# ![](media/image1.jpeg){width="0.4166666666666667in" height="0.2972222222222222in"} Committee Management JAD

**Date:** July 10, 2002, Thurs.

**Time:** 1:00--4:30 p.m.

**Location:** Rockledge 2, Room 7111

**Advocate:** Anna Snouffer

**Team Leader:** Krishna Collie

**Next Meeting: Wed., July 24, 1:00--4:30 p.m., Rockledge 2, Room 7111**

## Action Items

1.  (Krishna) Ensure that the CM Roster is populated by the Role
    database.

2.  (Kate) Send examples of Chair Grants not linking to the database to
    Krishna.

3.  (Krishna) Research the issue of Chair Grants not linking to the
    database and resolve.

4.  (Krishna) Update the column names in the Meeting Locations Table.

5.  (Krishna, Colleen) Determine whether or not the number 10 is a
    sufficient formatting number for the Agenda Sequence Number in the
    Maintain FRN Agenda Use Case.

6.  (Krishna) Add a Grant Image checkbox to show if the grant
    application has been scanned and is available on-line in the View
    Applications User Case.

## Documents

The following CM Use Case Specification documents were distributed as
reference for this meeting.

-   Amend, Cancel or Reset
    (<http://era.nih.gov/Docs/Amend_Cancel_Reset_Meeting.pdf> )

-   Maintain FRN Agenda
    (<http://era.nih.gov/Docs/Maintain_FRN_Agendas.pdf> )

-   Combine Council Subcommittee Meetings
    (<http://era.nih.gov/Docs/Combine_Meetings.pdf> )

-   Identify Workgroups
    (<http://era.nih.gov/Docs/Identify_Workgroups.pdf> )

-   View Applications (<http://era.nih.gov/Docs/View_Applications.pdf> )

## Introduction

This is the last session focusing on the Use Cases from the last CDR. We
will finalize the Use Cases today. The next JAD sessions will address
the Use Cases from the second CDR and they will begin on July 24.

The CMUG meeting will be held on Wednesday, July 17, 1:00--4:30 p.m.,
Rockledge 2, Room 7111. All JAD members are invited to attend.

## Roster Data

There was some discussion regarding the source of data for the CM Roster
database. It was agreed that the Roster database should be populated by
the Role database.

Action: (Krishna) Ensure that the CM Roster is populated by the Role
database.

The CM Role database is locked so that when changes are made in the
Profile, those changes are not made in the CM Role database. Also, no
notification is sent when changes are made to the Profile.

With the new system, applicants will enter certain personal information
in their Profile in Commons. This data will be matched with the data in
the Profile database in IMPAC II. Discrepancies will be determined and
fixed---particularly targeted will be the proliferation of duplicate
entries. The Profile data then will populate the Role database, which
then will populate the CM Roster database. One caveat is that past
records (frozen data) will not change.

## Chair Grants

It was noted that Chair Grants are not linking to the database so that
they must be linked manually.

Action: (Kate) Send examples of Chair Grants not linking to the database
to Krishna.

Action: (Krishna) Research the issue of Chair Grants not linking to the
database and resolve.

## Date Formats

The standard format for dates is mm/dd/yyyy. One exception is Council
dates, which use the format yyyy/mm.

## Meeting Locations

The Meeting Location Table needs to be updated with the new column
names.

Action: (Krishna) Update the column names in the Meeting Locations
Table.

## Corrections to Last Meeting's Minutes

+----+----------------------------+-----------------------------------+
| ** | **Description**            | **Changes/Suggestions**           |
| Pa |                            |                                   |
| ge |                            |                                   |
| ** |                            |                                   |
+====+============================+===================================+
| 4  | SRA/Desig                  | The group agreed on July 10 that  |
|    |                            | this element name will            |
|    | Add slash between SRA and  | standardize as "SRA Des"          |
|    | Desig.                     |                                   |
+----+----------------------------+-----------------------------------+
| 5  | Change title of screen     | Should read (SREA not SRA):       |
|    | from Rates to SRA/Voucher  |                                   |
|    | Rates                      | Change title of screen from Rates |
|    |                            | to ***SREA***/Voucher Rates       |
+----+----------------------------+-----------------------------------+
| 5  | System Queries for         | Should read (delete "in"):        |
|    | ~~passed~~ past in         |                                   |
|    | meetings and displays      | System Queries for ~~passed~~     |
|    | Committee Data...          | past ~~in~~ meetings and displays |
|    |                            | Committee Data...                 |
+----+----------------------------+-----------------------------------+

