PROJECT MANAGEMENT INSTITUTE PROJECT MANAGEMENT STANDARDS ...

PROJECT MANAGEMENT INSTITUTE

PROJECT MANAGEMENT STANDARDS PROGRAM

VOLUNTEER PROTOCOLS

Release: September 15, 2004

This document was prepared by: Version 4.0PMI® PM Standards Program Team September 15th, 2004Year 2004

CONFIDENTIAL © 2000 Project Management Institute, All Rights Reserved

Volunteer Protocols PMI Project Management Standards Program

CONFIDENTIAL

Revision Page

Rev. Pages Affected

Change Description Release Date

Approved By (Print name & initial)

1.0 All New Release 12/1/00 S. Fahrenkrog

2.0 All PMI Global Operations Center (GOC) revisions 3/1/01 S. Fahrenkrog

3.0 All Standards MAG and PMI Global Operations Center revisions

1/15/03 S. Fahrenkrog

4.0 All Standards MAG and PMI Global Operations Center revisions

9/15/04 S. Fahrenkrog

Revision: V 4.0 September 15th, 2004

Volunteer Protocols PMI Project Management Standards Program

Table of Contents

1 INTRODUCTION.................................................................................................... 2 1.1 PURPOSE ....................................................................................................................................... 2 1.2 OBJECTIVE ..................................................................................................................................... 2 1.3 APPLICABILITY ................................................................................................................................ 2 1.4 DURABILITY .................................................................................................................................... 2 1.5 REVISION CONTROL ........................................................................................................................ 2 1.6 DEFINITIONS AND ACRONYMS .......................................................................................................... 3

1.6.1 Definitions.............................................................................................................................. 3 1.6.2 Acronyms............................................................................................................................... 4

2 BACKGROUND AND GENERAL INFORMATION................................................ 5 2.1 BASIC PRINCIPLES OF STANDARDS DEVELOPMENT ........................................................................... 5 2.2 OWNERSHIP OF CONTRIBUTIONS AND WORK PRODUCTS................................................................... 6 2.3 COMPENSATION AND REIMBURSEMENT ............................................................................................ 6 2.4 CONFLICT OF INTEREST................................................................................................................... 6

3 POSITIONS WHERE VOLUNTEERS ARE NEEDED............................................ 7 3.1 MEMBERS OF THE STANDARDS MAG ............................................................................................... 7 3.2 PROJECT MANAGERS AND DEPUTY PROJECT MANAGERS ................................................................. 7 3.3 TEAM MANAGERS/PROJECT CORE TEAM........................................................................................ 9 3.4 PROJECT TEAM PARTICIPANTS/TEAM CONTRIBUTORS/TEAM REVIEWERS .......................................... 9 3.5 INDEPENDENT SUBJECT MATTER EXPERT REVIEWERS...................................................................... 9 3.6 EXPOSURE DRAFT RESPONDENTS ................................................................................................. 10

4 PARTICIPANT REQUIREMENTS AND EXPECTATIONS.................................. 12 4.1 GENERAL REQUIREMENTS............................................................................................................. 12 4.2 MINIMUM PARTICIPATION............................................................................................................... 12 4.3 CAPABILITY REQUIREMENTS .......................................................................................................... 12 4.4 VOLUNTEER EXPECTATIONS .......................................................................................................... 13

5 KEY PROTOCOLS .............................................................................................. 14 5.1 GENERAL RULES........................................................................................................................... 14 5.2 ANNOUNCEMENT PROCESS ........................................................................................................... 15 5.3 APPLICATION PROCESS................................................................................................................. 15 5.4 VOLUNTEER ORIENTATION............................................................................................................. 15

5.4.1 Project Participants and Team Leads ................................................................................. 15 5.4.2 Program Participants........................................................................................................... 16

5.5 PROJECT POLICIES AND PROCEDURES........................................................................................... 16

6 CONFLICT RESOLUTION................................................................................... 17 6.1 TEAM MEMBER DISPUTES ............................................................................................................. 17 6.2 PERFORMANCE ISSUES ................................................................................................................. 17

7 CONTRIBUTOR RECOGNITION......................................................................... 17

APPENDICES A. Comment Form……………………………………..…………………………..………… A-1 B. PMI Volunteer Copyright Assignment Form.............................................................B-1 C. PMI Project Management Standards Program Project Volunteer Application…..…C-1

Revision: V 4.0 1 August 30, 2004

CONFIDENTIAL

1 INTRODUCTION

1.1 PURPOSE The purpose of this document is to help volunteers within the Project Management Institute’s (PMI®) Project Management Standards Program (Standards Program) understand the protocols governing their participation on Standards projects, and other work associated with the Standards Program.

