Angela Ortiz Program Manager Power Engineering Society Stationary Battery Committee 26 June 2006 Charlotte, NC Overview of IEEE Standardization Process

Angela Ortiz Program Manager

Power Engineering Society Stationary Battery Committee

26 June 2006Charlotte, NC

Overview of IEEE Standardization Process

Thank you for your interest and for your contributions to the

IEEE Standards Development Process.

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

The IEEE Standards Association

An international membership organization serving today’s industries

with a complete portfolio of standards programs

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

What is my role in the IEEE Stationary Battery

Committee?

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

From an idea to an IEEE Standard? How?

Overview of Process

IDEA

Project Authorization Request

What type of documents can be developed under The IEEE-SA?

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”

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]

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 ).

Project Management

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

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.”

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

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

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

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

Project management

Delegate necessary functions Vice-Chair Technical Editor(s) Secretary Meeting Planner

Key people interact with Staff

Project managementDelegate necessary functions cont’d.

Vice-Chair Substitutes for chair when necessary Runs meeting when chair rescues self Accepts special assignments


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.


Secretary Records and circulates minutes Maintains record of minutes Circulates drafts for committee review Maintains roster Prepares and ensures distribution of agendas


Meeting Planner Estimates attendance Arranges for materials and

equipment Ensures distribution of

meeting notice

*IEEE facilities are free

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

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)

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


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.

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*


*Minutes can be as simple as a list of motions and action items.


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.


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

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)

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

Development of the Draft Standard

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.

Role of Technical Editor vs SA Project Editor

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

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

Document is Developed…So What is the Next Step?

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.

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

Sponsor Balloting Results

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.

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

RevCom Submittal

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

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

Post-Approval and Publication

It takes from 3 up to 6 months from post-approval to publication and distribution.

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.

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

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

Summary of the Process

IDEA

A Global Platform Delivering Speed, Choice and Control

Feedback, Questions?

Angela OrtizProgram Manager-Technical Program Development

(732) 562 3809

[email protected]

IEEE Standards Department

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.”

myBallot™ The better way to ballot

Accessing the myBallot system requires an IEEE Web Account: https://webapps1.ieee.org/WebAccount/Registration

https://webapps1.ieee.org/WebAccount/Registration

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?

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

https://webapps1.ieee.org/WebAccount/Recover

https://webapps1.ieee.org/WebAccount/ChangePassword

https://webapps1.ieee.org/WebAccount/Maintain

Login using your IEEE Web Account.

Accessing myBallot: Login Through myProject Control Panel

myProject Control Panel

Click on the myBallot Link

myBallot Control Panel

Click on the myBallot Link and identify the function you want/need to perform

How to Join Invitation Pools in the IEEE StandardsmyBallot system



Log onto myBallot:https://balloting.standards.ieee.org/my-site


https://balloting.standards.ieee.org/my-site

Login using your IEEE WebAccount.





Click on Enroll/Manage invitation pools

Join Invitation Pools

Select the Sponsor Society and click “continue”Select the Sponsor Committee and click “continue”

Join Invitation Pools

Fill in/verify your contact information and click “continue”

You will receive an enrollment confirmation message

How to Join a Ballot Group in the IEEE Standards

myBallot system



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Login using your IEEE WebAccount.




View & join open invitations.


Select the project number

View PAR information.

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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”