drafting leader instructions - connect · pm or drafting leader may decide there is enough evidence...

Copyright © 2011 Standards Australia, all rights reserved.

Standards Hub Procedures Manual

Drafting leader Instructions Version: 1.1

Copyright © 2011 Standards Australia, all rights reserved.

Document Control

Approvers

Approvers are responsible for ensuring all content reviews have taken place or accept any risks inherent in not having content reviewed prior to approval. Project will not progress unless all approvers have agreed.

Name Role Title Date Signature

Philip Wood Business Owner

Note: The Approvers of this document will be asked to signify their agreement via email (Microsoft Outlook) “Approve/Reject” facility

Revision History

Major changes to this document are listed in the table below for each version of the document distributed.

Version Description / Section Revised Date Author

1.0 Initial Draft document 22 October 2009

Irene Hagstrom

1.1 Updated as per Release 1.8.6 May 2011 Rebecca Burgess

Table of Contents

1. What can I do if I am selected as a drafting leader for a project? .......... 4

1.1 Project Workspace for project documentation ................................................. 4 1.2 How to upload files ................................................................................................ 5 1.3 How to manage files .............................................................................................. 6

2. Managing the Public Comment period ................................................................ 7

2.1 Entering the public comment area ..................................................................... 7 4.2 Entering comments on behalf of a Committee member ................................ 8 4.2 Enter a comment as a Drafting leader .............................................................. 8 2.3 Adding draft resolutions during the commenting period ............................. 11 2.4 Deactivating a comment ..................................................................................... 11 2.5 Exporting the comments into Excel ................................................................. 11 2.6 Commenting period is closed ............................................................................ 12 2.7 Public Comment Resolutions ............................................................................. 12 2.8 Final Resolutions .................................................................................................. 12 2.9 Public Comment resolved and finalised. ......................................................... 13 2.10 View comment summary once comment phase has been fnalised ........... 13

Standards Hub – Committee Member Instructions

Copyright © 2011 Standards Australia 4 of 13

1. What can I do if I am selected as a drafting leader for a project?

For the project drafting stage committee members and the Project Manager will select a member to assist with the drafting of a Standard. A drafting leader for each project is essential as they are crucial during the drafting process.

This member will be provided with more access to the project workspace so that they can assist during drafting of the document. This means that the drafting leader can upload documents into the project workspace, areas other wise restricted to the Project Manager only. This extra access will only be pertinent to the project for which they are drafting leader.

A drafting leader is also able to enter and finalise the resolutions on public comments received.

The details of the drafting leader assigned to project can be viewed by accessing the Project details within the Dashboard.

1.1 Project Workspace for project documentation

1) Click the project details for which you are a drafting leader.

2) The project details confirm the drafting leader has been specified.

3) Click the Browse project document option to access the project workspace.

Click VIEW

Drafting leader assigned



4) The Project Workspace has five different areas where files are allocated.

5) All drafts being worked should be saved in the project workspace, including any related project documentation.

Work-in-Progress

All drafts under development, draft graphics and other project related documentation that is being worked on is kept here. PM and Drafting Leader are able to manage files under this tab.

Restrictions on uploading files to Work-in-Progress Tab During the comment period and Ballot period the system restricts the ability to upload a file to the Work-in-Progress tab.

Project Records

This area automatically stores a copy of the draft that went out for public comment and for ballot. PM and Drafting Leader are able add other official project records.

Minutes and Meetings

Project related meeting documentation, such as agendas, meeting minutes and action lists are to be kept here. PM and Drafting Leader are able to manage files under this tab.

General

This is the only area in the Project Workspace where committee members may also upload files. This area may be used for general project related documents.

Files – In – Transit

Files that appear here are automatically placed here by the system. It keeps a copy of the latest version of the file being passed via the system.

1.2 How to upload files

1) Select the appropriate Tab

2) To upload a draft click

3) Locate the actual file to be uploaded by clicking Browse.

4) Enter a description for the file



5) Click the link

6) An “Upload Successful” message appears. Click the link.

7) The uploaded file now appears in the Project Workspace.

1.3 How to manage files

In the Operations column there are 4 icons which execute the following actions:

- Deletes the file and all related versions

- Add a later version of the same document

- Request Designer to undertake graphic work. (This should only be used by Standards Australia staff)

- Request document to be formatted or edited. (This should only be used by Standards Australia staff)

If the icons are missing against a file as shown on the image below it indicates that the file, is currently in use, either out for Public Comment, Ballot or with an Editor for formatting and editing.



2. Managing the Public Comment period

Once the public comment period has started, (measured from midnight of the starting date), an icon appears in the “Action” column next to the relevant project and the project status is “Open for Public Comment”.

The project members and any committees above the project committee receive an email notifying them that the Public Comment period has started.

2.1 Entering the public comment area

1) Enter the commenting area by clicking on the Icon

2) The Public Comments screen appears

The Comment Period Summary page, (initially empty), will display comments made by members and the public as they are posted.

Committee members will have access to the Public Comment draft through the document link on this page however members of the public will gain access to the draft through SAI Global.

Public Members can submit comments. They only see their own comments and do not see any other public or members comments. They also do not see the resolution field.



Comment Numbering

As comments are submitted by members and the public they automatically appear in the comment summary page and are allocated a number.

Any missing numbers indicates that there are draft comment/s not yet submitted by the public or members.

