IEEE Board of Governors Meeting December 6, 2002

1. IEEE Board of Governors MeetingDecember 6, 2002 Ronald F. Silletti IBM Corporation 914-765-4373 silletti@us.ibm.com

2. Objectives • What is a US TAG • Provide a status of the INCITS transition • Current Activities • Background Information • Discuss what approaches IEEE might take…

3. US Technical Advisory Groups (TAGs) • Similar to Accredited Standards Developers, U.S. TAGs to ISO are accredited by ANSI and must follow the Institute’s cardinal principles of openness, balance, due process and transparency. • U.S. TAG accreditation requirements are contained in the ANSI Procedures for U.S. Participation in the International Activities of ISO (ANSI International Procedures) • ANSI sets policy for U.S. TAGs because the Institute is recognized as the official U.S. member of ISO and, through its U.S. National Committee (USNC), is the official U.S. member of IEC

4. Responsibilities of U.S. TAGs • TAGs determine U.S. positions on matters arising before international technical committees and subcommittees • TAGs submit US contributions to international technical committees and subcommittees • TAGs determine U.S. delegations to technical committee meetings • All U.S. positions developed by a TAG must be submitted to the relevant ISO committee by ANSI or to an IEC committee by ANSI’s USNC.

5. Transition Team Report Current Activities

6. Goal and Vision INCITS’s objective is to become recognized as the premier global standards developing organization focused on Information and Communications Technology (ICT) standards and public policy. INCITS provides both policy and technical direction as customer requirements shift to network computing solutions based on open systems. INCITS is the primary U.S. focus of standardization in the field of ICT, encompassing storage, processing, transfer, display, management, organization, and retrieval of information. As such, INCITS also serves as ANSI's Technical Advisory Group for ISO/IEC Joint Technical Committee 1. JTC 1 is responsible for International standardization in the field of Information Technology.

7. Executive Board (Consensus Body / US TAG to JTC 1) • Large/Small Business • User Groups • Government • Academia • Major/Minor SDOs • Consortia • Advisory Standards Development Board Standards Policy Board Technical Committees Compound TAGs Marketing and Recruitment Board Committee Long Range Planning Board Committee Finance Board Committee Procedures Board Committee

8. Executive Board Assumptions • Consensus body for the organization • Serves as TAG to JTC 1 • Makes final decisions for the organization • New categories of membership for balance • business (large/small businesses and consultants • non-business (government and major/minor SDOs) • special interest (user, academic, consortia) • Meets in Plenary four times per year • Requires dedicated Secretariat Staff

9. Executive Board • Protect accreditation and maintain a level playing field • Ensure the efficiency of the organization • Attract the broadest possible community of interest • Create an environment that fosters the introduction of new work and relevant technologies • Socialize the value of the organization to the ICT community • Prepare and maintain a long range business plan for the long term viability of the organization • Provide delegates to JTC 1 level meetings • Approve delegations to JTC 1 level meetings • Develop US delegates' instructions for JTC 1 level meetings • Harmonize recommendations developed by the Standards Development Board (SDB) and Standards Policy Board (SPB) • Approve contributions on JTC 1 level activities

10. INCITS Boards • Standards Development Board (SDB) and Standards Policy Board (SPB) • Have elected Chairs • Meetings at same venue as Plenary • Make recommendations to Executive Board • Require dedicated staff resource (minutes, agendas, meeting announcements, etc.)

