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Difference between revisions of "Co-Chair Handbook Information"

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Co-Chair calendar:
 
Co-Chair calendar:
*2015-06-12 Deadline to complete post-WGM Effectiveness survey for 2015May
+
*2015-10-23 Deadline to complete post-WGM Effectiveness survey for 2015Sep '''(WG Health metric)'''
*2015-06-21 Initial [http://www.hl7.org/events/harmonization/index.cfm Harmonization] Proposal submissions due midnight Eastern
+
*2015-10-23 Deadline to complete WGM Room Request form for 2016Jan '''(WG Health metric)'''
*2015-07-12 Final [http://www.hl7.org/events/harmonization/index.cfm Harmonization] proposal submissions due by midnight Eastern time
+
*2015-10-23 Deadline to post your October WGM minutes on the website or wiki '''(WG Health metric)'''
*2015-07-17 Deadline to notify HQ of additions/changes/corrections to Co-Chair openings
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*2015-10-23 Deadline to notify HQ of additions/changes/corrections to Co-Chair openings
*2015-07-19 Notification of Intent to Ballot (NIB) Deadline (http://www.hl7.org/permalink/?NIB)
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*2015-10-25 Notification of Intent to Ballot (NIB) Deadline (http://www.hl7.org/permalink/?NIB)
*2015-07-21 to 2015-07-21 [http://www.hl7.org/events/harmonization/index.cfm Harmonization] Conference Call
+
*2015-10-26 Initial [http://www.hl7.org/events/harmonization/index.cfm Harmonization] Proposal submissions due midnight Eastern
*2015-07-22 Call for Co-Chair Nominations Opens – see [http://wiki.hl7.org/index.php?title=Co-Chair_Election_Schedule Co-Chair Election Schedule]
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*2015-10-28 Call for Co-Chair Nominations Opens – see [http://wiki.hl7.org/index.php?title=Co-Chair_Election_Schedule Co-Chair Election Schedule]
*2015-07-26 Ballot preview opens
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*2015-11-08 Final [http://www.hl7.org/events/harmonization/index.cfm Harmonization] proposal submissions due by midnight Eastern time
*2015-08-02 Initial Content due for 2015Sep ballot
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*2015-11-10, 12, 13 [http://www.hl7.org/events/harmonization/index.cfm Harmonization] Conference Call
*2015-08-09 Reconciliation deadline for ballot in 2015Sep; send notice to voters (and submit publication requests when ballots completed )
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*2015-11-15 Reconciliation deadline for ballot in 2015Sep; send notice to voters (and submit publication requests when ballots completed )
*2015-08-14 WG Co-Chair Nominations for 2015Sept close at 5:00 pm ET  
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*2015-11-27 WG Co-Chair Nominations for 2015Sept close at 5:00 pm ET  
*2015-08-16 Supporting content deadline: all supporting V3 content due; V2.7 final content due
+
*2015-11-29 Final Content Deadline
*2015-08-23 Final Content Deadline
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*2015-12-04 Co-Chair election statements due to HQ
*2015-08-28 Ballot Opens
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*2015-12-04 Provisional Ballot Opening
*2015-09-03 Post your WG agenda link on the [http://wiki.hl7.org/index.php?title=WGM_information WGM Information] page
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*2015-12-14 Post your WG agenda link on the [http://wiki.hl7.org/index.php?title=WGM_information WGM Information] page '''(WG Health metric)'''
*2015-09-21 Deadline to request presentation at the co-chairs dinner/meeting and provide draft presentation
+
*2015-12-14 Deadline to request presentation at the co-chairs dinner/meeting and provide draft presentation
  
 
Ongoing:
 
Ongoing:

Revision as of 20:56, 16 November 2015

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

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

Cycle deadlines

Co-Chair calendar:

  • 2015-10-23 Deadline to complete post-WGM Effectiveness survey for 2015Sep (WG Health metric)
  • 2015-10-23 Deadline to complete WGM Room Request form for 2016Jan (WG Health metric)
  • 2015-10-23 Deadline to post your October WGM minutes on the website or wiki (WG Health metric)
  • 2015-10-23 Deadline to notify HQ of additions/changes/corrections to Co-Chair openings
  • 2015-10-25 Notification of Intent to Ballot (NIB) Deadline (http://www.hl7.org/permalink/?NIB)
  • 2015-10-26 Initial Harmonization Proposal submissions due midnight Eastern
  • 2015-10-28 Call for Co-Chair Nominations Opens – see Co-Chair Election Schedule
  • 2015-11-08 Final Harmonization proposal submissions due by midnight Eastern time
  • 2015-11-10, 12, 13 Harmonization Conference Call
  • 2015-11-15 Reconciliation deadline for ballot in 2015Sep; send notice to voters (and submit publication requests when ballots completed )
  • 2015-11-27 WG Co-Chair Nominations for 2015Sept close at 5:00 pm ET
  • 2015-11-29 Final Content Deadline
  • 2015-12-04 Co-Chair election statements due to HQ
  • 2015-12-04 Provisional Ballot Opening
  • 2015-12-14 Post your WG agenda link on the WGM Information page (WG Health metric)
  • 2015-12-14 Deadline to request presentation at the co-chairs dinner/meeting and provide draft presentation

Ongoing:

Resource Categories

Ballot Management

Project Management

Publishing

Work Group Management

Working Group Meeting (WGM) Management

Other