[Cesg-all] PROCEDURE FOR UPDATING WORKING GROUP CHARTERS

[Adrian J. Hooke]

>+++++++++++++++++++++++++++++++++++++++++++++++
>18-19 April: Secretariat will announce an on-line location where the 
>current Operating Plan is available for download
>19-20 April: Area Directors must disseminate the current WG/BOF charters 
>to the responsible chairs for revision to reflect current planning.
>20 April - 06 May: WG/BOF chairs must update all charters to reflect the 
>current planning and resource needs. Area Directors must approve the 
>updated charters.
>-- The Charters will contain updated GOALS, SCHEDULE, AND DELIVERABLES and 
>RISK MANAGEMENT STRATEGY (Technical Risks, Management Risks) but the 
>Resources section will be removed. Please clearly indicate the changes 
>that you make.
>-- The Resource Matrix will capture the requested FTE funding levels. 
>Please have your WG chairs indicate the overall level of effort that they 
>are requesting, in fractions of a person-year, to match the schedule. Pay 
>especial attention to getting a clear and rational estimate of the 
>resources needed between the Spring 2005 and Fall 2006 meetings. Insist on 
>reality in the estimates. If the WG chairs already know the requested 
>staffing level breakdown by Agency, please have them indicate this.
>09 May: Area Directors must assemble an Area compendium of the updated WG 
>charters and their associated resource request, and must approve them.
>10 May:  deadline for ADs to send their Area compendium of redlined 
>updated WG/BOF charters and Area Requested Resource Matrix to the Secretariat
++++++++++++++++++++++++++++++++++++++++++++++++

Area Directors: as noted yesterday by Tom Gannett, Working Group and BOF 
charters from the current draft of the CCSDS Operating Plan have been saved 
as separate files in the CESG Private Document Library within the CWE on 
CCSDS.org --

http://public.ccsds.org/sites/cwe/cesg/Documents.aspx

CWE login is required to access the files.  ADs, DADs, and WG/BOF Chairs 
who do not already have a CWE user ID and password should contact Brian 
Oliver (brian.oliver at btas.com) to obtain them.

Here's how to go about updating the Charters:

1. Instruct each WG/BOF chair to download his or her charter directly from 
the Document Library at the above link and to save a local copy.

2. Instruct each WG/BOF chair to update the local copy of the charter to 
reflect current planning in terms of Goals, Schedule and Risk Management. 
Make sure that all changes are clearly identified.

3. Instruct each WG/BOF chair to remove the Resources section from the 
charter and to create a separate "Resources Request" that matches the 
updated charter:

    a. For each major activity (e.g., technical leadership, document 
editing, technical
       review, etc.) state the requested staffing level (in fractional Full 
Time Equivalents,
       FTEs) and the duration of the support. For instance:

        -- Red Book Issue 1 editing: 0.2 FTE, July 2005 - November 2005.
        -- Red Book Issue 2 editing: 0.3 FTE, November 2005 - May 2006
        -- Red Book Issue 3 editing: 0.1 FTE, May 2006 - November 2006

    b. Pay special attention to requesting realistic resources for the 18-month
       period from July 2005 through December 2006.

    c. If specific Agency resources can be identified, name them. e.g:

       -- White Book 1 editor, Yves Doat/ESA, 0.2 FTE, July - September 2005.

    d. BE REALISTIC in terms of the resource request.

    e. Make sure that BOFs are only short-term activities that deliver a WG 
charter.
       A BOF charter should state when the WG charter will be produced and 
delivered
       for approval and it should then estimate the Goals, Schedule, Risk 
and Resources
       associated with the subsequent chartered WG, assuming that it is 
approved.

4. Have each WG/BOF return the redlined Charter and its associated resource 
request to you.

5. It is your job as Area Director to scrub the Charters and Resource 
requests and to assemble an integrated package from your Area. Once again, 
it is critical that you should clearly indicate all changes that were made 
relative to the current plan..

6. Then, by 10 May, e-mail your integrated package to Tom Gannett. Tom will 
update the online data base to clearly show all of the changes from the 
current version, and will also assemble the requested resource matrix that 
accompanies the plan.

Please speak up if you have questions.

Best regards
Adrian


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