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Copyright © AEA — Association of Enterprise Architects 2013 AEA Workgroup Procedures Version of 31 October 2013
Copyright © AEA — Association of Enterprise Architects Agenda What is a Workgroup? Starting a Workgroup Running a Workgroup Closing Down a Workgroup Workgroup Charter Format
Copyright © AEA — Association of Enterprise Architects What is a Workgroup? Workgroups are the means by which AEA members collaborate to achieve some outcome. The purpose of a workgroup is specified by its charter, written by the workgroup’s members. A workgroup has a chair and a secretary. This slide set proposes workgroup procedures for trial use and subsequent revision based on experience.
Copyright © AEA — Association of Enterprise Architects Starting a Workgroup Any AEA member can submit a proposal for a new workgroup via website at this link The proposal should be in the form of a draft charter for the workgroup. This draft charter can be revised by the workgroup members after the workgroup has been approved and begun working. The proposed workgroup charter format is described later in this slide set. The draft charter is submitted to the AEA staff, who will inform the membership of the proposal and invite members to join the workgroup. If 20 or more members express interest in joining the workgroup, the workgroup will be approved and the necessary resources to support it allocated. A group of less than 20 may petition the AEA staff for special consideration.
Copyright © AEA — Association of Enterprise Architects Working Sessions Workgroup working sessions must be held at least quarterly. Working sessions are expected to be virtual. A Forum will be set up to allow for open discussion and virtual meetings. Working session participants are expected to use their judgment as to whether they have enough participants to represent the concerns and interests of the AEA as a whole, and to make substantive progress. Working sessions must be scheduled and announced at least two weeks in advance, and an agenda for the working session must be distributed at least one week in advance. Working session decisions should represent the consensus of the working group members. Workgroups should resort to voting only when they cannot achieve consensus.
Copyright © AEA — Association of Enterprise Architects Chair and Secretary Within one quarter after the workgroup is approved, it must elect a chair and a secretary, by simple majority vote of the workgroup members. The chair is responsible for leading/managing working sessions and reporting workgroup progress, in the form of working session minutes, to the AEA staff. The secretary is responsible for recording working session minutes. The minutes must include participants, decisions made, action items, updated roadmap and planned outcomes/deliverables, and scheduling of the next working session. Minutes must be approved by the workgroup members and will be made available to the entire AEA membership by the AEA staff. If a workgroup misses two successive quarterly progress reports, the chair will be asked to justify the AEA’s continuing support of the workgroup.
Copyright © AEA — Association of Enterprise Architects 2013 How to Elect a Chair and Secretary: Nominations Elections for workgroup Chair and Secretary are held annually. Workgroup members may nominate themselves or another workgroup member to run for Chair or Secretary. The nomination period is open for four weeks following its announcement by AEA. Nominations are submitted to AEA though a nomination survey. AEA will confirm that the nominated person is willing to stand for election. 7
Copyright © AEA — Association of Enterprise Architects 2013 How to Elect a Chair and Secretary: Elections When the nomination period closes, AEA will announce the candidates for election. The election period will be open for four weeks. An election survey will be available to cast your vote. Only the members of the workgroup may vote in the election. At the end of election period AEA staff will announce the results of the election. The candidate receiving the highest number of votes will be elected. If only 1 person stands for a position and they are uncontested, they win the election. 8
Copyright © AEA — Association of Enterprise Architects Closing Down a Workgroup A workgroup is closed down when it has achieved its proposed outcome. The workgroup’s minutes, interim work products and deliverables will be archived for access by the AEA membership. A workgroup may decide to disband itself before achieving its proposed outcome. The workgroup’s minutes and interim work products will be archived for access by the AEA membership. A prematurely disbanded workgroup may be restarted if the criteria for starting a workgroup are met.
Copyright © AEA — Association of Enterprise Architects Charter Format A workgroup charter comprises: A statement of the problem, need or opportunity that warrants the creation of the workgroup A set of proposed outcomes or deliverables The expected benefits to the AEA membership of the outcomes or deliverables. A preliminary roadmap, to be updated continuously as the workgroup progresses, with objective milestones and an expected completion date. A description of the expertise that the workgroup needs from its members to succeed. The preferred format of a workgroup charter is a PowerPoint slide set with one slide for each of the above topics.
Copyright © AEA — Association of Enterprise Architects 2013 AEA Workgroup Charter Proposal Version of 1 August 2013.
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