market meeting support susan munson ercot retail market liaison commercial operations subcommittee...

Market Meeting Support

Susan Munson

ERCOT Retail Market Liaison

Commercial Operations Subcommittee (COPS)June 10, 2008

2

Overview

• Outline of Market Working Group and Task Force support project

• Recommended general guidelines for Working Groups and Task Forces

• Draft responsibilities of ERCOT Working Group/Task Force Meeting Facilitator and ERCOT Meeting SME

• Questions and Discussion

3

Market Meeting Support Project

4

Background

• ERCOT Meeting Management concept was developed 3 years ago– Meeting Manager– Meeting Subject Matter Expert (SME)– Meeting Services Coordinator– Meeting Records Coordinator

• Changes since: new market leadership, new ERCOT meeting representatives and subject-matter experts

• Revisited current ERCOT support of working groups and task forces

5

What’s going on now with Meeting Support?

• Scope of project: Coordinate, revise, and document Working Group and Task Force support for ERCOT Market Operations

• Roles and Responsibilities defined and documented (including name change: Meeting Manager Meeting Facilitator)

• Collaborate with Working Group and Task Force leadership to determine their support needs

• Present support requirements to ERCOT Meeting Facilitators and SMEs

6

Guidelines for Working Groups & Task Forces

7

Where can I find these Guidelines?

TAC webpage on ERCOT.com

To access the Guidelines for Working Groups and Task Forces:

– www.ercot.com – Select Committees and Groups– Select Technical Advisory Committee (TAC)– Under Key Documents

8

Focus on 3 areas...

• Meeting Notices, Agendas, and Material

Distribution (Communications)

• Room Accommodations, conference bridge

(Logistics)

• Meeting Management (Leadership)

Guidelines for Working Groups and Task Forces

9

Communications

Meeting Notice, Agenda and Material Distribution

Leadership needs to...• Make sure meeting notices are sent to the

subcommittee distribution list or working group distribution list, if there is one established, and posted on the ERCOT website at least one week prior to the meeting

• Ensure meeting notices include an agenda of topics to be discussed as well as any key documents to be reviewed

• Review prior meeting notes and/or contact key parties to gather agenda items

10

Communications

Meeting Notice, Agenda and Material Distribution

Leadership needs to...• Review and know assignments from within the

governance structure (i.e. from subcommittee to working group/task force)

• Identify agenda items that are expected to have materials for email distribution. Background materials and presentations for agenda items should be made available in advance.

• Have meeting materials posted to the ERCOT website. If you do not have an assigned ERCOT representative, please send material to ClientRelations@ercot.com for posting.

• Identify and contact agenda item presenters with enough lead time for adequate preparation.

11

Logistics

Room Accommodations/Conference Bridge

It is the responsibility of the WG/TF Chair to contact the ERCOT Client Relations Specialist (Sheila Letkeman at sletkeman@ercot.com or 512.225.7136) to arrange meeting accommodations. When making your request, please provide the following information to aid in fulfilling the request:• Preferred date (may provide alternatives in case your requested

date is not available)• Start-time and duration of meeting• Name of meeting• Number of attendees anticipated

12

Logistics

Room Accommodations/Conference Bridge

When making your request, please provide the following information to aid in fulfilling the request:• Number of telephone lines needed for a conference bridge• Audio-visual needs, if any• Any other special requirements• For the first meeting of newly created Task Forces, please note

which subcommittee you report to. This will aid in aligning you correctly on the ERCOT website.

13

Leadership

Meeting Management

• Identify who will be responsible for taking meeting notes and capturing action items

• Call meeting to order• If utilizing a conference line, verify that call is working

and invite phone attendees to announce their participation

• Circulate a sign-in sheet to document

attendance

14

Leadership

Meeting Management

• Note the Anti-Trust Admonition• Review agenda and announce any changes• Proceed through agenda. All submitted written

comments to pending issues should be addressed.• Discussion and debate• Review meeting outcome, action items and next steps

15

Effective Use of Resources:

• Communication between Leadership and

ERCOT

• Coordinate working group/task force activities

• Understand each other’s roles and

responsibilities

Bottom Line

16

ERCOT Meeting Facilitation

17

Facilitate

"facilitate." Dictionary.com Unabridged (v 1.1). Random House, Inc. 07 Apr. 2008. <Dictionary.com http://dictionary.reference.com/browse/facilitate>

1. To make easier or less difficult; help forward (an action, a process, etc.): Careful planning facilitates any kind of work.

2. To assist the progress of (a person).

18

ERCOT Meeting Facilitator

Role:The purpose of the ERCOT Meeting Facilitator is to support an

assigned working group or task force and its leadership. The depth and breadth of meeting facilitation supported by ERCOT is determined by mutual agreement between group leadership and ERCOT Staff. The ERCOT Meeting Facilitator role is flexible.

Accountabilities:The ERCOT Meeting Facilitator is accountable to• Chair / Vice Chair• Core Team assigned to working group/task force• Internal ERCOT teams that support the Working Group or Task

Force

19

ERCOT Meeting Facilitator

What does this mean to Working Group/Task Force Leadership?

• Communicate to ERCOT Meeting Facilitator what support services are needed and expected.

• Recommendation is to meet and define responsibilities upon change of leadership or ERCOT facilitator and upon formation of a new group

20

ERCOT Meeting Facilitator

Responsibilities may include:

Coordination of agendas, meeting materials (internal and external), as well as scheduling review sessions (pre and post) in order to be able to lead market discussions about the agenda topics

Participation in Agenda Call

Meeting Preparation– Follow up with non-ERCOT on meeting presentations– Receive presentations and distribute to working group/task force

members– Posting to the web

21

ERCOT Meeting Facilitator

Responsibilities may include:

• Meeting Day Coordination– ERCOT input coordination - If it’s an issue related to ERCOT,

but the right person isn’t in the room, try to get appropriate ERCOT resource on the phone or coordinate getting a response back to the working group/task force after the meeting

– Take notes at the meeting

• Post-Meeting– Send external meeting summary to working group/task force

chairs and request redlines to the notes– Post the final draft of the external meeting summary to the

working group’s web page on ERCOT.com

22

ERCOT Subject Matter Expert (SME)

Role:The purpose of an ERCOT Subject Matter Expert (SME) is

to aid in market discussions about specific topics.

Accountabilities:The ERCOT Subject Matter Expert (SME) is accountable to• Chair / Vice Chair• Core Team assigned to working group/task force• Internal ERCOT teams who support the working

group/task force

23

ERCOT Subject Matter Expert (SME)

Responsibilities may include:

• Attendance at assigned market meetings• Preparing materials and presenting it at meetings• Review meeting agenda and prepare for agenda items to

be discussed and presented• During meeting, answer questions and provide input on

issues on behalf of ERCOT

24

COPS Working Groups and Task Forces

25

Summary

We talked about...

• Market Working Group and Task Force support project

• Recommended general guidelines for Working Groups and Task Forces

• Draft responsibilities of ERCOT Working Group/Task Force Meeting Facilitator and ERCOT Meeting SME

26

Questions