Co-Chair Handbook Information

Co-Chair Welcome

Thanks so much for serving as an HL7 Co-Chair. We’ve created this wiki to make it easier to find items you may need. Over time we plan to add webinars to provide “on demand” instructions. We’ve included a link to the current Co-Chair Handbook in case you prefer a .pdf document. If you have not had a chance to attend the co-chair training at a Working Group Meeting, the New Co-Chair Training slideshow may be informative.
Suggestions for improvements/corrections to this document should be sent to the Associate Executive Director of HL7 (Karenvan@hl7.org) and the Co-chairs of the Process Improvement WG, or enter your suggestions at PIC:COCHAIRS using the template provided or email the PIC List Service (pic@lists.hl7.org)

Read Me

The HL7 Bylaws and GOM contain information for governance of the organization, but also contain guidance on Work Groups, balloting, etc., especially found in the Governance and Operations Manual (GOM).

• The Bylaws is a static document and requires an administrative vote by HL7 membership to alter.
• The GOM is a dynamic document; any HL7 member can suggest a change by emailing goc@hl7.org The GOM is updated three times per year.
• For the most current organization chart with explanation of Steering Divisions (SD), WGs, and Board appointed committees please refer to the Organization and Process documentation which can be found in the Organization and Process presentation
• See the Co-chair Utility Page/Procedures for more useful links

HL7 Governance

• ANSI Essential Requirements
• Bylaws
• HL7 Governance and Operations Manual (GOM)
• The HL7 Essential Requirements: Due Process Requirements for HL7 American National Standards (HL7 ER) – may be updated three times a year

Process Management/Document Approvals

ITEM	Frequency	WG approval required	SD approval required	TSC approval required	Comment
M&C	Every 2 years	Yes	Yes*	No	At least every 2 years or more frequently as change happens. *If existing M&C is ratified without changes, notification to SD and HQ is sufficient; re-approval by SD not needed
SWOT	Every 3 years	Yes	No	No	At least every 3 years or more frequently as change happens.
DMP	Every 3 years	Yes	No	No	At least every 3 years or more frequently as change happens. After approval send to PIC for review and Lynn@HL7 dot org for publication
Project Scope Statement (PSS)	Once*	Yes	Yes	Yes	"If FHIR-related PSS, also needs FMG approval simultaneous with SD *Review and reapproval after 5 years"
PSS update for DSTU going Normative	Once	Yes	No	Yes	Triggers notification to ANSI; starts 18-month clock to ballot
NIB	Each cycle balloting	Yes	No	No
Publication request	Once	Yes	No	Yes	For Normative, Informative, DSTU, or unballoted DSTU update
Withdrawal of balloted project	Once	Yes	No	Yes
Close of project never balloted	Once	Yes	No	No	Notify PMO to close project
Errata publication	Once	Yes	No	No	Use publication request form and submit to the CTO (John Quinn) and Director of Technical Publications (Don Lloyd)

Facilitator Responsibilities

• Facilitators Summary of Expectations
• Vocabulary Facilitator Responsibilities
• Steering Division and Project Facilitator Responsibilities.

Cycle deadlines

Co-Chair calendar:

• 2014-09-26 WGM room request deadline - see Request Form
• 2014-09-28 New Project Scope deadline for 2014Sep ballot cycle (http://www.hl7.org/permalink/?ProjectScopeStatement)
• 2014-10-03 Meeting minutes posting deadline (http://www.hl7.org/permalink/?UploadMinutes)
• 2014-10-10 Post-WGM Effectiveness survey for 2014Sep
• 2014-10-10 Deadline to notify HQ of additions/changes/corrections to co-chair openings
• 2014-10-19 Initial Harmonization Proposal Submissions due midnight Eastern
• 2014-11-02 Notification of Intent to Ballot (NIB) Deadline (http://www.hl7.org/permalink/?NIB)
• 2014-11-09 Final Harmonization proposal submissions due midnight Eastern
• 2014-11-18 to 2014-11-20 Harmonization Conference Call
• 2014-11-16 Initial content deadline for 2015Jan ballot
• 2014-11-21 Post your WG agenda link on the WGM Information page
• 2014-11-21 WG co-chair nominations for 2015Jan close - see Co-Chair_Election_Schedule
• 2014-11-23 Ballot preview opens
• 2014-11-30 Reconciliation deadline for ballot in 2015Jan, send notice to voters (and submit publication requests when ballots completed )
• 2014-11-30 Supporting content deadline: all supporting V3 content due; V2.7 final content due
• 2014-12-07 Final Content Deadline
• 2014-12-11 Ballot pool signup closes BEFORE THE BALLOT OPENS
• 2014-12-12 Ballot opens
• 2015-01-02 Deadline to request presentation at the cochairs dinner/meeting and provide draft presentation

