Ron Keller brought his "Risk Management Worksheet" which we may wish to consider using to help determine how "risky" a proposed event may be. (Will popst in electronic form) The idea would be to use this each time an event of major impact would be planned to help determine level of risk which would in turn feed into how broadly the event would be announced.
Once Risk Level (Low/Moderate/High/Extremely High) is determined, this can assist in determining who should be notified/contacted. Low=List A; Moderate=List A plus List B; High=A+B+C; Extremely High=Enterprise wide
Also specific tasks that may be required based on Risk Level; such as informing next level supervision or perhaps obtaining approval from same.
Certain level risks would cause a review cycle from the "committee" who would read over the Risk Management Worksheet, determine if its accurately completed, review proposed date for conflicts, review scope for impact on other projects and scheduled events, decide how to publicize. Maybe all should be reviewed? Link to these worksheets from the official event calendar.
Terms and column headers are all up for re-description. Include "Cross-unit" involvement as this raises the risk even if the risk perceived/identified is LOW.
"Risk Decision Authority" may need multiple sign offs/or a committee's involvement. The future committee (envisioned as a descendent of the current sub-committee being representative of same IT departments) should meet regularly even if issues don't seem presssing.
Use of "voting tool" (built-in to Jira and the Wiki) may be useful to avoid meetings.
Next meeting: Discuss details of updated Worksheet. Compare with large one under development for Project Management Standards group. Begin listing individuals involved with each notification list. If time permits, begin discussing flow of Engineering Change Order process-ECO (Rob) as an example of how to process scheduled events.