[Gnso-epdp-team] Notes and action items - EPDP Phase 2 Meeting #13 - 13 August 2019

Tue Aug 13 15:55:34 UTC 2019

Dear EPDP Team,

Below, please find the notes and action items from today’s EPDP Team meeting.

As a reminder, the next EPDP Phase 2 meeting will be Thursday, 15 August 2019 at 14:00 UTC.

Best regards,

Marika, Berry, and Caitlin

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EPDP Phase 2 - Project Plan Meeting

Tuesday, 13 August 2019 at 14.00 UTC

Notes 

These high-level notes are designed to help the EPDP Team navigate through the content of the call and are not meant as a substitute for the transcript and/or recording. The MP3, transcript, and chat are provided separately and are posted on the wiki at: https://community.icann.org/x/ZwPVBQ.

EPDP Phase 2 - Meeting #13

Proposed Agenda

Tuesday, 13 August 2019 at 14.00 UTC

1.                     1. Roll Call & SOI Updates (5 minutes)

·         Attendance will be taken by the Zoom room

2.                     2. Confirmation of agenda (Chair)

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

·         a. Chair Introduction

·         Purpose of the meeting is to inform the Team of the project plan that will be submitted to the GNSO Council for approval

·         Following Berry’s introduction and explanation, there will be time for questions.

·         The work plan is not carved in stone and will be updated, as necessary.

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

·         a. Overview of work products

·         There is a requirement for the GNSO Council to approve the Team’s work plan for the Phase 2 efforts. This is the first time the Council has required this, and this aligns with the PDP 3.0 efforts that are underway.

·         It would be helpful to send the project plan to the Council for its meeting next week. 

·         This is near the first time that a GNSO PDP effort received additional funding/resources outside of the standard PDP process.

·         This is the first formal time where there is a regimented project plan approach to managing the group. There will likely be many bumps in the road, but the goal is to change the culture in the GNSO in developing its projects.

·         In May, the Team was referencing a mind map that referenced the charter questions and other activities. Many of the same ideas informed the project plan; for example, a high-level approach was developed: 

·         Priority 1 items (related to SSAD); and 

·         Priority 2 items (items carried over from Phase 1)

·         As part of the initial approach, there was a high-level timeline that was introduced - an initial report released in December, and prepare a final report to be delivered on or after ICANN67

·         The first work product is a summary timeline; this was used in Phase 1, but it has been enhanced for Phase 2. It is a rolling timeline that is edited throughout the process.

·         The aspirational dates are carried over (Initial Report - December; Final Report - March)

·         The second work product is a fact sheet, which was born from the CCWG days. It is now used for all of the review teams in the MSSI department. 

·         One thing to note is the financial resources. Coming out of Kobe, the Council requested funds to carry the Team through FY19 (Marrakech)

·         The Council also requested additional funding to prepare for the F2F - the request was due to the advance notice to plan for the F2F.

·         Will be updated on a monthly basis.

·         The third work product is the project situation report, which is part of the GNSO Council’s Project List.

·         This is a communication vehicle to the GNSO Council.

·         The point is to, at a high-level, create an information gateway to important links, and what the status and condition of the project are.

·         The status is connected to the schedule.

·         The condition of the project will show as “on target”, “at risk”, or “in trouble”. External factors can affect a project’s condition that have nothing to do with the schedule.

·         If a project is at risk or in trouble, that may necessitate a discussion with Leadership and the GNSO Council.

·         The bottom right-hand side is meant to tell the audience what the Team is currently working on, what it plans to work on, and what it completed in the last report.

·         The fourth work product is the project plan

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

·         The left hand side includes the task description

·         The Gantt chart is a visual depiction of the project, including dependencies.

·         The black lines help group parent tasks and the child tasks that sit underneath it

·         If, for any reason, there is a potential for tasks in the critical path to be missed, this allows us to see what the downstream effects of missing the task are.

·         If, for example, in late October, there is an unplanned topic, which added three weeks to the timeline. Once the dependency is created, it will show what the revised planned delivery date would be. This helps to manage unplanned events or unplanned delays and show what the effect of the delay would be.

·         Looking back at the fact sheet and situation report, this shows four broad buckets to show percentage complete.

·         Unlike other PDPs, this has resources assigned to it. The Project Cost Support Team, or PCST, manages additional needs.

·         The EPDP deliberation section is the core of the Team’s work - as deliberations or outcomes occur, those outcomes are being fed into an initial report. (The first task of the initial report is for Support Staff to populate an initial draft of the report.)

·         All tasks are built on a five business-day work week, even though the Team has about 3.5 hours of deliberations per week. If a task says “10 days”, that is two business weeks, but it’s ultimately just under 8 hours of actual deliberation time.

·         There could be discussions around geographic basis or Thick WHOIS - if these topics are added, these would be migrated into Priority 1 or Priority 2 deliberations.

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

·         This is a quick mock-up of the use cases the Team is currently working on. Column A, for example, is the LEA use case. 

·         The Team is currently working from a top-down nature, or the green, vertical arrows. Ultimately, the Team will have preliminary agreement or decide that some of the use cases are not applicable. 

·         As the Team continues reviewing use cases, there are some topics, like accreditation, that are unlikely to be discussed fully by deliberating on a use case. 

·         The Team will then move from a left to right perspective, or the red, horizontal arrows. 

·         Not all topics listed in the use case touch on all of the charter questions

·         The Team is not expected to look at the Gantt chart, though it is welcome to

·         It is not meant for consumption, except for the Leadership Team to manage its timeline and resources

·         d. Overview of work plan and action items log 

·         The last work product, or the Work Plan and AIs log - shows tasks and related action items, who the action item is assigned to and when things are due.

·         Here is a link to the Work Plan and Action Items log: https://docs.google.com/spreadsheets/d/179ocCF6XHK48CJaFF4Rdg9T3atQKFeY51zwF6rfQ4Jw/edit#gid=126973602

·         Questions from the EPDP Team

·         The project file will be posted as a PDF on the wiki

·         Action: Berry will produce an exploded version, a collapsed version, and post the raw file.

·         What is the utility of going through all of use cases? Perhaps after one example from each of the groups,  the Team take stock and make a determination whether the discussion of more use cases is necessary at that point in time.

·         Use cases are being used to better understand the issues and complexities and developing building blocks. 

·         The idea is to distribute the “zero draft” in advance of the LA F2F meeting

·         The Team may need to ask its legal questions very soon. What is the legal budget right now, and how much of it have we spent?

·         The Board has currently approved 50K for legal expenses, and it has not been used. 

·         50K does not seem like enough money as there are many legal questions the Team will need to ask.

·         50K was allotted in the initial request. If the plan gets signed off at the Council, the next budget request can be made, and it is likely there will be a sizeable legal budget requested.

·         This project plan will now be submitted to the GNSO Council for its approval

5.                     5. Any other business (5 minutes)

6.                     6. Wrap and confirm next EPDP Team meeting:

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

·         b. Confirm action items

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