The screen below shows that the number 3 comment is missing. This indicates that it has been saved as a draft comment, and will remain so until the user officially submits it.

4.2 Entering comments on behalf of a Committee member

If a member of the committee is unable to enter a comment using the Standards Hub online form, forward the details to Standards Australia Shadow PM who can enter it on behalf of the member. This is not a recommended practice and should only be requested when there is legitimate reason.

The way to tell that this comment has been made by the PM on behalf of a committee member is that the resolution column displays the text “download authorisation document”.

4.2 Enter a comment as a Drafting leader

A drafting Leader can also submit their own comments on the draft currently open for public comment.

1) Click on a “New Comment” button. The Comment Form appears.



2) At the section/ Subsection field, click on the drop down and select the part of the document that you wish to comment on.

3) Enter the paragraph, table or figure identifier if known (not compulsory).

4) Select the drop down at the “Type of Comment” field.

5) In the “Comment” field, enter your comment.

6) In the “Proposed Change” field” enter the change you wish to make.

7) Upload any supporting document, if required.



8) You can choose to submit your comment to the committee straight away or save it as a draft comment and return at a later stage to complete and submit it. Draft comments are only visible to yourself and not to the committee. Any comments with draft status by the time the comment period closes will not be submitted to the committee for review.

9) Once the comment has been submitted it can no longer be deleted and members of the committee can view and discuss possible resolutions.

The Status Column

A comment may have four different statuses:

Draft Comment – only visible to the member who has not yet submitted draft comments.

Resolution pending - as soon as a comment has been submitted it receives this status.

Draft resolution - the PM or drafting leader has entered a draft resolution that has not yet been formally agreed by the committee

Resolution (accepted) - final resolution has been made and the comment was accepted by the committee

Resolution (rejected) - final resolution has been made and the comment was rejected by the committee.

The Resolution Column

This column contains the free format data that has been entered by the PM or drafting leader to resolve the comment.

The Actions Column

Edit – The PM and drafting leader are able to edit a submitted comment on behalf of a member at their request. An authorisation document must be attached.

Deactivate – The PM and drafting leader are able to deactivate a comment eg duplicate, more than one member may have found a particular spelling mistake.



View Discussion/Resolve – Allows the PM and drafting leader to review a comment, look at any discussion that has ensued with other members and enter a draft or final resolution.

View Discussion – Allows a member to review a comment that has been made, and look at any discussion that has ensued with other members.

2.3 Adding draft resolutions during the commenting period

During the commenting period, the PM or drafting leader may only add draft resolutions to each of the comments. Click on View Discussion/Resolve, to access the Comment and Resolution page.

The full details about the comment are displayed on the left-hand side.

A draft resolution area is available under the comment area. The discussion area is displayed on the right hand side of the screen. Based on the content of the discussion, the PM or Drafting leader may decide there is enough evidence to suggest a draft resolution.

Once they have entered the suggested resolution and clicked on SAVE DRAFT RESOLUTION, they are returned to the Comment Summary page.

2.4 Deactivating a comment

The PM or drafting leader are able to deactivate a comment eg if it is a duplicate.

The PM or drafting leader should enter a draft resolution before deactivating the comment, noting the reasons for deactivating it.

A deactivated comment does not require a resolution, and may be ignored by members as they review and work through the other comments.

Once the action selected is DEACTIVATE, the status is changed to Deactivated.

2.5 Exporting the comments into Excel

If you want to export the comments into an excel spreadsheet, press the Export Button. This can be done at any time during the comment period or during the resolution period.



2.6 Commenting period is closed

The status of the project appears as “Finalise Commenting” and the icon is no longer visible in the action column.

A task will also appear under the “My Task” list as “Enter public comment resolutions”. As a drafting leader you might be asked to manage the public comments and resolutions. To access the commenting summary screen after the close of the commenting period, click on the task “Enter public comment resolutions”. F

2.7 Public Comment Resolutions

1) The PM or drafting leader might have added a couple of draft resolutions during the comment period.

2) The PM or drafting leader and the committee meet to resolve all outstanding comments.

3) The PM or drafting leader goes to the View Discussion/Resolve area and enters the agreed resolution.

4) Presses Accept or Reject based on the committee resolution.

2.8 Final Resolutions

All comments, unless deactivated, must have a final resolution entered and marked as either Accepted or Rejected. 1) Once all comments are “Resolved”, the drafting leader should notify the Standards

Australia Shadow Project Manager. Clicking the “Resolutions Resolved” button sends an email to the Shadow PM notifying them.

2) The Shadow PM will review the summary and resolutions and close the commenting

phase unless there are some outstanding questions to be resolved.



3) The Task will no longer appear under “My Tasks” list.

2.9 Public Comment resolved and finalised.

Once the comment period is finalised by the Standards Australia Project Manager no more changes can be made to the comments or resolutions and the project is able to progress in its development phases.

2.10 View comment summary once comment phase has been fnalised

1) From the Dashboard go to the Project Details page via the VIEW icon for the project.

2) Under the “Options” area, a new section called “Comments” is displayed. The

comment period start and end date are displayed, including the status, the number of comments made and the outcome.

3) If you wish to view the comments click on the “View Details” link.

- END-

drafting leader instructions - connect · pm or drafting leader may decide there is enough evidence...

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