Date: 5.11.2023
Attendees: Sarah, Valeria, Shruti, Hennadii, Sangita, Xiaoying
Project Kick Off Meeting Agenda
Discuss Roles & Responsibilities
Discuss Scope, Deliverables and Timeline
Roles and Responsibilities for College Accountability
Executive Sponsor (Valeria)
Final decisions on timeline, scope and deliverables.
Final sign off on product during various stages and final sign off before going live
Project Manager (Sarah)
Records project scope and deliverables
Creates timeline with milestones
Holds regular status meetings with agenda and notes
Identifies and manages risks
Allocates resources (if other unit resources are needed, PM should be included or drive these discussions)
Unit Manager (Shruti)
Manage resources within unit
Ensure work is meets quality standards
Works with team to resolve technical details or problems
Works with team and project manager to define scope
Works with team and project manager to define timeline
Notify project manager when issues or risks arise
Approval of technical, report or dashboard design
Unit Data Analyst Lead (Sangita)
Makes design and architectural decisions
Reports issues to Unit Manager and Project Manager
(Unit Data Analyst Lead also performs all duties of the Unit Data Analyst)
Unit Data Analyst (Xiaoying - SME, Hennadii, Graduate Assistants)
Creates architecture
Creates SQL to pull data
Defines how data will look on the report or dashboard
Checks data for quality
Works with project manager when requesting external data (PM should be copied on all communications with external resources)
Scope, Deliverables and Timeline
Scope and Deliverables
The scope and deliverables for phase 2 of the College Accountability Project at a high level are the following:
Point-In-Time Dashboards for all metrics included in phase 1
Data modeling that will be used for Phase 2 Point-In-Time metrics as well as Phase 3 College Dashboards
Visualization for phase 3 college scorecard to help to determine data model
The timeline has not yet been determined however project phases have been determined at a high level and may overlap or be iterative (repeated)
Analysis and design of data model for Phase 2 and Phase 3
Analysis and design of Point-In-Time data pulls and dashboard design
Development of Data Model
Development of Data Pulls and Dashboards
QA and approval of Dashboards
Go Live for Point-In-Time Dashboards
Risks
Initial 8-10 Metrics could possibly change from the Strategic Plan Core Team
Resource availability could be an issue
Discussion
We need to anticipate other resource needs ahead of time
Requested that we use a RACI for roles and responsibilities
We can have our 2023 CA Phase 2 Project Dashboard Confluence page link to our College Accountability Teams meeting channel.
All project decisions will be recorded in Confluence.
Jay and Valeria both suggested that we need to develop more ways to communicate these dashboards out to the user community.
Jay suggested that he thought it would be preferable if persons did not supply us data via an excel spreadsheet. Instead, we should have direct access to the data and pull the data via an API or SQL pull. Sarah replied that although this is a good idea, it will require more work to write and maintain the data pulls and we still may need the data owner to validate the data.
We need to hold persons who supply data accountable for providing clean data.
We need to send out communication to persons we need data from ahead of time.
If the data is part of the Strategic Plan Metrics, then we should use these data sources.
When we have the College Review processes defined, then we should let people know that we will be asking for data soon. Sangita thought a broad announcement would be good. Jay thought an announcement with email would be good. Valeria said that meetings are not always useful because people do not attend and would prefer to send an email announcement.