Issue 4 Dashboard and Progress Chart

Final Proposal as approved by the Board

The ALAC Chair will work with members of the ALAC and staff to better communicate the role and activities of the ALAC Leadership Team (ALT) ensuring that it is clear what the ALT does and does not do.

Prioritization

1:1:1 (Low resource needs : Low risk : 1st priority)

ARIWG comments

Initial comments from At-Large suggested the inclusion of the new At-Large Organigram (an addendum to this report) being used as the basis for a governance model. Another suggestion was to demonstrate how we share the load to reduce the workload and volunteer burnout of some very active At-Large members.  

The ALAC Chair worked with members of the ALAC and At-Large Staff to ensure both a better understanding of and better communication of the role and activities of the ALT ensuring that it is clear what the ALT does and does not do, including the utilization of the new Organigram agreed to by the ALAC and At-Large Leadership during ICANN63.  On each At-Large wiki web-page is a GATEWAY which gives wiki users quick access to key At-Large activities. The At-Large Governance page is developing a list of key resources relevant to regional as well as ALAC leadership.  This Issue is substantially completed but still subject to web-page update audit.

ALAC Organizational Chart 2018 -  See At-Large Governance Home

Status of improvement effort / staff lead

The ALAC Chair’s Organigram was accepted by the ALAC in Barcelona. Staff will  assist with implementation of steps for the At-Large Governance Webpage.

Activities, if any, on which implementation is dependent, or that are dependent on implementation of this recommendation

The ALAC Chair has developed an Organigram outlining the governance structure of the ALAC, At-Large Leadership, and three key work streams within which At-Large will undertake its core activities - Policy, Outreach and Engagement and Organisational Tasks.

The model proposes more transparency and accountability as well as being more inclusive by adding regional representation within the At-Large Leadership structure.

Accompanying dialogue will make responsibilities clear.

Who will implement the recommendation?

ALAC Chair in conjunction with the At-Large Leadership Team (ALT), plus Liaisons and former ALAC Chairs, Leads of the three Core Activities and ICANN Staff

Anticipated resource requirements (FTEs, tools)

Minimal allocation of staff time to establish a webpage and install the information detailed in the steps.

Expected budget implications

None beyond existing resources.

Proposed implementation steps:

1. The GATEWAY needs to be organised so that the topics are easier to locate and should open in another tab: STAFF: NOT SURE WHO HAS ACCESS TO THIS TO MAKE THE CHANGES

2. Create an At-Large Governance Webpage on the At-Large Website that includes the At-Large Organigram with links to other sections of At-Large, for example ALAC webpage, RALO webpages, Policy Comment pages, Active Working Groups related to Policy, O&E and ALAC Org. DONE BUT - STAFF: SOME ITEMS STILL MISSING  AND NEED TO BE RE-ORDERED 

3. Include short descriptions of the roles and responsibilities of the ALAC, At-Large Leadership Team (ALT+), Regional Chairs, Liaisons, Former ALAC Chairs, and the Chairs of the workstreams - Policy, O&E and ALAC Org - DONE BUT -  STAFF: TO CREATE AND UPLOAD JDS TO THE AT-LARGE GOVERNANCE PAGE (ALAC SECTION)

4. Outline communication links between the various structures. - THE FOLLOWING SHOULD BE LOCATED ON OR VIA THE GOVERNANCE PAGE AND THE RALO COMMUNITY PAGES

• ALAC and ALT+ meetings STAFF: THE ALAC AND ALT+ MEETINGS FOR 2019 AND 2020 NEED TO BE ALL TOGETHER ON ONE PAGE FOR EASY REFERENCE FOR ALL - THEY ALSO NEED TO BE  HIGHER AND MORE NOTICEABLE  RATHER THAN HIDDEN AT THE BOTTOM OF THE PAGE

• Email lists and who they consist of DONE AND LOADED ONTO GOVERNANCE PAGE

• Skype chat groups involving the ALAC Chair, ALAC and ALT+DONE - THESE HAVE BEEN CREATED

• RALO meetings and newsletter DONE BUT - STAFF: THIS INFORMATION SHOULD BE LINKED TO THE GOVERNANCE AND RALO COMMUNITY PAGES - ACCESSIBLE VIA THE GATEWAY

• Community wiki pages - STAFF: NOT SURE WHAT THIS MEANS?? THEY SHOULD BE LINKED TO OTHER RELEVANT PAGES

• Working Groups -  STAFF: A SUMMARY OF AGENDA TOPICS AND ACTION ITEMSSHOULD ADDED TO THE LINKED WORKING GROUP PAGES FOR LATER REFERENCE - MANY HAVE NOT BEEN UPDATED FOR AGES

The page changes should be implementable by February 2019.

How long will it take to implement this plan?

2-3 months* - given that some existing staff time can be allocated to work on this, even if part time.

*Variation here may be required to fit with IT Program of changes to Web site schedule.

Work is now completed.

March 2020 - job description items completed - awaiting staff to create a page to upload the JDs and attach it to the Governance page under ALAC documents (refer to Gateway) ----  MH 

Link to presentation (PDF) of recent activity updates

See WS2 Dashboard for example(s).

Report due to the Board - 23 June

Report drafts should be ready by May 23 with sub-tasks completed

Still to be completed

(2) Roles and responsibilities of members of the ALT+ (to be attached to the Governance Page)

(3) Complete the communication links on the Governance page

Completed

1. At-Large Governance page established with links to recommended pages.

Reorganisation of the Working Groups Home Page - next steps - new calls for membership of some of the older groups.

(1) Developed webpages to provide information and guidelines for implementation of the ATLAS III  Application Form and Scoring matrix ; staff training provided in how to  monitor recording of application data on the scoring matrix;  (3) Email lists updated and attached to Governance page;  clarified (3) AT-Large Blog established as an alternative or additional to the regional newsletters; social media WG also encouraging regional tweets to promote regional events and activities.

(1) Worked with the ATLASIII Leadership Development Team to develop the criteria for selection of the ATLAS travellers - leaders of the subgroups selected to fine-tune the criteria for entry onto the application form. The scoring matrix developed by an individual member. Capacity Building subgroup of the Programming Working Group developing webinars (including FR and ES interpretation) and ICANN Learn programmes (EN only) as preparatory learning for potential ATLAS travellers.  These were in preparation for  new wiki pages being developed for ATLAS III. 

The Organigram was developed to demonstrate the leadership structure of At-Large and to visually explain how the various sub-structures related to the ALAC and its Leadership Team. The expansion of the ALT to include the RALO Chairs was to expand the discussion potential to include input from the grassroots membership (a bottom-up approach).  The Organigram informed its community about how the ALAC and At-Large,interacted with each other in order to carry out its core activities. The At-Large GATEWAY was created to gather the various previously difficult-to-locate workspaces important to the work of At-Large, into one coordinated directory. The GATEWAY now provides direct access to key activity areas for At-Large leaders  and participants. The GATEWAY is situated at the top left of all At-Large workspaces.  Specific information pages initially established in the GATEWAY were : At-Large Governance;  At-Large Reports; Policy Advice and Comments; At-Large Summit (ATLAS III); and At-Large Review Implementation Plan Development.. These pages were populated with details relating to activity objectives, leadership roles, reporting responsibilities, etc.  (3) Various Skype chats were organised to enhance communication between ALAC Chair and Staff as well as various subgroups of the At-Large Community (O&E, ATLAS, ARIWG, Governance) and an open chat group for the At-Large community.