.
     • 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.
     • 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.
     • If quorum is not reached please file a document that indicates that quorum was not met.
     • Rationale:
       • shall be in a location where they are not changeable by others;
       • shall be in a location where non-regular participants can find them (consistent place between all work groups);
       • minutes are the official documentation of the activities of HL7 and ANSI audit processes will need to have access to them, a formal location.
   • llaakso 15:36, 30 March 2010 (UTC)
   • Committee Comments:
   • Status: Included in 2010 version
7. 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.
   • llaakso 15:36, 30 March 2010 (UTC)
   • Committee Comments:
   • Status: Included in 2010 version
8. Add/update instructions on posting agendas to wiki site for Working Group meetings
   • Source: Helen Stevens (helen.stevens@shaw.ca)
   • Submitted on: April 1 2010
   • Committee Comments:
   • Status: Included in 2010 version
9. Section 3.6 Notice of Withdrawal of ANS Project Template - typos in description
   • --Astechishin 01:13, 9 February 2011 (UTC)
   • Committee Comments:
   • Status: Included in 2012 version
10. Add URL reference to Template for Project Wiki Template
    • Source: llaakso-Freida Hall for Project Services
    • Submitted on: March 24th, 2011
    • Committee Comments: leave blank
    • Status: Included in 2012 version
11. Request Co-chairs to do introductions each quarter of the WGM for the benefit of new attendees.
    • Source: Norman Daoust, January 2012 WGM (entered by Freida Hall)
    • Submitted on: January 25, 2012
    • Committee Comments: leave blank
    • Status: Included in 2012 version
12. Add generic WGM prep checklist to the Co-Chair Handbook posted at http://gforge.hl7.org/gf/download/docmanfileversion/6726/9218/WGMChecklist.doc
    • Source: Project Services (freida.x.hall@questdiagnostics.com)
    • Submitted on: March 26, 2012
    • Committee Comments: leave blank
    • Status: Included in 2012 version