Difference between revisions of "Profile Development Process for First Timers"

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This is how IHE Radiology works.  Other domains will be similar but differ in some details.
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This is how IHE Radiology works.  Other domains will be similar but differ in dates and details.
  
 
* Congratulations! Your proposal has been selected by the [[Profile Proposal Process]].
 
* Congratulations! Your proposal has been selected by the [[Profile Proposal Process]].
 
:* We’re going to say “profile” a lot here but the process is essentially the same if your proposal was for a whitepaper, etc.
 
:* We’re going to say “profile” a lot here but the process is essentially the same if your proposal was for a whitepaper, etc.
−
* There’s lots of work to do '''before the first meeting'''
+
 
 +
 
 +
* '''Before the first meeting''' there’s lots of work to do
 
:* Good news: you can hit the ground running because your plan is in your proposal
 
:* Good news: you can hit the ground running because your plan is in your proposal
 
::* Start working on the steps listed in your '''Breakdown of Tasks'''
 
::* Start working on the steps listed in your '''Breakdown of Tasks'''
 
::* Contact the people listed in your '''Support and Resources''' and listed as '''Contributors'''
 
::* Contact the people listed in your '''Support and Resources''' and listed as '''Contributors'''
−
::* Get them working on considering your '''Open Issues''' and proposing ideas
+
::* Get them working on considering your '''Open Issues''' and proposing ideas/resolutions
−
::* Start sketching the profile document
+
::* '''Start sketching the profile''' document
 
:::* Use the template: [ftp://ftp.ihe.net/DocumentPublication/DocumentTemplates/Technical_Framework_Supplement_Template/IHE_Suppl_Template_Rev10.3_2012-12-31.doc Supplement Template V10.3]
 
:::* Use the template: [ftp://ftp.ihe.net/DocumentPublication/DocumentTemplates/Technical_Framework_Supplement_Template/IHE_Suppl_Template_Rev10.3_2012-12-31.doc Supplement Template V10.3]
 
:::* Practice Safe Pasting to avoid messing up your document ('''Paste text without formatting''')
 
:::* Practice Safe Pasting to avoid messing up your document ('''Paste text without formatting''')
−
:::* Lots of guidance in the template in ''<italic text>''
+
:::* Note the guidance (in ''<italic text>'') throughout the template
−
:::* Material from your '''Use Case''' section will get you started on Volume 1, X.4
+
:::* Material from your '''Use Case''' section will get you started on Section X.4 in Volume 1
−
:::* Start working on an Actor/Transaction Diagram; it's a great highlevel view
+
:::* Start working on an '''Actor/Transaction Diagram'''; it's a great highlevel tool
−
:::* If you want to work up some Swimlane Diagram screenshots, check out http://www.websequencediagrams.com - it's simple and tidy.
+
:::* If you want to work up some Swimlane Diagram, check out http://www.websequencediagrams.com - it's simple and tidy.
 +
:::* For each new transaction, bullet list the existing transaction or standard that it will be based on and what details it will cover
  
−
* Three meetings (and optional tcons) will get the profile from Proposal to Trial Implementation status.
+
* '''Three meetings''' (and optional tcons) will get the profile from Proposal to Trial Implementation status.
 
:* '''Kickoff Meeting''' (early-Novemberish)
 
:* '''Kickoff Meeting''' (early-Novemberish)
−
::* Arrive with a skeleton profile document
+
::* Arrive with a skeleton profile document as described above
 
:::* Bring contentious/hard issues and be prepared to walk the committee through them
 
:::* Bring contentious/hard issues and be prepared to walk the committee through them
 
:::* Make your best call for less contentious issues and write that into your skeleton.  
 
:::* Make your best call for less contentious issues and write that into your skeleton.  
 
::::* It gives people something tangible to consider.  
 
::::* It gives people something tangible to consider.  
 
::::* They can still disagree but if they agree you’ve saved time for more meaty discussions.
 