11. Standards Policy Board • Recommend delegates to JTC 1 Meetings • Provide recommendations that result in coordinated U.S. positions on international matters • Provide recommendations that position INCITS to best influence JTC 1's future

12. SPB to accomplish • Identify and develop methods for rapid international adoption of ICT standards • Find, facilitate and promote opportunities for international collaborative ICT standardization activities that enhance ICT interests • Monitor and determine impact of relevant global policies and make recommendations accordingly • Define and implement methods for INCITS to collaborate with other organizations on technology policy issues • Identify and determine how to form international alliances, partnerships, joint projects, etc. • Create a coexistence strategy with consortia and other SDOs • Investigate expansion of scope to include all of ICT

13. Standards Development Board • Create and promote internally developed standards (TCs, CTs) • Adopt and promote externally developed specifications • Enable collaboration with other SDOs and consortia • Create and agree to methodology for new work identification

14. SDB to accomplish • Develop, review and approve draft proposed standards, including American National Standards (dpANS), Technical Reports (TRs), New Work Item Proposals (NPs), Committee Drafts (CDs), Draft International Standards (DISs), Final Draft International Standards (FDISs), Publicly Available Specifications (PAS), and International Workshop Agreements (IWAs). • Make recommendations to the Executive Board regarding the appointment of officers in all Subgroups reporting to the Standards Development Board and any recalls of officers as needed. • Maintain current approved standards and respond to requests for standardization within its scope. • Avoid conflicting standards but not preclude development of families of standards. • Minimize duplication of standards through the creation of appropriate liaison and coordination mechanisms among the standards subgroups of the Standards Development Board and with other standards bodies having common interests. • Provide the opportunity to participate in the standardization process for all those know to be or who indicate they are directly and materially affected by the Standards Development Board scope. • Make recommendations to the Executive Board regarding the creation and disbandment of management groups, technical committees and task groups necessary to accomplish the standards work of the Standards Development Board and the Executive Board. • Oversee the responsibilities delegated to Subgroups to sever as Technical Advisory Groups (TAGs) to Subcommittees (SCs), Working Groups (WGs), other working groups and projects of ISO/IEC JTC 1, upon direct assignment of responsibility by the Executive Board. • Maintain the [RD-5, Project Proposal Guide],and [RD-6, TC Annual Report Guide]

15. Transition Team Report Background Information

16. Meetings Held736 Man Hours

17. INCITS Letter Ballot Passed • approval of new organization as contained in IT/02-0681 • pg 15 mission/vision bullets to be clarified • pg 17 organizational chart (changed names of two boards) • pg 18 membership categories • pg 19 prerequisites for membership on SDB and SPB • pg 24 financial model • pg 27 timeline (met); on track for December 1 as legal date

18. Name of Organization • Assigned name of INCITS to the new organization • New direction is consistent with recent international expansion • Message --- build on 40 years of technical success; progress through new, strong collaboration • Avoids expending unavailable resources • No alternatives presented

19. Financial Discussion • Met with Rhett Dawson on September 26th • ITI agrees to provide same information as received by ITI Executive Committee • Summarization of issues affecting income and expenses • Provided on a quarterly basis • Agreed to have single reserve account • Reserve account to be between 40 - 60% of operating budget • Finance Committee will provide input to ITI

20. Procedures • Made only those changes necessary to support the new structure • Incorporated the MOA into the procedures (verified viability with ANSI staff) • First round of review and comment closed November 4th • Comment resolution occurred at transition meeting this weekend • New version to be distributed for second review and comment on November 20th for comment resolution on January 7/8 • Formal approval to be conducted during inaugural meeting

21. Letter Ballots • To ensure membership is clearly delineated, all open letter ballots will be closed by February 9, 2003 • Any urgent letter ballots (or reconsideration issues) will be handled on the EB agenda in February • New letter ballots will begin week of first meeting

22. Training Program • Continue to move toward online training • Development on hold until new procedures approved • In interim, staff conducting training sessions

23. Start-up Officer Elections • Eight elected positions (EB Chair and VC, SPB and SDB Chairs, Board Committee Chairs) • Initial process will allow individuals to respond to multiple calls conducted simultaneously • If only one candidate, requires majority approval • If more than one candidate, victor will have the most votes (plurality) • All positions will have a 30 day call for volunteers with an accelerated 15 day letter ballot • If candidates come forward for all positions -- • EB, SDB, and SPB officers in place by April 5th (prior to second meeting) • Board Committee officers in place by May 4th

