20121017 TSC Risk Assessment call

TSC Risk Assessment Task Force Agenda/Minutes

HL7 TSC Meeting Minutes Location: call 770-657-9270 using code 985371# GoToMeeting ID: 998-903-490		Date: 2012-10-17 Time: 9:00 AM U.S. Eastern
Facilitator: Austin Kreisler		Note taker(s): Lynn Laakso

Quorum n/a
Facilitators		ArB		Members		Members
x	Austin Kreisler	x	Charlie Mead	x	Calvin Beebe	x	Pat van Dyke
x	Jane Curry	x	Ron Parker	regrets	Ed Tripp

Agenda

• Review notes of 20121003 TSC Risk Assessment call

Group review of initial identification of risks and draft evaluation of risk according to the Risk Management document.

• Pat: GOM and balloting;
• Ron on org process of GOM;
• Calvin at SWOTs - see SWOT Risk Management
• Austin at TSC P&P;
• Ed at SI;
• Jane the harmonization process.

Supporting Documents

• See links

Minutes

Minutes/Conclusions Reached:
Austin Convenes at 9:05 AM

Group review of initial identification of risks and draft evaluation of risk according to the Risk Management document.

• Pat: GOM and balloting; She has the first part done on Informative
• Ron on org process of GOM; not done
• Calvin at SWOTs - see SWOT Risk Management
• Austin at TSC P&P; he's not done since coming back from vacation
• Ed at SI; not ready for the second round
• Jane the harmonization process - started but not finished.

Calvin's document reviewed, and the data analysis appreciated by the group for reinforcing the risk assessment.

• Six issues identified from the most common pathways in his diagram from last week.
• Simple formula of the occurrence of the issue divided by the number of SWOTs reviewed creates likelihood
• Facilitator roles are important; facilitator role is more than an analyst but specialized training.
• Austin adds that we're adding more facilitator roles on the PSS.
• Calvin finds that FHIR is not using specialized tools that may reduce dependence on facilitators
• The issue is having enough volunteers, in the right place with right skills willing to work on stuff.
• Ron notes that what the volunteers do is undocumented and if they are absent there's no way for someone else to pick it up easily
• Austin thinks they're referring to modeling facilitators though vocab facilitators may be in there.
• He asks if we need granularity guidelines for likelihood - nearest 10%, 25%, etc.
• Calvin notes that for those other likelihood estimates everyone can give their guess and then average them, or throw out outliers and average the rest. Ron notes subjective measures are fine.
• Ron notes you can create precepts or other mitigation strategies for each. Charlie notes that #1's likelihood of 100% implies not risk management or mitigation which is prevention. When it "happens" you are into contingency plans, what you do when it has already happened.
• Ron adds it may be beyond the scope of the risk assessment task force we need to alert the organization to the presence of this contingency but not to launch into strategies to counteract it. Definitely need to raise the awareness.
• In one perspective, we may have already got mitigations in place and they are still occurring. Other perspectives may need to evaluate what effect risk mitigation policies will have on these risks.
• Calvin notes that systematically pulling these statistics out of mining the SWOTs would be an approach rather than having him hand-code the terms
• Charlie asks about the risks controllable from within the organization - while Calvin rated them all as internal, a lack of resources is not entirely an internal issue but with a volunteer/member driving organization is externally driven.
• Ron notes that an internal risk is one where you have control over resources. External risk may have mitigation strategies that you don't control.
• External risks can be mitigated by encouraging that member organizations value the sponsorship of HL7 and sends volunteers.
• The focus drives the mitigation strategies as well. Jane adds we need to communicate to those who have the authority to take action. She adds that a focus on training facilitators and attracting facilitators has fallen off from times past. That might be an HL7 internal response. A letter used to go to the employer of facilitators from the HL7 CEO to thank them for making that person's time available, and talking about what the employee would get out of being a facilitator.
• Calvin adds that internal versus external focus on #1 is that facilitators aren't found "in the wild" and must be grown within HL7. The training occurs internally at HL7, though if we don't have enough bodies it's an external list. #1 is more an issue of skills and #2 may be an issue of bodies. V3 modeling is definitely an HL7 skill.
• Projects needing more time is partly internal due to process imposed and partly external with pressures from ANSI on turnaround.
• definition of terms used on risk impact should be phrased based on standards development. Charlie's document reviewed for clarification of definition. Categories may also need to be tweaked for HL7 specificity. Calvin added categories (types) of communication and training. Jane adds training may be skills deficit and communication may be more coordination. Training for #6 is resources, where the mitigation is training. Jane notes that resource issues are capacity as the number of participants in #2, or capability where they don't have the right skills.
• Updates to risk impact scale and categorization reflected in updated Risk Management Document and SWOT Risk Management.
• Charlie asks for next call agenda to look at definitions of categories, since we customized the impact scale.

Adjourned 10:02 AM EDT

Next Steps

Actions (Include Owner, Action Item, and due date) initial identification of risks and draft evaluation of risk according to the Risk Management document. Pat: GOM and balloting; Ron on org process of GOM; Austin on TSC P&P; Ed on SI; Jane on the harmonization process.

Next Meeting/Preliminary Agenda Items Review definitions of categories in updated Risk Management Document. Review risk identification from other areas. 20121024 TSC Risk Assessment call

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