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 Anne@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
Notice of Withdrawal of a Protocol Specification	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 (Wayne Kubick) and Director of Technical Publications (Lynn Laakso)

Facilitator Responsibilities

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

Cycle deadlines

Co-Chair calendar:

• 2018-10-12: Deadline to request meeting space at the 2019Jan WGM (WG Health metric)
• 2018-10-15: Deadline to submit new project scope statements with deliverables in the 2019Jan ballot cycle to dhamill@hl7.org
• 2018-10-19: Deadline to post your minutes from the Baltimore WGM (WG Health metric)
• 2018-10-16: Initial Harmonization proposals due
• 2018-10-19: Deadline to notify HQ of additions/changes/corrections to co-chair openings
• 2018-10-24: Co-Chair call for nominations opens
• 2018-10-28: Deadline to submit the online Notification of Intent to Ballot (NIB)
• 2018-10-30: TSC Appeal Deadline for missed NIB deadline
• 2018-11-06: Final Harmonization proposals due
• 2018-11-08: Harmonization Conference Call (WG Health metric: participation in the call or notifying the harmonization listserve that your WG has reviewed with no changes)
• 2018-11-11: Initial content deadline
• 2018-11-13: TSC Appeal Deadline for missed initial content deadline
• 2018-11-18: Reconciliation of previous ballots must be completed and posted to the ballot website
• 2018-11-20: TSC Deadline to appeal missed reconciliation deadline
• 2018-11-23: Co-Chair Nominations Close at 5:00 pm Eastern
• 2018-11-25: FHIR core and base IG substantive change freeze/V3 Complete and Supporting Content Deadlines
• 2018-11-27: TSC Appeal Deadline for missed content deadline
• 2018-12-02: Final content deadline
• 2018-12-04: TSC Appeal Deadline for missed content deadline
• 2018-12-07: Co-Chair election statements due to HQ
• 2018-12-07: Provisional ballot opening
• 2018-12-12: Co-chair election statements e-mailed to membership
• 2018-12-14: Deadline to post your WGM agenda on the WGM information page (WG Health metric)

Ongoing:

• Review (interim) WGH and notify Anne 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 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 Notice of Withdrawal of a Protocol Specification Publication Request Template Recirculation Request Template TSC Guidance on Re-balloting TSC guidelines on informative vs normative V2 Substantivity Guide	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 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 Work Group Change Template - use this form if you want to dissolve a WG, merge two WGs, or change a WG's name or assigned steering division. Template for creating New Work Group Work Group Health 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 Glossary of Terms 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