Stnds_process_training.ppt - Stnds Process Training

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					TRANSFORMERS                    COMMITTEE




 Standards Development
          And
      Maintenance
            Presented by:
             Tom Prevost
        Standards Coordinator
          October 15, 2001
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 Committee currently maintains 70 standards

 Standards have five year life cycle

        Standards must be revised / reaffirmed every 5 years

 At present:

        21 Projects on revision of existing standards

        10 projects on development of new standards

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Overview of Process

 •   Project Approval
 •   Develop Draft Standards
 •   Ballot Draft
 •   IEEE-SA Standards Board Approval
 •   Publish Standard
 •   Related Programs
 •   Resources

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Overview of Process cont’d

                               Standards Development Flow Chart
             .




                                                          Reaffirm, revise,
                                                            or w ithdraw
                                                             standards

                                          Project
                 Idea!                    Approval
                                          Process


                                       Develop Draf t
                                         Standard
                                       (Working Group)
                  Maximum of
                   4 years




                                                              Maximum of
                                                               5 years
                                           Ballot
                                           Draft



                                           IEEE
                                       Standards Board
                                       Approval Process



                                           Publish
                                          Standard




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Introduction

• Staff Liaison - Naeem Ahmad (n.ahmad@ieee.org)
  Phone -(732) 562-3931
      – Answers questions about procedures
      – Along with chair, ensures that procedures are followed
      – 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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Project Approval Process
                             IEEE Standards Board
                        Project Approval Process Chart

                      Identify a
                        Sponsor


               .
                       Request
                   Information Kit
                    (Staff Liaison)                  Complete
                                                       PAR*


                                                    Submit to
                                                NesCom Secretary



                                   Minimum of
                                    40 days            PAR         No
                                                     Complete?
                                                     Yes

                                                    Reviewed by
                                                     NesCom &
                                                     Stds Board


                                                                   No
                                                     Approved?

                                                    Yes

                                                        Draft
                                                     Standard
                                                   Development
                                                    Continues



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Project Authorization Request (PAR)


    – The PAR is a legal document
       – An approved PAR serves as the work
         authorization 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
       – Copyright agreement
    – PAR is referred to when the standard is
      submitted to IEEE-SA Standards Board for
      approval


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 The IEEE Standards PAR
          Form



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The IEEE Standards PAR Form

•   New PAR
•   Revised (updated or corrected) PAR
•   PAR for the revision of a standard
•   Additional notes and tips




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Sample PAR Form




             New PAR



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When do you need to submit a revised PAR?

   • When you want to change the title,
     scope, or purpose on the PAR
   • Changing the working group chair does
     not require a revised PAR
      – Use the working group chair change form,
        as shown here and available at
        http://standards.ieee.org/guides/par/wgchg99.html




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Notes and Tips

 – NesCom will only accept PARs submitted by the
   Sponsor or Sponsor Liaison
 – Sponsor Chairs and Working Group Chairs must be
   IEEE-SA members and either IEEE or IEEE affiliate
   members
 – The title, scope, and purpose of the PAR must be
   clear to those outside of your industry--don’t use
   acronyms
 – NesCom will only approve PARS when required
   explanations are attached


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Submitting a PAR

   – Form may be mailed, emailed, or faxed
   – Hard copy of copyright/signature page must follow
     electronic submission
   – Submit form to:
      NesCom Secretary
      IEEE Standards Department
      445 Hoes Lane, P.O. Box 1331
      Piscataway, NJ 08855-1331

   – Form must be received 40 days prior to IEEE-SA
     Standards Board meeting



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Sample PAR Form


   PAR Copyright Release
     and Signature Page




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Contact Information

• IEEE Staff Liaison--NesCom Secretary
   –   Jodi Haasz
   –   Phone: +1-732-562-6367
   –   FAX: +1-732-562-1571
   –   e-mail address: j.haasz@ieee.org
• IEEE Standards Website address:
  http://standards.ieee.org
   – NesCom http://standards.ieee.org/nes/index.html



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Tips on Completing Your PAR

 • Spell out all acronyms

 • Be clear and succinct in your scope and
   purpose

 • Copyright agreement

 • Indicate coordination and method

 • Check appropriate category for document


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Development of the Draft Standard

                          Develop Draft Standard
                                   Chair
                                Appointed
                                by Sponsor


                                   PAR
                                 Approved


                                    Form
                               Working Group


                               Establish Goals,
                                 Deadline &
                                  Schedule


                                  Draft
                                 Document


           Input of             Document            Revise
             IEEE             Re-viewed by         Document
         Project Editor       Working Group
                              Technical Editor

                                             Yes
                                 Changes?

