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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 Core Project Team, the User Stories TeamSME Teams, and the individual spec teams.  F-spec Tools & Tips FAQ  are also being added being added to further help library Subject - Matter - Experts (SME's) in the completion of specification documents.

Starting up an Fspec Team

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(ie, "User Requirements")

1. Start up a Team: Functional CouncilProcess SME Team
2. Facilitator: How to start up a team: Facilitator
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

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1. Start up a team: FCSME Team

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   1. Identify team members from partner staff, draft solicitation
      1. The Specification Writing Roadmap , 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 ‘straight line path' path’ if one exists
   3. Makeup of spec writing team
      1. SMEs (4-10Updated Fall 2011: 3-5= Lead, test lead, data modeling lead, 1-3 additional SMEs)
      2. Facilitator - a veteran SME Core team member(s)to act as Spec Team lead
      3. SA - System Analyst from SME Team to oversee
   4. User Stories
      1. Groomed by US & Core teamSME Team
      2. Grouped by functional area
      3. Library/workflow labels applied prior to team start
   5. 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. How to start up and lead a team: Facilitator

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   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 Process should be viewed as independent & autonomous but should articulate dependencies
      2. concept Concept of the "straight line"“straight line”
      3. 80/20 rule: 20% of the resources create 80% of the effects
      4. note Note data requirements & sources / inputs & outputs
      5. facilitator Facilitator should orient team to the process
      6. facilitator Facilitator is responsible to report back to the FC SME Team with status updates
3. Team Administration: Tools for managing specification team or other OLE team

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

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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 including list to populate for business rules, user roles, sample data
   5. Backlog/excel file of related user stories in workflow order with library labels
   6. Links to previously completed and related specification documents (prior teams)-examples
5. Creation of Spec Team Roadmap (as part of planning documents)

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   1. FAQ on Wiki, PPT to train/kickoff
   2. Improvements to spec document template
   3. See Google Docs SpecRoadmap
      

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   4. See Google Docs help and tips
   5. Create self-paced training guide to specifications and orientation to OLE overall (this document)
   6. Include team/approach options from Spec Approach document
      

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

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