Project Or Work Group Meeting Minutes s8

Date: 2017-09-28 Time: 09:00-10:00 am Eastern Time

HL7 Project Services Work Group (PS) Hyperlink: Join WebEx meeting: AGENDA https://questdiagnostics1.webex.com/questdiagnostics1/j.php? MTID=m0ff2fff961e6dfac6d17868d5a36f67a Location: conference call Meeting number: 630 386 782 Meeting

password:HL7Standards Dial in: 770.657.9270 PC 2811011 Quorum Requirements Met: ?? For PS: Co-Chair plus two without preponderance of influence Facilitator Rick Haddorff Note taker(s) Freida Hall Attendee Name Affiliation

Rick Haddorff (Co-Chair) Mayo Clinic/Foundation Freida Hall (Co-Chair) Quest Diagnostics, Incorporated Dave Hamill HL7 International Wayne Kubick HL7 International Bryant Johnson Georgia State University Tony Julian (ARB) Mayo Clinic Anne Wizauer HL7 International Ken McCaslin Accenture Federal Lynn Laakso HL7 International

Agenda Topics/Minutes  Agenda review and approval –

 Open Forum:

 Approve previous meeting minutes – 2017-08-31 ; 2017-09-WGM – 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.”

 Action Items –  Additional Topics:

o Update from Dave on Withdraw process – See earlier minutes for historical notes.

2017-07-20: Dave not on call. Defer. 2017-08-03: Dave – new process is being enacted – no other update. 2017-08-17: Defer (Dave unavailable today) 2017-09-28:

o Review September 2017 Deliverables – Upcoming meetings: SWOT; Online PSS – key initiative for HL7 staff; Webinar - updating Project Insight dry run; Review Co-Chair handbook;

2017-07-06: Reviewed list; Leave on agenda, review deliverable again on future call 2017-07-20: Reviewed and updated list for September 2017 deliverables. 2017-08-03: Leave on agenda for now.

of 4 2017-08-017: Defer 2017-09-28:

o Other - Review PSS Confluence: Dave worked on the PSS that Wayne started in Confluence. Link to the word document – PSS Template with Instructions – so the Confluence PSS is basically just the template. Items marked with a diamond are needed for the PSS-Lite. Online form has greyed-out areas to indicate no data entry. Has check boxes available. Rick and Freida should request an id from David Johnson and get into Confluence and check out the online PSS.

2017-03-30: Rick and Freida have gotten access to Confluence and have started reviewing online PSS. First impression is good. Will send notes to Dave. Dave next step is to let Wayne know the template is out there – what next? Concern that with all the reviews needed, how does everyone get to it?

Freida: may need check boxes in approval section to trigger notification for concurrent approval. Dave to discuss with Wayne what is next step;

2017-05-25: Dave said this is now a key initiative for HL7 staff. Will be working with Wayne. Will be working with us to test. Target deadline is September.

2017-06-08 and 2017-06-22: Not discussed 2017-07-06: David Johnson working with contractor to modify servers to achieve a seamless request for user ID, vs. manual management of ID assignment. 2017-07-20: Dave not on call. 2017-08-03: Confluence contractor has created way to add users. Looking for pilot users. New library of projects rather than load of current projects. 2017-08-17: DEFER 2017-09-28:

Adjourn AM ET

Action Items

Next Meeting / Preliminary Agenda Items

  Standing item: Review work items (in Gforge)— Scheduled last Thursday of month

http://gforge.hl7.org/gf/project/psc/tracker/?action=TrackerItemBrowse&tracker_id=332 References: GForge Link to Project Services: http://gforge.hl7.org/gf/project/psc/

TSC Projects Project Title Project # Rank Status Student Internship Program 1171 5 On Hold

Ongoing Project Title Tracker # Rank Status TSC delegated work (ongoing) (PI #535) 1107 Annual Updates to the Project Approval Process (Target January of each year) (PI #531) * * New Tracker created each year – Closed Tracker 1550; separate trackers for 2017 and 2018 below.

