Meeting Notes 12-03-2013 (Migrate IIP Content to Wiki)

• Nyma Cain
• David McCafferty
• Nancy Morallo
• Eric Puchalski

• Reviewed wiki page containing overall process information and agreed that the content was OK but could be shortened up a bit by removing repeated information. Eric will review the page and make changes.

2. Review current IIP site.

• Define the purpose of the site.
• Review the OIT Groups pages.
  • Can these be replaced by the new OIT Functional Unit pages?

• Eric asked Shohreh and Marina to review the project proposals on file and comment on their readiness. This will be done off line.
• Eric showed the project summary wiki page and asked for comments. Shohreh noticed some inconsistencies in the way some of the information was formatted. Eric asked if the page was needed at all and all agreed that it would be useful. Eric will review it for consistency.
• Eric showed a sample of an executive cover sheet for the project proposals and asked for comments. Everyone agreed that the overview is a good idea but should be changed from the sample. Changes include:
  • Add the project name above the Overview section
  • Expand the Stakeholders section to include names, titles, and units. Exclude OIT from the stakeholders list.
  • Replace the “Financial Summary” section with “Anticipated Cost” which would be a simple table showing expected startup and recurring costs and staffing requirements.
  • Replace the “Impact Summary” section with a checklist of project ranking categories and the corresponding scores.
  • Add a “Justification” section that would be a bullet point summary of the “Business Case & Justification” and “Impacts & Dependencies” sections from the project proposal.

Review templates for OIT Internal wiki.

• Agreed that it would be useful to provide a binder containing all project proposals, a single-page Executive Overview” for each project proposal, and an index of what is in the binder.
• The committee will not be provided with a copy of the Excel workbook used by the planning team to keep track of the projects.

Decide on what should be on the home page.

• All agreed that it would be best to have Dana chair the meetings with Shohreh and Marina attending to respond to any questions that come up.
• There should be at least two meetings scheduled. The first would be to allow everyone to review the projects and understand the issues. The second would occur a week or so later and would be focused on explaining details and making recommendations. The time between the meetings would be for the PRC members to consider the projects and get any supplemental or follow-up information that may be needed.
• A time limit of 90 minutes for each meeting is recommended.

Determine who will be doing what.

• This topic was not discussed in any detail but it is expected that marina and Shohreh would collect comments from the meeting and compile them into some written format. The comments would then be forwarded to Dana for review and disposition.