                                 No


                                   Ballot
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Tips for Draft Development

  • Develop an outline
  • 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
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Balloting



• The process through which consensus
  on a proposed standard is achieved




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The Ballot Process

•   Formation of the Balloting Group
•   Issuance of the Ballots and Draft
•   Review and Voting Period
•   Closing of the Ballot
•   Ballot Summary
•   Recirculation (if necessary)



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The IEEE Standards Invitation-to-Ballot Process



          Forming a Balloting Group




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So, just what is an invitation to
 ballot?




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The Invitation-to-Ballot Process

   • The IEEE Standards Sponsor issues a call to
     begin formation of the Balloting Group when a
     specific IEEE standards project nears the
     Sponsor Ballot stage
   • The Invitation-to-Ballot form is sent out to all
     appropriate persons comprising the Balloting
     Pool for that discipline
   • If a party is interested in participating in the
     Sponsor Ballot, the person simply replies to the
     e-mail
      – Those responding comprise the Balloting Group


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 The Invitation-to-Ballot Process (cont.)


  example:                                           Invitations to Ballot are sent
                                                     out to the appropriate set of
                           Power                     persons comprising the
                       Engineering/                  Balloting Pool for that
                       Transformers                  discipline. Those who
                       Balloting Pool                respond comprise the
                                                     Balloting Group for that
                                                     specific standards project.


       Invitation to               Returned
          Ballot                  Invitations



                                         Std XX.XX
IEEE Standards                           Balloting
Balloting Center                           Group                               Networking
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Invitation to Ballot

    • A process used to form a Balloting Group
       – For a new standard under development
       – For the reaffirmation or revision of an existing
         standard
    • An e-mail sent to members of an existing
      Balloting Pool asking if they would like to
      join an upcoming Balloting Group
       – Requests information about each person’s
         relationship to the standard
          – e.g., are they a user, producer, etc.



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The Balloting Pool

   • A database of persons grouped by an
     expressed, common interest in a specific
     area of standards activity
      – Each person’s “interests” are tracked by
        placing appropriate “codes” in their database
        record
         – Those persons with the same “interest code” form
           the Balloting Pool for that discipline
   • Anyone may request to join a Balloting
     Pool simply by notifying the IEEE
     Standards Balloting Center

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Maintaining the Ballot Pool

The individual members of your committee should be responsible for the
maintenance of their own names, and address, in the database pool. Instruct
your people to update their information at:
http://standards.ieee.org/db/balloting/ballotform.html
If they don't keep their email address current, they will not receive
invitations. Also on these webforms are hotlinks to join IEEE-SA. They do
not have to be a member to receive an Invitation but, they do have to join
if they want to ballot. Join at:
http://standards.ieee.org/sa-mem/individual.html



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The Balloting Group

  • The set of persons who ultimately
    vote on the proposed standard
     – Formed from those persons who have
       returned an Invitation to Ballot
  • By returning the Invitation to Ballot a
    person incurs and accepts certain
    obligations



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The Balloting Group (cont.)

    – First, they agree to pay the appropriate
      fees associated with balloting privileges
    – Secondly, they agree to review the
      document in question and to return their
      ballots and comments on the document by
      the specified deadline
    – Third, they agree to remain members of
      the Balloting Group for the life of the
      project

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Advantages of the
Invitation-to-Ballot Process
 • Helps ensure an open process
 • Ensures that only those who have actively
   expressed an interest in participating in the IEEE
   Standards Sponsor Ballot are actually involved
 • Reduces probability of recirculations or failed ballots
   resulting from unreturned ballots by “disinterested”
   parties
 • Ensures a balanced Balloting Group by collecting
   the proper classifications (producer, user, etc.)
 • Provides the IEEE Standards Balloting Center with
   current contact information


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Creating the Ballot
             How to ftp/upload drafts to IEEE for Electronic balloting

  A directory called "drafts" has been created in the ftp/uploads area. You can
  use this area for uploading files of the drafts. The instructions are below.

