Common Database Maintenance Policies, Procedures, and Conventions for Using the Common Database to Ensure Consistency in X12N Work Products X12N Implementation Guides Task Group Version 2.0 - December 2008 Permission is granted to copy this document
The X12N Implementation Guides Task Group (TG4) developed these policies, procedures, and conventions to improve consistency in X12N work products. This document will be used by authors as a supplement to other X12N processes, including the X12N Implementation Guide Handbook. Section 1: Policies The current published version of this document is used for all maintenance activities. If a new version of this document is published after a maintenance activity commences but before it is completed, the Implementation Guide Delegate (Delegate) and the TG4 cochairs will determine which version will be followed for the maintenance task. Common Database: All Common Database (CDB) items are either unique or shared. Unique used in one Implementation Guide (IG), whether used once or multiple times; modification to the text is at the discretion of the Implementation Guide Development Group (IGDG). Shared Used in multiple current IGs; modification to the text must be accepted by all affected Work Groups. Common Database Objectives: The same loop will be used to meet the same business requirement in all The same segment(s) will be used to meet the same business requirement in all The same element(s) will be used to meet the same business requirement in all The same industry names, and their attendant definitions, will be used to meet the same business requirement in all The same code subset will be used to meet the same business requirement in all Code notes will be consistent within each code subset. The same situational rule(s) will be used to meet the same business requirement in all Section 2: Maintenance Procedures Revising an existing Common Database Item: During the IG development cycle the Delegate creates an OnlyConnect entry with the modification request for a CDB item. If the item is unique (OnlyConnect doesn t display a list of shared locations): The Delegate presents the entry for IGDG vote, using the WG s discussion/voting procedures. The Delegate must ensure the IGDG understands whether there is one iteration of the item in the IG or multiple iterations. * If the IGDG approves the modification, the Delegate approves the modification and closes the OnlyConnect entry. Page 2
* If the IGDG doesn t approve, the Delegate notes the disapproval and closes the OnlyConnect entry. If the item is shared (OnlyConnect displays a list of all shared locations): The Delegate (the Originating Delegate) evaluates all other locations. * If the item is only shared with IGs owned by the same WG, the Originating Delegate presents the modification to the Delegate(s) for all other affected Each Delegate presents the entry to their IGDG for vote, using the WG s discussion/voting procedures. Each Delegate must ensure the IGDG understands the item will be changed in multiple locations in the affected Each Delegate reports the vote results back to the Originating Delegate. If each IGDG approves the modification, the Originating Delegate approves the modification and closes the OnlyConnect entry. If any IGDG doesn t approve, the Delegate notes the disapproval and closes the OnlyConnect entry. ~NOTE: If the WG has not identified separate IGDGs for each IG, the modification is presented to the entire WG instead of by individual IGDGs. * If the item is shared with IGs owned by other WGs If the item is shared with IGs owned by the same WG, the Originating Delegate obtains approval from the other Delegates within their WG, using the procedure outlined above for items shared within a WG, except that if each IGDG approves the modification, the Originating Delegate enters a comment in OnlyConnect noting the approval but does not close the entry. If the WG approves the modification, the Originating Delegate notifies the TG4 Assignee that a modification request has been entered and approved by their WG and is ready to be processed by other WGs. The TG4 Assignee evaluates the modification request for content and completeness and has the Originating Delegate enter additional information in OnlyConnect if necessary. The TG4 Assignee also ensures that the modification is appropriate according to the IG Handbook and the associated Common Content. When the TG4 Assignee deems the request ready for review by other parties, the TG4 Assignee invokes the Multi-WG approval process. * The Multi-WG approval process: The TG4 Assignee sends an email to the Co-Chairs of the WG for all other IGs affected by the proposed modification. Each WG has one vote on the modification request. The WG Co-chairs are responsible for ensuring the WG vote is entered into OnlyConnect and the TG4 Assignee is notified that the vote is entered within 30 days. Each WG will determine whether to conduct IGDG voting or WG voting on the modification. The voting group will then discuss and vote on the modification. Page 3
Once a WG determination has been made, a WG Co-chair will either enter the decision (approval, disapproval with a detailed reason for the disapproval or a friendly amendment ) into OnlyConnect or assign the task to one of the Delegates. Abstentions are not allowed, every affected WG must enter a vote. When all responses have been returned, the TG4 Assignee evaluates the responses: If all WGs approved the modification, the TG4 Assignee enters an approval in OnlyConnect and closes the entry. If there are any disapproval votes or if any WG doesn t register a vote within the response period, the TG4 Assignee invokes the Resolution Procedure. Creating a new Common Database Item: During the IG development cycle the Delegate identifies the need for a new Common Database Item. The Delegate will email WPC and ask for a report containing all the entries for the same category (for example: Situational rules, examples, or data dictionary definitions). Specific filtering may be available to simplify the review, depending on the situation (for example: situational rules that include the word provider, segment examples for AMT segments). The Delegate reviews existing items and identifies an existing item that meets their business need or verifies that no existing item meets their business need. When an existing item can be used as defined: * The Delegate creates an OnlyConnect entry to add the existing item at a specific location in the IG. * The Delegate follows the procedures listed in Revising an existing Common Database Item section above for Unique items to obtain WG approval for the use of the existing item. When an existing item can be used if it is modified: * The Delegate creates an OnlyConnect entry to add the existing item at a specific location in the IG. * The Delegate follows the procedures listed in Revising an existing Common Database Item section above for Shared items to obtain modification approval from all affected WGs. When a new item is needed: * Delegate creates an OnlyConnect entry to create a new item at a specific location in the IG. * The Delegate obtains IGDG approval of the modification using the WG s procedures and enters a comment in OnlyConnect noting the approval. * The Delegate notifies the TG4 Assignee that a new item has been requested and a review is needed. Page 4
* A TG4 Assignee will review the proposed entry against similar existing entries: If the TG4 Assignee agrees that the new entry is appropriate, they enter an approval in OnlyConnect and close the entry. If the TG4 Assignee believes the new entry is, or could be, duplicative of an existing entry, the TG4 Assignee will work with the Delegate until consensus is reached. Section 3: Resolution Procedure The TG4 Assignee will contact disapprovers and non-voters to discuss the issue(s) individually. If necessary, the TG4 Assignee will convene a meeting, or meetings, with all affected Delegates. Discussion will continue until all parties agree on a determination. If the determination is that the modification is approved, the TG4 Assignee will enter an approval for the modification. If the determination is that the modification is not appropriate for all users * The Originating Delegate will work with the IDGD to determine their next step: If the IGDG decision is to use the item without the modification, the Delegate will note the decision in OnlyConnect and close the entry. If the determination is that the modification is required to meet the group s business requirements, the Delegate will follow the process to request a new item to use in place of the shared item. Section 4: Glossary Current IG the latest version of an Implementation Guide, either published or in development, for each unique business purpose. Implementation Guide Delegate As recorded in the IG Registry, no proxies allowed. Page 5