1. Networking the World TM TRANSFORMERSCOMMITTEE Standards Development And Maintenance Presented by: Tom Prevost Standards Coordinator October 15, 2001

2. Networking the World TM TRANSFORMERSCOMMITTEE 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

3. Networking the World TM TRANSFORMERSCOMMITTEE Overview of Process Project Approval Develop Draft Standards Ballot Draft IEEE-SA Standards Board Approval Publish Standard Related Programs Resources

4. Networking the World TM TRANSFORMERSCOMMITTEE Overview of Process cont’d

5. Networking the World TM TRANSFORMERSCOMMITTEE 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

6. Networking the World TM TRANSFORMERSCOMMITTEE Project Approval Process

7. Networking the World TM TRANSFORMERSCOMMITTEE 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

8. Networking the World TM TRANSFORMERSCOMMITTEE The IEEE Standards PAR Form

9. Networking the World TM TRANSFORMERSCOMMITTEE The IEEE Standards PAR Form New PAR Revised (updated or corrected) PAR PAR for the revision of a standard Additional notes and tips

10. Networking the World TM TRANSFORMERSCOMMITTEE Sample PAR Form New PAR

11. Networking the World TM TRANSFORMERSCOMMITTEE 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

12. Networking the World TM TRANSFORMERSCOMMITTEE 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

13. Networking the World TM TRANSFORMERSCOMMITTEE 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

14. Networking the World TM TRANSFORMERSCOMMITTEE Sample PAR Form PAR Copyright Release and Signature Page

15. Networking the World TM TRANSFORMERSCOMMITTEE 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

16. Networking the World TM TRANSFORMERSCOMMITTEE 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

17. Networking the World TM TRANSFORMERSCOMMITTEE Development of the Draft Standard

18. Networking the World TM TRANSFORMERSCOMMITTEE 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

19. Networking the World TM TRANSFORMERSCOMMITTEE The process through which consensus on a proposed standard is achieved Balloting

20. Networking the World TM TRANSFORMERSCOMMITTEE 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)

21. Networking the World TM TRANSFORMERSCOMMITTEE The IEEE Standards Invitation-to-Ballot Process Forming a Balloting Group

22. Networking the World TM TRANSFORMERSCOMMITTEE  So, just what is an invitation to ballot?

23. Networking the World TM TRANSFORMERSCOMMITTEE 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

24. Networking the World TM TRANSFORMERSCOMMITTEE The Invitation-to-Ballot Process (cont.) Power Engineering/ Transformers Balloting Pool Invitation to Ballot Std XX.XX Balloting Group IEEE Standards Balloting Center Returned Invitations Invitations to Ballot are sent out to the appropriate set of persons comprising the Balloting Pool for that discipline. Those who respond comprise the Balloting Group for that specific standards project. example:

25. Networking the World TM TRANSFORMERSCOMMITTEE 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.

26. Networking the World TM TRANSFORMERSCOMMITTEE 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

27. Networking the World TM TRANSFORMERSCOMMITTEE 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 Maintaining the Ballot Pool

28. Networking the World TM TRANSFORMERSCOMMITTEE 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

29. Networking the World TM TRANSFORMERSCOMMITTEE 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

30. Networking the World TM TRANSFORMERSCOMMITTEE 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

31. Networking the World TM TRANSFORMERSCOMMITTEE 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. Creating the Ballot

32. Networking the World TM TRANSFORMERSCOMMITTEE 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: 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. Creating the Ballot

33. Networking the World TM TRANSFORMERSCOMMITTEE 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. Creating the Ballot

34. Networking the World TM TRANSFORMERSCOMMITTEE 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

35. Networking the World TM TRANSFORMERSCOMMITTEE 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

36. Networking the World TM TRANSFORMERSCOMMITTEE 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

37. Networking the World TM TRANSFORMERSCOMMITTEE 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

38. Networking the World TM TRANSFORMERSCOMMITTEE 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

39. Networking the World TM TRANSFORMERSCOMMITTEE 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

40. Networking the World TM TRANSFORMERSCOMMITTEE 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)

41. Networking the World TM TRANSFORMERSCOMMITTEE 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)

42. Networking the World TM TRANSFORMERSCOMMITTEE 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

43. Networking the World TM TRANSFORMERSCOMMITTEE Sponsor Balloting

44. Networking the World TM TRANSFORMERSCOMMITTEE Approval of the Draft Standard

45. Networking the World TM TRANSFORMERSCOMMITTEE 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

46. Networking the World TM TRANSFORMERSCOMMITTEE Post-Approval and Publication

47. Networking the World TM TRANSFORMERSCOMMITTEE 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

48. Networking the World TM TRANSFORMERSCOMMITTEE 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 /

49. Networking the World TM TRANSFORMERSCOMMITTEE 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

50. Networking the World TM TRANSFORMERSCOMMITTEE 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