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WGM Event Information and Registration Page

  http://www.hl7.org/events/working_group_meeting/2020/09/index.cfm



DEADLINE:  FRIDAY AUGUST 7th
Requesting your Work Group’s Meeting Times for HL7’s Virtual Plenary & Working Group Meeting from September 21-25.

Co-Chairs,

HL7’s September Working Group Meeting (September 21-25) GM will be virtual and to accommodate our global membership, offer 2-hour time slots, 24 hours a day; Work Groups can meet when it’s best for them to do so.

Instead of the usual request for meeting room space, this email is asking Co-Chairs to submit the days/times that they’ll meet based on 2-hour time slots via a Doodle Poll
(https://www.doodle.com/poll/crgmir8dzh8x7f44).  The deadline to submit this information is Friday, August 7th.

Planning on hosting a Joint session? 

Joint meetings require a bit more planning. 

First, we want to be able to communicate the focus of joint meetings, so we’d like you to add the discussion topic to your Doodle entry as explained below. Also, if possible, schedule them at 10am or 4pm ET.

The HOSTING Work Group Co-Chair(s) own the task of requesting the time in the Doodle poll.  Hence, the Co-Chairs of the HOST Work Group should reach out to the Co-Chairs of joining Work Group(s) and determine when they’ll all meet.  Once that’s determined, the Co-Chairs of the HOST Work Group will add a separate entry into the Doodle Poll FOR EACH UNIQUE JOINT MEETING that they’ll host.

Example:
Vocab HOSTING: FHIR-I, MnM Topic: FHIR in the V3 World
Vocab HOSTING: SD WG Topic: UTG

My Work Group isn’t participating in the September WGM, do I need to do anything?
Yes, HL7 HQ still needs to know that you’re not meeting.   You can either indicate as such in the Doodle poll linked above, or email Mary Ann Boyle (Meetings@HL7.org) and let her know.

For the WGM, HL7 headquarters will assign Zoom accounts  to Work Groups.  A navigation App (similar to Whova or EventMobi) will be utilized for all participants.


Step-By-Step Instructions to Submit Your Work Group's Meeting Times

FAQs are listed at the bottom of this Confluence page

DOODLE POLL OVERVIEW

Link to Doodle Poll: https://www.doodle.com/poll/crgmir8dzh8x7f44

After clicking on the link above, a Doodle poll will be displayed.  A few items to point out on that screen:

  • Brief instructions on what a CoChair needs to do to indicate the days/times that their Work Group is meeting during the 2020 September WGM.
  • The time zone is your LOCAL time zone
  • Calendar view is much easier to navigate, however to submit ADDITIONAL entries, one MUST be in Table view (see HOW TO ADD A JOINT MEETING below)




INDICATING WHEN A WORK GROUP WILL MEET (solely, not joint with anyone else)

Type your Work Group name into the ‘participant’ box and click the appropriate days/times that you’ll meet.

The screen shot below is CALENDAR view.  Others may prefer the TABLE view (which will have ~40ish selections)

The screen shot below indicates Vocab WG will meet Monday 12-6pm ET and Tuesday 2-6pm ET. 
Note that the Plenary sessions (Monday 10-12pm and Wednesday 4-6pm ET) slots are NOT available for Work Groups to meet.

Always click Send to submit your call time(s).


HOW TO ADD A JOINT MEETING

Note that if a JOINT meeting is to be held, the Co-Chair of the HOST Work Group must enter that meeting information as a separate entry

Click Table view so that Doodle offers another Participant to be entered.  TABLE View can be a bit overwhelming since we’re offering up to 12 time slots per day

Add your Joint meeting info as a new ‘participant’ (Click the + symbol to add a participant, which for this example will be “Vocab HOSTING: FHIR-I, MnM Topic: FHIR in the V3 World”

Remember, if possible, schedule Joint meetings at 10am or 4pm ET.



HOW TO ADD A JOINT MEETING (Continued)

TABLE View can be a bit overwhelming since we’re offering up to 12 time slots per day.

For this example, the call that Vocab is HOSTING is to be such that the call fits well with Australia’s business day, hence they choose 6-10pm ET on Wednesday.

Always click Send to submit your call time(s).



HOW TO ADD A JOINT MEETING (Continued)

EACH unique Joint Meeting needs to be added as a separate Participant.  
The example below is for Vocab HOSTING: SD WG Topic: UTG, hence it’s different than Vocab HOSTING: FHIR-I, MnM Topic: FHIR in the V3 World (the middle row of Participants) and the Vocab (only) meeting. Remember, if possible, schedule Joint meetings at 10am or 4pm ET.




HOW TO INDICATE YOUR WORK GROUP WON’T BE AT THE WGM

Add your Work Group as a Participant and click ‘Send – Cannot Attend’ (do NOT click any of the boxes under the dates)






FAQs

Q: What is the link to the Doodle Poll to submit when my Work Group will meet?

A: https://www.doodle.com/poll/crgmir8dzh8x7f44

 

Q: When is the September 2020 WGM and when can my Work Group meet?

A: The WGM is from 10am September 21, 2020 through 6pm September 25


Q: Can I really meet any time during that week or are there times that are blocked out:

A: As with all Plenary meetings, there are some time frames that Work Groups cannot meet: 
Monday, 10am-12pm ET (Plenary Session) and Wednesday, 4-6pm ET (annual business meeting, plenary meeting part 2, pub crawl)


Q: How do I indicate when my Work Group will meet?

A: Click on the Doodle poll link and select the days/times that your Work Group will meet.


Q: I have no Joint meetings, so my plan is pretty straightforward.  What’s my next step?

A: Meetings that involve one, and only one, Work Group are the easiest to enter.

Once your Work Group determines the days/times they’ll meet, click on the Doodle poll linked above and indicate when you’ll meet.   Additional details with helpful screen shots can be found below.


Q: How do I indicate a Joint meeting?

A: Joint meetings require a bit more planning.  First, the Co-Chairs of the HOST Work Group need to reach out to the Co-Chairs of the joining Work Group(s) and determine when they’ll all be meeting.  Once that’s determined, the Co-Chairs of the HOST Work Group will add a separate entry into the Doodle Poll linked above FOR EACH UNIQUE JOINT MEETING that they’ll host.

Example:

Vocab will have some meetings that are just the Vocab WG.  But they’ll also have some meetings where Vocab HOSTS: FHIR-I, MnM, as well as some meetings that Vocab HOSTS Structured Docs.

This means that Vocab enters three participant rows in the Doodle poll linked above as follows:

Vocab WG
Vocab HOSTING: FHIR-I, MnM Topic: FHIR in the V3 World
Vocab HOSTING: SD WG Topic: UTG


Q: My Work Group isn’t participating in the September WGM, do I need to do anything?

A: Yes, HL7 HQ still needs to know that you’re not meeting.   You can either indicate as such in the Doodle poll linked above, or email Mary Ann Boyle (Meetings@HL7.org) and let her know.


Q: What time zone is the Doodle poll reflecting?

A: The times will be shown IN YOUR LOCAL TIME ZONE. 






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