angela ortiz program manager power engineering society stationary battery committee 26 june 2006...
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Angela Ortiz Program Manager
Power Engineering Society Stationary Battery Committee
26 June 2006Charlotte, NC
Overview of IEEE Standardization Process
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Thank you for your interest and for your contributions to the
IEEE Standards Development Process.
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Overview of Process
Standards Association (SA) and its Relationship with The IEEE
Project Approval Project Management Develop Draft Standards Role of IEEE-SA Editor vs Working Group/Project
Editor Ballot Draft IEEE-SA Standards Board Approval Publish Standard Resources
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The IEEE Standards Association
An international membership organization serving today’s industries
with a complete portfolio of standards programs
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Publica tionA ctivi ties
IE E E -US A E ducationa lA c tivi ties
Regiona lA c tivi ties
S tandardsA ssoc ia tion
T echnica lA c tivi ties
Board ofDirectors
ExecutiveCommittee
Exec Director& Staff
M EM BERS
IEEE Organization
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What is my role in the IEEE Stationary Battery
Committee?
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The Role of the Standards Staff Liaison
Staff Liaison: Provides support on your standardization efforts:
Answers questions about procedures Along with chair, ensures that procedures are followed Acts as a bridge to the IEEE-SA and its standing boards Keeps you informed
New products New services Policy changes
Brings your ideas and concerns to the Standards Board and its committees
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From an idea to an IEEE Standard? How?
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Overview of Process
IDEA
Project Authorization Request
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What type of documents can be developed under The IEEE-SA?
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IEEE Standards Offers 3 Options of Document Development
• Standards• Documents with mandatory requirements
• Generally characterized by use of the verb “shall” Recommended Practices
Documents in which procedures and positions preferred by the IEEE are presented
• Generally characterized by use of the verb “should” Guides
Documents in which alternative approaches to achieve good practice are suggested but no clear-cut recommendations are made
• Generally characterized by use of the verb “may”
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Project Authorization Request (PAR) Submission
The PAR is a legal document: The PAR is the authorization of work by
the IEEE-SA Standards Board IEEE extends the umbrella of
indemnification to people working on an authorized standards project, if they follow the rules
Sherry Hampton, Administrator IEEE-SA Governance
Phone +1 732 562 6003
FAX +1 732 562 1571
Email: [email protected]
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Tips on Completing Your PAR
Spell out all acronyms
Be clear and succinct in your scope and purpose
Define appropriate type document (Standard, Recommended Practice and Guide ).
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Project Management
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Project management
1. Establish the role of the chair2. Form the working group3. Establish the calendar—target dates,
meetings, etc.4. Delegate necessary functions5. Set goals and deadlines6. Manage your meetings7. Avoid copyright, trademark, and patent
obstructions
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T.E.A.M.W.O.R.K
“Never Doubt That A Group Of Thoughtful, Committed People Can Change The World. Indeed, It is the
Only Thing That Ever Has.”
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Project management
Establish the role of the working group chair
Appointed by Sponsor Term and succession planning
Is there life after publication? Corrigenda Amendment Revision Reaffirmation interpretation
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Project managementEstablish the role of the chair
Keeps group focused on goal—a finished standard
Appoints other officers of working group
Delegates assignments Plans and continually
reviews work and meeting schedules
Ensures that group follows rules in IEEE-SA Standards Board Operations Manual
Ensures that all members have equal opportunity to voice their opinions
Communicator both within and outside the working group
Follows up on all details through publication of approved standard
Seek out active, expert participants
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Project management
Form the working group
Encourage worldwide membership
Members and non-members of IEEE-SA may participate
Strive for broad representation of all interested parties
Does not bias discussion
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Project management
Establish calendar Select location and dates in combination with
related standards groups or technical meetings Allow meetings to last at least one day Notify affected IEEE Section Give sufficient notification (at least 30 days) via
formal meeting notice Large groups should plan dates one year in
advance
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Project management
Delegate necessary functions Vice-Chair Technical Editor(s) Secretary Meeting Planner
Key people interact with Staff
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Project managementDelegate necessary functions cont’d.