::::* They can still disagree but if they agree you’ve saved time for more meaty discussions.
−
::* Committee will critique the contents and help you work through open issues
+
::* Committee will refine/flesh out missing Use Case details
−
::* Leave with a complete idea of how you’re going to draft all the text for public comment
+
::* Committee wil critique the document contents and help you work through open issues
 +
::* Leave with a complete idea of how you’re going to draft '''all''' the text for public comment
 
:* '''PC Prep Meeting''' (Januaryish)
 
:* '''PC Prep Meeting''' (Januaryish)
 
::* Arrive with a draft Public Comment version of the document
 
::* Arrive with a draft Public Comment version of the document
Line 38: Line 42:
 
:::* All open issues must be closed, one way or another.
 
:::* All open issues must be closed, one way or another.
 
::* Leave with a doc ready to publish for TI (possibly with some remaining tidy-up edits)
 
::* Leave with a doc ready to publish for TI (possibly with some remaining tidy-up edits)
 +
 
:* '''General Meeting Notes'''
 
:* '''General Meeting Notes'''
 
::* You get allocated a number of time slots based on the estimated effort in your proposal
 
::* You get allocated a number of time slots based on the estimated effort in your proposal
 
::* Most meetings spread your timeslots over a couple days so you can do homework overnight after the first day to work on issues/ideas raised
 
::* Most meetings spread your timeslots over a couple days so you can do homework overnight after the first day to work on issues/ideas raised
 
::* Ideally, post a draft document to the meeting folder a week in advance of the meeting
 
::* Ideally, post a draft document to the meeting folder a week in advance of the meeting
−
::* While it’s understood that some domain experts may not be able to attend for the entire duration of the face to face meetings, it is strongly recommended.  It’s a way to learn by watching others while you're not in the hotseat.  And frankly the point of IHE is for everyone to contribute to everyone else's work.  We benefit from the breadth of view.
+
::* While it’s understood that some domain experts may not be able to attend for the entire duration of the face to face meetings, it is strongly recommended.  Rather than leaving or doing email when Other Profiles are being worked on, stay tuned in.  Learn by watching others while you're not in the hotseat, and frankly the point of IHE is for everyone to contribute to everyone else's work.  Your viewpoint is valuable and we benefit from the breadth all your views bring.
 
::* That being said, if you have travel constraints, or if you have contributors who will be joining the meeting by phone from another time zone, contact the co-chairs so they can take those constraints into account when scheduling the agenda.
 
::* That being said, if you have travel constraints, or if you have contributors who will be joining the meeting by phone from another time zone, contact the co-chairs so they can take those constraints into account when scheduling the agenda.
 
::* Also, it’s expected that a profile editor may set up tcons with their contributors to work on the profile between face-to-face meetings
 
::* Also, it’s expected that a profile editor may set up tcons with their contributors to work on the profile between face-to-face meetings
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:* [[Process]] Other bits of IHE Process but less relevant to you right now
 
:* [[Process]] Other bits of IHE Process but less relevant to you right now
  
−
===Annex: Post-Kickoff Risk Assessment===
+
===Annex: Kickoff Closing Assessment===
  
−
At the end of the Kickoff Meeting, the Technical Committee assesses each workitem to make sure everyone is on the same page about the remaining potential risks and expectations.
+
At the end of the Kickoff Meeting, the Technical Committee assesses each workitem to make sure everyone is on the same page about the expectations and remaining potential risks.
  
 
The purpose is to get a clear picture of aspects the authors will need to focus on between now and the Public Comment Preparation meeting.
 
The purpose is to get a clear picture of aspects the authors will need to focus on between now and the Public Comment Preparation meeting.
  
