It’s Standard Procedure

Managing P&P for and with standards

Annette Reilly

March 27, 2019

Image source: Adobe stock

Annette Reilly, Ph.D., CSEP, CSDP, PMP, STC Fellow

© Annette Reilly, 2019 2

▪ Member, IEEE Standards Association Standards Board, Chair of Audit Committee, member of Procedures Committee

▪ Member, IEEE Computer Society Standards Activities Board ▪ IEEE Computer Society Representative to ISO/IEC JTC 1/SC7, Systems

and software engineering▪ Co-editor of ISO/IEC/IEEE 12207, Systems and software engineering—

Software life cycle processes▪ Editor of ISO/IEC/IEEE 15289, Systems and software engineering—

Content of life-cycle information items (documentation)▪ Editor of ISO/IEC/IEEE 24765, Systems and software engineering—

Vocabulary www.computer.org/sevocab▪ Lockheed Martin systems engineering manager and senior staff

(retired)▪ STC past President (1993-94)Email: annette.reilly@computer.org

© Annette Reilly, 2019 3

Before We Share our Opinions…

“At lectures, symposia, seminars, or educational courses, an individual presenting information on IEEE standards shall make it clear that his or her views should be considered the personal views of that individual rather than the formal position, explanation, or interpretation of the IEEE.”

IEEE-SA Standards Board Operation Manual (subclause 5.9.3)

What will we be talking about?

Why standards matter

How do standards compare to other policies and procedures (P&P)?

Using standards to prepare P&P

Using P&P to manage standards

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IEEE in standardization

▪ IEEE is the world’s largest technical society

▪ Over 422,000 members

▪ 550+ chapters

▪ 44 technical Societies

▪ 28 Technical Committees

▪ 14 Special Technical Communities

▪ IEEE Standards Association

▪ 110+ active standards committees

▪ Over 700 active standards projects

▪ IEEE standards development is member-based in an open process

▪ IEEE, ISO, IEC, and ITU are leading international standards development organizations

▪ Standards development relies on policies and procedures

What is a technical standard?

“… a formal document that establishes uniform engineering or technical criteria, methods, processes and practices” (Wikipedia)

Issued by a respected, authoritative entity

IEEE – Computer Society and Standards Association◼ Membership based

International Standards Organization (ISO)◼ Nation-based, Software and Systems Engineering documentation

standards from JTC 1/SC7❑ National standards organizations

National organizations (BSI, DIN, Standards Bureau of Canada) Project Management Institute (Guidance) W3C (web standards) OASIS--DITA

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Why have standards?

Support interoperability

Further world trade

Promote consistent products

Basis for contracts and audits

Allow repeatable processes and process improvement

What’s your favorite standard?

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When is it really a standard?

Not proprietary, tool-bound, or vendor-specific Maintained by an accredited standards-producing

organization Open participation from all interested stakeholders The result of consensus agreement from a balance of

stakeholders, opportunity for public comment Includes good-faith response to comments and an appeals

process Voluntary—not a law or regulation

◼ Standards can be incorporated in laws, regulations, and contracts

Normative (mandatory) or guidance

IEEE participates in the global alliance for open standards

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© 2001, the above authorsthis declaration may be freely copied in any form, but only in its entirety through this notice.

Agile Manifesto, http:/www.agilemanifesto.org/

Is it a standard?

How do standards get developed?

➢ Project proposal and approval

➢ Formation of a working group

➢ Development and review of drafts by a working group or fast-track of an existing document

➢ Ballot by interested parties

o Possibility for public review and comment

➢ Revise and reballot

o 18-48 months start to publish

➢ Final review and approval

➢ Publish, maintain, sell

➢ Periodic reviews – 5 to 10 years→update, withdraw, stabilize

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Standards are developed in an open consensus process

Areas of standardization, P&P

Standards for P&P for

Principles Policies

Processes Process description

Procedures Procedures, instructions

Products and services Descriptions, specifications

People and organizations Qualification, certification

Language Controlled vocabulary

Standards are often the basis for organizational P&P as well asfor laws and regulations

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1

ACTIVITY

Name

0….*

0….*

1….*

1….*

1

1

1

The processes, with their statements of purpose

and outcomes, constitute a Process Reference

Model (PRM).

Activities are constructs for grouping together

related tasks. Activities can be considered as lower

level processes if they have purposes and outcomes

Notes are used to better describe the intent or

mechanics of a process, activity, or task.

A task is a detailed provision for implementation of a

process.

PROCESS

TASK

NOTE

Name, Purpose,

Outcome(s)

Source: ISO/IEC/IEEE 15288:2015, ©ISO/IEC, IEEE

Now: Conformance to process outcomes OR conformance to tasks and activitiesNow: Conformance to process outcomes OR conformance to tasks and activities

Standard Process Model

ISO/IEC/IEEE suite of technical communication standards-1

26511:2018 Requirements for managers of information for users of systems, software, and services

26512:2017 Requirements for acquirers and suppliersof information for users

26513:2017 Requirements for testers and assessors of information for users

26514:2008 Requirements for designers and developers of user documentation (under revision)

26515:2018 Developing information for users in an agileenvironment

Standards to help write P&PMarch 2019 13(c) Annette Reilly 2019

ISO/IEC/IEEE suite of technical communication standards-2

26531:2015 Content management for product life-cycle, user, and service management documentation

23026:2015 Engineering and management of websitesfor systems, software, and services information

15289:2017 Content of life-cycle information items (documentation) (new edition pending publication)

82079-1:2019 Preparation of instructions for use --Structuring, content and presentation (new edition pending publication)

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The 265xx standards are media- and tool-independent

Work for printed and online documentation

Independent of authoring, content management, or delivery systems

Work with metadata protocols (XML, DITA), but don’t require their use

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Information and content management –trends in standards

