InternationalElectrotechnicalCommission

Pierre SebellinTechnical Department Manager

IEC Academy Webinar8 April 2020

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Role of the Convenor and Project leaderWorking Groups and other groupsProjects developmentWorking Group MeetingsManaging consensus building

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• Responsible projects for publications development(new or maintenance, includes IS, TR, TS, PAS)

• Responsible for calling and chairing meetings of your working group or project team

• Shall act purely in an international capacity

• Leads meetings effectively and fairly

• Guides delegates and experts towards consensus

• Make sure that all views receive equal treatment

• Consult the Secretary when support is needed(delays in projects, persistently inactive expert, etc.)

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• Working Group (WG)Develop one or a set of standards. Should be disbanded when the work is done or when inactive

• Maintenance Team (MT)Responsible to maintain one or a set of standards. As maintenance is a never ending job, an inactive MT will not be disbanded

• Project Team (PT)Established when a project cannot be assigned to an existing WG and when the TC/SC does not want to establish a WG for a single project. Will be automatically disbanded at the project end (standard publication)

• Advisory Group (AG)Established for providing advice to the TC. These groups cannot develop standards. They may propose recommendations to be further approved.

• Ad-hoc Group (ahG)Short term group dealing with a specific subject

• Chair Advisory Group (CAG)Not fully defined in the Directives, membership by invitation of the Chair

The Experts in all these groups are nominated by the P-Members.4

When a WG or an MT has several projects on going at the same time, it is recommended to organize internally the WG or MT in Projects Teams. Each Project Team will have a Project Leader.

To support the Convenor, it is possible to nominate a co-convenor. In the case of joint groups with another TC or with ISO, the co-convenor can be from the other TC.

Nomination of the convenor (and Co-convenor): by approval of the P-Members. Usually approved at the same time than the approval of the WG. The nomination is reconfirmed every 3 years.

Nomination of the project leader: The name of the Project Leader is part of the NP form and is approved together with the project.

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• Liaisons “A” can nominate Experts in WGsThe Experts are expected to bring their own experience and knowledge

• Liaisons “D” can nominate an Expert in WGsThe Expert is expected to represent the position of the organization in liaison

• IEC and ISO TCs in liaison are not expected to attend WG meetings

• The WG Convenor can invite guests for individual meetings(The WG Members should be informed in advance.)

• When formally circulating project documents, it should always be mentioned if the document is of interest to another TC/SC

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Proposal to start a new project comes from NC, TC, SMB, liaison org.

When mature, the CD is circulated as a Committee Draft for Vote (CDV)Final Draft International Standard prepared from approved CDV and NCs comments (FDIS)

IEC publishes International Standard (IS)

Enquiry

Approval

Publication

Committee

Preparatory

Proposal

Preliminary(optional)

Working draft circulated as Committee Draft (CD)

Preparation of Working Draft within the working group (WD)

Preliminary work item added to the work programme1

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ActionStages Documents

FDIS

PWI

NP

WD

CD

CDV

IS

RVN

CC

RVC

RVD

Internal to WG,not circulated

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Preliminary Work Item

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FDIS

PWI

NP

WD

CD

CDV

IS

RVN

CC

RVC

RVD

New Work Item Proposal

Result of voting on new work item proposal

Working Draft (internal to the WG)

Committee Draft

Compilation of Comments on Committee Draft

Committee Draft for Vote

Result of voting on committee draft for vote (includes comments)

Final draft international standard

Report of voting on final draft international standard

INTERNATIONAL STANDARD

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FDIS

CD

CDV

RVN

CC

RVC

Result of voting on an NP: target dates are provided in the document

Committee Draft: to be delivered by the date in the RVN

Compilation of Comments on Committee Draft: to be circulated within 4 weeks after the CD ballot closing. It is possible to circulate unresolved comments, and circulate the resolutions in an “A” document.

Committee Draft for Vote: to be delivered by the date in the RVN

Result of voting on committee draft for vote: to be circulated within 12 weeks after ballot closing. It is possible to circulate unresolved comments, and circulate the resolutions in an “A” document.

Final draft international standard: to be delivered by the date in the RVN

• Each TC/SC has a specific mini web site:the Dashboard

• Information about SCs, WGs, MTs, PTs and other groups

• Information about on going projects

• Archives of published projects

• List of all circulated documents during the past year

• And more

All the information displayed is dynamic reflecting the current data in the IEC information system

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Example: TC 18 Dashboard

WG (MT&PT) meetings can be held face to face or on line

• It is highly recommended to communicate to the WG Members via the IEC Collaboration Platform (the WG Members list will always be up to date)

• The WG F2F meetings shall be announced at least 6 weeks in advance and on line meetings shall be announced 4 weeks in advance

• The meeting agenda and related documents should be posted in advance on the Collaboration Platform

• The Collaboration Platform should be the place to store and share all the WG documents

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Face to face meetings• WG meetings can be hosted by a WG Member or a National

Committees• The WG Members should be able to enter the country of the

meeting location, the host should provide invitation letters for visa purposes

• It is not allowed requesting a financial contribution for attending WG meetings (meeting room for example)

On line meeting• The Central Office provides ZOOM licences to the Conveners• On line meetings should not exceed two hours. Several

meetings can be planned on consecutive days

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• Focus on the agenda• Build contacts and respect• Be prepared to make concessions• Agree to disagree• Speak clearly, use short sentences• Avoid acronyms• Make sure that participants speak when given the floor• Watch and listen…Experts should contribute but not be pushy • Know the rules

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An important activity during meetings is comments resolution. A good preparation prior to the meeting is key to efficient work during the meeting.• The comments received should be sorted by line number• The comments should be analysed by the convenor and/or the

Project Leader to propose a draft resolution:− Editorial comments should be checked and resolved− General and technical comments obviously justified should be accepted− The other comments should be market “To be discussed at meeting”

• The comments with their draft resolution should be sent to the WG Members enough in advance allowing the WG Members being prepared for the meeting

• All views should be fairly considered to develop the consensus

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• Stay muted while you listen• Switch off the webcam if the connection is not good• Make a raw call to identify the participants• The participants should have a clear ZOOM name• Invite people to use the “Raise hand” function and not forget to

remove the raised hand after

Security and privacy• Use the ZOOM password• Go to “Check for update”• See the dedicated page on ITNet:

https://itnet.iec.ch/zoom-conferencing-security-and-privacy/

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Provides guidelines on issues which delegates and experts may be confronted with as participants in the IEC standardization process.

Includes :• Conduct on electronic social media• Anti-trust, anti-competition issues• Patent rights• Copyright issues

Download IEC Code of Conduct

Consensus: General agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interests and by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments. NOTE Consensus need not imply unanimity. • Although all positions should be fairly considered, if unanimity

cannot be reached, the position of the majority should be followed. The meeting minutes may mention the oppositions.

• In the case of inappropriate behaviour of a group member which cannot be addressed by the convenor, this should be reported to the Secretary for further help. Then this can be further escalated to the NC having nominated the expert. The Technical officer can help at any stage.

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• The Technical Officer provides support on application of the directives

• The Standard Project Administrator provides support to circulate the documents

Important: The central office primary contact is the TC/SC Secretary who is responsible for all the documents circulated in the TC/SC. • Web conferencing: Help about us of ZOOM• IEC Standard template

(should be used at the earliest development stage of the publication)

• Editing of the CDV(the edited document shall be used to prepare the FDIS)

• Support for Drafting IEC publications• Training services via the IEC Academy

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InternationalElectrotechnicalCommission

http

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Pierre SebellinTechnical Department Manager

IEC Academy Webinar8 April 2020