1.0 Title
2.0 Purpose:
3.0 Usage
4.0 Frequency
5.0 References
6.0 Responsibilities: There are several roles to be played in this meeting – some of them singular and other having multiple possible instances. The number of Advisors, Vendors and Contractors may be become an issue which the Organizer needs to control, but for meeting B, only those having Action items and deliverables from meeting A should attend unless some new discovery has been made in the process of preparing the deliverables - which isn't supposed to happen if Meeting A is done right.
6.1 Organizer: This is the person responsible for identifying the parties who need to be at the meeting and for bringing them together and ensuring they understand and accept their roles. They must review the concept document with the Project Champion and the Project Owner (if there is one yet) and ensure they understand the requirements for Meeting A and that both agree on the list of invitees. They are also responsible for getting everybody to the meeting and ensuring the costs are covered (and not necessarily by the owner.) This person may have no idea about the subject matter, but must somehow identify the right parties to invite – which means that general domain expertise is very helpful – but they may have to make early calls to some of the other actors to see if they would like to participate.
6.2 Chair: This is the person responsible for keeping the meeting running and that Action items are produced along with agreement upon the content and format of the deliverables. It is better that they not have domain expertise – as it will avoid the common tendency of chairs to pass judgement on the technical issues or show biases to certain vendors. There should be some reason for the participants to listen to and respect the chair’s direction however – even to the point of the removal of uncooperative participants. (note: there is no role of “security guard” in this CDID, hopefully one is never required, but if there ever is, it’s the Chair who will decide and the Organizer who will make the call.)
6.3 Secretary: This person’s role is to ensure that everything is recorded and no information is lost from the meeting. They are also responsible for the operations and security of the room contents, connectivity, display, and computer operations during the meeting. They are not required to understand anything that is going on. Secondary assistance may be required. They are also responsible for organizing lunch – period.
6.4 Champion: This is the person who wants it all to happen and may or may not have the funds to make it happen (usually not). This person’s initial role is to work with the Organizer and the Owner and any of the other actors who are known to ensure that meeting A has a complete list of potential contributors – some of whom will probably bow out after Meeting A, and even more after Meeting B.
6.5 Owner: This is the person who – for the time being – will foot the bill for any expenses that the participants won’t cover themselves (if Contractors and Vendor’s won’t pay their own way – find ones who will). The Owner may only be looking to “flip” the project to a new Owner after things have been developed but that’s fair enough – if there’s anything to flip.
6.6 Subject Matter Expert: This is a person who has recognized expertise in certain aspects of the project (technical, legal, finance, whatever) and is willing to attend the meeting and participate whether or not they come away with any “action” in the form of future work or sales. Academics and government people often must limit themselves to this role.
6.7 Contractor: This is a person who has expertise that they can offer and see the meeting as an opportunity for future work in some Human Resource capacity (including construction.)
6.8 Vendor: This is a person who has goods or services (software, transport, laboratory services, etc) that may be of use to the project and there is an opportunity for future sales.
6.9 Advisor: This also is a person who has expertise that they can offer (see 6.7) and may also be a potential contractor. (If so, they should register as such.) Otherwise they have no future direct benefit from the project other than it meets some of their own objectives – or they are just friendly helpful people.
7.0 Ownership
8.0 Effort
9.0 Risks
10.0 Contents
11.0 MetaData
12.0 File Handling Policy