Work Groups Evaluate theRio WGM ExperienceBy Karen Van Hentenryck, <strong>HL7</strong> Associate Executive DirectorKaren Van Hentenryck<strong>HL7</strong> International is committed to ensuring that itsworking group meetings (WGMs) are productive, financiallyviable, and provide a positive experience forboth <strong>HL7</strong> members and non-members. To that end, theorganization recently implemented a project to gaugehow well it is meeting those goals. The project solicitedfeedback from the co-chairs of the work groups andBoard appointed committees that attend each meetingand will subsequently share those results with the <strong>HL7</strong>membership and leadership.<strong>HL7</strong> International’s most recent meeting convened May16-20 in Rio de Janeiro. The meeting was attended by210 individuals from 26 countries. There are currently57 work groups and Board appointed committees within<strong>HL7</strong>; of those, 39 met in Rio.Co-chairs of the 39 work groups that met in Rio wereasked to complete a survey to evaluate the meeting experienceand 33 work groups responded. Despite relativelylow attendance, all but six of the groups that respondedto the survey indicated that they reached quorum formost of their Rio sessions. Only one group indicated thatthey did not set objectives for their work group meeting,citing such reasons as reduced sessions due to expectedlower attendance and the fact that they were conveningwith an interim chair. While the steering divisions werenot asked to respond to the survey, it is notable that twoof them, Domain Experts and Structure and SemanticDesign, did not meet quorum on their Monday eveningmeetings. The Technical and Support Services SteeringDivision did not meet on Monday evening.Not surprisingly, most work groups’ objectives for theRio meeting consisted of working on existing projectwork (89.2%), providing existing project work statusupdates (83.8%) and engagement with other work groups(56.8%). One surprising fact is that only 17 (45.9%)respondents identified ballot reconciliation as an objectivefor the Rio WGM, coming in behind networking (56.8%).Of the groups that convened meetings, only three indicatedthat they were not able to accomplish their objectivesand meeting business. Respondents were asked to identifythose areas that supported their ability to achieve theirobjectives and planned work. Sufficient quorum (73.4%)and participation by key members (73.4%) were the twohighest responses, with clearly defined meeting objectives(68.6%) and pre-meeting preparedness (65.7%) also scoringhigh among respondents.Respondents were also asked to identify those areas thathindered their work or their ability to achieve objectives:missing key members (56.5%) and technical supportproblems (52.2%) were most often cited.The survey concluded with an area for general comments.Respondents were almost evenly split on thequestion of whether they would recommend the venueand location again. Numerous comments were submittedaround a variety of topics, but several focused on a commontheme: recognizing that while international meetingsare valuable and this venue and host were very nice,the location led to inadequate participation. Of the 33groups that responded, only four had additional participationfrom local attendees which was very disappointing.Additional comments in support of this theme includedtravel restrictions on US government employees, problemssecuring visas, and general difficulties with traveling toBrazil. There was also the perception that Rio is considereda recreational rather than business venue, and thatless expensive venues should be considered. A numberof respondents also reported problematic technical issuesdetracting from the overall meeting experience, whichincluded the high cost of internet in the guest rooms, itsunreliability in the meeting rooms, and a lack of projectorsin meetings.In conclusion, given the lower attendance and the challengesof the location, a surprising number of the co-chairsreported that their work groups were able to accomplishtheir overall objectives – largely due to the dedication andunwavering attendance of the members. This survey willbe conducted following all future working group meetingsand we look forward to being able to use this informationto make each meeting better than the last.Meeting survey responses can be viewed at: http://www.hl7.org/Library/Committees/pi/SurveySummary_06242010.pdf10 SEPTEMBER 2010
Work and Fun inRio de JaneiroMarivan Abrahão, MDBy Dr. Marivan Santiago Abrahão, MD, Chair, <strong>HL7</strong> BrazilAt the Affiliate Council meeting in Vancouver, Ed Hammondsuggested Latin America as a possible location for anupcoming <strong>HL7</strong> working group meeting (WGM). I saw thisas an excellent opportunity to promote <strong>HL7</strong> in the SouthernHemisphere. Buenos Aires, the first choice, gained therepresentative support from all <strong>HL7</strong> Latin America affiliateboards that was later extended to <strong>HL7</strong> Brazil.Although the field of medical informatics has beensteadily developing in Brazil for the last twenty years,standards themselves have not been widely implementedhere. While there were financial risks to conveninga WGM in a country without widespread use of<strong>HL7</strong> standards, it also provided a unique opportunity toexpose the local medical community to <strong>HL7</strong> and encourageits uptake. It is also noteworthy that the medicalassistance provider’s market in Latin America, whichdevelops systemic applications for the health chain, iswell developed in Latin America, eclipsing the marketin all of <strong>We</strong>stern Europe. Providing this market with anincentive to participate and understand the value of theIT and <strong>HL7</strong> was also a consideration in the decision toconvene the WGM in Brazil.A courageous team from the <strong>HL7</strong> affiliates in LatinAmerica assumed the responsibility for planning thismeeting. The planning team included <strong>HL7</strong> Argentina,<strong>HL7</strong> Uruguay, <strong>HL7</strong> Chile, <strong>HL7</strong> Colombia and <strong>HL7</strong> Mexico.Their efforts, as well as strong support from the <strong>HL7</strong>International Affiliate Board and the <strong>HL7</strong> Board of Directors,made this challenge a feasible reality. While <strong>HL7</strong> hasconvened WGMs outside North America, Brazil presentedseveral unique challenges, including the visa restrictionsfor some countries, including the US, the language barrier,and an implicit feeling of fear in facing unknown anddistant lands. Due to these obstacles, attendance at theRio de Janeiro WGM was less than anticipated.Over a period of fifteen days, members from the ISO TC-215 Meeting, the IHIC International <strong>HL7</strong> InteroperabilityConference, the IHE Conference and the International <strong>HL7</strong>Working Group Meeting experienced a very professionalprogram and venue organization, with neat meeting rooms,great lodging facilities and superb food service.Not surprisingly, the unforgettable beauty of the cityof Rio de Janeiro left a lasting impression on theWGM attendees.I have always been curious about the reasons for choosingdifferent cities for hosting <strong>HL7</strong> Working GroupMeeting, as the extensive hours spent at the meetingsleaves very little time left for touring. However, the Riode Janeiro <strong>HL7</strong> WGM gave attendees the opportunity towork and have fun together. The networking receptiondemonstrated to meeting attendees that fun and workcan go hand-in-hand.It is difficult to express the feeling of pleasure and satisfactionnoticed throughout the meeting, but the overallopinion was very positive. As Catherine Chronaki hassincerely expressed, “creating a legacy that will be hardto match”.I would like to thank Lillian Bigham, <strong>HL7</strong> Director ofMeetings for her unfaltering dedication. Her professionalexperience and support helped us overcome thechallenges and make the meeting a success.I am very pleased and proud of <strong>HL7</strong> Brazil’s commitmentto making this a successful event for the promotionof <strong>HL7</strong> standards in South America.SEPTEMBER 201011