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Implementation Process Number 2 1.9 (minor-edit)

2019-04-22T14:56:19Z

Implementing VIT Approved Improvement Ideas and Best Practices

The following process will guide the VLab Director and the Virtual Lab Support Team (VLST) in implementing the improvement ideas and best practices recommended by the Virtual Lab Improvement Team (VIT).

After the VIT has finalized its list of recommended improvement ideas and best practices, the VLab Director will review all issues having a Status of "Endorsed" using the following criteria
1. Is it clear what is being recommended?
2. Does the issue merit implementation?
3. Is the idea something that the VLST has the resources to accomplish?
For each VIT recommendation that merits implementation, The VLab Director will direct the creation of VIT VLST Redmine ticket
1. The new VLST ticket will link to the appropriate VIT ticket using a Related Issue link
2. The new VLST ticket will have a "VIT Status" of "Endorsed"
3. The new VLST ticket will have a priority that considers the VIT consensus ranking
4. The new VLST ticket will have the VIT member who submitted the recommendation as a watcher
For tickets not accepted by the VLab Director, the VIT Executive Secretary will change the Status of the VIT ticket to "On Hold"
When work begins on a new VLST ticket, the Status is changed to "In Progress"
When work is completed on a VLST ticket, the Status is changed to "Feedback" pending input from the submitting VIT member on whether or not the issue has been satisfactorily resolved
Once the submitting VIT members concurs that the issue has been resolved, the VLST ticket's Status can continue along its normal workflow ultimately reaching a Status of "Completed"
The VLab Director will keep VIT members informed of progress in implementing VIT issues
1. Provide a formal update on the status of open VIT ticket at each VIT meeting
2. Monitor the overall effectiveness of VLST implementation of VIT issues
  1. Collect a monthly total count of VIT tickets being worked
  2. Display the monthly count within the VLab for VIT member review
3. Let the submitting VIT member know when one of their issues is implemented

Implementation Process 2.0 (minor-edit)

2018-04-19T03:08:36Z

Implementing VIT Approved Improvement Ideas and Best Practices

After the VIT has finalized its list of recommended improvement ideas and best practices, the VLab Director will review all issues having a Status of "Endorsed" using the following criteria
1. Is it clear what is being recommended?
2. Does the issue merit implementation?
3. Is the idea something that the VLST has the resources to accomplish?
For each VIT recommendation that merits implementation, The VLab Director will direct the creation of VIT VLST Redmine ticket
1. The new VLST ticket will link to the appropriate VIT ticket using a Related Issue link
2. The new VLST ticket will have a "VIT Status" of "Endorsed"
3. The new VLST ticket will have a priority that considers the VIT consensus ranking
4. The new VLST ticket will have the VIT member who submitted the recommendation as a watcher
For tickets not accepted by the VLab Director, the VIT Executive Secretary will change the Status of the VIT ticket to "On Hold"
When work begins on a new VLST ticket, the Status is changed to "In Progress"
When work is completed on a VLST ticket, the Status is changed to "Feedback" pending input from the submitting VIT member on whether or not the issue has been satisfactorily resolved
Once the submitting VIT members concurs that the issue has been resolved, the VLST and linked VIT ticket Status is changed to "Closed"
The VLab Director will keep VIT members informed of progress in implementing VIT issues
1. Provide a formal update on the status of open VIT ticket at each VIT meeting
2. Monitor the overall effectiveness of VLST implementation of VIT issues
  1. Collect a monthly total count of VIT tickets being worked
  2. Display the monthly count within the VLab for VIT member review
3. Let the submitting VIT member know when one of their issues is implemented

Review Approve Process 3.0

2018-04-19T03:08:36Z

Reviewing and Approving Improvement Ideas and Best Practices

The following process will guide VIT members in reviewing and approving improvement ideas and best practices.