## Action Item Review

  -----------------------------------------------------------------------
  **Action Item**                     **Status**
  ----------------------------------- -----------------------------------
  (Krishna) Add requirement to have a Krishna sent an inquiry regarding
  standard format for national        standard phone number formats in
  telephone numbers and a different   IMPAC II/Commons but has not
  field for international phone       received a response yet.
  numbers. (Search Meetings)          

  (Krishna) Check to see exactly what The group agreed that a Committee
  the Cluster (LOV) option does.      Acronym field (with button above)
  (Search Meetings)                   shall be added.

  (Krishna) Add Committee Acronym     See above. Krishna will do.
  box. (Search Meetings)              

  (Krishna) Check element name of     The group agreed that the element
  SRA/Org. Designator in Peer Review. name shall be: SRA Des
  (Search Meetings)                   

  (Kay) Send Krishna an email,        No status reported.
  copying Anna and Ev, regarding the  
  ability to separate August and      
  October council round applications. 
  (Maintain Meetings)                 

  (Krishna) Call Thor Fjellstedt to   After investigating the features of
  see how QVR is handling the         QVR, Krishna reported that QVR does
  separation of August and October    not split the August and October
  council round applications.         meetings transactionally. At this
  (Maintain Meetings)                 time, these meetings are not split
                                      in IMPAC II.

  (Krishna) Find out what             Colleen affirmed that
  Amend/Cancel/Reset does. (Maintain  Amend/Cancel/Reset affects meetings
  Meetings)                           and the FRN.

  (All) Send the hotels you use for   No status reported.
  meeting locations to Krishna for    
  inclusion in the hotel picklist.    
  (Maintain Meetings)                 

  (Krishna) Find out the answer to    There is no auto cascade so updates
  this question: When someone new is  must be done manually by pressing
  added to the roster, is there an    the Update button.
  automatic cascade function for      
  automatic updates or do you have to 
  go in periodically and press        
  Update? (Maintain SREA/Voucher      
  Rates)                              
  -----------------------------------------------------------------------

## CM Use Case Specifications: Amend, Cancel or Reset

There were several changes and suggestions, which are reflected in the
following table.

  -----------------------------------------------------------------------------
  **Page**   **Description**               **Changes/Suggestions**
  ---------- ----------------------------- ------------------------------------
  6          Activity Diagram              

             Removes Amended/Cancelled     Change "Original" to "Previous"
             Meeting and Reinstates        
             ~~Original~~ ***Previous***   
             Meeting                       

             Create copy of ~~original~~   Change "original" to "current
             ***current version of***      version of"
             meeting                       

             Amend or Cancel above arrow   Move to below arrow for clarity.

  6          3.2 Textual Flow              

             1\. Select the                Delete "/Cancel."
             Amend~~/Cancel~~ Meeting      
             Option.                       

             Alternative Flows: Reset      Delete "Amended/" and change
             ~~Amended/~~ Cancel~~led~~    "Cancelled" to "Cancel."
             Meeting.                      

  7          i\. The system make***s*** a  Change "make" to "makes"
             copy of the original meeting  
             ...                           
  -----------------------------------------------------------------------------

## CM Use Case Specifications: Maintain FRN Agenda

There were several changes and suggestions, which are reflected in the
following table.

