Initiation of CPB Working Groups
About
This page explains how Clinical Program Board (CPB) Working Groups (WGs) are set up, documented, and run. Working Groups are defined in the CPB Terms of Reference and provide a practical way for the CPB to focus effort on specific topics and produce shared outputs (e.g., guidance, recommendations, specifications, examples).
Creation
CPB Working Groups (WG) are created with the agreement of the CPB. A proposal to create WG can be made by any CPB member or Expert Panel member.
Documentation
After a WG is agreed by the CPB and set, then it should have:
a main “header” page in this confluence project under the CPB Working Group parent page, which is the landing page for the WG.
All the documentation and pages created for a WG, should be stored as child pages under that WG main header page.
For each WG main page, the following information is required:
Section | What to include |
|---|---|
Name | A short, clear name that reflects the WG topic. |
Scope | A description of the WG scope, including:
|
WG Lead | The WG should list one or more WG Leads, including their preferred contact details. |
WG Members | WG Leads should maintain and publish a list of members on Confluence. Each member will have access to a confluence account that has access to the WG documentation. |
Meetings and meeting notes | The WG should state its meeting frequency or schedule. Any meeting notes, agendas, and outcomes should be published under the WG’s header page in Confluence. |
An example of a WG's heading page can be found here: https://openehr.atlassian.net/wiki/spaces/healthmod/pages/3061514250
Reporting to CPB
WGs will normally report to the CPB meetings either verbally or in writing, and at a schedule agreed with the CPB.
Governance and decision making
Each WG can decide its own internal governance approach, e.g. to decision making and operating practices. If a dispute cannot be resolved within the WG, it should be escalated to the CPB via the CPB Chairs (https://openehr.org/clinical-program-board/ ) .
Associated documents and files
WGs should agree where working documents and files will be stored (Confluence or another shared location). If documents are stored elsewhere, the WG page should clearly indicate:
what exists,
where it is stored, and
how to access it (unless there is a good reason not to share).
Inactive / unresponsive WG
If a Working Group becomes inactive (e.g., no meetings, no updates, or repeated lack of response from the WG Leads), the CPB Chairs will contact the WG Leads to confirm the current status and agree next steps.
Depending on the outcome, the WG may be:
restarted (e.g., confirm scope, refresh membership, set a new meeting schedule),
reassigned to new lead(s), or
closed or archived if the work is no longer needed or cannot be progressed.
Any decision and rationale should be recorded on the WG’s Confluence header page, including the date of the last activity and the agreed next action.