Vice-Chair Substitutes for chair when necessary Runs meeting when chair rescues self Accepts special assignments
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Project managementDelegate necessary functions cont’d.
Technical Editor(s) Brings together all
aspects of the emerging draft
Functions as liaison with IEEE Standards Project Editor
Note: Copy of the original standard can be requested from the staff liaison for of a revision of the standard.
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Project managementDelegate necessary functions cont’d.
Secretary Records and circulates minutes Maintains record of minutes Circulates drafts for committee review Maintains roster Prepares and ensures distribution of agendas
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Project managementDelegate necessary functions cont’d.
Meeting Planner Estimates attendance Arranges for materials and
equipment Ensures distribution of
meeting notice
*IEEE facilities are free
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Project management
Set goals and deadlines Projects are authorized for four years via PAR Establish milestones
Draft development (set deadline) PARs, draft submittals must reach the IEEE
Standards Department five weeks before the next IEEE-SA Standards Board meeting
Schedule appropriate time for balloting and ballot resolution
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Project management
Manage your meetings Meeting announcement
Gives public notice Essential to ensure due process and openness Make available to all known materially affected parties Provide adequate advance notice
(> 30 days; 1 year preferred)
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Project managementManage your meetings cont’d.
Agenda A list of the objectives for the meeting Distribute with all available handouts before the meeting Allocate approximate time for each item on agenda Identify speaker for each item
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Project managementManage your meetings cont’d.
Participation IEEE meetings can operate according to Robert’s Rules
of Order A quorum is needed before business can be conducted All IEEE Standards working group meetings are open*
*Open means that any interested party can attend an IEEE meeting.
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Meeting management techniques
Start and end the meeting on time
Review and modify agenda first
Everyone is entitled to speak once on a topic
If time and topic permit, participants may speak again on the same topic
Chair must be objective Chair cannot make motions Chair can entertain motions Chair cannot bias
discussions Ask for volunteers or assign
ad hoc committees Minutes must be written,
approved, and distributed after each meetings*
Project managementManage your meetings cont’d.
*Minutes can be as simple as a list of motions and action items.
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Project managementManage your meetings cont’d.
Meeting management techniques Assign tasks evenly Establish deadlines for tasks Follow up to ensure deadlines are met Summarize action items—add to minutes Group evaluation of its own performance at
end of meeting*
*This is a suggestion as a method to improve the conduct of meetings.
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Project managementManage your meetings cont’d.
Managing conflict*
Anticipate areas of concern and plan how to deal with them (Consult with IEEE-SAStaff)
Allow all sides to speak Announce and stick to time limit Identify areas of agreement and isolate areas of
disagreement Poll the group when all parties have had an
opportunity to express their views Schedule additional sessions if necessary
*Facilitation is very important in managing a project when you want to avoid conflict
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Project management
Avoid Copyright, Trademark, and Patent Obstructions
Before incorporating outside material into your draft
Get permission letters to use previously copyrighted figures, charts, and/or text
Obtain patent permission letter of assurance Identify and footnote trademarked terms Chair shall periodically ask if there are any
Intellectual Property Rights (IPR) issue
Start early These steps take time Must have permissions before draft is balloted
(no permission letters, no publication)
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Project management
Summary 1. Establish the role of the chair 2. Form the working group 3. Establish the calendar—target dates,
meetings, etc, 4. Delegate necessary functions 5. Set goals and deadlines 6. Manage your meetings 7. Avoid copyright, trademark, and
patent obstructions
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Development of the Draft Standard
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Tips for Draft Development
Develop an outline Use IEEE Template
http://standards.ieee.org/resources/development/writing/templates.html
Assign writing among working group members Technical editor gathers inputs and ensures technical
consistency Avoid writing document in meetings* Working with an IEEE Project Editor speeds the project Refer to IEEE Standards Style Manual for document structure
http://standards.ieee.org/guides/style/index.html
*The working group meetings should only be used for reviewing important points in the draft and resolving areas of disagreement.