+----+----------------------------+-----------------------------------+
| ** | **Description**            | **Changes/Suggestions**           |
| Pa |                            |                                   |
| ge |                            |                                   |
| ** |                            |                                   |
+====+============================+===================================+
| 6  | Formatting: Agenda         | There was some question as to     |
|    | Sequence Number: Number    | whether or not the number 10 is a |
|    | (10)                       | sufficient number.                |
|    |                            |                                   |
|    |                            | Action: (Krishna, Colleen)        |
|    |                            | Determine whether or not the      |
|    |                            | number 10 is a sufficient         |
|    |                            | formatting number for the Agenda  |
|    |                            | Sequence Number in the Maintain   |
|    |                            | FRN Agenda Use Case.              |
+----+----------------------------+-----------------------------------+
| 11 | Screen Sample              |                                   |
+----+----------------------------+-----------------------------------+
|    | SRA ~~Org/Desig~~ ***SRA   | Change to SRA Des                 |
|    | Des***                     |                                   |
+----+----------------------------+-----------------------------------+
|    | Location:                  | There was some question as to     |
|    | Hotel/Organization, Bldg,  | whether or not there is           |
|    | Street Address, City, ST   | sufficient space for all          |
|    |                            | pertinent hotel information. It   |
|    |                            | was agreed that all of the        |
|    |                            | information should be displayed.  |
|    |                            | The group suggested that this     |
|    |                            | field wrap to accommodate all     |
|    |                            | data.                             |
+----+----------------------------+-----------------------------------+

## CM Use Case Specifications: Combine Council Subcommittee Meetings

There were several changes and suggestions, which are reflected in the
following table.

+----+----------------------------+-----------------------------------+
| ** | **Description**            | **Changes/Suggestions**           |
| Pa |                            |                                   |
| ge |                            |                                   |
| ** |                            |                                   |
+====+============================+===================================+
| 4  | Brief Description:         | Add Program Advisory Councils     |
|    |                            | (PACs) to this paragraph and to   |
|    | The Combine Council        | all applicable paragraphs in this |
|    | Subcommittee Meetings use  | Use Case.                         |
|    | case specification         |                                   |
|    | describes how to manage    |                                   |
|    | subcommittee meetings of   |                                   |
|    | National Advisory Councils |                                   |
|    | ***and Program Advisory    |                                   |
|    | Councils*** (NACs ***and   |                                   |
|    | PACs***)                   |                                   |
+----+----------------------------+-----------------------------------+
| 5  | Activity Diagram           |                                   |
+----+----------------------------+-----------------------------------+
|    | \[~~unselected~~           | Change "unselected" to            |
|    | ***deselected*** meeting\] | "deselected" in this diagram and  |
|    |                            | throughout Use Case.              |
+----+----------------------------+-----------------------------------+
| 5  | Note: The system will not  | Move this note to Section 3.6.2,  |
|    | allow meetings to be       | Algorithms.                       |
|    | combined or un-combined if |                                   |
|    | either the Parent Meeting  |                                   |
|    | or Subcommittee Meeting is |                                   |
|    | selected for a Federal     |                                   |
|    | Register Notice.           |                                   |
+----+----------------------------+-----------------------------------+
| 6  | 3.4.3 Numbered items       | Move all numbered items (1--4) to |
|    |                            | Section 3.6.2., Algorithms.       |
+----+----------------------------+-----------------------------------+
| 6  | 3.4.3, #3. Meetings of     | Add Program Advisory Committees.  |
| \. | National Advisory          |                                   |
|    | Committees/***Program      |                                   |
|    | Advisory Committees***     |                                   |
|    | only.                      |                                   |
+----+----------------------------+-----------------------------------+
| 6  | 3.4.3 Table                |                                   |
+----+----------------------------+-----------------------------------+
|    | Edits column for: Agenda   | Change from "Not Visible" to      |
|    | Sequence Number, Parent    | "Display"                         |
|    | Agenda Sequence Number,    |                                   |
|    | Federal Staff Number and   |                                   |
|    | Person ID.                 |                                   |
+----+----------------------------+-----------------------------------+
| 7  | 3.6.2 Algorithms           | Add algorithm that ensures that   |
|    |                            | only NACs/PACs can combine        |
|    |                            | subcommittees.                    |
+----+----------------------------+-----------------------------------+
| 8  | Screen Samples             |                                   |
+----+----------------------------+-----------------------------------+
|    | Title: Combine ~~Council~~ | Delete "Council" and add          |
|    | ***NAC/PAC*** Subcmte Mtgs | "NAC/PAC."                        |
+----+----------------------------+-----------------------------------+
|    | Select/~~Unselect~~        | Delete "Unselect" and add         |
|    | ***Deselect*** meeting(s)  | "Deselect." Add /disassociate.    |
|    | below to                   |                                   |
|    | as                         |                                   |
|    | sociate***/disassociate*** |                                   |
|    | with parent meeting        |                                   |
+----+----------------------------+-----------------------------------+

## CM Use Case Specifications: Identify Workgroups

There were several changes and suggestions, which are reflected in the
following table.

