Sponsor Balloting & Comment Resolution

An Overview and Q&A

IEEE-SA

IEEE PES Switchgear Committee

September 2015

Agenda

Sponsor Ballot Overview & Tips

Comment Resolution Overview Tips

Open Q&A

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Sponsor Balloting: Overview

To move the draft from the Working Group to IEEE-SA for Sponsor Balloting, the WG needs to:

• Two-Thirds vote approval to move forward

• WG Chair brings request to Subcommittee

Steps

1. MEC: Mandatory Editorial Coordination – Typically 30 days

2. Invitation – Typically 30 days (Invitation & MEC can run concurrently)

3. Sponsor Ballot – 30 days using a Clean Draft

4. Public Review – 60 days

5. Comment Resolution

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Comment Resolution

Resolving comments satisfactorily is a critical part of the balloting process

During the ballot, or after the balloting is complete, a comment spreadsheet is downloaded from myProject and the comment review begins.

The spreadsheet contains columns for disposition status and disposition detail.

– Columns must be filled out prior to uploading the spreadsheet.

– It is the Sponsor’s responsibility to resolve all the comments received during the ballot.

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Disposition Status

Disposition Status column shall contain one of three words: Accepted, Rejected, or Revised.

– Accepted - the suggested remedy comment will be incorporated into the draft exactly as proposed by the balloter.

• In this case the Disposition Detail column can be left blank.

– Rejected – a comment and suggested remedy is not accepted.

• When a comment and remedy are rejected the Disposition Detail column shall contain sufficient detail for balloters to understand the rational for the rejection.

– Revised - a change occurred to the effected material that was either in part or not all based upon the comment.

• The Disposition Detail column shall again contain sufficient detail for the balloters to understand the revision.

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WG Officers or BRC: Initial Steps for Comment Resolution

Before starting, preserve the originally downloaded spreadsheet for future disaster recovery purposes. Create an appropriately renamed copy.

1. Number the comments in the “other 1” column sequentially following the comment number. (I.e. i-1 = 1, i-2 = 2, etc.)

2. Sort the comments by line number.

3. Review the editorial comments. Most can usually be accepted. Type “Accepted” in the Disposition Status column. Leave the Disposition Detail Column blank.

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Creating a “Strawman” Comment Response

WG Officers or the BRC generate strawman responses to all General and Technical comments.

1. If the strawman is accepted, type “Accepted” in the Disposition Status column. Again, leave the Disposition Detail Column blank.

2. If the comment is deemed controversial, leave the Disposition Status column blank and type “Needs Discussion” in the Disposition Detail column.

3. If the comment cannot be accepted in full for any reason, type “Revised” in the Disposition Status column and proved a full explanation of the proposed change in the Disposition Detail column.

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Creating a “Strawman” Comment Response (Cont.) Strawman Disposition status is “Rejected”

1. Used when one or more of these applies:

• the BRC disagree with the comment

• the comment is out of scope

• the proposed change in the comment does not contain sufficient detail so that the BRC

can understand the specific changes that satisfy the commenter

• the BRC cannot come to a consensus to make changes necessary to address the

comment

• the comment is in support of an unsatisfied previous comment associated with a

disapprove vote and does not provide substantive additional rationale

2. The disposition detail field should explain why the comment is being

rejected using one or more of these reasons:

• an explanation of why the BRC disagrees with the comment,

• a statement that the comment is out of scope, and the rationale,

• a statement that the proposed change in the comment does not contain sufficient

detail so that the BRC can understand the specific changes that satisfy the commenter

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Comment Resolution Examples

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Comment Resolution Examples

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Comment Resolution Examples

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Tips for Comment Resolution

Don’t make or promise to make any post-ballot changes to the draft. Do recirculate any changes you want to guarantee to the balloting group.

Don’t have any empty disposition status or detail columns if you reject or revise a comment. Do have sufficient detail explaining the reason for rejection or the revised comment.

Don’t have an outstanding negative ballot with comment(s) and submit to RevCom without addressing. Do email the balloter a reason for rejecting the comment and advise them the draft is being submitted to RevCom if you have an outstanding negative.

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Tips for Comment Resolution

Don’t cross reference comment disposition details. (i.e. “See comment XYZ for disposition.”) Do copy and paste the comment disposition detail.

Don’t reference an external document in the disposition detail. Do copy and paste information from an external document into the disposition detail.

Do make a reasonable attempt to resolve all Do Not Approve votes with comments.

Do provide evidence of the consideration of each comment via the comment spreadsheet.

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Recirculation

Recirculation Ballot

– Minimum 10 days

– Track changes

• This is the ballot draft

– A clean version of the draft can be provided as an additional file

Comment resolution #2

– Review and resolve comments, determine if another recirculation is needed

RevCom

– Makes recommendations on the approval or disapproval of standards submitted for IEEE-SA Standards Board approval or adoption

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Open Q&A

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