2024-09-17 Minutes of CPB meeting

Owned by CPB Admin Support
Last updated: 19-Oct-2024
6 min read

Document status: in progress

Meeting Date: 17-9-2024

Meeting Time: 9 -10.30 BST

Location: Online, via Zoom

Planned agenda:

Acronyms:
CPB: Clinical Program Board
CPXP: Clinical Program Expert Group
CKA: Clinical Knowledge Administrator (role in the Ocean’s openEHR CKM)

Invited to meeting- Accepted in bold, not present in italics, tentative ?

  • Paul Miller (CPB co-chair),

  • Vanessa Pereira (CPB co-chair),

  • Sebastian Garde (CPB)

  • Wouter Zanen (CPB)

  • Heidi Hoikkalainen (CPXP)

  • Marina Rudenko (CPB) until 10

  • Joost Holslag (CPB)

  • Andjela Pavlovic (CPB) from 9.30

  • Tara Bonet (CPB)

  • Kanthan Theivendran (CPB)

  • Heather Leslie (CPXP)- joined at 9.20

  • John Tore Valand (CPXP)

  • Silje Bakke (CPXP)

  • Vebjørn Arntzen (CPXP)

  • Jill Riley (openEHR International Board)

  • Sharon Gibson (CPB Admin support)

 

  1. Welcome and Introductions

 

  1. Apologies:

Tara, Kanthan, John, Silje, Vebjorn, Jill, Joost

  1. Requests for AOB- new members

Darin Leonhardt to be onboarded. Paul thanked everyone for responding to approve Darin to CPB. He asked whether, in future, nominees could be approved after 2 weeks if there are no objections, with the caveat that they would not be onboarded until the 4 weeks was complete to allow for late objections. Wouter and Sebastian agreed that this would be fine. It was noted that some fields were not completed on the nomination forms. Amend nomination form to say that the fields are required ACTION SG.

New requests - Ohla Nikolaieva, Jannis Pesch, Amanda Herbrand. All are physicians from Switzerland - University Hospital Basel

Wouter asked if there is a limit for CPB members. Sharon will check this(15-20) ACTION SG

  1. Minutes of previous meeting https://openehr.atlassian.net/wiki/x/C4BYkg

Approved by Sebastion. Seconded by Vanessa

  1. Actions from minutes - Jira

Paul went through the open Jira issues. Biographies moved to completed. Risk register moved to completed but will be a standard agenda item for updates. Other issues are still in progress.

  1. Update on CKAL role

There is now a person in place for this role. More information next meeting as this is still tentative and awaiting contractual details.

  1. OpenEHR Conference 5-6th Nov. CPB in person meeting/workshop 4th Nov- planning

Silje and Vebjorn have opened a page on Discourse for planning.

Heather asked if this would be publicised beyond the group. This was agreed by the group and Wouter asked if it could go into the Community Discourse. Ask Silje and Vebjorn to publish this in the next couple of weeks. ACTION SG

Wouter asked how attendance was going to be registered. Sharon will ask Jill the best way to do this. ACTION SG

Paul formally thanked Silje and Vebjorn for their work.

Angela asked about room size. It was confirmed that all CPB and EP need to register if attending as we need to ensure we have room capacity. Vanessa suggested that a section for choice of topic is included on the registration. These could then be prioritised just before the conference as the next step for those registered, using some kind of voting system, possibly on Discourse. Sharon will ask Jill about this. ACTION SG

Wouter has added a summary of our discussion on Discourse to update Vebjorn and Silje.

Some members are arriving on Sunday. Sharon to check accommodation with Jill. ACTION SG

Members can book accommodation for Sunday night directly with the hotel using the booking link at https://www.devere.co.uk/wokefield-estate Please inform the hotel that you have already booked for the conference and they should be able to ensure that you have the same room through to Wednesday. The booking link for the additional Monday night is on the conference page on the OpenEHR website. https://members.openehr.org/Conference-2024

Vanessa asked about merchandise- what will be available? ACTION SG Jill will make this information available to members soon.