−
* Run down the following checklist
+
* Paste the following checklist items into the minutes; discuss and record findings for each
 +
** Profile Name:
 
** Describe gaps in Use Case coverage
 
** Describe gaps in Use Case coverage
 
** Describe unresolved technical issues/tasks
 
** Describe unresolved technical issues/tasks
Line 83: Line 89:
 
** What vendors are engaged for each actor?  
 
** What vendors are engaged for each actor?  
 
** How many tcons would you like between now and the PC Prep Meeting?
 
** How many tcons would you like between now and the PC Prep Meeting?
−
* Record checklist findings in the minutes
 
  
−
It will be the responsibility of the Profile Editor to lead resolution of risk items before the Public Comment preparation meeting.
+
It will be the responsibility of the Profile Editor to lead resolution of these issues before the Public Comment preparation meeting.
  
 
Resolution may involve:
 
Resolution may involve:
Line 92: Line 97:
 
* Including open issues in the PC Profile draft for wider comment (generally for issues that would not radically change the profile)
 
* Including open issues in the PC Profile draft for wider comment (generally for issues that would not radically change the profile)
 
* Changing the workitem from a profile to a whitepaper to explore the solution space if it is not ready for profiling.  
 
* Changing the workitem from a profile to a whitepaper to explore the solution space if it is not ready for profiling.  
−
** Hopefully the whitepaper work is solid enough that it will be ready to profile and the same proposal will be selected again next year
+
** Hopefully the whitepaper work is solid enough that it will be ready to profile next year and the same proposal will be selected again
 
* Dismissing the workitem as not ready for profiling in the forseeable future.
 
* Dismissing the workitem as not ready for profiling in the forseeable future.
 
** This likely means there was something the TC should have caught during evaluation
 
** This likely means there was something the TC should have caught during evaluation
Line 99: Line 104:
  
  
−
===Annex: Post-PC Prep Assessment===
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===Annex: PC-Prep Closing Assessment===
−
Risks and Progress Template
 
  
−
===Profile Name: <name>===
+
* Paste the following checklist items into the minutes; discuss and record findings for each
 +
** Profile Name:
 +
** Did we line-by-line the entire document
 +
** How ready is it to go out for PC: Completely, Almost, Soonish, Hmmm
 +
** Which open issues are risky, and why
 +
** Which use cases need more input
 +
** Which issues from the Kickoff Closing Assessment are still unresolved
 +
** How does the scope feel in terms of being a useful chunk of work? (Needs more? Just right? More than enough?)
 +
** How is the work fitting in the allocated bandwidth? (Time to spare? Just right? Things were left undone?)
 +
** If you had to reduce scope, what would you drop
 +
** Have the promised resources manifested
 +
** What vendors are engaged for each actor
 +
** When will we have sample data/objects
 +
** Who should specifically be targeted for Public Comment feedback
 +
** How many tcons would you like between now and the Trial Imp Meeting
 +
** Was the profile where it needed to be at the start of the PC meeting, if not what was the gap
 +
** Was the profile where it needed to be at the end of the PC meeting, if not what was the gap
  
−
Run down the following checklist and put it in your meeting minutes.
+
For sample evaluations see: [[Rad_Tech_Minutes_2017-02-28_to_2017-03-03]]
−
 
 
−
No risky open issues?
 
−
*
 
−
 
 
−
Did we get sufficient input on use cases
 
−
*
 
−
 
 
−
How is the work fitting in the allocated bandwidth? (Time to spare? Just right? Things were left undone?)
 
−
*
 
−
 
 
−
Did we line-by-line the entire document
 
−
*
 
−
 
 
−
Is it ready to go out for PC
 
−
*
 
−
 
 
−
How does the scope feel? (Room to expand? Just right? Pretty ambitious?) in terms of being a useful chunk of work
 
−
*
 
−
 
 
−
If you had to reduce scope, what would you drop?
 
−
*
 
−
 
 
−
Have the promised resources manifested?
 
−
*
 
−
 
 
−
What tasks would benefit from additional expertise?
 
−
*
 
−
 
 
−
What vendors are engaged for each actor?
 
