MEETING RECAP TEMPLATE
Please use our simple RECAP format:
Subject Line: RECAP: Meeting Title
Invitees / Participants:
Major headings below:
Key Discussion Points:
Decisions:
Action Items:



Action (owned by) - target due date
This section listed chronologically by due date
example: Update draft current state process flow with CX edits (Peter
S.) - target by EOD 3/11
Next Steps:
Recording Link:
Recaps need to be sent no longer than 24 hours after meeting; some
cadences may require shorter turnaround (daily meetings, for example)
SIMPLE EXAMPLE #1
From: Bill Bradford <Bill.Bradford@freeman.com>
Sent: Friday, April 8, 2022 10:14 PM
To: Mike Javaherian <Mike.Javaherian@freemanco.com>; Peter Jenkel <Peter.Jenkel@freemanco.com>;
Vedrana Madiah <Vedrana.Madiah@freeman.com>; Deanna Saulsby <Deanna.Saulsby@freemanco.com>;
Jennifer Cox <Jennifer.Cox@freeman.com>; Charles Jalek <Charles.Jalek@freeman.com>; EnterprisePMO
<EnterprisePMO@freemanco.com>; Alok Acharya <Alok.Acharya@freemanco.com>; Jordan Braunstein
<Jordan.Braunstein@freeman.com>; Matt Franklin <Matt.Franklin@freemanco.com>
Cc: Theresa Farrell <Theresa.Farrell@freeman.com>; Peter Stewart <Peter.Stewart@freeman.com>; Steve
Gwie <Steve.Gwie@freemanco.com>; Alok Acharya <Alok.Acharya@infogain.com>; Louis Layton
<Louis.Layton@freeman.com>; Jill Reilly <Jill.Reilly@freemanco.com>
Subject: RECAP EDM: Bi-weekly Sponsor Status
Hi All,
Thanks for a very productive call this morning.
timeline and what we need to focus on.
We have some good momentum and clear direction on
Participants:
☑ Peter Jenkel
☑ Deanna
Saulsby
☑ Bill
Bradford
Discussion Points:
☑ Mike
Javaherian
☑ Jordan
Braunstein
☑ Jennifer
Cox
☑ Steve Gwie
☑ Vedrana
Madiah
☑ Jill Reilly
☑ Louis
Layton
☑ Peter
Stewart
Key

Reviewed Project Successes and Challenges
o Dev team is meeting sprint deliverables (sprints 4-7 at 100%)
o Infogain is responding to resource issues, stepping in to ensure commitments are met
o Project is behind due to resource issues early in the build phase.
o Reintroducing Fuzion has impacted the timeline

Reviewed Proposed timeline update
o New timeline makes sense, allows for a more measured and thorough approach
o Need to engage “friendlies” to prep for future phases
o Need to separate Fuzion effort into separate block with its own tasks
o Testing and test prep needs to be a focus

Reviewed Fuzion progress
o Good progress being made
o Confirmed source of 3rd party data is not currently captured. Need to see if it is
possible
o Questions around authorization to pass exhibitor data thru to EDM tool
o When do we turn on integration to pass Fuzion data to EDM tool
o Logical diagram needs to include Profisee, new E-comm platform, etc.
Action Items:

Bill to schedule a call with CDS team and legal to discuss data authorization in Fuzion – Due
4/13

Louis to check into feasibility of capturing 3rd party data source as a data element – Due
4/22

Mike, Steve, Jordan to update system documentation – Due 4/22
Next Steps:




Make necessary adjustments to timeline documentation
Begin test prep / planning
Team to leverage BA to write test cases and ensure there are test cases tied to DMG
requirements.
Start to mine “friendlies” for Phase 2-3
SIMPLE EXAMPLE #2
From: Theresa Farrell
Sent: Tuesday, February 8, 2022 9:59 AM
To: Morgan Villanueva <Morgan.Villanueva@freemanco.com>; Dana Jecker <Dana.Jecker@freeman.com>;
Cory Hall <Cory.Hall@freeman.com>
Cc: Yolanda Salinas <Yolanda.Salinas@freeman.com>; Staci Cohen <Staci.Cohen@freeman.com>; Elizabeth
Winchester <Elizabeth.Winchester@freeman.com>; Ravindra Kumar Singh Rajput
<Ravindra.Rajput@freeman.com>; Anytra Lowe <Anytra.Lowe@freemanco.com>
Subject: RECAP: EOO-Sprint goals and timeline-01.25.2022
These notes are also collected in Teams here, for your reference.
Attendees: Morgan Villanueva, Cory Hall, Dana Jecker, Theresa Farrell
Purpose: Establish/review Event Setup Request & Workflow Sprint goals with timing
Actions:



