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JIRA ACO Task Tracking Board
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Group Norms
Item | To Do | Confluence | JIRAJira Task | |||||||
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Lead the effort of creating group norms | John Towns - Based on 2024 Feb Quarterly Meeting - Lead the effort of creating group norms |
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Outreach and Associated Working Groups
Item | To DoConfluence | 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 | Shawn Strande - Based on 2024 - Feb Quarterly Meeting - Create a new metric - based on potential users and outreach goals - if people fill out engagement spreadsheet with how many people attended their session - we could get 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 | Shannon Bradley - research to see if the Engagement Tracker Google Worksheet can send out notifications when people make entries for future dates |
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To Do: Can we ask during requesting allocation - how did you hear about us? | John Towns - can we ask during allocation requests - how did you hear about us? |
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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 | 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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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. | Dina Meek - check with ACO and EC and get OK to make a cheat sheet that lists if you talk to this “persona” you should relay “this” information Key message points exist, by Persona, in our Comms Plan for PY3. |
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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. | ACO - partner with advocates who run carpentry workshops - see if they can spread our information |
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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. | Dina Meek - section on the website and in our newsletters to ask more peple “Where should ACCESS go?” / “Invite ACCESS to come “here”We can consider this, but would like to wait on it until SGX3 completes their usability study of our web presence. We have a bit of a moratorium on new content. |
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ACCESS Usage and Reporting
Item | To DoConfluence | 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 | John Towns & Shawn Strande - Ask Joe White to 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
Item | To DoConfluence | JIRA | ||||||||
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Track Change Requests in Quarterly and Annual Reports | Lavanya Podila and Shannon Bradley - 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 | Lavanya Podila and John Towns - When evaluating metrics - capture how the change improved things from when ACCESS began |
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PY3 Plans
Item | To DoConfluence | JIRA | ||||||||
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Support requesting more administrative support | John Towns - Support requests more administrative support - this feeds to budget changes being created |
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Trello ACO Task Tracking
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Working Groups Strategy
Item | To Do | Confluence | TrelloJIRA | ||||||||||
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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) | 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) |
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investigate alternatives to RACI for nimbler response to requests from EAB, EC, RAC, etc. | Shannon Bradley - investigate alternatives to RACI for nimbler response to requests from EAB, EC, RAC, etc. | committed to implementing RACI for his groups |
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Implement RACI for groups | David Hart - committed to implementing RACI for his groups |
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work with EC to determine if having a single point of contact with SME in chartering would help streamline the chartering process | Shawn Strande - work with EC to determine if having a single point of contact with SME in chartering would help streamline the chartering process |
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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 - create process for selecting framework needed to get a problem resolved |
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outline process for understanding the scope of decision making authority of a working group | Shawn Strande - create process for determining decision and authority scope for WG and SC |
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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 | Shawn Strande - new process for decision and work completed sharing |
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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 | Lavanya Podila - Create Reporting Feedback loops for SCs |
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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 - update Charter with purpose and process of EC Advocate on SCs/WGs |
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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) | Shawn Strande - update Charter Template to include a section and definition of what it means to be donehttps://trello.com/c/wfvxyRsm |
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determine a way to get anonymous feedback from SCs and WGs on concerns or frustrations and help address them | John Towns- lead determining a process to get anonymous feedback from SCs and WGs |
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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 | Shawn Strande - manage presenting list of to dos back to the EC |
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Understanding Data Transfers
Item | To Do | ConfluenceJIRA | Trello | |||||||
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Suggestion: map where data deserts are - should we ask team to do this? lower priority | John Towns Tim Boerner Suggestion: map where data deserts are - should we ask team to do this? lower priority |
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Overall Review
Item | To Do | Confluence | TrelloJIRA | |||||||
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Project charters are important and we should find a way to get the WGs the right help to get them done - this one change would go a long way | Lavanya Podila and Shannon Bradley - help WGs and SCs when creating Project Charters | Related to:
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JIRA ACO Task Tracking Board - showing Jira Tasks for this meeting
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