[Gnso-epdp-team] Proposed Agenda - EPDP Team meeting #13 - 13 August at 14.00 UTC

Mon Aug 12 15:34:46 UTC 2019

Dear EPDP Team, 

We have a pretty simple agenda tomorrow for those of the group that wish to
join. I will present this package for the first 20 minutes or so. I will
also provide an illustrative component that I hope helps to explain how the
project plan is mostly structured and how it begins to define the project's
critical path. We'll then open up discussion and questions and conclude with
next steps. After the agenda, I'm reposting a short explanation of the
package I sent last week.

Note, I'm still updating the Gantt project plan, so it will be slightly
different than what is attached here. We'll also provide a link to the
updated Work Plan and Action Items Google sheet that we'll use going
forward. As an example, the Use Case calendar will now live there.

I guess it's a good sign that this call is not scheduled for 13 UTC.

Best regards,

Caitlin, Marika and Berry

==============

EPDP Phase 2 - Meeting #13

Proposed Agenda

Thursday, 13 August 2019 at 14.00 UTC

1.                     Roll Call & SOI Updates (5 minutes)

2.                     Confirmation of agenda (Chair)

3.                     Welcome and housekeeping issues (Chair) (5 minutes)

a. Chair Introduction

4.                     Review of EPDP-P2 Project Management and Workplan
Package (45 minutes)

a. Overview of work products

b. Deeper review of the summary and full Gantt chart project plan

c. Overview of Use Case and Dedicated Topic approach (explains early stage
of critical path)

5.                     Any other business (5 minutes)

6.                     Wrap and confirm next EPDP Team meeting:

a. Reminder: Thursday 15 August 2019 at 14.00 UTC (5 minutes)

b. Confirm action items

Berry Cobb

@berrycobb 

GNSO Policy Consultant

From: mail at berrycobb.com <mail at berrycobb.com> 
Sent: Friday, August 9, 2019 01:15
To: gnso-epdp-team at icann.org
Subject: EPDP-P2 Project Management and Workplan Package

Hi EPDP Project Team,

I apologize up front for the document explosion. I'm sending these working
drafts now, but we will use dedicated time on next Tuesday for me to present
this package. We will specifically review the Gantt chart/project plan
pages. As you know, we have to obtain Council approval of our plan and we
are targeting the 22 Aug 2019 Council meeting. As Janis mentioned on the
today's call however, we will reassess the plan based on outcomes of the Los
Angeles face-to-face. You'll recall that we need an approved plan to request
final resources from the ICANN Board that will allow the EPDP to fulfill its
charter.

One final thing to consider when reviewing the plan at a high-level and as
communicated in Marrakech, an aspirational target was set for Dec 2019 to
launch an Initial Report for public comment. You'll see this represented in
the work products that make up this package. I'd like to reinforce the
notion that this plan attempts to allocate tasks based on the number of
hours it takes for the group to deliberate the policy topics and agree on
some sort of outcome. While the project plan is represented on a 5 business
day work week, in reality that only translates to 4 or 6 hours of conference
calls per week. So, it is important to think of tasks being resourced in
those terms instead of being driven only by calendar dates. As an example
and assuming we do not take any breaks, considering plenary calls are 2
hours and secondary/LC calls are 1.5 hours, and finally considering total
hours for the face-to-face in LA, it only equates to a total of 38 hours to
deliberate topics verbally through 11 Sep 2019.

Lastly, the full project plan on pages 5 to 8 is subject to change as I
continue to refine individual tasks, durations and dependencies in
preparation for Tuesday. I wanted to allow enough time for the group to
become familiar with the package so that we can spend more time on the
detailed tasks that define the critical path.

EPDP-P2 Project and Work Plan Package:

*	The general intent is this will be compiled and reviewed once per
month in preparation for our planning/progress, but also to prepare for
updates required by the GNSO Council. Individual work products will be
updated more frequently and as necessary to meet the project communication
and planning requirements.
*	Page 1 - Simple Gantt, mostly for external communications; note the
far right will need to be confirmed and updated after agreement is reached
on the full project plan.
*	Page 2- Fact sheet, we've all seen this before. I'll just note that
the % complete will be derived from the four primary phases of the project
plan further down.
*	Page 3 - Project SitRep, this is also a part of the GNSO Council
Project list, but it can also be used to communicate a more detailed status
externally. Note, the Status/Condition codes feature can change as a result
of negative impacts to the project. Based on PDP3.0 implementations, this
may trigger interactions with the GNSO Council leadership and the full GNSO
Council as necessary.
*	Page 4 - Collapsed version of the Gantt Project Plan; I suspect this
will be the ultimate work product we take to the GNSO Council for approval.
It is rows 35-189 that we need to give the most attention over the next few
weeks.
*	Pages 5 - 8 - represent the full expanded version of the project
plan. 

*	For the most part, what we've accomplished so far as a group is what
I've attempted to represent as actual tasks and durations (rear-view mirror
planning of sorts). 
*	Rows 35 - 73 is the work that is ahead of us going to LA around the
use cases and a few of the topics the group will likely focus on shortly
after LA.
*	For now, (46-109) I've used a repeatable template that covers the
topic over a duration of 4 weeks that includes a 1st and 2nd reading with
some sort of outcome.
*	For the most part, Priority 2 topics are decoupled from the Initial
Report; we'll need to spend some time figuring out how these influence our
overall plan.
*	Row 171 is a parking lot of sorts for items we need to circle back
on or unplanned events. Unplanned work of course has a chance to severely
impact our schedule. Think of this section a project scope radar. We should
investigate any other potential topics that can influence our scope.
*	The Key Events section (Row 194 - 262) is mostly work behind the
scenes to prepare for face-to-face events but placed here to track overall
project activities. It is not connected to the critical path.
*	The Initial and Final Reports sections: I don't think we need to
change the tasks so much (mostly template form) but we do have flexibility
in adjusting duration and delivery dates. The real work resides in the EPDP
Deliberations section where the critical path lives.
*	Post EPDP activities are tasks after the EPDP is delivered to the
Council but placed there as the Policy department owns the project up and
until the Board takes action.

*	Page 9 is an initial draft of our work plan inherited Marika's use
case calendar. It will be updated each week with the tasks from the project
plan so that the group focuses only on what is front of us. This will be
migrated to Google Sheets. It also contains a link to the Action Items list
that is located on the wiki. I suggest we migrate this to a Google Doc as
well. It will allow for easier management of the items and we can report
easier from it over the wiki.

Happy reading. I'll be glad to answer any initial questions over the list
until we meet on Tuesday. 

Thank you.

B

Berry Cobb

@berrycobb 

GNSO Policy Consultant

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