−
*
 
−
 
 
−
When will we have sample data/objects
 
−
*
 
  
−
How many tcons would you like between now and the Trial Imp Meeting?
+
===Annex: TI-Prep Closing Assessment===
−
*
 
  
−
Where was the profile at at the start of the PC Mtg and would you have preferred to have more, if so what
+
* Paste the following checklist items into the minutes; discuss and record findings for each
−
*
+
** Profile Name:
−
 
 
−
Where was it at at the end of the meeting, are you comfortable with that, if not what more
 
−
*
 
−
 
 
−
Did you know what feedback you needed and did you get the answers you needed
 
−
*
 
−
 
 
−
For sample evaluations see: [[Rad_Tech_Minutes_2017-02-28_to_2017-03-03]]
 

Revision as of 19:29, 22 September 2017

This is how IHE Radiology works. Other domains will be similar but differ in dates and details.

  • We’re going to say “profile” a lot here but the process is essentially the same if your proposal was for a whitepaper, etc.


  • Before the first meeting there’s lots of work to do
  • Good news: you can hit the ground running because your plan is in your proposal
  • Start working on the steps listed in your Breakdown of Tasks
  • Contact the people listed in your Support and Resources and listed as Contributors
  • Get them working on considering your Open Issues and proposing ideas/resolutions
  • Start sketching the profile document
  • Use the template: Supplement Template V10.3
  • Practice Safe Pasting to avoid messing up your document (Paste text without formatting)
  • Note the guidance (in <italic text>) throughout the template
  • Material from your Use Case section will get you started on Section X.4 in Volume 1
  • Start working on an Actor/Transaction Diagram; it's a great highlevel tool
  • If you want to work up some Swimlane Diagram, check out http://www.websequencediagrams.com - it's simple and tidy.
  • For each new transaction, bullet list the existing transaction or standard that it will be based on and what details it will cover
  • Three meetings (and optional tcons) will get the profile from Proposal to Trial Implementation status.
  • Kickoff Meeting (early-Novemberish)
  • Arrive with a skeleton profile document as described above
  • Bring contentious/hard issues and be prepared to walk the committee through them
  • Make your best call for less contentious issues and write that into your skeleton.
  • It gives people something tangible to consider.
  • They can still disagree but if they agree you’ve saved time for more meaty discussions.
  • Committee will refine/flesh out missing Use Case details
  • Committee wil critique the document contents and help you work through open issues
  • Leave with a complete idea of how you’re going to draft all the text for public comment
  • PC Prep Meeting (Januaryish)
  • Arrive with a draft Public Comment version of the document
  • Committee will review in detail and vote it ready for public comment if it meets the following criteria
  • All parts of the profile are written (not in stone, but the parts are all in place)
  • All questions where you want or need input/confirmation/consent from the wider community are listed in the Open Issues section
  • Issues that have been decided but you want to avoid rehashing with the email reviewers who didn’t hear the discussion are documented in Closed Issues
  • Reviewers are permitted to re-open closed issues but they had better introduce new facts/considerations beyond what’s documented in the closed issue.
  • Leave with a ready to publish for PC (possibly after some remaining tidy-up edits)
  • TI Prep Meeting (Late March/Early Aprilish)
  • Arrive with a draft Trial Implementation version of the document, a consolidated list of the received comments, completed resolutions for most comments, proposed resolutions for some comments, and
  • Committee reviews in detail and votes it ready for trial implementation
  • All open issues must be closed, one way or another.
  • Leave with a doc ready to publish for TI (possibly with some remaining tidy-up edits)
  • General Meeting Notes
  • You get allocated a number of time slots based on the estimated effort in your proposal
  • Most meetings spread your timeslots over a couple days so you can do homework overnight after the first day to work on issues/ideas raised
  • Ideally, post a draft document to the meeting folder a week in advance of the meeting
  • While it’s understood that some domain experts may not be able to attend for the entire duration of the face to face meetings, it is strongly recommended. Rather than leaving or doing email when Other Profiles are being worked on, stay tuned in. Learn by watching others while you're not in the hotseat, and frankly the point of IHE is for everyone to contribute to everyone else's work. Your viewpoint is valuable and we benefit from the breadth all your views bring.
  • That being said, if you have travel constraints, or if you have contributors who will be joining the meeting by phone from another time zone, contact the co-chairs so they can take those constraints into account when scheduling the agenda.
  • Also, it’s expected that a profile editor may set up tcons with their contributors to work on the profile between face-to-face meetings