24. First Meeting • February 10 - 14, 2003 - location TBD • INCITS EB, SDB, and SPB co-chaired by JTC 1 TAG Chair and INCITS Chair • Voting membership will be all existing members of JTC 1 TAG and INCITS, together with new participants who attend the inaugural meeting and request voting rights • Draft agendas already created, encourage new items for consideration

25. Board Committee Assumptions • Have elected Chair • Meeting schedule independent of Plenary • Make recommendations to Executive Board • No dedicated staff resource (Committee takes minutes, prepares agendas, meeting announcements, etc.) • Staff participate as ex-officio

26. Finance Board Committee • Review financial results (budget and actual) of the INCITS secretariat and the ANSI international program • Make recommendations on INCITS secretariat service fees • Recommend budgets for the INCITS secretariat and the JTC 1international program • Make recommendations on the finance aspects of acquisition, retention and divestiture of the JTC 1 secretariat • Make recommendations on the finance aspects of hosting of JTC 1 plenary meetings • Make recommendations on and monitor financial aspects associated with new services and requirements • Maintain the [RD-5, Secretariat Services]

27. Procedures Board Committee • Draft and recommend to the Executive Board and ITI the procedures for operation of INCITS and its subgroups ( [RD-2, Organization, Rules and Procedures]), assuring they comply with ANSI procedures and INCITS policies. Amend them as necessary. • Respond to requests for additions, changes, deletions, or new developments to the procedures. • Review procedures changes originated outside of Procedures Board Committee prior to ballot by the Executive Board to ensure compliance with [RD-2] and ANSI requirements. • Circulate proposed changes, modifications, and enhancements to affected subgroup(s) for preliminary review and comment. • Render interpretations on procedural issues. Maintain a record of interpretations. Consider these for future incorporation into appropriate procedure documents. • Review and approve any internal operating procedures developed by IOEs to ensure compliance with this document. • Maintain and recommend to the Executive Board changes to the [RD-1 Policies and Guidelines], [RD-2, Organization and Procedures], [RD-3, Officers' Guide].

28. Marketing/Recruitment Board Committee • Development of the content of collateral and responsible for helping the organization use it well • Preparation of programs and activities that retain and recruit members • Identification and solicitation of leads on prospective members and opportunities to make presentations to prospects • Act as the core of the speaker's bureau, both by creating the presentation abstracts that can be pitched and targeting the appropriate people to make presentations • Evaluate trade show, symposium and seminar opportunities • Based upon input provided by the Standards Development Board, the Standards Procedures Board and the Executive Board Committee yearly reviews, the Marketing/Recruitment Board Committee will prepare the INCITS Year-In-Review. The INCITS Year-In-Review will serve as a PR/marketing tool that highlights the organization's yearly achievements.

29. Long Range Planning Board Committee • Develop and maintain the Long Range Plan for the Executive Board. • Recommend to the Executive Board standardization areas to pursue, maintain, and/or abandon. • Monitor (e.g., study, evaluate, assess) trends and status of the following: • External Factors: as a means to identify candidate areas of standards development: • technology (e.g., JTC 1 technology watch activities) • other groups that develop related standards • Internal Factors: as a means to assess the organization's capabilities: • project activity (e.g., new project starts, development cycle duration) • participation • organization • standardization life cycle

30. Reference Documents • RD-1, Policies and Guidelines – Maintained by the Procedures Board Committee • RD-2, Organization and Procedures – Maintained by the Procedures Board Committee • RD-3, Officers Guide – Maintained by the Procedures Board Committee • RD-4, Secretariat Services – Maintained by the Finance Board Committee • RD-5, Project Proposal Guide – Maintained by the Standards Development Board • RD-6, TC Annual Report Guide – Maintained by the Standards Development Board

31. Transition Team • Meeting January 7/8, 2003 • Will respond via email and teleconference to staff concerns • Will remain in place through April meeting for consultation