Ensure sprint dates match with Cory’s IT new sprint cadence [Yolanda] – Due 4/15
Determine Workfront deployment schedule and align MVP launch [Ravindra, Dana, EOO team] – Due
4/19
o Determine ideal MVP launch date in April – check with Anytra and her team to determine
bet MVP launch data, roll out and change acceptance [Morgan, EOO team with Anytra] –
Due 4/19
o Validation with Beth, Morgan, Dana, Cory, Ravindra, & Kurt, Siva – Due 4/19
Separate meeting with Anytra later to discuss MVP pilot and identify who and where this
should be piloted [Theresa, Morgan] – Due 4/22
Expected outcome achieved: Align on Sprint goals & timing
COMPLEX EXAMPLE
From: Theresa Farrell <Theresa.Farrell@freeman.com>
Sent: Thursday, February 3, 2022 3:39 PM
To: Jennifer Cox <Jennifer.Cox@freeman.com>; Bobbie Caldwell <Bobbie.Caldwell@freemanco.com>;
Morgan Villanueva <Morgan.Villanueva@freemanco.com>; Kristine Hartkopf
<Kristine.Hartkopf@freemanco.com>; Nesana Wieger <Nesana.Wieger@freemanco.com>; Natalie Yates
<Natalie.Yates@freeman.com>; Christoph Hesterbrink <Christoph.Hesterbrink@freeman.com>; Cory Hall
<Cory.Hall@freeman.com>; Rick Peterson <Rick.Peterson@freemanco.com>; Carl Rasquin
<Carl.Rasquin@freeman.com>
Subject: RECAP: CX Project Roadmap Planning-02.02.2022
Hello,
Thank you for joining yesterday’s working session to elevate and shape our Exhibitor’s
experience. See below for notes.
Follow-up session invite will be distributed shortly. Please provide alternate day/time suggestions
if needed.
Thank you and happy pre-Friday!
Best,
Theresa
-------------------Attendees: Jennifer Cox, Bobbie Caldwell, Morgan Villanueva, Kristine Hartkopf, Nesana Wieger,
Natalie Yates, Christoph Hesterbrink, Cory Hall, Rick Peterson
Attachments:




SSM roadmap
EOO-ElimPDFKits roadmap
EOO-EventSetup roadmap
Ecomm Beta Scope
Decisions:
Program / Project
Show Site
Modernization
-- Kiosk
-- CE to OCC
Decision
Continue as mapped today, see
enclosed “SSM roadmap”
Risks / Special
Considerations
Other Comments / Notes
-- Will yield 2
Exhibitor
Experiences until
all shows moved to
new platform.
-- Track business
& IT resources
closely.
-- Remain in lock step
through eComm MVP /
Discovery for long-term
solution
-- Continue to target
CE shows; do not expand
until new platform is
available
Event Setup
Request &
Workflow
Continue as mapped, see enclosed
“EOO-EventSetup-roadmap”
-- Data points
come from varied
locations - SFDC,
Oracle (EPS cannot
go away until we
remove the forms
and launch this
new workflow)
-- Content is built
into Liferay (content
management system)
-- Workfront and SFDC
have a point to point
integration right now.
We need data
integration with the
DxH.
--- Provide data point
list to this team.
-- Natalie & Morgan to
Discuss more offline &
map data for the long
term
-- Solve with the
minimal amount of
fields
-- This solution is
front end, no
automation yet.
Eliminate PDF
Kits
-- Standard
Retail Rate
Catalog
-- Continue work to deliver SRRC
-- Deliver WBS items through the
yellow section, see enclosed
“EOO-ElimPDFKits-roadmap”
-- Must also solve
for the SRRC in
the future Exh Exp
program, too
-- Ecomm program
is dependent upon
the items in
yellow being
completed
-- Remove PDF
forms
-- Keep the SRRC as
simple as possible in
FOL since we will need
to solve for it in the
long term program.
-- Existing discovery
and user stories will
inform the future
solution.
-- Received KDD
approval last month,
waiting on Operational
Facility Data
sourcing/DxH; services
change depending on the
facility
-- City Price templates
with rack rates; sales
likes that it looks
like FOL
-- The team will
surface remaining WBS
items & decided
together if they are
worth the investment to
continue
Actions:
Item
#
1
Description
Prepare and distribute simple summary of this meeting.
Owner
Jennifer Cox,
Theresa
Target Due
Date
2/3
2
Schedule next working session for this group (week of 2/14).
Theresa
2/4
3
Check in with Morgan, Nesana, and Kristine for deeper dive
into each project.
Natalie
2/9
4
Prepare draft program description, project brief, program
structure.
Natalie, Jen,
Theresa
2/9
5
Summarize SEM data point meeting findings including any
dependencies on Event Setup initiative and share with this
team?
Morgan,
Theresa
2/9
6
Share existing draft systems visual mapping where systems
“play” by scenario (show size, exhibitor / show org, etc).
Kristine,
Nesana
2/9
7
Elim PDF Kits – Reach out for Sales leadership confirmation
regarding release timing since this will be a cumbersome
hybrid experience until we get through the April 15th release.
Avoid duplicative experience.
Bobbie, Morgan
2/16
8
Review FOL roadmap to determine any stop/delay/continue
decisions needed to align with overall Exhibitor Experience
program.
This team
2/25
Additional notes:



