Structured Data Capture (SDC) All Hands Meeting February 21, 2013

Meeting Etiquette 2 Remember: If you are not speaking, please keep your phone on mute Do not put your phone on hold. If you need to take a call, hang up and dial in again when finished with your other call o Hold = Elevator Music = frustrated speakers and participants This meeting is being recorded o Another reason to keep your phone on mute when not speaking Use the “Chat” feature for questions, comments and items you would like the moderator or other participants to know. o Send comments to All Panelists so they can be addressed publically in the chat, or discussed in the meeting (as appropriate). From S&I Framework to Participants: Hi everyone: remember to keep your phone on mute All Panelists

Agenda TopicTime Allotted Welcome and Announcements Meeting Reminders HIMSS Attendance SDC Roadmap 5 minutes SDC Project Charter Review Project Charter Consensus Voting Process 25 Minutes National Human Genome Research Institute (NHGRI) Presentation Dr. Erin Ramos 20 Minutes Next Steps / Contact Information5 Minutes 3

Welcome and Announcements Structured Data Capture (SDC) Initiative holds weekly community meetings on Thursdays at 3:25 pm EST. –Next meeting is scheduled for February 28, –Please see the SDC Wiki Page for meeting information – 4 Please check the meeting schedule weekly as the meeting link and call in numbers will change. Weekly Meetings

HIMSS Attendance HIMSS Conference being held March 3-7 coincides with SDC All-Hands meeting planned for March 7 th. The SDC All Hands Meeting scheduled for Thursday, March 7 th has been CANCELLED. SDC Leads are making arrangements for an informal meet-and-greet during the conference. More information will be provided to the SDC community in the coming weeks.

Timelines for Consideration: MU Stage 3, SDO Ballot Cycles Structured Data Capture (SDC) Initiative: S&I Phases Dec ‘12Apr ‘13Jan ‘13Feb ‘13Mar ‘13May ‘13Jun ‘13Jul ‘13Aug ‘13Sept ‘13 Pilots & Testing Pilot site readiness Implementation of solution Test User Stories and Scenarios Monitor Progress & Outcomes Utilize Requirements Traceability Matrix Evaluation Evaluate outcomes against Success Metrics and Criteria Use Case & Functional Requirements Develop, review, and finalize the Use Case and Functional Requirements Pre-Planning Call for Participation Conduct Environmental Scan Success Criteria Stakeholder Engagement Standards & Harmonization Finalize Candidate Standards Standards Gap Analysis Technical & Standards Design Develop Requirements Traceability Matrix Develop Implementation Guide Pre-Discovery Launch initiative Review and Finalize Charter Review initial Candidate Standards 6 Initiative Kick Off: 1/23/13

7 Structured Data Capture (SDC) Initiative: Proposed Timeline & Initiative Work steams Pilots & Testing Use Case & Functional Requirements Pre-Discovery Standards & Harmonization Technical Work stream Content Work stream Timelines for Consideration: MU Stage 3, SDO Ballot Cycles Dec ‘12Apr ‘13Jan ‘13Feb ‘13Mar ‘13May ‘13Jun ‘13Jul ‘13Aug ‘13Sept ‘13 Evaluation Pre-Planning SDC All-Hands WG - TBD Lead Use Case WG: API Functionality Technical SWG TBD Lead Common Formats SWG AHRQ Lead PCOR Content SWG NLM Lead Pilots WG Standards & Harmonization WG Initiative Kick Off: 1/23/13

SDC Project Charter Consensus Changes have been made to the Structured Data Capture (SDC) Project Charter based on community input. – Consensus voting OPENS Thursday, February 21, Consensus voting CLOSES Monday, March 4, Instructions for how to cast your vote are provide in this presentation and will be on the wiki at the link above. IMPORTANT –Only Committed Members may vote on the Project Charter. –Each Organization, no matter the number of Committed Members only receives 1 Vote. If there are multiple committed members from your organization please verify your collective vote with them.

Consensus Voting Committed members, please vote on the Structured Data Capture (SDC) Project Charter: Yes –A Yes vote does not necessarily mean that the deliverable is the ideal one from the perspective of the Initiative Member, but that it is better to move forward than to block the deliverable Yes with comments –If a Consensus Process attracts significant comments (through Yes with comment votes), it is expected that the comments be addressed in a future revision of the deliverable. Formal Objection - with comments indicating a path to address the objection in a way that meets the known concerns of other members of the Community of Interest. "Formal Objection" vote without such comments will be considered Abstain votes. –A Formal Objection means that the objector cannot proceed with the project unless the objections are met. It is acceptable and expected to use a Formal Objection in a first consensus round to communicate a point of view or process issue that has not been addressed in the drafting of the initial deliverable. –Should a Consensus Process attract even one "Formal Objection" vote with comments from an Initiative Member, the deliverable must be revised to address the "Formal Objection" vote (unless an exceptional process is declared). Abstain (decline to vote) Note: Each Organization, no matter the number of Committed Members only receives 1 Vote. If there are multiple committed members from your organization please verify your collective vote with them

Submit Your Vote 1.View the Project Charter: – red+Data+Capture+Charter+and+ Membershttp://wiki.siframework.org/Structu red+Data+Capture+Charter+and+ Members 2.Complete the Voting Form: –NOTE: You must be a Committed Member to Vote Yes Yes with comments. Formal Objection Abstain (decline to vote) 3.Submit your Vote 4.A Message is displayed verifying your vote was recorded

View and Track your Vote SDC Project Charter Consensus Vote Jane Smith Committed Member 5. View and track your Vote. (Voting record is directly below the Voting Form. Note: you may need to refresh your browser to see your vote 5 5 Note: All Consensus Votes are due March 4 th by 8:00 pm EST

Presentation - PhenX Dr. Erin Ramos is Program Director in the Division of Genomic Medicine within the National Human Genome Research Institute (NHGRI). She received her M.P.H. and Ph.D. in Public Health Genomics from the University of Washington and joined NHGRI in She manages a portfolio of research in population genomics and the burgeoning field of genomic medicine. Dr. Ramos also serves as the chair of the Data Access Committee (DAC) for the Genetic Association Information Network (GAIN), providing access to genomic datasets in dbGaP.

Vote on the SDC Project Charter Consensus voting OPENS on February 21, Consensus voting CLOSES on March 4, Voting form is on the SDC Project Charter Page Voting form is on the SDC Project Charter Page For more information on the S&I Framework Consensus Process, see 13

Next Steps HOMEWORK: Committed Members VOTE on the Project Charter: – nd+Membershttp://wiki.siframework.org/Structured+Data+Capture+Charter+a nd+Members Next Work Group Meeting Thursday, February 28, 2013 from 3:30pm - 4:30pm Eastern – Reminder: All SDC Announcements, Meeting Schedules, Agendas, Minutes, Reference Materials, Use Case, Project Charter and general information will be posted on the SDC Wiki page –

Contact Information For questions, please contact your support leads –Initiative Coordinator: Evelyn Gallego –Project Manager: Jenny Brush –PM Support: Zachary May –Use Case/Requirements Lead: Jennifer Sisto –Standards Development Lead: Caryn Just