1. Updating Action Tracking Way
Masaya Takahashi - JMA
CMA, CNES, EUMETSAT, ISRO, IMD, JMA, KMA, NASA, NIST, NOAA, ROSHYDROMET, USGS, WMO

2. Overview of purpose of the talk
Overview of existing action tracking page on the GSICS Wiki
Has been maintained by GCC – it’s a great work!
Very helpful to see GSICS actions in one page even though there are some issues to be discussed
Purpose of this presentation
To introduce how to enhance the usability of existing page
To discuss whether we should use new tool/service for action tracking or not
To discuss resources for this task

3. Existing action tracking page – on the GSICS Wiki

4. Pros Cons Pros and Cons on existing action tracking page
Everyone can access – very important
Most GSICS members are familiar with the GSICS wiki
Cons
Too long page
No sorting
No automatic alerting function to action assigned person
Need to edit the Wiki when we add/modify action list

5. Alternative option – use of freely available online service
“Toodledo is a set of incredibly powerful tools to increase your productivity and organize your life. More than just a to-do list, Toodledo provides you with a place to write long notes, make custom lists, create structured outlines and track your habits. You can collaborate with friends, family or your co-workers, and we'll safely store and sync all your data to your devices.”
Sounds great, but do we really need this kind of tool?

6. Can we enhance functions of existing action tracking page?
It could be by making full use of Action Tracker Plugin
Too long page, No sorting
We can keep long page which contains all the action, and create another page(s) with sorted actions
No automatic alerting function to action assigned person
“notify” function of Action Tracker Plugin would be available (but not perfect)
Need to edit the Wiki when we add/modify action list
May be achieved using other plugin(s)

7. Sorting actions on the GSCIS Wiki
ACTIONSEARCH command is useful for sorting
Example:
%ACTIONSEARCH{topic=GdwgActions sort="$due,$who,$action_ref" header="|Due|Who|State|Action|Description|" format="|$due| $who |$state|$action_ref| $text $link|"}%
We can sort the actions by
Due date,
Person (agency),
Status,
Action name, …
Original page:

8. Automatic alerting to action assigned person (+ WG chairs)
actionnotify script is available in crontab
Example: alerts 3 times a week on Mon/Wed/Fri for open action items due within 8 days
0 0 * * 1,3,5 (cd .../bin; ../tools/actionnotify state=open within=8 > ./logs.txt 2>&1)
Issues to be considered:
Registration to the Wiki or use of account is required
To sort by agency name, non-standard attributes should be defined (but not difficult)
Need to check whether alerting to more than one person is supported

9. Alerting function of GSICS Wiki
Might be applicable other purposes (e.g. automatic alerting in GPPA) by using multiple plugins…
Workflow Plugin
WorkflowPlugin lets you associate a state with a topic and then control what other states that the topic can move to. You can define a set of states for controlled topics (e.g. "under revision", "waiting for approval", "approved") and transitions (e.g. "revise", "approve") between these states.

10. Discussion To update existing action tracking page on the GSICS Wiki
To investigate the use of freely available online tool such as Toodledo a
Which do we try? Any other idea (or no problem in existing page)?
Who leads the task?
How many resources do we need?

11. Agenda item summary; assign action identifier, make EP recommendations and propose a lead for the action (to be updated in the discussion)
Action Identifier:
GDWG a.1: XX to …
Substantial effort if required by the GDWG, GDWG chair should inform this activity to GSICS Executive Panel, and ask for feedback regarding:
The GDWG estimates XX week of resources is needed to support this action.
Identify the Working Group Member Taking the Lead on this Action:
XXXX