Visio Access & Job Aid Update Project – Internal Coordination Call

Regular project coordination call focused on the “Visio-controlled Job Aids / Work Instructions” initiative.
Main objectives of this session:
- Re-confirm scope and priorities decided “on the last call.”
- Establish who needs Visio software access and by when.
- Populate a shared Excel/SharePoint tracker (tabs: “Visio Access,” “Examples,” etc.) with names, examples, and access requirements.
- Define a short-term timeline (Thursday–Friday) for collecting information so that an update can be sent to senior stakeholder Kasalia.

Agreement already in place: “Each team will identify the priority job aids / work instructions that require a separate Visio file.”
Visio file updates for the LCM (Life-Cycle Management) area have started by Isha, following the “code model.”
Senior stakeholder (Kasalia) is awaiting concrete progress; current answer of “evaluating” is considered insufficient.
Access list draft exists but is incomplete—missing CTS representatives and example entries.
Friday next week: Isha is out of office; therefore, information collection must finish by this Friday (current week).

Tabs observed while screen was shared:
1. Visio Access – master list of people needing access, yes/no columns, remarks.
2. Isha – examples of recent Visio work per person.
3. Other functional tabs (e.g., “LCM,” “ODD,” possibly “Examples”).
Required fields to fill per person:
- Whether they currently have access.
- Whether access is still required (Yes/No).
- Recent Visio usage example (file name or “Not used”).

Isha – Overall coordinator; liaises with Kasalia, schedules follow-up calls; working directly on LCM visuals; wants to co-review access list with Madan.
Natalie/Natalia –
- Follow up with LCM team (Rohit, Shravya, etc.) to fill in tracker.
- Enter own status (never used Visio → “Not used”).
- Will learn Visio “on the fly” and start with a simple diagram.
Madan –
- Provide LCM-specific details on access tab.
- Will be removed from active access list eventually but keeps name for now (“Access still required? – No”).
- Recommends replacing his access with Gautam (thus final LCM access list: Rohit, Natalia, Gautam).
Rohit – Has likely used Visio; must confirm and supply example.
Shravya & Tamasri – ODD / CTS contact points; will provide their teams’ examples and critical-file identification.
Mary Grace – Possible SME; to be reached via Tamasri for CTS items.

Natalie:
- Contact Rohit for example files & usage confirmation.
- Work with Shravya and Tamasri to finish the “Visio Access” table for LCM, ODD, and CTS.
- Fill “Not used” where relevant.
Madan:
- Add LCM details; mark own row “Access still required — No.”
- After table completion, review with Isha who to add/remove.
Isha:
- Set up brief 15–20 min call with team this week (or early next week if capacity) to finalize lists.
- Draft email to Kasalia summarizing:
- Completed access list.
- Approach of updating only “critical” Visios.
- Plan to tackle uncontrolled files sequentially.
All SMEs:
- Identify which Visio diagrams are “critical to update RIGHT NOW.”
- Tag remaining files for later sequential work.

Split job aids into two buckets:
1. “With controlled Visio” (existing editable file) → update first.
2. “Without controlled Visio” → tackle one at a time after bucket 1 shows progress.
Do NOT trigger mass revisions; only update files with real changes to avoid endless review cycles.
Show visible progress to satisfy management.

Thursday (this week): Tracker fully populated by team leads (Natalie + CTS + ODD reps).
Friday (this week):
- Isha & Madan meet (if Isha available; note next Friday she is OOO) to finalize access list.
- Email to Kasalia with consolidated update.
Next Week:
- Short sync call (15–20 min) to confirm ownership & start dates for each area.
- By next week end: list of “critical” Visios finalized and first diagrams under update.

Who contacts owners of EU-specific files not handled by Tamastri/ODD/LCM? Decision pending.
For CTS areas, who “takes ownership” per file still needs clarity.
Need confirmation from Kasalia on two points:
- Alignment with proposed “critical-only” update strategy.
- Acceptance of phased approach for uncontrolled files.

Some team members (e.g., Natalie) have never used Visio; plan to start with a simple diagram for hands-on learning.
Example collection (tab “Isha”) acts as mini-portfolio to gauge who has practical Visio experience.
Access provisioning process (who approves, how licenses are distributed) not described; assumed handled after list submission.

Risk: Incomplete tracker ➔ senior stakeholder perceives no progress.
- Mitigation: hard deadline Thursday–Friday, dedicated follow-ups.
Risk: Too many non-critical updates clog revision cycle.
- Mitigation: “Critical-only” principle agreed, pending higher-level approval.
Risk: Resource availability (Isha OOO next Friday, Natalie learning curve, COVID exposure for team-member’s household).
- Mitigation: Advance scheduling; assign backups; remote work flexibility with doctor’s note if required.

Ethical compliance: Avoid repeated unnecessary document revisions that waste company time and resources.
Practical compliance: Follow client’s (unnamed) policy on in-office presence vs. COVID exposure; doctor’s note may be provided to ensure health safety and policy adherence.

Isha to schedule follow-up call with CTS (Tamasri) and ODD (Shravya) ~15 min to review list.
Email to Kausalia (Friday) covering: status, access list, critical-file roadmap, request for confirmation.
Subsequent weekly progress reviews until all controlled Visios are updated.