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.
For suggestions on changes to the Co-Chair handbook, 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.

HL7 Governance

• ANSI Essential Requirements
• Bylaws
• HL7 Governance and Operations Manual (GOM)

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.
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:

• 2014-05-16 WGM room request deadline - see Request Form
• 2014-05-18 New Project Scope deadline for 2014Sep ballot cycle (http://www.hl7.org/permalink/?ProjectScopeStatement)
• 2014-05-23 Meeting minutes posting deadline (http://www.hl7.org/permalink/?UploadMinutes)
• 2014-06-15 New date (was 6/22) Initial Harmonization Proposal Submissions due midnight Eastern
• 2014-06-29 Notification of Intent to Ballot (NIB) Deadline (http://www.hl7.org/permalink/?NIB)
• 2014-07-04 Post your WG agenda link on the WGM Information page
• 2014-07-06 New date (was 7/13) Final Harmonization proposal submissions due midnight Eastern
• 2014-07-18 WG co-chair nominations for 2014Sep close - see Co-Chair_Election_Schedule
• 2014-07-15 to 2014-07-18Harmonization Conference Call (was Jul 22, 2014 to Jul 25, 2014)
• 2014-07-27 Reconciliation deadline for ballot in 2014Sep, send notice to voters, and submit publication requests when ballots completed )
• 2014-08-08 Ballot opens; Ballot pool signup closes BEFORE THE BALLOT OPENS
• 2014-08-29 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 Guidelines for Constructing Ballot Document Titles Harmonization Proposal Template/Example 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 Project/Ballot Withdrawal Template Publication Request Template Recirculation Request Template TSC Guidance on Re-balloting TSC guidelines on informative vs normative V2 Substantivity Guide	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) Wiki Project Page Template Wiki	Publication Request Template Publishing Calendars and Schedules 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 Meeting Room Request Form Minutes template Wiki Minutes template and help file Out of Cycle Meeting Request Post WGM Survey for cochairs for 2014May Work Group Health Monitoring checklist Work Group Health document links and definitions Work Group Health Organizing Document Summary	3 Year Plan Guidelines Change Control Process using HL7 Project Homebase (needs updating) Conference Call Calendar 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 and Guidelines for Work Group Mission and Charter Template for Work Group Decision Making Practices Template for Work Group Dissolution Template for creating New Work Group Work Group Health Work Group Meeting Effectiveness Survey for 2013Jan Upload Work Group Meeting Minutes Upload and catalog documents to the HL7.org web site	HL7 TRAVEL EXPENSE REPORT.xls 2014 Travel Expense Reimbursement Form Code of Ethics Copyright Authorization Form Document Center (brochures, newsletters) GForge Homebase Project Request Form GForge Home Page of terms.pdf Glossary HL7's Collaboration with ISO and JIC Introducing New Processes to HL7 Managing the Sparx Enterprise Architecture Software Keys Distribution Press Release Communication Guidelines Press Release Request Form Request Rational Software Modeler Statement of Understanding (SOU) Template