  1. Change request management (Change Requests (Backlog) Processes )

Paul presented the initial draft at the last meeting. The CKA Lead will lead on this. Paul has put the requests into a Jira board. He thanked Sebastian for help on this. Vanessa and Silje have now transferred the change requests …. NEED LINK TO THIS. Heather asked how new change requests would be added. This hasn’t yet been decided as the backlog is the priority.

After a quick check of this, some errors in import have been identified, but it is a work in process. Paul, Vanessa and Silje are meeting again on the 26th Sept to continue work on this.

Paul explained that once it is working they intend to start to address the less complex requests first and plan how to tackle the more complex ones. Wouter volunteered to trial the process when the inputs are correct. Paul will update the process and process diagram so that it steps through logically. He explained that they would then work on the change requests on Jira in groups of two, creating dependancies where there are dependencies, and prioritise them based on immediate benefits and complexity. They would then be processed. This would show a robust system in place to give the international community confidence that the backlog is being dealt with effectively.

Sebastian suggested that this process is used as an ongoing model for proposed change requests and volunteered to look into this. Heather agreed that this was important and that sustainability would be challenging so looking at how the change requests and proposals are documented as they come into the Jira board would be really helpful. Ideally this would not be a manual process but would automatically log requests on Jira that we can then manage and track. Sebastian thought that the export system could be made better but an automatic system is not yet attainable.

Paul invited members who are available to the meeting which is planned for 26th Sept to progress the work further.

  1. International Patient Summary ( Help needed please - Persona and JSON - Community / Collabrathon - openEHR )Rachel has produced this but it isn’t public. Heather is advising on this and will let CPB if further comments are needed.

Paul noted that currently they are awaiting the updated standards and Heather said that they are using the current draft template as the basis for this but that further work and consultation is planned for after the conference. Standing agenda item - ACTION SG

  1. Regular automatic integrity controls on CKM - Wouter
     https://discourse.openehr.org/t/using-snomed-ct-term-bindings-and-missing-substrate-information/5563/15

Wouter outlined the problems they are having with SNOMED codes which become invalid when versions are changed or updated. He suggested that regular integrity controls would identify this and raise change requests as necessary. He would like to have these in place on CKM to ensure that codes are up to date. Sebastian has some ideas about this. Wouter suggested that Sebastian works with him to brain storm solutions and processes. Heather agreed that this would help with quality and integrity of content but that the issue would be resourcing.

Paul agreed that maintenance of existing content, which may change without people noticing, is an important issue and he suggested that after the CKA lead is in place, members of CPB/EP take on some of the validation work as part of their other work, however they need to be aware of the many acronyms used.

Heather pointed out that there is a big problem with SNOMED codes, or hierarchy, frequently being incorrect and that she has not recommended that they are added to archetypes as people may assume they are correct. Better SNOMED expertise is needed to say what is correct. Heather asked us to be aware that we need to educate people that it is not reliable and that the coding should not be used in archetypes. If an archetype is published it does not mean that the code has been reviewed. This is a communication issue. NOTE for further discussion- ACTION SG

  1. PROM working group

Heather reported that first meeting has taken place and there is now a proms incubator and all attendees are able to upload proms to a common incubator which will act as a sound pit. There is also a confluence page for discussion on developing consistent proms. Sharon to ask Silje and Kanthan if it is possible to have a link to this page. PROMs archetypes working group ACTION SG

  1. Translation editors - Vebjorn

Deferred

  1. CPB and Working Groups Update

Deferred

  1. CKM release

Quick update from Sebastion - Release notes.

This the latest major release 1.20.0 from June:
CKM Release 1.20.0

The latest bug fix release is 1.20.1 from September:
CKM Release 1.20.1

There has also been a minor update to the dashboard.

  1. Risk Register review

Chairs to check

  1. AOB

Tuesday 22nd October

Â