HL7 Project Services Work Group (PS) MINUTESLocation: conf callDial in: Phone Number: 770-657-9270 Participant Passcode: 2811011

Date: 2015-02-12Time: 09:00-10:00 am Eastern TimeWebEx: Meeting Number: 633 635 809(new for February-May 2015)Meeting Password: Standards1

Quorum Requirements Met: YesFor PSC: Co-Chair plus two without preponderance of influence

Facilitator Rick Haddorff Note taker(s) Freida HallAttendee Name Affiliation

X Rick Haddorff (Co-Chair) Mayo Clinic/Foundation X Freida Hall (Co-Chair) Quest Diagnostics, Incorporated X Dave Hamill HL7 International X Ken McCaslin Quest Diagnostics, Incorporated

Regrets Bryant Johnson Georgia State UniversityCynthia Canteen-Harbor CACI International, IncorporatedLynn Laakso HL7 International

X Thomas Maroon University of South Florida

Agenda Topics/Minutes Agenda review and approval – Approved, add item to discuss Student Internship project. Open Forum –

TSC is conducting doodle poll to prioritize PS assigned projects Rick reported TSC Risk Assessment Committee (TRAC) discussed 3 year plans; current

format is not perceived as value add. TRAC consensus was 3 year plans are still useful but need more education to co-chairs. Rick volunteered Project Services to take on developing education. Rick will create GForge tracker item to work on this; might be candidate for a short webinar. Ken has also taken on task to update 3 year plans; the process needs to be expanded, perhaps cover 1 – 3 – 6 years to include 5 year reaffirmation in forecast. Rick and Ken will work together on this; Ken is already editing the original 3 year plan guidance document.

Approve previous meeting minutes – 2015_01_08; JAN WGM; (Attached zip folder) – Approved by general consent.

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 – None this call. Additional Topics -

Student Internship project -

Ken forwarded above documents to Project Services list; Ken and Tom reviewed the project. Project Services would be primary to start with, then at some point (to be determined) would turn over to Education. The project proposal is to engage with graduate students so they will be better informed and gain experience with standards, can learn about HL7, and provide support to the HL7 organization. Professors would separate projects; students will chose projects, get approval, and provide sub-project deliverables to Work Groups. The proposed timeline is based on two semesters a year; Ken/Tom have researched with universities to synch with their timelines, but there may be variance among institutions. Anticipate feedback loop at end to validate the success of the process. Rick asked when Ken/Tom anticipate getting this up and running; would like to have in place by the fall semester. Ken wants PSWG to work with Tom to evaluate Tom's work/project direction. The Intent is to utilize existing the project scope to define "sub-projects" for students (see HL7CollegeProjectStatementV4.doc). We know Project Insight does not support sub-projects. Ken has looked at GForge for tracking sub-projects. Ken expects involvement of student to be ongoing

Page 1 of 3

and for students to understand how their piece (sub-project) fits in to the overall project. The ongoing process owned by Education; they might want to create a webinar for co-chairs to instruct Work Groups how to sub-divide projects into component parts for interns. As the project evolves, there is probably additional work that may spin off as separate projects with their own project scope statement, but be dependent on this project. Rick asked what is the next step; Ken wants PSWG to approve and stated the TSC has already approved, and Board also supports. Ken moved to accept the PSS (filename: HL7PSS_PSWG_StudentInternshipProcess201409V2.docx), second by Dave. Against-0; Abstain-1; Affirmative-4; motion carries. Action: Add to T3SD agenda for 2/23 call; Ken can join the call when the PSS is up for discussion.

TSC or T3SD SD work assigned to PS – no additional news. Report Items (all) – None. Update Mission/Charter (#2354) – due by March 2015. Reviewed/updated. Freida moved to approve

with edits; Ken seconded. Against-0; Abstain-0; Motion carried unanimously. Next step is T3SD approval; Rick will post redline markup and clean copy in GForge and send to T3SD list (completed).

Review and prioritize other tasks for this next cycle – (Defer discussion)Task 3163 – CLOSE? 2718 CLOSE? Other – Rick updated May 2015 Deliverables below and added some items from our GForge Tracker. Defer

review to next call.

Adjourn 10:01 AM Eastern

Actions

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=332References: GForge Link to Project Services: http://gforge.hl7.org/gf/project/psc/

May 2015 Deliverables

GForge # Due DescriptionProject Insight #

1052(Freida 3)

2015 MAY

Review Project Life Cycle for GOM reference updates (thrice per year) ( 2015 Jan ) (PI #533) **HL7 ER 533

19752015 MAY Update Electronic Ballot Chart - annual check (2015 MAY)

2022Routine

2015 MAY

Plan for Trimester WGM using attached checklist (2015 Jan)Freida updated after May WGM to September WGM

21702015 MAY

Create graphic explaining PSS/project initiation to Publication (2015 Jan) – need to move to tool such as Enterprise Architecture

2257(Freida 2)

2015 MAY

Review Project Schedule Template (2015 Jan)Contingent on update to PLCPD (#2774) **HL7 ER; This document along with the PLCPD and Electronic Ballot Chart provides a good roadmap for managing an HL7 project. Changes needed: Verify/correct and references to PLCPD document

2402 2015 JanPSS Template and Project Approval Process Updates for 2014/2015 version (2015 Jan)

1053 (2014 Updates)

533 (annual Updates)

2531 Dave and Rick 2015

Formalize "how to" slides review/update PBS Metrics (2015 Jan) (Rick may have started editing slides using Sharon's template)

Page 2 of 3

GForge # Due DescriptionProject Insight #

and Cynthia MAY

2014May WGM discussed content for PBS metrics; pending creation of webinar Dave thinks on target for September.

27142015 MAY

Create short "how to" webinars on project management related items (2015 Jan)2014May – discussed working on at least one webinar per WGM to produce at least three/year

2774(Freida 1)

2015 MAY

Edits to Project Life Cycle (2015 Jan) Moved from #711 (PI #533)2012-03-29 Update is 50% complete 533

23542015 MAY

Update Mission Charter with possible T3SD approval every 2 yrs (2015 JAN)2013-04-04 F. Hall - Last update to Mission/Charter approved/posted March 7, 2013. 

Will update after January WGM but don't change date to May because it needs to be updated before March 2015.

36382015 MAY

PS maintain template for project module support by university/colleges (2015 JAN)2014-11-13 No progress on PSS for this project; Dave needs to work with Ken McCaslin. – Add Bryant to this project

55482015 MAY Investigate alternate formats for PSS (HTML, etc.) 2015May

2715-2719 - From Dr. Scott's presentation

2718 2015 Jan

Introduce PM to new volunteers early (2015 Jan) -Attend FTA; Rick to develop 2 minute blurb and contact Patrick2014-02-20 See notes in Tracker. Add Rick to Mentor list (Freida contact Sandy Stuart).2014-06-05 – Rick did not attend FTA in May WGM; Rick will send his PM slides to Freida for inclusion as she is leading FTA September WGM. Verified Rick is on the Mentor list already.2010-10-02: Rick to send slides to Freida (Sent 10-09-2014)

Page 3 of 3