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Role of Technical Editor vs SA Project Editor
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Role of the Technical Editor
A Technical Editor: Brings together all aspects of the emerging draft Ensures a consistent tone throughout the document Works with IEEE style guides Populates IEEE-SA templates Works specifically on maintaining the draft standard Works with the IEEE-SA editor to address any
issues during draft development
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Role of the SA Project EditorThe SA Project Editor advises working groups about: IEEE style (Style Manual) Publishing norms and accepted practices Editorial requirements for consensus documents Applications and graphics (Word, FrameMaker, SGML,
graphics styles)
The IEEE-SA editor also: Supplies style templates and style guidance Offers mandatory editorial coordination (MEC) Flags copyright issues for follow up by working group chair Creates all drafts pre-approval. Assists working group chair in pre-publication review of proofs Enables efficient post-approval publication
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Document is Developed…So What is the Next Step?
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Sponsor Forms a Balloting Group
Need to issue invitation to ballot* Specifies responsibilities of balloters Requests classifications (P, U, G)
Ballot Group has to be balanced No one interest category can be 50% or more
Once balloting begins, the balloting group remains static IEEE-SA membership or payment of a fee is required
Exception: invited experts (with the approval of Standards Board)
*This may involve using the membership of an active WG or committee or it may involve inviting a wide variety of interested parties to participate.
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Response and Results of Balloting
Response Need 75% return
Results Need 75% approval (of the returned rate) Attempt to resolve comments marked
must be satisfied (MBS) After consensus (75% approval) is
reached, establish 30-60-day deadline for resolution of comments
Recirculate revised draft and comments
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Sponsor Balloting Results
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Comment Resolution: Initial Ballot Closed, So?
5.4.3.2 Resolution of comments, objections, and negative votes: http://standards.ieee.org/guides/opman/sect5.html#5.4
The Sponsor shall make a reasonable attempt to resolve all comments, objections, and negative votes that are accompanied by comments. Comments that advocate changes in the document, whether technical or editorial, may be accepted, revised, or rejected. Comments addressing grammar, punctuation, and style, whether attached to an affirmative or a negative vote, may be referred to the publications editor for consideration during preparation for publication. It should be borne in mind that documents are professionally edited prior to publication.
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Comment Resolution: When do you need to conduct a recirculation?
All substantive changes made since last balloted draft (whether triggered by comments accompanied with "yes" AND, OR "no" votes), shall be identified and recirculated to the ballot group.
Comments from mandatory coordination: SCC14; Editorial and comments marked “must be satisfied” (MBS), need to be responded to and recirculated.
Additional recirculation required if negative votes with new comments within the scope of the recirculation result.
NOTE: On a recirculation, a vote shall be based only on the changed portions of the balloted document, clauses affected by the changes, or portions of the balloted document that are the subject of the unresolved negative votes
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RevCom Submittal
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How to Complete a Successful RevCom Submission
Submittal must match information on PAR (Title & Scope in PAR must match those in the draft document)
When is a revised PAR necessary? Any substantive change, i.e., scope, title,
patented material Proof of mandatory coordination SCC 10, SCC14 and Editorial Coordination
Do NOT change the last balloted draft
Review Committee (RevCom) recommends action to the Standards Board
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Additional Resources
RevCom Page http://standards.ieee.org/board/rev/index.html
RevCom Working Guide for Submittal of Proposed Standards http://standards.ieee.org/guides/revguide.html
RevCom Conventionshttp://standards.ieee.org/board/rev/revconventions.html
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Post-Approval and Publication
It takes from 3 up to 6 months from post-approval to publication and distribution.
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Post-Approval and Publication
IEEE Project Editor
Does final copy edit of text
Ensures that technical integrity of document is maintained
Formats electronic text into proofs
Committee review
Correction
Publication
Complimentary copies and awards*
*Complimentary copies are issued to the working group and awards are given to the Chair/Technical Editor and Secretary of the working group in recognition of the work done.
