IT Skills Development Work Group

Meeting Minutes

Attendees
In Person:
Mario Chiarello - OSC
Donna S. Canestraro - CTG
Teleconference:
Ellen Kattleman - DCS
Laurie Schaible - Parole
Adam Gigandet - DMV

Agenda for the meeting:

  • Community of Practice Starter Kit.

Meeting Notes

  • Welcome - Donna opened the meeting.
    The focus of the meeting today was review of the component pieces of the CoP starter kit and discussion of what needed to be done to complete it.
  • Review of assignments and determined owners of each component - see below.
    Initiation - Owner - Doug
    1. Definition of a CoP Completed
    2. Is my group ready to become a CoP (interest assessment)?

    Preparing to start a CoP - Owner - Aniko/Mario
    1. Checklist for forming a CoP
    2. What makes a good CoP Champion?
    3. Finding the right CoP Sponsor
    4. CoP Charter
    5. CoP Proposal Template

    Initiating a CoP - Owner - Donna/Jim
    1. Member Roster template
    2. Sample letter to manager about involvement on CoP
    3. Checklist/Logistics for scheduling an initial meeting
    4. Agenda for initial meeting
    5. Marketing/Announcement of initial meeting
    6. Sample exercises/ice breakers for initial meeting

    Sustaining a CoP - Owner - Donna/Jim
    1. Checklist for establishing an online forum
    2. How to establish an online presence
    3. How to develop a mailing list
  • Each owner(s) are asked to review their sections and determine if it is ready for review. Part of the process that was discussed was that each owner would review their component pieces. It was also decided that we need a 'style guide' of some sort. In the Style Guide we would list the format (Doug we liked what you used in the initiation section so if you could provide the group that - that would be great.) this would include font, section descriptions (section title - right justified, Arial, font size XXX, Bold, header to contain X, footer to contain Y). In addition to the Style Guide particulars, each section needs a introductory paragraph and a summary section. All references or links to external documents should contain a brief summary and each section owner needs to place a PDF of the reference in the Google group section so we have a copy in the event the link ever breaks. Each section owner needs to consider what words should be put into a glossary. You should identify the word and description and create a glossary document for your section. Someone will take responsibility for pulling this together once the sections are complete. Each section and subsection should have segues or transitions between subsections. It will be the section owner's task to ensure their section is complete and ready for review.
  • Once each section is finalized and the section owner is confident that it is ready for review, they will upload their document as Final DRAFT for Review XXXX (XXXX will be the title of the subsection). Then they will send an email to the review team (we can assign teams or ask for volunteers -see listing below) that the section is ready for review.
  • Once the review team has reviewed the document using track changes, they will send the reviewed document to the owners for their review and finalizations. The owners and review teams will negotiate the revisions off line in whatever format they feel fits their needs. (Emails, phone calls, face to face meetings).
  • Once the review owners are satisfied with the revisions and feel that the section is complete - they will up load it to the Google site and name the document FINAL DRAFT XXX (XXX will be the title for the section).
  • Once all sections are complete and ready to be compiled - one volunteer will take all of the sections and create one document which reads and has one voice and consistency across all sections. This is where the style guide will come in handy.
  • Once this is complete - the owner of the document will notify the group. I will ask for one of my colleagues to do the final copy/edit of the complete document and we will look to see if we can find someone to create a nice cover for this document. (Volunteers??)
  • At this point we can then vet this with the Forum Board of Directors - Adam will take this as an action item. We will also need to ask the Accessibility work group to review and advise how best to present this so it meets accessibility issues.
  • After our meeting I spoke with Mike Chambers and he said one document would work fine for his needs

Timeline

Based on our discussions the group felt that between now and our next meeting (Sep 13th), each section owner should review and finalize their sections and send to a review team. Each review team will also complete their review and return the revised document to the section owner. So by Sep 13th we will have all sections completed and ready for someone to volunteer to take the individual sections and create one document with one voice and one style guide. We would like the final product ready for our Oct 4th meeting so we can then discuss the vetting process, accessibility, and publishing on the Web.

Action Items

  1. Donna will type up the notes and disseminate the plan.
  2. Doug will provide a style guide for the section he did for the Strategic planning session.
  3. Each section group will review and revise their sections as noted above.
  4. Section owners will volunteer as reviewers for the other sections:
  5. Mario volunteered to write up the process we used with our work on Google groups.
  6. Need a volunteer to take the document to create one document once the work is finalized

Next Meeting: Tuesday September 13th, 2010 - 10:30 am, NYS Forum Offices