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

Thank you for your interest and for your contributions to the IEEE Standards Development Process.

Overview of Process l Standards Association (SA) and its Relationship with The IEEE l Project Approval l Project Management l Develop Draft Standards l Role of IEEE-SA Editor vs Working Group/Project Editor l Ballot Draft l IEEE-SA Standards Board Approval l Publish Standard l Resources

The IEEE Standards Association An international membership organization serving today’s industries with a complete portfolio of standards programs

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: l Answers questions about procedures l Along with chair, ensures that procedures are followed l Acts as a bridge to the IEEE-SA and its standing boards l Keeps you informed l New products l New services l Policy changes l 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” l Recommended Practices l Documents in which procedures and positions preferred by the IEEE are presented Generally characterized by use of the verb “should” l Guides l 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: l The PAR is the authorization of work by the IEEE-SA Standards Board l 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 FAX

Tips on Completing Your PAR l Spell out all acronyms l Be clear and succinct in your scope and purpose l Define appropriate type document (Standard, Recommended Practice and Guide ).

Project Management

Project management 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

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 l Establish the role of the working group chair l Appointed by Sponsor l Term and succession planning l Is there life after publication? l Corrigenda l Amendment l Revision l Reaffirmation l interpretation

Project management Establish the role of the chair l Keeps group focused on goal—a finished standard l Appoints other officers of working group l Delegates assignments l Plans and continually reviews work and meeting schedules l Ensures that group follows rules in IEEE-SA Standards Board Operations Manual l Ensures that all members have equal opportunity to voice their opinions l Communicator both within and outside the working group l Follows up on all details through publication of approved standard l Seek out active, expert participants

Project management l Form the working group l Encourage worldwide membership l Members and non- members of IEEE- SA may participate l Strive for broad representation of all interested parties l Does not bias discussion

Project management l Establish calendar l Select location and dates in combination with related standards groups or technical meetings l Allow meetings to last at least one day l Notify affected IEEE Section l Give sufficient notification (at least 30 days) via formal meeting notice l Large groups should plan dates one year in advance

Project management l Delegate necessary functions l Vice-Chair l Technical Editor(s) l Secretary l Meeting Planner Key people interact with Staff

Project management Delegate necessary functions cont’d. Vice-Chair l Substitutes for chair when necessary l Runs meeting when chair rescues self l Accepts special assignments

Project management Delegate necessary functions cont’d. Technical Editor(s) l Brings together all aspects of the emerging draft l 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.

Project management Delegate necessary functions cont’d. Secretary l Records and circulates minutes l Maintains record of minutes l Circulates drafts for committee review l Maintains roster l Prepares and ensures distribution of agendas

Project management Delegate necessary functions cont’d. Meeting Planner l Estimates attendance l Arranges for materials and equipment l Ensures distribution of meeting notice *IEEE facilities are free

Project management l Set goals and deadlines l Projects are authorized for four years via PAR l Establish milestones l Draft development (set deadline) l PARs, draft submittals must reach the IEEE Standards Department five weeks before the next IEEE-SA Standards Board meeting l Schedule appropriate time for balloting and ballot resolution

Project management Manage your meetings l Meeting announcement l Gives public notice l Essential to ensure due process and openness l Make available to all known materially affected parties l Provide adequate advance notice (> 30 days; 1 year preferred)

Project management Manage your meetings cont’d. Agenda l A list of the objectives for the meeting l Distribute with all available handouts before the meeting l Allocate approximate time for each item on agenda l Identify speaker for each item

Project management Manage your meetings cont’d. Participation l IEEE meetings can operate according to Robert’s Rules of Order l A quorum is needed before business can be conducted l All IEEE Standards working group meetings are open* *Open means that any interested party can attend an IEEE meeting.

Meeting management techniques l Start and end the meeting on time l Review and modify agenda first l Everyone is entitled to speak once on a topic l If time and topic permit, participants may speak again on the same topic l Chair must be objective l Chair cannot make motions l Chair can entertain motions l Chair cannot bias discussions l Ask for volunteers or assign ad hoc committees l Minutes must be written, approved, and distributed after each meetings* Project management Manage your meetings cont’d. *Minutes can be as simple as a list of motions and action items.

Project management Manage your meetings cont’d. Meeting management techniques l Assign tasks evenly l Establish deadlines for tasks l Follow up to ensure deadlines are met l Summarize action items—add to minutes l Group evaluation of its own performance at end of meeting* *This is a suggestion as a method to improve the conduct of meetings.