  1. Please check your draft for the following:
      Each page must be numbered in the proper order.
      Each page must have project # and draft #. ( Example: C57.12.00/D5)
      Each page must have current date.
      Complete IEEE copyright statement with current year on the first page is a
  must.
      Short IEEE copyright statement with current year in a “footer” on each
  page is a must.
      Title must be same as on approved PAR and must have the word “Draft”
  ( Draft: Title)
      Complete figures, tables and annexes at proper place.
      Only metric units are allowed in the normative portion of the standard.
  Inch-pound data may be included in footnotes/annexes. Submit necessary
  exception request to Bruce Barrow of SCC14 (301-493-4374;b.barrow@erols.com).



2. Convert your draft file to PDF.
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Creating the Ballot

General Information
1. If you are not familiar with ftp, software is available at
   http://cws.internet.com/ftp-price.html
   Netscape version 4.0 and greater also has ftp capability.

2. Most ftp software requires the following information:
   Host: stdsbbs.ieee.org
   Username: anonymous
   Password: <put your email address here>
   Directory: /uploads/drafts

3. If using Netscape browser, the URL is
   ftp://stdsbbs.ieee.org/uploads/drafts/
   Then click on "File", "Upload file" from the menu items
Naeem Ahmad, P. E.




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 Creating the Ballot


3. Send files via anonymous ftp to stdsbbs.ieee.org/uploads/drafts
Note 1: Please do NOT put spaces or special characters, such as;
        (@#$%^&*()/?,etc.) in the filenames.

Note 2: If you have many files or directories/subdirectories to upload,
        please zip them into one file (following the naming convention
        of Note 1).

Note 3: The uploads/drafts directory is not readable, so you will not
        Be able to see the contents.

4. Send an email to spa-admin@ieee.org and a copy to your staff liaison
   (n.ahmad@ieee.org) specifying the names of the files(no draft as attached file).
Note 1: Uploaded and where they belong, i.e., for balloting use.

Note 2: When spa-admin gets the email he will transfer the files to a
        directory on the home server. He will specify the directory
        name at transfer time.



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Issuing Ballots

• An e-mail is sent from the IEEE
  Standards Balloting Center to all
  members of the Balloting Group,
  consisting of
   – A hyperlink to the location of the document
      – Passwords are provided
   – A hyperlink to an on-line ballot form



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The Review and Voting Period

• A ballot will typically remain open for a 30-day
  period
• The Ballot Form will indicate a closing date, by
  which time the Ballot must be returned to the
  IEEE offices for the vote to be recorded
• Because of the 75% return requirement, it is
  very important that ballots be returned
• Ballots with negative votes must contain
  comments explaining the negative vote, and a
  proposed resolution

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Closing

• The ballot is closed on the closing date
  indicated on the ballot form (or when a
  75% return has been achieved, if not
  achieved within initial time frame
  specified)
• Ballots received after the closing date
  will not have their votes recorded
   – Comments received with those ballots are
     forwarded to the Working Group for
     consideration
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The Ballot Summary

• The Ballot Summary contains
  – A tally of the voting, along with a calculation
    of return rate and abstention rate
    percentages
  – A roster of all votes, and whether any
    comments were submitted
  – Copies of all comments that were received
  – Copies of coordination verification sheets
    and any associated comments

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Recirculation Ballots


• The results of the initial ballot may
  require a recirculation ballot if
   – Comments from the Balloting Group were
     received that result in the Working Group
     making technical changes to the draft
   – Unresolved or rejected negative votes or
     comments remain



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 Recirculation Ballots (cont.)

