Welcome to The Open Group – Getting Started Guide for Plato

Plato: Members only collaboration tool https://collaboration.opengroup.org/operational/portal.php

Plato is the starting point for all of the information you will need to participate within Forum(s). You will find meeting information, view/download documents, review documents under development and participate in ballots. Each Forum has a homepage similar to what is as seen below. Across the top, you will see a series of tabs that provide the information you may be looking for. Along the left side panel – The Project Mailing List button will allow you to self-subscribe to any of the available mail lists that are associated within a particular Forum. These mail lists are related to projects, work groups or subcommittees within the main Forum. Below that, you will find all the subcommittees/work groups. Each one of the links will bring to you another Plato site similar to this one. This allows for smaller groups of participants to store their meeting information, documents, etc. separate from the overall Forum. **Note: This information is still open to all members of the Forum, but these child sites allow for better organization of activities.

In the body of the main Forum page, you will see a calendar of all the meetings that have been scheduled related to the Forum. This means that any meeting scheduled for one of the subcommittees, will be visible here and on the specific subcommittee site. The right panel shows documents that have been uploaded – you can also find documents under the ‘Documents’ tab. Project Mailing Lists: Self-subscribing/unsubscribing to mail lists:

Tab - Documents: Here you can find documents, spreadsheets, power points etc., that members

have uploaded to be shared with other participants in the Forum. You are welcome to upload documents to be shared, but please be sure to have your organizations approval if you are sharing proprietary information.

Upload a new document:

Tab - Review Document: This tab is used when the Forum or a subcommittee has drafted a

document that is soliciting comments, suggestions or spark discussion.

By selecting one of the available review document links, you will find detailed information on how to participate.

Review System: This is where all your comments and change requests (CRs) are listed for all members of the Forum to see. At the end of a review, the authors of the paper will receive an excel spreadsheet of all CRsWe received. Next, they will go through and resolve each one of them. Some are simple such as spelling mistakes or may be more complex such as whole chapter replacement.

When you select a quill, a new window will appear where you will be asked to provide information such as your comment, requested change and rationale depending on the type of review. There are three kinds of reviews: 1. Informal, used to gather ideas and feedback during the drafting of a document from the Forum. 2. Formal, a document is ready to be considered for publication and would like to receive feedback from the Forum prior. 3. Company Review, Company Reviews are open to all members from all Forums for review. These are posted on a more general site so everyone can submit their change requests, but the review system is the similar.

Tab - Meetings: This tab is used for Face-to-Face meetings. You will find meeting location

information, agendas, suggested travel information and be able to register your attendance.

Tab - Events: You will find all the meetings listed within this calendar. If you are on the main Forum

site, it will show you meetings listed directly to this calendar as well as those created on any of the subcommittee sites associated with that particular Forum.

Subscribing to a calendar: is the easiest way to stay informed of all meetings that are presented within the Forum, should you wish to attend all of them. If you are only interested in particular subcommittees/work groups, you can subscribe to their specific calendars from their project sites. **Note: There may be meetings posted directly to the main Forum site that you will need to manually add to your personal calendar. In the example above, the Open SDU Bi-Weekly WebEx is one of them. Select the meeting, at the bottom of the next page you will see an ICAL link.

This will add it to your personal calendar, however if a meeting is canceled, you will not see the update in the meeting title, but you will receive an email cancelation notice. Attending a meeting: When you select a meeting to attend, you will see a page similar to the image below. This will provide you with easy access to the WebEx, without having to provide your name or the meeting password because system does this for you. Alternatively, if you would like to call into the meeting you will also find the connection information listed here as well.

Tab - Polls: This is where you will come to cast your vote on different actions. This could be to elect a Chair, to publish a document or answer a question that is proposed to the Forum. Select the ballot/poll that you would like to participate in.

You will see a description of the ballot/poll and options to select.

WebEx: All meetings are held in WebEx so they are accessible to all members When you join a meeting through Plato, you will not need to provide a password, your name, email or any other meeting information it is automatically populated for you. Select the Join button from Plato and the WebEx will open to the following page: **Note: Please be aware of your microphone and mute when you are not actively speaking. It is standard for meetings to be recorded and provided in meeting minutes – you do not want to have anything proprietary or embarrassing shared on a recording!

Hosting a WebEx: As a leader of a subcommittee or work group you will be tasked with facilitating the meeting within WebEx, if a staff member from The Open Group is not present. Open the meeting as you normally would by joining the meeting through Plato.

Once the WebEx is open, across the top you will find a dropdown called Participant – Change Role To – Host. It will ask you for the code (this is listed in Plato). As you can see in the example above there is a Host Code listed in the details.

You are now the host of the meeting – this comes with changes to the buttons that are available across the bottom:

These will allow you to: Mute - Turn your Video on - Share your screen - Record - See participant list - additional actions and finally - Red X closes the session.

**Note: about sharing your screen - If you select a specific window on your screen for instance Word, and then you move another window on top of or make another one active, people will not see it. To show all the windows on your screen, you will need to select share your whole screen.