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Group Norms
To Do | Confluence | JIRA | ||||||||
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Notes from everyone at the Quarterly Meeting - their suggestions for group norms:
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Outreach and Associated Working Groups
- Shannon Bradley - research to see if the Engagement Tracker Google Worksheet can send out notifications when people make entries for future dates
To Do | Confluence | JIRA |
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New Metric - a gap we currently have is potential users and outreach - if everyone who went to a meeting would put entry in spreadsheet - and count how many people attended their session it would be a good data point |
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New Metric - a gap we currently have is potential users and outreach - if everyone who went to a meeting would put entry in spreadsheet - and count how many people attended their session it would be a good data point
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To Do: suggestion for Engagement Tracker - trigger or alert - people get notified when people make entries for future dates - comms reaches out to support the person who is going |
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To Do: Can we ask during requesting allocation |
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- how did you hear about us? |
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- Everyone - Make a list of every place you go in a year and estimate how many people you contacted during each event - place that in the Event Tracker - we can use that for metrics
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Make a list of everyplace you go in a year - you would be surprised at how many people you contact - look over 2023 and enter your list into the tracker - it would be helpful for us to use for evaluation |
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From Tom: To Do: make a cheat sheet that says if you talk to this “persona” you should relay this info - and outreach can turn to listening. |
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From Tom: Planting opportunities with advocates who run carpentry workshops - if we can partner with trusted agents like that it could help. |
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To Do: Rather than trying to project where we might go - should we put a note on the web site for “where should ACCESS go?” “invite ACCESS to come here” - this is $0 investment and could be beneficial. |
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ACCESS Usage and Reporting
To Do | Confluence | JIRA |
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create a System Availability report - Show excess allocations that have been made - to provide an early warning system of what usage could be coming - could also impact outreach like we can accommodate smaller usage customers or something |
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Goals and Evaluation
- Shannon Bradley and Lavanya Podila Track Change Requests in Quarterly and Annual Reports
- John Towns and Lavanya Podila - capture how the change improved things from when ACCESS began
To Do | Confluence | JIRA | ||||||||
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Track Change Requests in Quarterly and Annual Reports |
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When evaluating metrics - capture how the change improved things from when ACCESS began |
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PY3 Plans
- John Towns Talk to Shelley Knuth about request for more administrative support - feeds to budget changes
To Do | Confluence | JIRA | ||||||||
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Support requesting more administrative support |
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Working Groups Strategy
- Shawn Strande - new working group operation strategy that provides for clearer path of communication from WGs to the EC and back (possibly including RACI strategy in the Chartering process)
- Shannon Bradley - investigate alternatives to RACI for nimbler response to requests from EAB, EC, RAC, etc.
- David Hart - committed to implementing RACI for his groups
- Shawn Strande - work with EC to determine if having a single point of contact with SME in chartering would help streamline the chartering process
- Shawn Strande - process for weighing needs to determine if there should be a minor framework, a working group, or a standing committee to get certain things done
- Shawn Strande - outline process for understanding the scope of decision making authority of a working group
- Shawn Strande - how can we make decisions and work completed visible outside the teams that are doing the work? So it can be reviewed to make sure we all are working on things we are supposed to based on project goals
- Lavanya Podila - create feedback loops for Standing Committees so they can report up and close out items as they are worked on and completed + close out activity flow as well
- Shawn Strande - create section in Charter that defines the purpose of the EC Advocate on the standing committee/WG - they should be making the decisions and reporting back or helping decide what things should be brought to the EC for decision making
- Shawn Strande - create a section of the Charter that defines what it means to be done and a target date for that to be complete (will not apply to Standing Groups)
- John Towns - determine a way to get anonymous feedback from SCs and WGs on concerns or frustrations and help address them
- Shawn Strande - bring this consolidated list back to the EC and decide if these will be done and have them take the decision back to their teams
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