Ongoing:

• Review (interim) WGH and notify Lynn of changes to Mission and Charter, DMP, SWOTs for WGH
• Review interim PBS Metrics and notify Dave Hamill of changes to 3-year plans, closing projects for PBS Metrics
• press release forms at http://www.hl7.org/documentcenter/public/utilities/Press%20Release%20Request%20Form.doc
• Updates to Facilitator List

Resource Categories

Ballot Management	Project Management	Publishing
Active Ballots with No Reconciliation Package Posted Ballot Comment Amalgamation Macro Ballot Desktop Ballot QA processes/checklist Ballot Resolution Best Practices wiki page Current Ballot Cycle Planning Page HL7 DSTU Comments site DSTU Update vs. DSTU Reballot Guidance Electronic Ballot Chart information on each level of balloting Guidelines for Constructing Ballot Document Titles Harmonization Proposal Template HL7 Ballots- Voting Made Easy Notice of Intent to Ballot (NIB) form Out of Cycle Ballot Request Form Out of Cycle Ballot Criteria Peer review process RIM Project/Ballot Withdrawal Template Publication Request Template Recirculation Request Template TSC Guidance on Re-balloting TSC guidelines on informative vs normative V2 Substantivity Guide	CDA proposed changes tracker GForge Homebase Project Request Template HL7 Document Cover Page Template HL7 Searchable Project Database Peer Review Forms Peer Review Presentation Project Insight (project management tool) Project Insight Tip Sheet Project Services HL7 Electronic Ballot Charts Project Schedule Templates PMO Tutorial Project Insight Overview (webinar) Project Approval Process Project Health (Projects, Ballots, and Standards Metrics, or PBS Metrics) PBS Metrics Guidance for Steering Division Review Project Life Cycle for Product Development (PLCPD) Project Scope Statement (PSS) Template V2 proposed changes tracker Wiki Project Page Template Wiki	HL7 Document Cover Page Template Publication Request Template for Normative, Informative, DSTU (and extensions/updates), and errata Publishing Calendars and Schedules Publishing WG web page V3 Publishing Facilitator's Guide V3 Publishing “How to” Documents DSTU Publishing and Extension Request Guidance Process for requesting publication of errata HL7 V2 Style Guide
Work Group Management	Working Group Meeting (WGM) Management	Other
Generic Checklist for WGM preparation Agenda template in Excel wiki version of Agenda Template Agenda icons Attendee template Board Liaison Report Template Decision Making Practices (DMP)Template Facilitators List Facilitators Summary of Expectations Meeting Room Request Form Minutes template (Website) Wiki Minutes template and help file Three Year Plan Guidelines Time and Date conversion for scheduling conference calls TSC Wiki Work Group Health Monitoring checklist Work Group Health document links and definitions Work Group Health Organizing Document Summary WG Mission and Charter Guidelines	3 Year Plan Guidelines Calendar schedule of upcoming WGMs Change Control Process using HL7 Project Homebase (needs updating) Conference Call Calendar HL7 Mobi App Out of Cycle Meeting Request Project, Ballot, Standards (PBS) Metrics PBS Metric Guidance for Steering Division Co-Chairs Roberts Rules Robert's Rules on-line web site (complete) Robert's Rules web site (overview) Robert's Rules that apply to Committee Co-Chairs Template for Work Group Decision Making Practices WGM Agenda Template including WGM Agenda session icons ((business, reconciliation, technical) WGM Attendance Template Template for Work Group Dissolution Template for creating New Work Group Work Group Health Post WGM Survey for cochairs for 2014May Upload Work Group Meeting Minutes Upload and catalog documents to the HL7.org web site	First Time Attendee Presentation Travel Expense Reimbursement Form Copyright AssignmentForm to assign copyright to HL7 for tutorial materials. Document Center (brochures, newsletters) The Education Portal provides a gateway to training and education opportunities for the HL7 community GForge Homebase Project Request Form GForge Home Page of terms.pdf Glossary HL7's Collaboration with ISO and JIC Introducing New Processes to HL7 Listservers to which you can subscribe Managing the Sparx Enterprise Architecture Software Keys Distribution Press Release Request Form Press Release Communication Guidelines Request Rational Software Modeler Schedule of Upcoming Webinars Statement of Understanding (SOU) Template [1] email address