Exercise 1a-c

For this activity, you will be using a virtual tabletop platform. Review the exercise instructions below.

References

To help you to work through the planning exercises for all use cases, we have made available five virtual playing card tables.

Because these are shared spaces, we ask that you follow these rules so that everyone who wants to use them can:

  1. Clean up after yourself. If you use a card table, please be sure to return it to it’s clean and original state when you are done. This means putting all of the cards away and removing/deleting any new cards that you have added to the deck. You can do this by clicking the recall buttons below each deck of cards.

  2. If it’s busy, try another table. If you see that a card table is in use, please use one of the other card table links. If you are unable to find an empty card table, alert us at training@gbif.org so that we can check the tables to be sure that any tables were not left unattended (or if we need to create an additional table for you).

  3. Don’t leave a table unattended. Please do not leave your work on a table sitting out for long periods of time. If you need to step away for an hour or two, that is acceptable, but please do not leave the cards unattended for more than 4 hours. If you need to leave your set up for an extended period of time, please use the eLearning platform to notify the group and trainers which link you are using, why you need to leave your cards, and when you will return to complete your work.

  4. Take screen captures often. We cannot guarantee that your cards will not be reset accidentally by someone from the workshop or by someone from your own project. You cannot reset the cards once they have been recalled and reset. If you want to submit a screenshot with your exercise please do.

  5. The trainers reserve the right to reset the card tables. If we observe that one or more tables contain cards that have not been put away and have not been used for more than four hours without any notifications in the Forum on the eLearning platform, we will clear and reset the table for others to use.

Gameroom links (each table will open in a new window/tab):

BLUE: https://playingcards.io/ndqppx

GREEN: https://playingcards.io/zpwe9j

ORANGE: https://playingcards.io/868jgh

PURPLE: https://playingcards.io/g6khb7

RED: https://playingcards.io/3pad4w

YELLOW: https://playingcards.io/w488nb

Much appreciation and thanks to Jwalant Patel and Eric Ma for finding and helping to create the online playing tables for this exercise and to Kate Webbink for artistic expertise. The online tabletop platform is provided by https://playingcards.io/.

Exercise 1a

Read USE CASE I (if you haven’t already).

Using the cards select the goals that mostly closely match those the project outlines and then choose the tasks that would need to be carried out to complete them. Next, identify the people/resources that the project has available to it and assign role cards to them as appropriate. Lastly, assign these to their stakeholder groups and affiliations.

  1. Review the GOALS cards with the group, select and lay out the ones that fit the use case.

  2. Review the TASK cards with the group.

  3. Assign the TASK cards to each of the GOAL cards selected from the use case description.

  4. Identify the institutions and people mentioned in the use case text and make note of them.

  5. Lay out the AFFILIATIONS cards on the table.

  6. Review the STAKEHOLDER cards, identify any mentioned in the use case and then decide which AFFILIATION they belong to.

  7. Review the ROLE cards, identify any mentioned in the use case and decide which STAKEHOLDER group they belong to.

  8. Make notes to cards as appropriate.

  9. Once the cards are assigned take pictures/screenshots.

  10. Use the exercise sheet to provide your answers.

Question

Are there resources or goals missing from the cards that you feel are critical to the successful completion of the project? Note these on the answer sheet.

Exercise 1b

Using the stakeholder and goal analysis from exercise 1a, develop a workflow using the STAGE cards.

  1. Re-read the use case introduction, if necessary.

  2. Decide which TASKS for which each ROLE will be responsible.

  3. Review the STAGE cards and order the TASKS appropriately.

  4. Use the previously downloaded exercise sheet to provide your answers.

Questions

  • Are there obvious bottlenecks in the workflow? For example: Are there too many tasks for a particular role/resource?

  • What issues do you think would be important to the successful mobilization of data from the points of view of each stakeholder/role? For example: What are the deliverables? Thinking about the general project timeframe, are they realistic?

  • Consolidate notes and prioritize in order of importance.

  • If you have time you can explore different combinations as different scenarios are possible in different contexts or even try to document the situation for your own project.

Exercise 1c

This exercise should be used when the course is taught virtually or onsite as a group activity.

After the exercises the presenter of each group will:

  1. Present any missing stakeholders and/or tasks saying why they were added.

  2. Highlight the two most critical issues/topics that the group has identified.

Potential discussion points across groups:

  • What similarities and differences can be seen in the flows?

  • Were there common issues that came up across the groups?

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