Action Items …

ID	Task	Assigned To	Date Due
1	Meeting Notes	Sharon	Before next meeting
2	Flesh out a prioritization matrix to review	Joan (Dale can help)	Before next meeting
3	Finish creating a standard IT Issue Intake form	Team	1/19/05
4	Develop a workflow process and	Team	1/19/05
5	Create a prioritization methodology	Team	1/19/05
6	Circulate meeting minutes and notes from meeting (see below), keep Caucus and other updated	Joan	After each meeting and before the next
7	Decide next meeting date	team

 

1.      The meeting began at 8:00 and finished at 11:00 am.  Jon Kirsh reviewed the format and function of a Kaizen and provided backup information.

 

2.      The team decided that because we are trying to address some of the recommendations we have made as workshop items that a Kaizen was not what was appropriate at this time.  We moved to working with the first aspect of the workshop, ie., the first recommendation: “Create a standard IT issue intake form.”

 

3.      The team brainstormed what this intake form should include so that it could be compared to a form that OIP is suggesting may fill the bill.

 

4.      At the next meeting, (Wednesday, January 19, 9:00 am at OIP conference room) we will review the suggested form and aim to make it “ready to use”

 

Charted noted from today’s meeting:

 

TEAM MANDATE       

 

• PROCESS NAME - Issue identification & prioritization

 

• EVENT PROBLEM STATEMENT - No standard process across Bureau, Divisions, and Offices

 

• EVENT BOUNDARIES - Issue identification to prioritization of issues

 

• MEASUREMENT TARGETS

 

          Document 100% of the existing IT issues by the end of March

 

          Document 100% of all existing BUC IT issues by the end of April

 

• PROCESS MANAGER – Joan Cook

 

• Team Members – (for this aspect, as listed above, except that Jon Kirsh will not be back unless we need a Kaizen expert)

 

 

BRAINSTORM RESULTS – What should an issue intake form include?

·         A prioritization matrix – what is it?

·         Impact of the issue on the user/system

·         Impact of the “fix” (or non-fix) on others users

·         Description of the problem

·         What application is affected

·         Contact persons and phone numbers

o        Initiator

o        Sponsor

o        OIP

·         Date needed

·         Date issue identified

·         Number of issue occurrences

·         Monetary Impact

·         Direct Customer Impact

·         Cost Center and Fund Account

·         Question/Decision Checklist at beginning

·         Areas of flexibility (workarounds)

·         Issue ID

·         Description of the problem

o        Some definition

o        Screen name

o        What it is doing/not doing

o        What should it do – what is it doing