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TG3 Review Procedure Proposal

TG3 Review Procedure Proposal. NOTE: All of these recommendations do not apply to TG votes, but highly are recommended Pre-Ballot Tasks Balloting Post-Ballot Tasks. Pre-Ballot Tasks. Ballot timeframe Schedule backwards from desired processing event

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TG3 Review Procedure Proposal

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  1. TG3 Review Procedure Proposal NOTE: All of these recommendations do not apply to TG votes, but highly are recommended • Pre-Ballot Tasks • Balloting • Post-Ballot Tasks Tom Siep, TMS Consultants

  2. Pre-Ballot Tasks • Ballot timeframe • Schedule backwards from desired processing event • Get specific TG or WG pre-approval for further action if processing event is not plenary • Ballot Package • Draft • Instructions • Voter comment sheet Tom Siep, TMS Consultants

  3. Balloting • SHALL NOT change Draft during a vote • Invalidates vote • If required changes are identified,posting of notation of intent to change – this means another ballot will be required • Make sure chair (WG or TG) pings voters periodically • Requires 50% voters participation • Abstentions count towards participation • 75% approval required for Technical issues Tom Siep, TMS Consultants

  4. Post-Ballot Tasks • Triage of comments • Processing comments • Preliminary resolution • Draft Response to voter • Approval of resolution • Application of changes • Notification of Rejections/changes Tom Siep, TMS Consultants

  5. Comment Status • Comment Status • X/received • D/dispatched for consideration • A/accepted • R/rejected • Q/questioned • Response Status • O/open • W/written • C/closed • U/unstatisfied • Z/withdrawn Tom Siep, TMS Consultants

  6. Comment Flowchart (1 of 3) Tom Siep, TMS Consultants

  7. Comment Flowchart (2 of 3) Tom Siep, TMS Consultants

  8. Comment Flowchart (3 of 3) Tom Siep, TMS Consultants

  9. Triage of Comments • Combine all comments into a single file • Decide if there is sufficient information in each comment to identify target of that comment • Decide if comment is classified appropriately • Divide ballots into logical groups • Form “tiger teams” to address comments • Charge tiger team to complete processing by a definite date Tom Siep, TMS Consultants

  10. Processing comments • Ad Hoc activity • Address Technical comments first • Review triage decisions • Formulate and document decision Tom Siep, TMS Consultants

  11. Preliminary resolution • TG-level task for “controversial” decisions • One issue per slide • Problem Statement • Commenter’s proposal • Tiger team’s recommendation • Rationale for decision Tom Siep, TMS Consultants

  12. Draft Response to voter • Required for rejections • Recommended for any descriptor change • One letter per voter • Comment as entered • Response from TG Tom Siep, TMS Consultants

  13. Approval of resolution • WG/TG vote (as appropriate) • Technical issue (75% approval) • Vote format • Plenary • Interim • WG • With authorization • Letter Ballot Tom Siep, TMS Consultants

  14. Application of changes • Applied by Section Editors • Supervised by Lead Editor • WG Technical Editor available as an advisor Tom Siep, TMS Consultants

  15. Notification of Rejections/changes • Sent via email • Request for change of vote • Follow-up to WG/TG on any withdrawals of comments Tom Siep, TMS Consultants

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