Ecomm/Exh Exp Program Kick off goal - launch March 1st
Project resource decisioning exercise to come next time we regroup
Elim PDF Kits
o 70% of basic small shows will be covered
o Create KDDs regarding services to mitigate duplicate efforts

SSM
o
o
o
o
Highlight certain places where we need heavy discovery with the new platform to help
us understand and make decisions around Service Cloud and OCC, etc.
Existing BRM and downstream systems won’t see the difference between new/old FOL
2 main SSM deliverables:

Kiosk so Exhibitors can print outbound shipping labels

Service Cloud - understand capabilities to determine how we plug it in
for maximum benefit across the whole Exh Exp.

5-9 is already integrated with ServiceCloud - potential call center
implications.

Consolidation of show site tools into one platform called OCC

Identified the features in CE that need to be migrated into OCC and
improved.

What do we do with what is plugged into FOL - like CE?

CE platform = the ability to create service requests on show site. Not
every show is CE enabled today.

OCC can be on every show in the future. Every show is going there today.

We are configuring the Exh side right now. OCC = show side representation
o
Open Questions:

What happens in the Exh Experience in FOL today?

(Notifications piece) Can you create a service request in OCC from text
message?

H2 SSM OCC build goal is to get it off the FOL platform and get it into OCC so
that delivery doesn’t have to manage CE and OCC.

Short term -- link it into FOL. Keep going and look at it with FOL to
capture those last shows. How would this work with the SFDC side, the
service cloud side?

Will require more research -- May need to rethink options.

Can we use for our teams across all shows - but customer element only comes
into play on the CE shows?

Maintain consistency across all delivery locations. OCC is used on all shows.
Is it feasible to have Exh and org plug-ins on these 250 shows?

SOPs and expectations: Explain “we use this tool and we do this work on
these shows.” ie 300 booths and above use this technology and this tool

The smaller the show gets, the less likely they will have the equipment.
Is it a freeman person? Or a vendor?

Keep moving fwd, stay in-step during E-comm discovery and consider long term
solution to get to Service Cloud.

Map out the exh experience - are they getting texts from one person or
multiple?
----------------------------------------Team,
Please join us for Wednesday’s working session intended to hone our focus and prioritize upcoming
work as we continue to elevate and shape our Exhibitor’s experience. Since all of us have been
engaged in a variety of discussions leading up to this one it seems we are prepared to move
efficiently and make some important decisions together.
Be sure to review the attached materials ahead of the meeting to support the Desired Outcomes and
Agenda as listed below.
Desired Outcomes:




Align this team on future eComm / Exhibitor Experience program vision including MVP / Beta
Review in-flight CX projects & decide which features should be:
o Stopped,
o Delayed, or
o Folded into Exhibitor Experience program future scope
Define Exhibitor Experience program high-level feature grouping and other go-forward
standalone project work; how will we organize the work?
Summarize team’s recommendations for final exec decisioning
Agenda:




Strategic Vision (transformation programs) / Level Set Meeting Intentions – 15 mins (Jen,
Natalie, Bobbie)
eComm MVP Overview – 15 mins (Natalie, Bobbie)
In-flight Project Discussion – 75 mins (Theresa to facilitate using attached project
materials)
Capture recommendations / next steps – 15 mins (Jen / Theresa)
Pre-read Materials:


MVP / Beta scope doc (do not share outside this group)
In-flight project briefs, WBS, and gantts with major feature deliverable timing:
o Enhanced Online Ordering:

Eliminate PDF Kits

Event Setup Request & Workflow
o
Modernized Show Site Technology
Please reach out with questions or any recommended adjustments to the approach.
Thanks, everyone.