Meeting Notes 12-03-2013

Marina Arseniev (Unlicensed)

Shohreh Bozorgmehri (Unlicensed)

• 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.

Review proposed project list.

• Do we have enough information on each of these to present them to the review committee?
• Should we provide executive summary as in the Capital Asset and Space Management System project?

• 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.

What materials should be provided to the Review Committee?

• Executive Summary
• Impact analysis
• Estimated costs
• Project proposal
• We will not provide the summary workbook.

• 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.

How do we expect those meetings to be conducted?

• 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.

Review Committee feedback.

• What do we expect to get back?
• How would we like it to be handled, routed, documented, published, etc.

• 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.

Timeline and next steps.

• I’d like to be done with this by end of November.

• Eric would like to have all planning completed and project proposals submitted and reviewed by the end of November. This would allow Dana to start planning the first meeting of the Review Committee.
• Shohreh will be out of the office from 11/12/2013 through the end of the month. If the planning cannot be wrapped up before Shohreh leaves then it will be pushed out to early December.