  • Where do things go?
  • If you're not on it yet, get on it now. This is where all the announcements, discussions, etc. go
  • Includes links to Agenda (times, places, logistics) and Minutes
  • Post documents here. Structure of meeting folders varies randomly each year


  • Reading/Reference List

Annex: Kickoff Closing Assessment

At the end of the Kickoff Meeting, the Technical Committee assesses each workitem to make sure everyone is on the same page about the expectations and remaining potential risks.

The purpose is to get a clear picture of aspects the authors will need to focus on between now and the Public Comment Preparation meeting.

  • Paste the following checklist items into the minutes; discuss and record findings for each
    • Profile Name:
    • Describe gaps in Use Case coverage
    • Describe unresolved technical issues/tasks
    • Describe potential practical issues
    • Does the open issue list feel complete
    • Which open issues feel most risky
    • How is the work fitting in the allocated bandwidth? (Time to spare? Just right? Things were left undone?)
    • How does the scope feel? (Room to expand? Just right? Pretty ambitious?)
    • If you had to reduce scope, what would you drop?
    • Have the promised resources manifested?
    • What tasks would benefit from additional expertise?
    • What vendors are engaged for each actor?
    • How many tcons would you like between now and the PC Prep Meeting?

It will be the responsibility of the Profile Editor to lead resolution of these issues before the Public Comment preparation meeting.

Resolution may involve:

  • Scheduling additional Tcons to complete the technical discussion
  • Reducing the scope of the profile to fit within the allocated % bandwidth
  • Including open issues in the PC Profile draft for wider comment (generally for issues that would not radically change the profile)
  • Changing the workitem from a profile to a whitepaper to explore the solution space if it is not ready for profiling.
    • Hopefully the whitepaper work is solid enough that it will be ready to profile next year and the same proposal will be selected again
  • Dismissing the workitem as not ready for profiling in the forseeable future.
    • This likely means there was something the TC should have caught during evaluation

For sample evaluations see: Rad_Tech_Minutes_2016-11-01_to_2016-11-04


Annex: PC-Prep Closing Assessment

  • Paste the following checklist items into the minutes; discuss and record findings for each
    • Profile Name:
    • Did we line-by-line the entire document
    • How ready is it to go out for PC: Completely, Almost, Soonish, Hmmm
    • Which open issues are risky, and why
    • Which use cases need more input
    • Which issues from the Kickoff Closing Assessment are still unresolved
    • How does the scope feel in terms of being a useful chunk of work? (Needs more? Just right? More than enough?)
    • How is the work fitting in the allocated bandwidth? (Time to spare? Just right? Things were left undone?)
    • If you had to reduce scope, what would you drop
    • Have the promised resources manifested
    • What vendors are engaged for each actor
    • When will we have sample data/objects
    • Who should specifically be targeted for Public Comment feedback
    • How many tcons would you like between now and the Trial Imp Meeting
    • Was the profile where it needed to be at the start of the PC meeting, if not what was the gap
    • Was the profile where it needed to be at the end of the PC meeting, if not what was the gap

For sample evaluations see: Rad_Tech_Minutes_2017-02-28_to_2017-03-03

Annex: TI-Prep Closing Assessment

  • Paste the following checklist items into the minutes; discuss and record findings for each
    • Profile Name:
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