Dear All, Please find below the action items and notes captured during the PDP 3.0 Small Team meeting on Tuesday, 07 January at 21:00-22:00 UTC. Staff has posted to the wiki space the action items and notes. Please note that these are high-level notes and are not meant as a substitute for the recording and chat room records, which are posted on the wiki at: https://community.icann.org/display/GCP/2020-01-07+PDP3.0. Best Regards, Julie == Actions: 1. Review revised Charter Template: ACTION ITEM 1: Staff to check which improvements require changes to the Operating Procedures and which don’t. ACTION ITEM 2: Staff to suggest how to incorporate PDP3.0 improvements into the GNSO Operating Procedures or PDP Manual”. (i.e., the mechanism?) ACTION ITEM 3: Ariel and Pam to work together to try to develop a hybrid/shorter version of the charter template. ACTION ITEM 4: Resend the charter template to the list and ask if there are any further comments. 2. Next Steps for SPS2020: -- Confirm the effective dates for the core improvements – small team to review them and consider when it’s best to roll each one out. -- Look at the parking lot items on the Slack channel – review before SPS2020. ACTION ITEM: Complete by Monday, 13 January. Notes: 1. Review revised Charter Template Clean Version: https://drive.google.com/a/icann.org/file/d/1j--eXY1faQFbtRiT7yuKb7DuEv5wkm8... [drive.google.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_a_ican...> Redline Version: https://drive.google.com/a/icann.org/file/d/1c69yMieH-9MCfhSelpb5vc8dxvIY_Iz... [drive.google.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_a_ican...> Overview (provided by Ariel): Section III: Project Management -- When drafting the charter they should be aware of these projects, milestones, and project change requests. -- These are FYI items relating too Project Management. Section IV: Formation and Organization of the WG -- Most the content is new and not in the charter template. -- Will need to specify the WG model and membership structure and criteria, skills guide, joining after project launch, expert contributors – all from PDP 3.0. -- Guidance for Leadership Structure and Leadership Criteria – including what skill are expected from a leader. -- Leadership review is FYI information, relating to regular review of WG leadership. Charter DT could decide to include a timeframe for leadership review. -- Liaisons – relating to improvement #5 – responsibility for GNSO Council liaison. -- Support staff – hasn’t changed from previous version. Section V: Rules of Engagement -- Statement of Interest Guidelines and Statement of Participation. -- Problem & Issue Escalation and Resolution Processes -- Formal complaint process Question: Do we need to include all of the text from the various improvement documents? Section VI: Decision Making Methodologies -- Consensus Designation Process, etc. Discussion: -- Question: Having gone through this updated version quickly, can see incorporating the various improvements in this document, but not sure that is the best approach. It makes the document very long. The charter should only deal with topics that are PDP WG specific – scope, structure, member/leadership criteria. The reporting parameters, consensus decision making, etc. are standard operating procedures. Or do we reference the improvements in the charter template? -- There are a few new sections, but others are in the existing charter template. Understand the concern about having a long document, but an advantage is to have all of the information in one document. It is a reference document that will guide the work of the whole PDP. -- Agree that it’s too long and it doesn’t include the scoping materials of a particular group. But also agree that this is a governing document for the group. Previous material was included for quick reference. Keep most of it except for a few sections that Ariel pointed out. We can’t have two documents, particularly for change control. -- Time for a makeover of the format. Not sure how function that tables are. Maybe we include a table of contents. -- Makes sense to shorten certain parts of the template and think about whether we want a long form and a short form. -- Sections in yellow indicate areas that will be customized. -- Text could be deleted when drafting the charter since much of the text is there for reference, and just include the text being provided for the sections highlighted in yellow. -- For sections of the WG Guidelines we can just include links, not repeat the text. -- Think who are the main consumers of the document and what sections are relevant to them. For example, sections that where want to provide the information to the WG members, such as the WG liaison and membership. We could do some categorization. -- Question: How are the various improvements going to be reflected in the GNSO Operating Procedures? They would have to be reflected in order to be binding. Then we have a reference point in the charter template – to make a reference to the updated operating procedures. -- If we are over-prescriptive in the template then that is constraining as well. Give some thought to have we can develop a hybrid approach to make the document more user friendly. -- Don’t think most of the improvements result in changes to the Operating Procedures, but most are guidance documents separate from the Operating Procedures. ACTION ITEM 1: Staff to check which improvements require changes to the Operating Procedures and which don’t. ACTION ITEM 2: Staff to suggest how to incorporate PDP3.0 improvements into the GNSO Operating Procedures or PDP Manual”. (i.e., the mechanism?) ACTION ITEM 3: Ariel and Pam to work together to try to develop a hybrid/shorter version of the charter template. ACTION ITEM 4: Resend the charter template to the list and ask if there are any further comments. 2. Discuss Improvement #17: Resource Reporting for PDP WG (~Berry) Overview (provided by Berry): Page 2: Items in red – from the Council; complementary to what improvement #17 was about, such as the “scary spreadsheet”. Page 3: Possible near-term actions and deliverables for SPS2020: -- Resource and capacity management (number of projects that can be managed at any one time). -- Being able to forecast in the near future. -- Further define financial management. -- Distinctions between program management and project management. Page 4: Framework to address issues identified under improvement 17: -- Project management. -- Portfolio/program management. -- People (community) resources versus (staff) resources – being able to measure and track the resource consumption of these resources. -- Financial resources – no extra-ordinary funds allocated to a WG (except EPDP). Page 5: -- Updating the charter template, chartering process, oversight. -- Remove the reference to the fact sheet in the charter template. The primary rationale for why the fact sheet got started was to find a summary way for how to keep track of a project, but the biggest one was the financial component. -- Chartering process: nail down the scope as early as possible and that at some point in time there is an appropriate project plan showing how long it will take to meet those project goals. Potentially proposing that the charter process spans from the Council to the early formation days of the WG and when the final project plan is developed it should go back to the Council for approval. -- Tool: tactical view of how many hours are being expended. 3. Next Steps for SPS2020: -- Improvement #4 is in process and may not be finalized by SPS2020. -- Confirm the effective dates for the core improvements – small team to review them and consider when it’s best to roll each one out. -- Look at the parking lot items on the Slack channel – review before SPS2020. ACTION ITEM: Complete by Monday, 13 January.