meeting

Meeting Notes

Attendees

  • Natalia

  • Ghosli

  • Sai

  • Kurman

  • Christine

Technical Setup

  • Natalia will take notes during the session.

  • Ghosli asked if screen sharing is visible and if it can be enlarged for better viewing.

Agenda Overview

  • The group discussed the status of the RegIntel items in regards to tool upgrades and documentation updates.

  • The conversation focused on how to organize and categorize these updates effectively in their system (Excel and Power BI).

Key Discussion Points

Tool Upgrade Requirements

  • There was a discussion about adding a new column for tool upgrades within the updates list in the Excel sheet. This was described as:

    • Purpose: To identify if a tool upgrade is required for specific updates.

    • Suggested Dropdown Options: Yes, No, Not Applicable.

    • Location: Proposed to place this column after the documentation update column.

  • Example mentioned: TRS Viewer 5.4 went live supporting Australia DTD 3.2. A tool upgrade is necessary for this item.

Distinguishing Between Upgrades and Documentation Updates

  • Ghosli emphasized the importance of separating tool upgrades from documentation updates to track their statuses independently.

  • **Proposed Changes: **

    • Two additional columns suggested for tracking:

    • Target completion date for tool upgrades.

    • Status of tool upgrades (Completed, Pending).

  • Facilitate both documentation update statuses alongside tool upgrade statuses.

Actions within Excel

  • Discussed how to indicate completion status and track progress:

    • Columns being updated:

    • Adding a 'System and Tool Upgrade Status' column, and ensuring both tool updates and documentation updates have distinct target completion dates.

  • Proposed Column Names:

    • J: Status of Documentation Update.

    • K: Documentation Target Completion Date.

    • L: Status of Tool Upgrade.

    • M: Tool Upgrade Target Completion Date.

Power BI Integration and Reporting

  • The challenge of tracking the actual completion dates versus target completion dates was addressed:

    • Example situation: If an item has a target completion date of November 10, it must be tracked whether it completed early or late.

  • Use of Power BI:

    • Power BI will indicate completed items and allow filtering to determine pending workloads.

  • Other aspects of reporting discussed included:

    • Outstanding items requiring action or those that may not impact reporting criteria.

General Tracker Management

  • Ghosli suggested maintaining trackers in their current format until a thorough re-evaluation of their processes occurs.

  • Christine suggested leveraging a grade tracker for updates relevant to job aids or other documentation separate from the RegIntel item tracking.

  • Tracking mechanisms would include:

    • Status Updates for job aids without overwhelming the current tracking system.

    • Ensuring transparency on if requirements have been conveyed to teams for action (could include using dropdowns indicating status).

Next Steps

  • Natalia will be responsible for updating the Excel sheet with the discussed changes.

  • The group will share updates on how the changes are reflected in Power BI.

  • Explore with Red Tech the frequency of updates and ensure progress is monitored using the new columns implemented in Excel with clear visibility in Power BI.

  • Follow-up on any changes needed based on feedback from regions or stakeholders involved.

Action Items

  • Natalia to reach out to SMEs regarding pending items.

  • Confirm with Red Tech about the next refresh schedule for the Power BI report (currently at 25th September).

  • Continue monitoring and reporting changes based on discussed strategies.

Meeting Closure

  • The meeting concluded with appreciation for everyone's contributions. Next steps were affirmed, and further discussions will occur as updates are received.

  • End of meeting acknowledgments.