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The Facilitators Guide is to act as a self-guided training and guidance document for leading and organizing the efforts of OLE specification teams, and specifies some of the roles and responsibilities of the OLE Functional Council, the Project Team, SME Teams, and the individual spec teams. F-spec Tools & Tips FAQ are also being added to further help library Subject Matter Experts (SME's) in the completion of specification documents.

Starting up an Fspec Team (ie, "User Requirements")

1. Start up a Team: Process SME Team
2. Facilitator: How to start up a team
3. Team Administration: Tools for managing specification team or other OLE team
4. Google Docs Team folder
5. Creation of Spec Team Roadmap

Jump to F-spec Tools & Tips: FAQ

1. Start up a team: FCSME Team

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   start start

   1. Identify team members from partner staff, draft solicitation
      1. The
   Specification Writing Roadmap
   1. 1. , for each functional area, provides:
         

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         1. Scoped time frame
         2. Skills required from SMEs
         3. Testing team requirement
      2. See SME Teams- Roles in Spec Writing
      3. See also Spec Team KIS pages
   2. Charge to team contains
      1. Vision for functional area
      2. Context of that functional area within OLE
      3. Suggestion of
   'straight
   1. 1. ‘straight line
   path'
   1. 1. path’ if one exists
   2. Makeup of spec writing team
      1. SMEs (
   4-10
   1. 1. Updated Fall 2011: 3-5= Lead, test lead, data modeling lead, 1-3 additional SMEs)
      2. Facilitator - a veteran SME
   Core team member(s)
   1. 1. to act as Spec Team lead
      2. SA - System Analyst from SME Team to oversee
   2. User Stories
      1. Groomed by
   US & Core team
   1. 1. SME Team
      2. Grouped by functional area
      3. Library/workflow labels applied prior to team start
   2. Goals from FC
      1. Improve efficiency of specification writing efforts
      2. Balance concerns for overuse of particular staff
      3. Mentoring opportunities within partner staff
      4. Decouple spec writing from development sprints
2.  
3. How to start up and lead a team: Facilitator process
   Provide an overview of specification process (general FAQ any team can use)
   Provide overview link to Agile team approach (brief)
   Best Practices communicated in leader's guide:

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   facilitator facilitator

   1. Specification FAQ
   2. Agile Development Methodology
   3. Facilitating the spec team
      1. Facilitating conference calls, any F2F meetings, and discussions
      2. Scheduling meetings and assignments in timely manner to achieve spec deadlines
      3. Encourage collaboration and organize discussions if off-track
      4. Support independent, autonomous spec-writing when warranted
      5. Help team to determine alternative, self-organized approaches to completing tasks at hand
   4. Best Practices:
      1. Process should be viewed as independent & autonomous but should articulate dependencies
   concept
   1. 1. Concept of the
   "straight line"
   1. 1. “straight line”
      2. 80/20 rule: 20% of the resources create 80% of the effects
   note
   1. 1. Note data requirements & sources / inputs & outputs
   facilitator
   1. 1. Facilitator should orient team to the process
   facilitator
   1. 1. Facilitator is responsible to report back to the
   FC
   1. 1. SME Team with status updates
    
4. Team Administration: Tools for managing specification team or other OLE team

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   admin admin

   1. KIS access
   set up for new users
   1. for New Users & Team Pages
   2. New users added to file permissions for
   folders they need to access
   1. OLE Docs
   2. Access to OLE Scheduling
   calendar
   1. Calendar for key milestones, and conference call lines
   FreeConferenceCall dedicated callin line established
   1. Use Webex, Adobe Connect, Skype or other conferencing tools - See Meeting, Conference Resources
   2. Setup KIS
   team pageGoogle Docs Team folder
   1. Team Pages
      1. Calendar
      2. Email distribution list
      3. All team members contact information
      4. Hotlink to
   Google Docs area
5.  
6. 1. 1. 
         

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   google google

   
   

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   1. Pre-seeded specification word docs for each spec to be completed (when possible)
   2. Data modeling resources only for this set of related specs
   3. Pre-existing workflow models related to this set of specs
   4. Creation of draft/beginning Service Contract for related OLE Functions (overview)
   inc
   1. including list to populate for business rules,
8.  
9. 1. user roles, sample data
   2. Backlog/excel file of related user stories in workflow order with library labels
   3. Links to previously completed and related specification documents (prior teams)-examples
    
10. Creation of Spec Team Roadmap (as part of planning documents)

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    creation creation

    1. FAQ on Wiki
    for frequently-used tools, Q&A
    1. , PPT to train/kickoff
    2. Improvements to spec document template
    3. See
    1-4 above and document in FAQ
    1. Google Docs
       

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    2. See Google Docs
    SpecRoadmap
    1. help and tips
    2. Create self-paced training guide to specifications and orientation to OLE overall (this document)
    3. Include team/approach options from
    KG Spec Approach document
    1. 
       

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    2. Share link to overall specs, sprints, project schedule to convey understanding and urgency (in development)
    3. Schedules for specs,
    inc.
    1. includes: deadlines;
    startup
    1. start-up/kickoff to educate team; Feedback Loop calls with core;
    handoff
    1. hand-off call to
11.  
12. 1. Product Owner
    2. Facilitators Guide (this document)

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