Each VIT member reviews tickets with a Status of "New" that were submitted by someone in their organization using the following criteria:
1. Is the ticket completely filled out?
2. Is it clear what the user is suggesting?
3. Is actionable?
4. Falls within the scope of the VIT?
5. Would the suggestion or best practice significantly benefit VLab users?
After working with the submitter to ensure the above criteria are satisfied, the VIT member changes the Status of the ticket to "Quality Controlled".
After the ticket has been quality controlled, the VIT member can change the ticket Status to one of the following states.
1. Nominated Candidate: This change typically occurs just prior to a VIT meeting
  - Indicates that the ticket receives the support of the VIT member and is ready to be reviewed by the entire VIT
  - While in the "Nominated Candidate" Status, the ticket is reviewed by the entire VIT, decided if it is to be endorsed, and prioritized
2. Rejected: If the ticket does not receive the support of the VIT member, the ticket Status is changed to "Rejected"
  - The VIT member should include their rationale for rejecting the ticket
  - The submitter receives an email indicating the ticket was rejected
  - The submitter can change the Status to "New" and resubmit an updated version of the ticket that takes the VIT member's feedback into account
3. On-Hold: Tickets that have merit but cannot be endorsed by the VIT member for the current review cycle, have their Status set to "On-Hold"
  - When the ticket is ready for review by the entire VIT, the responsible VIT member can change its Status changed to "Nominated Candidate"

Prior to each VIT meeting, VIT members will review all tickets with a Status of "Nominated Candidate" and rank them based on benefit to users and the following 1 to 10 scale

1	2	3	4	5	6	7	8	9	10
Some Benefit to Users				Significant Benefit to Users					Great Benefit to Users

VIT members enter their rankings into the consensus aggregation spreadsheet
Once a quorum of members, as defined in the team's Terms of Reference, has ranked candidate suggestions,VIT members will work to reach consensus at the next meeting on which tickets to recommend to the VLab Director for his/her consideration and the priority (ranking) of each issue
- Once approved by the VIT, the VIT Executive Secretary will change the approved tickets' Status to "Endorsed"
- The VLab Director reviews VIT approved tickets and integrates them into the Virtual Lab Support Team (VLST) prioritization and assignment process. This process results in an implementation ticket with a Status of "New" and a "Related To" link pointing to the VIT ticket that initiated the new VLST ticket.
- Tickets for which the VIT could not reach consensus are transitioned to a Status of "On-Hold" or "Rejected" by the VIT Executive Secretary. depending on group preferences. If "On-Hold" the ticket's champion can once again change the Status to "Nominated Candidate" setting up another review by the VIT
Once the VLST implementation ticket reaches the Status of "Feedback", VLST staff will coordinate with the VIT member who submitted the issue to ensure the implementation meets with their satisfaction
After the VIT point of contact is satisfied with the implementation, both the VIT and VLST tickets have their Status changed to "Closed"

VIT Submission Process 3.8 (minor-edit)

2018-04-19T03:08:36Z

Submitting VLab Improvement Suggestions

The following information provides VLab users an overview of the process of submitting an improvement idea and best practice for VLab Improvement Team consideration.

Any VLab user can submit an improvement idea or best practice suggestion. You may find the following definitions useful in deciding if your idea is appropriate for VLab Improvement Team consideration.
1. Best Practice: Any VLab configuration, set up, or content that should be standardized across communities/projects
2. Look and Feel Change: Any change that deals with VLab appearance, layout, or knobology that is implemented across the VLab
3. New Functionality: Any requested new VLab capability implemented for VLab users by leveraging a Liferay Marketplace portlet or Virtual Lab Support Team developed custom portlet.
To send an idea to the VLab Improvement Team, complete and submit the VLab Improvement Team Suggestion Form
After you send your suggestion, a VLab Improvement Team member for your organization will review the submission and then either create a Redmine ticket documenting your input or provide you feedback on why your idea is not appropriate for VLab Improvement Team consideration
If your idea results in a Redmine ticket, you will receive a copy of the it by email and get email updates as the VLab Improvement Team evaluates and potentially approves your suggestion for implementation
If you have questions about the progress of your idea, contact the VLab Improvement Team member for your organization or the individual listed as the "Assignee" in the Redmine ticket.

FrontPage 2.0

2018-04-19T03:08:36Z

Submitting an Improvement Idea or Best Practice for VIT Review

The process for submitting an improvement idea or bestpractice is described in the following page:

Submission Process

Reviewing and Approving Improvement Ideas or Best Practices

The process for reviewing and approving a suggested improvement idea or best practices is discussed in the following page:

Review and Approval Process

Implementing Improvement Ideas or Best Practices

The process for implementing a recommended improvement idea or best practice is defined in the following page:

Implementation Process