4.6 Coordinate Logistics
Logistics refers to the following items:
This activity is deceptively difficult in nature. The steps for coordinating logistics are straightforward and easy to understand, but they tend to present some of the bigger obstacles that you will face during the evaluation. Much of this activity involves arranging dates for workshops and coordinating the schedules of participants. Anyone who has ever tried to set up a meeting for five or six busy individuals knows how difficult this activity can be.
Scheduling and Logistics
We provide a general schedule of activities in Figures 4-1 and 4-2. Figure 4-1 highlights the preparation activities, while Figure 4-2 outlines the evaluation processes. The major assumption underlying this schedule is that the analysis team understands the evaluation process and has sufficient skills and expertise to conduct the evaluation. Teams who are attempting to conduct the evaluation for the first time might find this schedule aggressive. In addition, you will likely find that there is a time lag between preparation activities and the evaluation; you will probably not start the evaluation the moment after you have set the schedule. The time lag is not shown in Figures 4-1 and 4-2.
Also, note that the sample schedule makes several implicit assumptions, such as the following:
The OCTAVE Method is conducted using a series of short workshops; the schedule for conducting the workshops is quite flexible. The shortest possible time for completing an entire evaluation is slightly less than two weeks, assuming a full-time, dedicated analysis team. Practical constraints, such as problems scheduling participants for workshops, usually extend the calendar time required to conduct the OCTAVE Method. You need to consider any organizational constraints when scheduling evaluation activities. Also, remember that some workshops require data consolidation activities before they are conducted; allow time to complete all preparation activities.
One member of the analysis team should be the focal point for coordinating logistics for conducting the OCTAVE Method in your organization. Be sure to consider the following when you address evaluation logistics:
Once you have set the schedule, you are ready to start the evaluation. The last section of this chapter presents what MedSite, the organization from our sample scenario, did to prepare for the evaluation.