Process Overview

The Project Proposal process begins with the creation of a Project Proposal.  The project proponent, which may be a Sponsoring Work Group or a project or individual with an idea for work to be done at HL7, creates a new Project Proposal Form in JIRA.  The goal of this process is to allow all co-chairs to learn about the proposed new work, to identify a sponsoring Work Group (if the project doesn't already have one), and to notify other interested parties. After a proposal has been reviewed and a sponsoring Work Group is identified, the proposal may be approved and can advance on for ballot review through the Project Scope Statement. After a Project Proposal has been approved, the next step is the creation of a Project Scope Statement (PSS) - see How to Create a PSS PILOT v2.

This starts the overall process that includes:

  • Creation of the Project Proposal
  • QC Review/Curation by HL7 Staff and TSC Sub-group
  • Notification to Co-chairs for review
  • Triage/Curation by HL7 Staff
  • Escalation to TSC (if necessary)
  • Final disposition of the Project Proposal (Reject or Assign to a Sponsoring Work Group)

Use the following resource to help answer questions as you progress through the process below: PSS Help and FAQs

Process Flow

This process covers the Project Proposal work flow.

Quick Reference

  1. Create Project Proposal using Confluence link (Step-by-Step Creating a Project Proposal: Step 1-3)
  2. Submit (Step-by-Step Creating a Project Proposal: Step 4)
  3. Send to Review (Step-by-Step Send to Review: Step 5)
  4. Complete the review by your group (Step-by-Step Reviewing a Project Proposal - Step 1-4)
  5. Review and reconciliation of comments (Step-by-Step Review and Reconciliation of Comments - Step 1a-c)
  6. Assign to a sponsoring Work Group or reject (Step-by-Step Guide: Triage to assign to a sponsoring Work Group or reject: Step 1-3)

Step-by-Step Guide - Creating a Project Proposal

  1. Navigate to the Project Proposals space.
    1. Select the "Draft New Project Proposal" button.


      A new Project Proposal issue will be created in Jira.
  2.  Complete the Project Proposal Form
    1. *Enter a Summary of your project. Be descriptive - this will be what reviewers see in the notification email and the description of your project.
    2. The Description field allows you to provide a fuller explanation of your project. Please include a statement of how much of the requirements and/or content have already been developed. You can insert links and provide attachments in this area.
    3. *Enter the Project Description - please provide enough information so that reviewers understand the intent of the project.
    4. *Enter the Email address of the primary project proponent.
    5. Enter the Ballot Cycle Target (if known).
    6. Select any additional Co-Sponsoring Work Groups.
    7. If you would like to Notify Workgroups, select them from the drop-down. An email with the Project information will be sent to the Work Group’s list serve.



  3. Click Create.
    1. The New Project Proposal in Draft stage will be created and displayed in Jira.
    2. The menu provides options to Edit, Add a Comment, and Assign the issue.
    3. Clicking Edit will open the edit window and allow you to edit the major fields in the form and also add a comment. 

      Click Update to save changes.
    4. You can also edit field directly on the page by hovering over a text area and clicking the Edit Pencil icon when it appears.
    5. Clicking Assign will allow you to select an individual with an active HL7 Jira Account as the person responsible for the Project Proposal. You can also provide a comment if needed. When you click Assign in this form, an email will notify the person that this issue has been assigned to them.
    6. The More button opens a sub-menu with several additional options.
  4. Click Draft > Submit to forward the issue for QC Review.
  5. The Project Proposal will now proceed to the Quality Control review stage, starting with curation by HL7 Staff.

Step-by-Step Guide:  Send to Review (Curator)

  1. HL7 Staff and TSC Leadership will review the Project Proposal to ensure it is complete and ready to be review and verify that identified sponsor(s) are appropriate for the project.
    1. Once the review is complete, click on SEND to REVIEW


Step-by-Step Guide - Reviewing a Project Proposal

  1. Follow link in email to parent issue in JIRA you are being asked to review. 
  2. Review the issue using the following questions to guide you:
    1. Potential Sponsoring Work Groups (will be identified the Sponsoring Work Groups field as well as noted in the email)
      1. Does this project fit into my Work Group's Mission and Charter?
      2. Is my Work Group willing to sponsor this project?
      3. Is there an ongoing project(s) in my Work Group that are similar to this one that may overlap?  If so, provide details in your comment.
      4. Is there a project(s) underway in other Groups that are similar to this one that may overlap? If so, provide details in your comment.
      5. Are you aware of a project(s) outside of HL7 that may overlap with this project?
      6. What other Work Groups should be considered as co-sponsors or interested parties?
    2. Other Work Groups
      1. Does this project fit into my Group's Mission and Charter and should we be a sponsor, co-sponsor or an interested party?
      2. Is there an ongoing project(s) in my Work Group that are similar to this one that may overlap?  If so, provide details in your comment.
      3. Is there a project(s) underway in other Groups that are similar to this one that may overlap? If so, provide details in your comment.
      4. Are you aware of a project(s) outside of HL7 that may overlap with this project?
      5. What other Work Groups should be considered as co-sponsors or interested parties?
  3. Create a comment in the Project Proposal


    1. In your comment you can
      1. You can ask for more information from the Project Proponent
      2. Accept being the sponsoring Work Group
      3. Reject being the sponsoring Work Group
      4. identify your Work Group as a co-sponsor or an interested party
      5. Comment on the project itself - based on the guiding questions above
  4. Enter the details of your comment and click "ADD"

Step-by-Step Guide: Review and Reconciliation of Comments

  1. Project Proponents are expected to review and reconcile comments throughout the review cycle.  You may receive an email from HL7 Staff to complete your review and reconciliation if it is not complete when the review period ends.
    1. To do this, review the comment and determine the appropriate action
    2. Complete the identified action
      1.  the project description, identified sponsor or target ballot may be updated
      2. reply to the comment with a response that does not require an update to the project proposal
    3. Add a comment on what action was completed

Step-by-Step Guide: Triage to assign to a sponsoring Work Group or reject (Curator)

  1. At the end of a 2 week period, HL7 Staff will TRIAGE the Project Proposal to determine if comments have been received. 
    1. If no comments or limited comments have been received or if there is not Work Group willing to be the sponsor, the review period will be left open for another 2 weeks and a reminder email will be sent out.
    2. If there are comments that have not been resolved by the Project Proponent, an email reminder will be sent out.
    3. Otherwise, the Project Proposal will be triaged - select Triage





      1. Once triaged, the following options are available:
        1. Escalate to TSC Leadership - Status = TSC Exec
          1. if no comments received and no sponsor identified
          2. if comments received but have not been reconciled
        2. Accept - Status = Accepted
          1. if sponsoring Work Group has been identified and all comments have been reconciled
          2. if TSC has assigned a sponsoring Work Group
        3. Needs Revision - Status = In Review



  2. If the proposal has been escalated to TSC - click Escalate to TSC Leadership



     
    1. Options include
      1. Accept - to assign to a sponsoring WG
        1. Create a comment with the decision and click "ACCEPT"
      2. Reject - to reject the project
        1. Create a comment with the decision and click "REJECT"
      3. Needs Revision - to push the project back for review
        1. Create a comment with the request for more information and click "NEEDS REVISION"
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