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Resources
IEEE-SA Standards Board Operations Manual:http://standards.ieee.org/guides/opman/index.html
IEEE Standards Companion: http://standards.ieee.org/guides/companion/index.html
IEEE Standards Style Manual and Draft Templates:http://standards.ieee.org/guides/style/index.htmlhttp://standards.ieee.org/resources/development/writing/templates.html
Working Guide for Submittal of PAR and PAR Formhttp://standards.ieee.org/resources/development/initiate/index.html
Working Guide for Submittal of Proposed Standards and Submittal Formhttp://standards.ieee.org/resources/development/final/index.html
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Electronic Resources
Public and private areas available for IEEE standards working groups
Mailing lists Electronic mail—first
initial.last [email protected] Contact the Electronic
Services group [email protected]
http://standards.ieee.org/resources/development/index.htmlhttp://standards.ieee.org/faqs/e-services.html
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Summary of the Process
IDEA
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A Global Platform Delivering Speed, Choice and Control
Feedback, Questions?
Angela OrtizProgram Manager-Technical Program Development
(732) 562 3809
IEEE Standards Department
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T.E.A.M.W.O.R.K
“Never Doubt That A Group Of Thoughtful, Committed People Can Change The World. Indeed, It is the
Only Thing That Ever Has.”
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myBallot™ The better way to ballot
Accessing the myBallot system requires an IEEE Web Account: https://webapps1.ieee.org/WebAccount/Registration
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How to get and IEEE Web Account
Sign in by entering your IEEE Member Number
Join the IEEE or Create a visitor’s web account. Note: Sponsors, working group chairs, designees and voters, need to be IEEE-SA members.
Not an IEEE Member?
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Need help with an IEEE Web Account?
If you have an existing IEEE Web Account and need help with any of the following: Recover Your Username/Password Change Your Password Change Your Security Identifier Got to: http://www.ieee.org/web/web/accounts/index.html#recover
![Page 59: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/59.jpg)
Login using your IEEE Web Account.
Accessing myBallot: Login Through myProject Control Panel
![Page 60: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/60.jpg)
myProject Control Panel
Click on the myBallot Link
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myBallot Control Panel
Click on the myBallot Link and identify the function you want/need to perform
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How to Join Invitation Pools in the IEEE StandardsmyBallot system
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myBallot™ The better way to ballot
Accessing the myBallot system requires an IEEE Web Account: https://webapps1.ieee.org/WebAccount/Registration
Log onto myBallot:https://balloting.standards.ieee.org/my-site
![Page 64: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/64.jpg)
Login using your IEEE WebAccount.
Accessing myBallot: Login Through myProject Control Panel
![Page 65: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/65.jpg)
myProject Control Panel
Click on the myBallot Link
![Page 66: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/66.jpg)
myBallot Control Panel
Click on Enroll/Manage invitation pools
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Join Invitation Pools
Select the Sponsor Society and click “continue”Select the Sponsor Committee and click “continue”
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Join Invitation Pools
Fill in/verify your contact information and click “continue”
You will receive an enrollment confirmation message
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How to Join a Ballot Group in the IEEE Standards
myBallot system
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myBallot™ The better way to ballot
Accessing the myBallot system requires an IEEE Web Account: https://webapps1.ieee.org/WebAccount/Registration
Log onto myBallot:https://development.standards.ieee.org/my-site
![Page 71: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/71.jpg)
Login using your IEEE WebAccount.
Accessing myBallot: Login Through myProject Control Panel
![Page 72: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/72.jpg)
myProject Control Panel
Click on the myBallot Link
![Page 73: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/73.jpg)
View & join open invitations.
myBallot Control Panel
![Page 74: Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process](https://reader036.vdocument.in/reader036/viewer/2022062322/56649e865503460f94b88d50/html5/thumbnails/74.jpg)
Select the project number
View PAR information.
Show/Join Open Ballot Invitations
Once you click on “join” it will ask you to enter your classification. Once entered, you will be brought back to the previous screen with a confirmation that you just joined the respective ballot group
Click on “join”