Plan for LS2 – Version 2 08/02/2017

Goal We will answer the following questions “What does version 2 mean?” “What new things will come with it?” “What are the open questions?” 08/02/2017 Document reference

“What does version 2 mean?” 08/02/2017 Document reference

Version 2 Version 2 is a verbatim copy of all activities from Version 1 All activities in Version 1 are frozen and remain accessible The status of some activities has changed in Version 2 08/02/2017 Document reference

“What is the status of the activities in Version 2?” Status in Version 2 (I) Created Prioritization Resource Allocation Under Approval Approved Approved if Postponed Cancelled Finished Version 1 Version 2 X “What is the status of the activities in Version 2?” 08/02/2017 Document reference

Status in Version 2 (II) Approved if Version 1 Resource Allocation Version 2 Reasons for a conditional approval: Technical information is provided in due time Missing technical information Missing resources Missing budget Clarification with support group needed “What if the activity must be approved but some information is missing?” 08/02/2017 Document reference

Status in Version 2 (III) Postponed Version 1 Created Version 2 “What happens if an activity is postponed?” The schedule must be modified so the activity goes back to created. 08/02/2017 Document reference

The coordination team can move the activities to previous states Workflow in Version 2 Created Prioritization Resource Allocation Under Approval Approved Approved if Postponed Cancelled Finished The coordination team can move the activities to previous states “What if the coordination team needs to change the priority of an activity?” 08/02/2017 Document reference

“Are there any reports aware of the versions?” New reports Two new dimensions available for the reports: Plan version Plan version status New reports using this dimensions can be created on demand. “Are there any reports aware of the versions?” 08/02/2017 Document reference

Compare versions (I) New versions dashboard “Can I see an overview of the activities added and removed in a version?” 08/02/2017 Document reference

“What was the status of my activity in the previous version?” Compare versions (II) Previous status always available: Activity List Activity Form “What was the status of my activity in the previous version?” 08/02/2017 Document reference

Compare versions (III) All the fields can be compared in the Activity Form: “What was the priority / schedule / … of my activity in the previous version?” 08/02/2017 Document reference

Compare versions (IV) Travel through all the activity history: “Can I navigate through the history of my activity in the different versions?” 08/02/2017 Document reference

“What new things will come with it?” 08/02/2017 Document reference

New category field for resources The description is clearly not enough Personnel resources Staff Engineer Staff Technician Fellow Engineer Fellow Technician Associated resources MPAs Industrial support We will try to map all the values we can “What should I put in the resource description field?” 08/02/2017 Document reference

Resources from Responsible group (I) Resources from the responsible group needed to coordinate the activity during all the phases “What are the ‘Resources from Responsible group’?” 08/02/2017 Document reference

Resources from Responsible group (II) Change of the name “Resources from Responsible group” to “Resources for Coordination” 08/02/2017 Document reference

Group specific data Plan supports contribution specific data based on each group needs In use by: EN-EL TE-VSC Version 1 supported only excel upload / download Version 2 adds support in the contribution form “What if my group needs more information in order to estimate the resources?” 08/02/2017 Document reference

“What aspects of Plan can be improved?” Future of Plan Keep users informed about the changes that matter to them The bi-weekly report was not enough “What happens if an approved activity is no longer approved?” “What happens if the schedule of an activity changes?” Communication between users Emails work, but we can do something better “What aspects of Plan can be improved?” 08/02/2017 Document reference

“What if the coordination team changes the schedule of my activity?” Action log (I) Repository for every action ever done in plan Activity created Contribution validated … Show what matters to you based on your roles Plan coordinator: All activities Group coordinator: Activities where you are responsible or contributor Facility coordinator: Activities for your facility Manage your subscriptions to receive monthly/weekly/daily alerts “What if the coordination team changes the schedule of my activity?” 08/02/2017 Document reference

Action log (II) Example of the action log in the dashboard 08/02/2017 Document reference

Action log (III) Subscription mechanism Multiple subscription available Selected the actions you care about Select the frequency of the email that will be sent to you A subscription will be created by default to mimic the bi-weekly report of Version 1 08/02/2017 Document reference

Inbox (I) Right now emails are used, but … They get lost in Outlook They don’t show up in Plan The inbox will be a solution to this: It deals with conversations as in emails A message can be linked to one or more activities / contributions A message can be sent to Multiple persons Messages will appear in the activities / contributions form “What if I need to contact the responsible of the activity to ask him for more information?” 08/02/2017 Document reference

Inbox (II) Sending a message 08/02/2017 Document reference

Inbox (III) Activity Inbox 08/02/2017 Document reference

Inbox (III) Global Inbox 08/02/2017 Document reference

“What are the open questions?” 08/02/2017 Document reference

Pending questions Flag to mark a contribution as done Links between activities The specification of the Action Log Can I subscribe to activities without having the specific role? The specification of the Inbox Should it look like EDMS? Should it look like service now? Should it look like Outlook? 08/02/2017 Document reference