2013-12-18 TRAC

TSC Risk Assessment Committee (TRAC) Agenda/Minutes

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Meeting Info/Attendees

TRAC Meeting Minutes Location: call 770-657-9270 using code 985371#		Date: Wednesday, 2013-12-18 Time: 10:00 AM U.S. Eastern
Facilitator: Pat Van Dyke		Note taker(s): Lynn

Quorum				n/a
Chair/CTO		Members		Members
x	Pat Van Dyke	x	Rick Haddorff	x	Melva Peters
x	John Quinn	regrets	Austin Kreisler		Ken McCaslin

Agenda

• Agenda review and approval - Pat Van Dyke
• Review minutes of 2013-11-20 TRAC (did not meet 11/27) and 2013-12-04 TRAC
• Action Items:
  • Pat will work on developing a straw man for separate criteria for informative ballot reconciliation in 6 months, for example.
  • Pat will check with Karen on options for locking down access to pre-publication materials without violating ANSI openness policies
  • Melva will re-review the T3F risks and give a first draft on impact and likelihood for review on the next call.
• New updated spreadsheet
• CDA R3 vs CDA R2.1 and impact on US Realm and CCDA
• TSC referred action: Raising the Bar - New Work Group Health metrics - Since the WGs have hit a perfect score on some of these metrics, we might consider new ones
  • agenda posting, meeting room requests etc should be bundled into a WG Meeting metric.
  • bundling together other PBS metrics measures including the balloting in previous cycles, making the correct dates, etc.
• Ballot quality assessment consideration as a governance point/work group health metric/strategic initiatives dashboard metric

Minutes

Minutes/Conclusions Reached:
Convened 10:05 AM

• Agenda review and approval - Pat Van Dyke - new item on ballot quality assessment; Rick reports PSC is working on coordinating a response on sending pre-publication materials to listserv violating IP policy and membership benefits.
• Review minutes of 2013-11-20 TRAC (did not meet 11/27) and 2013-12-04 TRAC
• Action Items:
  • Pat will work on developing a straw man for separate criteria for informative ballot reconciliation in 6 months, for example.
  • Pat will check with Karen on options for locking down access to pre-publication materials without violating ANSI openness policies; Karen didn't think that was an issue. Members can access material and balloters can pay to be in the ballot without membership.
  • Melva will re-review the T3F risks and give a first draft on impact and likelihood for review on the next call. Not done.
• New updated spreadsheet
• Implications for risk CDA R3 vs CDA R2.1 and impact on US Realm and CCDA
• TSC referred action: Raising the Bar - New Work Group Health metrics - Since the WGs have hit a perfect score on some of these metrics, we might consider new ones
  • agenda posting, Minutes posted, meeting room requests etc should be bundled into a WG Meeting metric.
    • Having 2 of three would be healthy and not counted. What should the timeframe be for posting agendas? At the time that the PBS Metrics are published, certainly.
    • Minutes are currently counted based on any WG minutes including conference calls; we may want to trim this to specifically WGM minutes.
    • Pat shares Austin's feeling that we put the metric out there and then once people are familiar with it we can "trim it up". Continuing to make changes to the metrics can be confusing to cochairs.
    • Minutes posting two weeks after the WGM may be too stringent with so many of the WGs taking a week off after the WGM, however, meeting minutes quality can degrade if they are not done right away, even a draft version. Pat had someone requesting minutes a week after the WGM to include with a trip report. Melva notes that action items can be lost also.
    • If we make a bundled metric for the items on Lillian's "Scheduling Work Group Meetings for the <next> WGM" for the deadlines of scheduling and minutes, we must set a date for agendas. How to accommodate Child Health when they don't meet at every WGM? They can still send a room request stating they are not meeting, and post an agenda as well stating they are not meeting and it would meet a metric that required two out of three. Agenda posting dates at two weeks would be difficult. If they had until the interim PBS Metrics publication, or 6-8 weeks from the WGM that should give them time to compile the agenda and time for attendees to plan travel and interest in certain agenda topics. This will also necessitate a reminder email from HQ, which Lynn already does. They can upload to wiki or WG web page but we need a link to the agenda from the WGM Information page (or they can send the link to Lynn).
    • Steering Divisions might also be measured on a their performance of this metric, or a rollup metric that measures how many of their component groups meet this composite metric. 0-60% red, 61-80% yellow, and 81-100% green. What about the TSC?
    • Bring this metric forward to the TSC on January 6th for review at WG, SD and TSC level. Review TSC feedback on Jan 8th.
• Ballot quality assessment consideration as a governance point/work group health metric/strategic initiatives dashboard metric. TSC also recommended doing evaluation on more recent ballots as the sample size was small. Pat also comments there are some ballots that are not understood. Other measures the TRAC might assess are % of negatives less than 20, or ballots not returned versus negative balloters. Might outreach to prior ballot evaluators to do the additional measures.

Adjourned 10:59 AM

Next Steps

Actions (Include Owner, Action Item, and due date)

Next Meeting/Preliminary Agenda Items 2014-01-08 TRAC Review TSC feedback of Jan 6th meeting, from presentation of composite WGM metric on Jan 8th. Work on next metric bundling together other PBS metrics measures including the balloting in previous cycles, making the correct dates, etc. Discuss outreach to ballot evaluators on what additional ballot quality measures should be performed.

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