Project Sync-Up & Planning – Detailed Study Notes

Roles & Staffing

• Current project roles
  • IT liaison: (unnamed)
  • Solution Architect: Vacant – Heidel to nominate/fill
  • Designer: Kai
  • Creative Specialist: Devin (default until a formal role is created)

Key Meetings & Calendar Commitments

• Standing update / sync with Rosa
  • Next confirmed: 15 Jul 2025 – “Connectivity Working Session”
  • Desire to add an alignment call with Rosa the week of 07 Jul 2025 to ensure messaging consistency
• Connectivity feedback session with PL, Versa & UX vendor
  • First review took place 20 May 2025
  • Subsequent sessions scheduled ad-hoc, product-line-by-product-line
• Internal update to executive leaders
  • Target send-out: 11 Jul 2025 (aggressive) or by 14 Jul 2025 (end-of-week fallback)
• Additional ad-hoc working sessions being set up:
  • “Content fragment” workshop while waiting for Joe to provide Tech-Lead contact
  • Follow-up with Connectivity team (not a first-time meeting)

Product-Line Breakdown for Prototype / Feedback Rounds

• MSP
• ASM
• Connectivity
• Processors
  • Each product line will have its own demo & review loop; total number of loops unknown (tied to feedback quality)

Road-Map & Launch Window

• Desired launch: Q4 2025
• Safe-side contingency: Q1 2026
  • Expressed as $04/2025 \rightarrow 01/2026$
• Need a better-defined timeline; current range presented to stakeholders as a goal not a commitment

Milestones (Working Draft)

• Prototype reviews (began 20 May 2025)
• Connectivity Working Session – 15 Jul 2025
• Demo readiness by late Jul 2025 (soft goal)
• Portfolio-marketing alignment email – 11 Jul 2025
• Formal launch window – $Q4\ 2025 \text{ or } Q1\ 2026$

Stakeholder Matrix

• Core team: Portfolio Marketing, Product-Line Leads, Manager (add Jenica?)
• SMEs / Contributors: Metrics team, Search team, UX Research
• Inform-only (email digest): Regional reps, additional leadership, Chelsea, Hadel
• Consultation but not decision-makers: Quality-OCP, TI folders / document-check groups

Documentation & Confluence / Wiki Clean-Up Plan

1. Keep a single high-level parent page titled “Solution Overview”
2. Create two child pages (or duplicate top-level pages) for:
   • SDK (Software Development Kit)
   • PV (Portfolio Visualization)
3. Remove obsolete sub-pages; only retain links to:
   • Research repository
   • Feedback log
4. For each solution, prepare a separate project brief with its own timeline
5. Combine SDK + PV status in one catch-up email now; future updates will be split
6. Kelly continues milestone clean-up; teammate will refine “Challenges, Risks, Roadblocks” section into concise bullets

Current Challenges / Risks

• Unfilled Solution Architect role stalls technical decisions
• Timeline uncertainty (Q4 → Q1 swing) may reduce stakeholder confidence
• Dependency on yet-to-be-scheduled feedback rounds could extend milestones
• Existing documentation is fragmented; risk of duplicated or outdated information
• PV epic timing questioned: downstream dependencies (Treaty updates, etc.) not ready

Immediate Action Items

• [ ] Heidel: Nominate/finalize Solution Architect
• [ ] Joe: Provide Tech-Lead contact for content-fragment session
• [ ] Kelly: Condense “Challenges/Risks” section; finalize milestone dates
• [ ] Teammate: Draft combined SDK + PV update email for 11 Jul 2025 send-out
• [ ] Schedule Rosa alignment call (week of 07 Jul 2025)
• [ ] Upload new problem statements & epic documents for both SDK & PV
• [ ] Decide whether Jenica + regional reps need inclusion in executive update meeting

Miscellaneous Notes

• Room logistics: current meeting room retained; Audrey moved elsewhere
• Old epics/templates exist—must be archived or clearly labeled “OLD” to avoid confusion
• “Business Readiness” tasks postponed until documentation clean-up is complete
• Future lunch-and-learn session envisioned for broader regional audience (TBD once timeline is firm)