[Cesg-all] Spring 2005: procedure for getting things approved

[Adrian J. Hooke]

The Athens meeting is a bit unusual because it isn't followed by a meeting 
of the CCSDS Management Council (CMC). This gives us an opportunity, I 
believe, to tighten-up and unify the process by which work flows towards 
the CMC for approval.

Here's how things should proceed for the Spring 2005 meetings:

AT THE SPRING 2005 MEETING:

1. WGs and BOFs should meet and prepare draft Resolutions and Action items. 
[As a reminder, a Resolution says "what needs to be done" and an Action 
Item says "here's how to do it". A single Resolution may spawn more than 
one Action Item.]

2. Each proposed Resolution and Action item from a WG or BOF that needs 
external approval should be sent to the Area Director using one of the 
official CCSDS archived mailing lists. [They can also be summarized on 
viewgraphs or in meeting minutes, but it is important to use an archived 
mailing list to record each distinct request for action.] The Area Director 
will hold Area meetings as necessary to understand the requests and to 
resolve any cross-WG issues.

AFTER THE SPRING 2005 MEETING:

3. The Area Director will then assemble a set of proposed Resolutions and 
Action Items that need CESG approval.

4. The Area Director will send each discrete proposed Resolution and Action 
item to the CESG using the official ("CESG" or "CESG-all") archived mailing 
list. [They can also be summarized on viewgraphs or in meeting minutes, but 
it is important to use the archived CESG mailing list to record each 
distinct request for approval/action.

5. The CESG will discuss each discrete request from an Area Director, using 
a CESG archived mailing list, and will conduct archived electronic ballots 
as necessary to reach consensus on a specific course of action.

6. The CESG chair will then transmit the CESG's recommended course of 
action to the CMC, again using an archived mailing list.

For those of you who feel ambitious, you might like to further experiment 
with the trial numbering system that was suggested in Fall 2004; it's 
actually pretty simple and it's explained below. I'll let the Secretariat 
folks decide if they want to formalize this.

Best regards
Adrian

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TRIAL RESOLUTION + ACTION ITEM NUMBERING SYSTEM:

The taxonomy for numbering CCSDS Resolutions and Action Items is designed 
to maintain a unique number for each item while permitting each item to be 
tracked all the way through their WG-Area-CESG-CMC life-cycle.  Area items 
forwarded to the CESG and on to the CMC shall adhere to this taxonomy for 
action items and resolutions. It is recommended that WG-level should use 
this taxonomy to maintain traceability of actions or resolutions elevated 
to the CESG and higher.

1. At the WG level of assignment, an item would receive a unique number 
based on specified format indicating the WG meeting Resolution (R) or 
Action Item (A) designation, the meeting by year and month and a sequential 
number for that meeting.  The assigned number would have the following format:

[WG-R/A-YYMM-nnnn]  e.g., for Spring 2005 that's [WG-R/A-0504-nnnn]

For example, [SMC-R-0504-003] would indicate SM&C Working Group 
Resolution#3 from the Spring 2005 meeting.  This taxonomy allows for 
meetings at times other than the scheduled spring and fall meetings and 
permits easy sorting.

2. An Area forwarding a WG item to the CESG would amend the forwarded item 
by adding the Area designation to the WG item:

[AREA-WG-R/A-YYMM-nnnn]

If the Area meeting independently generates the item, the WG designation 
would not be present in the tracking number:

[AREA-R/A-YYMM-nnnn]

Using the example above, the MOIMS Area would forward the SM&C resolution 
using the tracking number:

[MOIMS-SMC-R-0504-003].

3. Actions or Resolutions may be encapsulated at the CESG level with the 
following taxonomy:

[CESG-R/A-MMYY-nnnn][AREA-WG-R/A-YYMM-nnnn]
               or
[CESG-R/A-MMYY-nnnn][AREA-R/A-YYMM-nnnn]
               or
[CESG-R/A-MMYY-nnnn]

Using the example above, the MOIMS resolution could be encapsulated in a 
CESG resolution as:

[CESG-R-0504-001][MOIMS-SMC-R-0504-003]

which would represent a CESG Spring (April) 2004 Resolution 1 encapsulating 
MOIMS Spring (April) 2005 SM&C
Working Group Resolution#3.

4. Further encapsulation of actions or resolutions may be captured as they 
are elevated to the CMC level by continuing the pattern as follows:


[CMC-R/A-YYMM-nnnn][CESG-R/A-YYMM-nnnn][AREA-WG-R/A-YYMM-nnnn].

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