Moving a Standard to Ballot

Transcription

1 IEEE-SA Moving a Standard to Ballot and IEEE Tools Update Transformers Committee Standards Luncheon October 20, 2014 Bill Bartley Erin Spiewak & Greg Marchini

2 Agenda IEEE Sponsor Ballot Process by Erin and Bill Tools Update Join Me by Greg Marchini 2

3 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee must approve simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 3

4 Moving a Standard to Ballot Approvals The WG must approve the Draft by a 2/3 majority, and record the vote in the minutes Then the responsible Subcommittee must approve the Draft by a simple majority (and also record in their minutes) (This is Procedural review, not technical) 4

5 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 5

6 MEC Once the WG has developed a draft that they feel is complete they should submit the document for MEC review, via myproject 6

7 Mandatory Editorial Coordination Editorial Review that ensures the document has basic elements such as draft labeling; the title, scope, and purpose, and copyright statements and releases are all handled properly in the draft. (It may also include a Legal Review.) Review process takes approximately 30 days by IEEE Editorial Staff WG Chair will receive recommendations with mandatory, and discretionary changes. 7

8 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 8

9 Starting Ballot Invitation (or Forming the Ballot Pool) WG Chair initiates the request in myproject 9

10 Starting Ballot Invitation (or Initiate Invitation Request) Invitation can run concurrently with the MEC Typically 30 day invitation period Chair must achieve balance within ballot pool No one classification can be more than 33% New classifications in myproject Prospective balloters must be IEEE-SA Member to join, or pay a per ballot fee 10

11 Starting Ballot Invitation Step 1 / 4 Please fill in this form to begin processing your IEEE Standards Sponsor Ballot Invitation. IEEE Standards balloting groups are usually formed by sending out invitations to existing IEEE Standards Invitation pools. Those who are eligible and respond to the invitation become the balloting group for your specific IEEE Standards Sponsor ballot (as per IEEE-SA Standards Board Bylaws). Invitations are usually made available for a 30-day period. Please fill out all fields in this form to begin processing your IEEE Standards Sponsor Ballot Invitation. When complete this information will be sent to your IEEE staff liaison. It normally takes 3-5 business days to process a ballot invitation request. If you have any questions, please contact your IEEE Standards Staff Liaison. 11

12 Starting Ballot Invitation Step 2/4 WG Chair should carefully select the groups he/she wants to invite. This step could limit who the invitation is sent to 12

13 Starting Ballot Invitation Step 3 / 4 Voter Classifications Below are the voter classifications for this ballot. Remember, you must have at least five voter classifications chosen to submit this request. 13

14 Starting Ballot Invitation Step 3 / 4 Voter Classifications WG Chair may choose to delete one or more of the Voter Classifications. When finished, click the [Next} button at the bottom 14

15 Starting Ballot Invitation Step 4 / 4 Verify that the information is correct: 15

16 Starting Ballot Invitation Step 4 / 4 Verify that the information is correct: If the Chair would like to compose and attach a special explanatory letter, for the Invitation, click here, and up load the file: NOTE: This if for attaching a letter. Do NOT attach your DRAFT. 16

17 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 17

18 Before we start the Ballot. Why didn t I receive an invitation? Working Group members are NOT automatically a member of the ballot pool. You must physically join the pool in myproject. To ensure you receive an Invitation, make sure your Activity Profile within myproject is up to date. You must be an interested party in the projects that you want to receive notifications on 18

19 Joining a Ballot Pool If you suspect a ballot pool is open, you do not have to wait for an invitation. You can sign up for the ballot pool, (as long as invitation is running), thru myproject.. Open myproject Click on the orange box myballot Home (voter) Click on Show/Join Open Ballot Invitations Click the little box: Show All Open Ballot Invitations 19

20 Joining a Ballot Pool You will have to scroll down thru all open invitations in myproject. Then click on join and follow instructions 20

21 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 21

22 Initiate the Sponsor Ballot WG Chair initiates the request in myproject 22

23 Sponsor Ballot Typically a 30 day ballot Draft is uploaded into myproject 23

24 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 24

25 Comment Resolution After Sponsor Ballot closes, the WG will have to conduct a Comment Resolution WG Chair downloads a CSV spreadsheet with all the comments. Every comment in the ballot must be addressed WG Chair can form a Ballot Resolution Group to resolve the comments. (It is usually much more efficient to get through the comments by forming a smaller centralized group.) Scope of the BRG should be documented in meeting minutes Resolve the comments (accepted, rejected, revised) BRG must demonstrate that they attempted to resolve all negatives. 25

26 Comment Resolution Chair then Uploads spreadsheet with resolutions. (It s important to NOT change the file format. Leave all columns and rows intact.) 26

27 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 27

28 The Recirculation The purpose of the Recirculation is to show the balloters all the comments, and changes, and give them the opportunity to change their vote. If 75% approval rate is met, and the WG provides a red-line draft which highlights the changes, then only the changes can be voted on. (A balloter cannot bring up new issues that were not in the first ballot.) However, if there is no red-line draft, the entire document is open for discussion again. The WG can provide a red-line draft, plus a clean draft under additional files to help with clarity. 28

29 The Recirculation Initiate recirculation in myproject Recirc Ballot is a10 day minimum The Chair can compose a Cover Letter, explaining the changes. The letter is uploaded under Additonal Files The Negative balloters may or may not change their vote. If 75% approval rate is met, and there are no new negatives, the balloting is complete. However, there is often a need for multiple recirculation ballots 29

30 Moving a Standard to Ballot WG approves the Draft by a 2/3 majority Subcommittee approves simple majority Mandatory Editorial Coordination review Forming the Ballot Pool Initiate Sponsor Ballot Form Ballot Resolution Group Recirculate Ballot Submit to RevCom 30

31 Submitting to RevCom RevCom = The Review Committee Once a project has achieved approval within the balloting pool it is submitted to RevCom for final review WG Chair must respond to all comments in the Systems When RevCom is satisfied, they can recommend approval to the Standards Board 31

32 Submitting to RevCom Review the RevCom Checklist prior to submitting your document 32

33 RevCom Checklist 33

34 Final Approval The Standards Board will have final approval on projects (They will review RevCom recommendations) Once approved IEEE Editorial staff will contact the WG Chair to review final draft Check to make sure everything looks accurate Names/Participants list 34

35 Helpful Links User guide walks through myproject and has instructions for all the process steps documentation mypr-myproject-user-guide.pdf FAQ s on Copyright Permission 35

36 JOIN ME 36

37 Join ME IEEE Standards Association is now offering a virtual meeting application Join.me No charge to all Industry Connections activities and standards development participants to help facilitate and enable collaboration. Groups are not required to use this tool if they have access to other solutions that are more suitable to their needs

38 Join Me Join Me Pro is a premium web meeting and conference call service Standards development groups at no cost Unlimited audio File transfer, Recording, Share control One-click scheduling Up to 250 participants Global call in # s or VOIP 38 38

39 Join Me To request an account: To view an introductory webinar:

40 JoinMe Request Page 40 10/30/

41 Committee Interests PE/SPDC PE/ED&PG PE/SB PE/SWG PE/T&D PE/PSC PE/PSR PE/TR Currently there are 17 accounts for PES to date /30/