Was Now

Data Item Description with outline

Contents

Exhaustive list of plans, procedures, reports for every process

Information management system (dashboard and alerts); Select and agree on needed internal and deliverable documents

Documented, hierarchical design descriptions

Integrated tools tracking and hosting requirements, design models, software objects, test scripts, test results, versions, problems/defects

Multiple plans (documents) Strategy and planning

ISO/IEC/IEEE 15289 Information items

Identifies information items for each standard systems and software engineering process

Information items can be combined or subdivided

Information can be repurposed and reused throughout the life cycle

❑ Identifies purpose and content for generic types of information items: record, description, plan, policy, procedure, report, request, specification

Identifies specific contents for 74 information items aligned with systems and software engineering processes

◼ Does not include template outlines

A standard directly related to P&P

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❑ Identifies specific required and recommended content for Policies o Policies are often included in plans and procedures

o Life‐cycle policy, quality management policy (quality assurance policy).

❑ Identifies specific required and recommended content for Procedures configuration management procedure (asset management procedure,

change management procedure, release and deployment procedure),

implementation procedure, incident management procedure, information

management procedure, life‐cycle procedure, maintenance procedure,

measurement procedure, problem management procedure, quality

management procedure, supplier management procedure, test procedure,

training documentation, transition procedure, user documentation

(information for users, information for use), validation procedure, and

verification procedure.

ISO/IEC/IEEE 15289

ISO/IEC/IEEE 15289:Generic content of policy

Purpose: Establish an organization's high‐level intention and approach to achieve objectives for, and ensuring effective control of, a service, process, or management system.

A policy shall include the following elements:

a) date of issue, effective date, and status;

b) scope;

c) issuing organization;

d) approval authority and identification of those accountable for enforcing the policy;

e) authoritative references for compliance or conformance (such as policies, laws and regulations,

standards, contracts, requirements and vision or mission statements);

f) body, including objectives;

g) glossary; and

h) change history.

Policies may be communicated in various media or included in plans, procedures, specifications, or other documents. Policies are implemented through Plans and Procedures. Policies may be defined for any life‐cycle process or service process.

©ISO, IEC, IEEE all rights reserved

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The purpose is to define in detail when and how to perform certain processes, activities or tasks, including tools needed.

A procedure shall include the following elements:

a) date of issue and status;

b) scope;

c) issuing organization;

d) approval authority;

e) relationship to plans and other procedures;

f) authoritative references;

g) inputs and outputs;

h) ordered description of steps to be taken by each participant;

i) error and problem resolution;

j) glossary; and

k) change history.

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ISO/IEC/IEEE 15289:Generic content of procedures

©ISO, IEC, IEEE all rights reserved

Using P&P to manage standards development in IEEE

Division between technical content and management organizations◼ IEEE Technical societies and Standards Association

◼ Standards Committees and Working Groups managed by both

P&P based on Fundamental Principles◼ Openness and due process

◼ Equity and fair play

◼ Balance of interests and absence of domination

◼ Consensus process

“Any person with a direct and material interest who meets the requirements

of these Policies and Procedures has a right to participate by:

a) Expressing a position and its basis,

b) Having that position considered, and

c) Appealing if adversely affected.”

Oversight and audit of procedures compliance at critical stages◼ Standards Committee establishment and audit of P&P

◼ New/revision Project approval

◼ Project completion (review of balloting and comments resolution)

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P&P within governance framework

Hierarchy of governance documents◼ New York State Not-for-Profit Corporation Law

◼ IEEE Certificate of Incorporation

◼ IEEE Constitution

◼ IEEE Bylaws

◼ IEEE Policies

◼ IEEE Board of Directors Resolutions

◼ IEEE Standards Association (IEEE-SA) Operations Manual

◼ IEEE-SA Board of Governors Resolutions

◼ IEEE-SA Standards Board Bylaws

◼ IEEE-SA Standards Board Operations Manual

◼ IEEE-SA Standards Board Resolutions

Policy and procedures governance built into automated management system “MyProject”

Individual standards committee and working group P&P based on model templates

Guidance available on the website

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Model templates for Standards and P&P

Clauses: introduction, responsibilities of the group, officers, members, subgroups, meetings, voting, communication, appeals

Repeat key concepts from higher-level governance documents

Consistent structure and wording of non-modifiable clauses

Allow for variation in some aspects (scope of work, appointment/selection of officers)

Exclude technical activities not related to standards development

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Standards developmentP&P governance cycle

Higher-level bylaws and operating manuals updated as needed

P&P templates updated every two years to conform to higher-level documents

Standards Committee and WG P&P updated every 5 years after initial approval to conform to new templates

P&P reviewed by Audit Committee for authorization ofcontinuing operations

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Your turn

Questions?

Comments?

✓ Obtain standards at

✓ www.iso.org or https://ieeexplore.ieee.org/browse/standards/collection/ieee

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Getting involved with standards

Have models for your P&P, process and products

Use standards at work

Support a capability assessment

Become a standards reviewer or editor

Join IEEE-Standards Association, PMI, OASIS, W3C

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What is unique about ISO/IEC standards?

❑ Represent the efforts of experts from a minimum of 5 countries

Iteratively drafted and balloted, with all technical comments resolved

In most countries, managed by governmental standards bodies

In the US, managed by voluntary industry efforts through ANSI, not NIST

Published by ISO or IEC and widely adopted around the world

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What is unique about IEEE standards?

❑ Represent the efforts of individual experts or entities

Iteratively drafted and balloted, with all technical comments resolved

International standards focusing on a wide scope of technical areas

Apply principles of open standards development

In technical communication and software engineering, standards are jointly developed by ISO/IEC and IEEE

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