  -----------------------------------------------------------------------------
  **Page**   **Description**               **Changes/Suggestions**
  ---------- ----------------------------- ------------------------------------
  Title      Committee Management Use Case Change title by adding "Non-FACA
             Specification: Identify       Meetings/"
             ***Non-FACA                   
             Meetings/***Workgroups        

  5          Activity Diagram              Change "un-select meeting" to
                                           "deselect meeting"

  6          3.4.3 Workgroup Repeating     Move to Section 3.6.2, Algorithms.
             Elements, Numbers 1--4        

  6          Element Name: WG#,            Fill in the Table/Column Name for
             Table/Column Name             WG#.

  6          Edit column for: Agenda       Change from "Not Visible" to
             Sequence Number, Parent       "Display Only"
             Agenda Sequence Number;       
             Federal Staff Number; and     
             Person ID                     

  7          Element Name: ~~Grp~~         Change "Grp" to "Group Code"
             ***Group Code***              

  7          Meeting Dates: The            Change "beginning" to "start"
             ~~beginning~~ ***start***     
             date of the meeting.          

             Formatting: ***Start*** Date, Add Start.
             mm/dd/yyyy                    

  7          Panel Name: Name of the Panel Delete all text after "Panel."
             ~~holding the meeting (or     Rewrite this description.
             SEPS and NACs only).~~        
  -----------------------------------------------------------------------------

## CM Use Case Specifications: View Applications

This Use Case is being rewritten so the group did not review it.
However, the following suggestion was made for inclusion in the
revision.

Action: (Krishna) Add a Grant Image checkbox to show if the grant
application has been scanned and is available on-line.

## CM Use Case Specifications: Maintain Meetings

The following two additions were suggested for the Maintain Meetings Use
Case, which the group discussed last week:

-   If the Panel Name for a SEP is null or blank, a pop-up warning will
    appear and user will be unable to complete task (Okay/Complete
    button will be disabled).

-   If the Panel Name for a Non-FACA workgroup is null or blank, the
    system will enter the word "workgroup" in the field as the default.

# Future Meeting Schedule and Topics

+-------------+--------------------------------------------------------+
| **Date**    | **Topics**                                             |
+=============+========================================================+
| July 24     | -   Home Page Use Case                                 |
|             |                                                        |
|             | -   Menu Use Case                                      |
|             |                                                        |
|             | -   Roster Maintenance Use Case                        |
+-------------+--------------------------------------------------------+
| July 31     | -   Copy Roster Use Case                               |
|             |                                                        |
|             | -   Degrees Listing Use Case                           |
|             |                                                        |
|             | -   Post Meeting Roster Verification Use Case          |
|             |                                                        |
|             | -   Voucher/ADB Status Use Case                        |
+-------------+--------------------------------------------------------+
| August 7    | -   Committee Roster Report Use Case                   |
|             |                                                        |
|             | -   Meeting Roster Report Use Case                     |
|             |                                                        |
|             | -   Invitation to Travel Report Use Case               |
|             |                                                        |
|             | -   NIH-1715 (Voucher) Report Use Case                 |
|             |                                                        |
|             | -   Mailing Labels Use Case                            |
|             |                                                        |
|             | -   Review & Wrap Up (CDR #2)                          |
+-------------+--------------------------------------------------------+

# Attendees

Blizard, Colleen (NGIT)

Collie, Krishna (RN Solutions)

Hines, Beverly for Johnson, Rebecca (NIGMS)

Peasland, Kerry (NCI)

Seppala, Sandy (LTS/OCO, recorder)

Sinnett, Ev (CSR)

Snouffer, Anna (OD)

Sprick, Carin (OD)

Thee, Linda (CSR)

Valeda, Kathryn (NHLBI)

Whelan, Kate (NIMH)