of 4 September 2017 Deliverables Project GForge # Due Description Insight # Plan for Trimester WGM using attached checklist (2017 SEP) **Need to update due date in header after each WGM to next WGM 2022 2017 SEP On agenda for 07-20-2017 (Dave will miss next call) *WGH* Update SWOT every 3 years (2020 Sep) 2020 Sep Complete 2017-06-22, re-check in September, 2020 RICK CHECK 2353 Complete (2017-07-31 Freida verified GForge updated to 2020Sep) Create short "how to" webinars on project management related items (2017 SEP) 2014May – discussed working on at least one webinar per WGM to produce at least three/year  High - WG Health (Anne) (Dave will follow-up with Anne; has informed Anne). Rick to ask Anne to attend July call and set up recording July 28 call. 2017-05-25: Anne has a script – will find it and we can go through at upcoming meeting.) 2017-07-06: Anne is in process of recording)  Medium - Updating Project Insight – (Target this for Sep 2016) 2017-05- 25: COMPLETE  Medium High - How to complete PSS - Will do dry run at upcoming meeting to develop script. 2017-07-06: Pending  Medium - SD Co-Chairs – items to review to approve projects  Medium - GOM – Project Management related items  Medium - Why do we do Project Management in a volunteer organization?  Low - Expand PM mentoring/constructive feedback to volunteers  Low - Managing Scope Creep – when to update/create new (FAQ items)  Low - Change Management  Low - Project Facilitator (expectations)  Low - ANSI Essential Requirements - Project Management related items 2017-07-06: PLCPD? 2714 2017 SEP  2016-01-28: Have completed PBS metrics webinar. Edits to Project Life Cycle (2017 SEP) Moved from #711 (PI #533) 2012-03-29 Update is 100% complete: Ballot in September 2774 2017SEP 2017-07-06: After ballot – will review again SEP 2019 533 12338 2017 SEP Online PSS (CTO project) (2017 SEP) Review online Co-chair Handbook (2017Sep) 12936 2017 Sep 2017-07-20: tentative

January 2018 Deliverables Project GForge # Due Description Insight # Modify the Project Health Scoring Calculation (2018 JAN) 10348 2018 Jan 2017-07-06: Moved to JAN 2018

12204 2018 Jan Annual Updates to the PSS and Project Approval Process (2018 Jan) 531 Bi-Annual update to Co-Chair Handbook (2018Jan) 2017-07-31: Freida moved to January 2018 deliverable in minutes per July 10 2018 PIC call: “Suggested changes due by January 2018, plan to publish May 2018 and 2309 March revised due date in GForge 2018 Multi-year Planning (2018 JAN) 12339 JAN 2017-08-31: Rick still working on 12936 2018Jan Review online Co-chair Handbook (2018Jan) Page 3 of 4 Project GForge # Due Description Insight # Modify the Project Health Scoring Calculation (2018 JAN) 10348 2018 Jan 2017-07-06: Moved to JAN 2018 2017-07-20: tentative Note: Need to validate online version is in synch with updated .pdf version (#2309) of handbook

March 2018 Deliverables Project GForge # Due Description Insight # 2018 2356 March *WGH* Update 3 year plan every 16 months (2018 March)

May 2018 Deliverables Project GForge # Due Description Insight # 1970 2018May Bi-Annual Review-Update of Project Facilitator document (2018 May)

September 2018 Deliverables Project GForge # Due Description Insight # Review Project Life Cycle for GOM reference updates (thrice per year) 1052 2018 (2018SEP) (PI #533) **HL7 ER (Freida 2) SEP Complete for now, Moved to Sep 2018 533 2018 1975 SEP Bi-Annual Update HL7 Ballot Guide - annual check (2018 SEP)

January 2019 Deliverables 2354 2019 Jan *WGH* Update Mission Charter with T3SD approval every 2 yrs (2019 JAN)

May 2020 Deliverables 2020 *WGH* Review DMP every 3 years (2020 MAY) 2355 May 2017-04-13 Approved V4.2 update; reset next due date to 2020 May

September 2020 Deliverables 2353 2020 Sep *WGH* Update SWOT every 3 years (2020 Sep)