• Recirculation Ballots are conducted like the
  initial ballot, except
  – Voters may only comment/vote on changed areas
    of the draft
  – The review period is typically reduced to 10 days
    (plus any necessary distribution time)
  – There is no obligation to return the ballot unless
    voters wish to change their original vote
• The results of a Recirculation Ballot may
  produce additional recirculations for the same
  reasons as an initial ballot

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Additional Resources

   – Balloting Center Reports
      (http://standards.ieee.org/db/balloting)
   – FAQs -Balloting Service
     (http://standards.ieee.org/faqs/ballotserv.html)
   – FAQs - Ballot Formation
     (http://standards.ieee.org/faqs/ballotform.html)
   – FAQs - Coordination
     (http://standards.ieee.org/faqs/coor.html)
   – FAQs - Balloting
      (http://standards.ieee.org/faqs/ballot.html)



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Additional Resources (cont.)

• The IEEE Standards Companion
 (http://standards.ieee.org/guides/companion/index.html)
• IEEE-SA Standards Board Operations
  Manual
 (http://standards.ieee.org/guides/opman/index.html)
• Standards Process-at-a-Glance
 (http://standards.ieee.org/resources/glance.html)




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Response and Results of Balloting
 • Response
    – Need 75% return
    – Ballot fails with less than 75% return
 • Results
    – Need 75% approval
    – Attempt to resolve negative ballots
       – No mandate to resolve all ballots
       – After consensus (75% approval) is reached,
          establish 60- or 90-day deadline for resolution of
          comments
    – Recirculate revised draft and comments
    – Prepare report for RevCom
       – Show evidence of attempts to resolve each
          negative ballot
       – Show evidence and results of recirculation
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Sponsor Balloting

                           Ballot Draf t Chart
                                  Form t he




                 6
                 0
                 d
                 a
                 y
                 s
                                   Ballot ing
                                   Group

                                 Ballot
                                  the
                 6             Document
                 0
                 d
                 a
                 y
                 s
          .




                                  Obt ain 7 5%     No
                                  Response to
                                  Close Ballot


                             Resolv e/ Reb ut
                               Negat ive
              2 weeks to




                              Comment s
               9 months




                               Obt ain 7 5 %       No
                                Affirmat ive
                                 t o Pass
                                  Yes
                              Recirculat e Revi-
                           sions, Unresolved
                              Neg. Comment s,
                               & Rebut t al
                 3
                 0
                 d
                 a
                 y
                 s




                                Maint ain           No   Ballot Fails
                              Minimum 7 5 %
                                                         St art Over
                              Affirmat ive?

                            Yes


                             Draft St andard
                                 Approval
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Approval of the Draft Standard




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    How to Complete a Successful RevCom Submission

     CONTACT: RevCom Secretary, +1 (732) 562-3806
      – Review Committee (RevCom) recommends action
        to the Standards Board
•    Submittal must match information on PAR
•    When is a revised PAR necessary?
      – Any substantive change, i.e., scope, title, patented
        material, or change of working group chair
•    Proof of coordination needed
•    Explanation for
      – Change of name of coordinating body
      – Additional coordination

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Post-Approval and Publication




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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
• Some families of standards published as
  collections                                          Networking
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Related Programs

• IEEE Press: Standards Information Network

• On-site Seminars
     – Promote understanding of standards
     – Ease use of standards

• Other Leadership Training—Module Series
  presentations

• Main Web site address:
  http://standards.ieee.org/

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Resources

 •   IEEE-SA Standards Board Bylaws
 •   IEEE-SA Standards Board Operations Manual
 •   IEEE Standards Companion
 •   IEEE Standards Style Manual
 •   Working Guide for Submittal of PAR and PAR
     Form
 •   Working Guide for Submittal of Proposed
     Standards and Submittal Form
 •   IEEE Standards Bearer
 •   IEEE Standards Catalog
 •   IEEE Standards Annual Activities Report

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Electronic Resources

      – Web
          – http://standards.ieee.org/
          – Public and private areas available for IEEE standards
            working groups
      – FTP
          – stdsbbs.ieee.org
          – Quick file transfers to editorial staff
      – Mailing lists
      – Electronic mail—first initial.last name@ieee.org
      – Contact the Electronic Services group at spa-
        admin@ieee.org




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