Project management Manage your meetings cont’d. Managing conflict* l Anticipate areas of concern and plan how to deal with them (Consult with IEEE-SAStaff) l Allow all sides to speak l Announce and stick to time limit l Identify areas of agreement and isolate areas of disagreement l Poll the group when all parties have had an opportunity to express their views l Schedule additional sessions if necessary *Facilitation is very important in managing a project when you want to avoid conflict

Project management l Avoid Copyright, Trademark, and Patent Obstructions l Before incorporating outside material into your draft l Get permission letters to use previously copyrighted figures, charts, and/or text l Obtain patent permission letter of assurance l Identify and footnote trademarked terms l Chair shall periodically ask if there are any Intellectual Property Rights (IPR) issue Start early l These steps take time l 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 l Develop an outline l Use IEEE Template l Assign writing among working group members l Technical editor gathers inputs and ensures technical consistency l Avoid writing document in meetings* l Working with an IEEE Project Editor speeds the project l Refer to IEEE Standards Style Manual for document structure *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: l Brings together all aspects of the emerging draft l Ensures a consistent tone throughout the document l Works with IEEE style guides l Populates IEEE-SA templates l Works specifically on maintaining the draft standard l Works with the IEEE-SA editor to address any issues during draft development

Role of the SA Project Editor The SA Project Editor advises working groups about: l IEEE style (Style Manual) l Publishing norms and accepted practices l Editorial requirements for consensus documents l Applications and graphics (Word, FrameMaker, SGML, graphics styles) The IEEE-SA editor also: l Supplies style templates and style guidance l Offers mandatory editorial coordination (MEC) l Flags copyright issues for follow up by working group chair l Creates all drafts pre-approval. l Assists working group chair in pre-publication review of proofs l Enables efficient post-approval publication

Document is Developed…So What is the Next Step?

Sponsor Forms a Balloting Group l Need to issue invitation to ballot* l Specifies responsibilities of balloters l Requests classifications (P, U, G) l Ballot Group has to be balanced l No one interest category can be 50% or more l Once balloting begins, the balloting group remains static l 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 l Response l N eed 75% return l Results l Need 75% approval (of the returned rate) l Attempt to resolve comments marked must be satisfied (MBS) l After consensus (75% approval) is reached, establish day deadline for resolution of comments l Recirculate revised draft and comments

Sponsor Balloting Results

Comment Resolution: Initial Ballot Closed, So? Resolution of comments, objections, and negative votes: 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? l 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. l Comments from mandatory coordination: SCC14; Editorial and comments marked “must be satisfied” (MBS), need to be responded to and recirculated. l 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 l Submittal must match information on PAR (Title & Scope in PAR must match those in the draft document) l When is a revised PAR necessary? l Any substantive change, i.e., scope, title, patented material l Proof of mandatory coordination l 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 RevCom Working Guide for Submittal of Proposed Standards RevCom Conventions

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

Post-Approval and Publication l IEEE Project Editor l Does final copy edit of text l Ensures that technical integrity of document is maintained l Formats electronic text into proofs l Committee review l Correction l Publication l 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 l IEEE-SA Standards Board Operations Manual: l IEEE Standards Companion: l IEEE Standards Style Manual and Draft Templates: l Working Guide for Submittal of PAR and PAR Form l Working Guide for Submittal of Proposed Standards and Submittal Form

Electronic Resources l Public and private areas available for IEEE standards working groups l Mailing lists l Electronic mail—first initial.last l Contact the Electronic Services group at standards.ieee.org/resources/development/index.html

Summary of the Process IDEA

A Global Platform Delivering Speed, Choice and Control Feedback, Questions? Angela Ortiz Program Manager-Technical Program Development (732) 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 l Accessing the myBallot system requires an IEEE Web Account:

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:

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 Standards myBallot system

myBallot™ The better way to ballot l Accessing the myBallot system requires an IEEE Web Account: l Log onto myBallot:

Login using your IEEE WebAccount. Accessing myBallot: Login Through myProject Control Panel

myProject Control Panel Click on the myBallot Link

myBallot Control Panel 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

myBallot™ The better way to ballot l Accessing the myBallot system requires an IEEE Web Account: l Log onto myBallot:

Login using your IEEE WebAccount. Accessing myBallot: Login Through myProject Control Panel

myProject Control Panel Click on the myBallot Link

View & join open invitations. myBallot Control Panel

Select the project number View PAR information. Show/Join Open Ballot Invitations 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”