1.2 OBJECTIVE The objective of this protocol is to describe and standardize the guidelines associated with participating as a volunteer on a PMI project within the Standards Program.

1.3 APPLICABILITY This protocol applies to all individuals who volunteer and are accepted to work on Standards Projects within the PMI Standards.

1.4 DURABILITY The PMI Chief Executive Officer (CEO) maintains the ultimate authority to interpret and modify any and all operational policies and procedures. With that understanding, this document is intended to remain in effect unless rescinded or superceded in writing by the then current PMI Standards Manager in conjunction with the advice of the PMI Standards Program Member Advisory Group (Standards MAG). Therefore, this protocol has no termination date or time limit. This protocol may be modified or changed as set forth in Section 1.5, below. The latest signed version shall be considered the one in effect, which supercedes all previous versions.

1.5 REVISION CONTROL This protocol is considered an evolutionary document and, as such, is subject to revision when appropriate. Any Standards Program Volunteer can initiate a recommendation for revision. Such a recommendation should be submitted to the PMI Standards Manager via e-mail or postal mail. The recommendation should clearly indicate the paragraph or sentence to be changed and justification for the change. The PMI Standards Manager will determine the disposition of each recommendation in conjunction with the advice of the Standards MAG.

Changes to this document shall be recorded on the Revision Page and the revision number shall be displayed on the affected pages.

Revision: V 4.0 2 September 15th, 2004 CONFIDENTIAL

1.6 DEFINITIONS AND ACRONYMS

1.6.1 Definitions Term Definition

Consensus Body Independent review body of volunteer members who vote on whether to recommend a final draft PMI Standard to the Chief Executive Officer (CEO) of PMI for the proposed standard to be published as a PMI Standard and/or submitted to the American National Standards Institute (ANSI) for adoption as an American National Standard (ANS).

Leader, SPT PMI Standards Manager or other staff assigned to this position by the PMI Director, Knowledge Delivery.

PMBOK® Registered trademark of PMI for the Project Management Body of Knowledge.

PMI Project Management Standards Program Team (SPT)

Standards Program MAG and the PMI Standards Manager.

PMI Project Management Standards Program (Standards Program)

The overall organization, projects and activities, associated with developing PMI Standards for the project management profession through PMI as determined by the Director, Knowledge Delivery.

Standards MAG A council of PMI volunteer leaders who advise the PMI Standards Manager in the leadership and execution of the Standards Program.

Project Manager (PM) Volunteer appointed by the PMI Standards Manager in consultation with the Standards MAG, to lead a Standards Program project. The PM reports to the PMI Standards Manager. The PM is responsible for the delivery of a proposed PMI Standard or other pre-identified product for evaluation by the SPT, and possible adoption as a PMI Standard, following the PMI procedures.

Product of the project The final deliverable of a project team in the Standards Program.

Project Team Member (PTM) A volunteer who has been assigned and placed onto a project team.

Volunteer Anyone who agrees to provide voluntary work in some capacity in the PMI Standards Program. Volunteers may be members of PMI, but PMI membership is not required to become a volunteer team member. Volunteers contribute without expectation of financial or other form of remuneration from PMI and agree to follow all relevant protocols.


1.6.2 Acronyms Term Acronym

Chief Executive Officer CEO

Global Operations Center GOC

Member Advisory Group MAG

Professional Development Unit(s) PDU(s)

Project Manager PM

Project Management Institute PMI

Project Management Professional PMP

Project Team Member PTM

Subject Matter Expert(s)

SME(s)

Standards Program Team SPT

Standards Program Member Advisory Group Standards MAG


2 BACKGROUND AND GENERAL INFORMATION Volunteers are vital to achieving the goals of PMI’s Standards Program. PMI relies on volunteers to advise the Standards Program Manager, staff most Standards Projects, and contribute the bulk of the technical input and content for Standards Program products. Volunteers' experience on projects and within the project management community brings added value to the Standards Program's products. While volunteers are generally PMI members, membership is not a requirement. In fact, PMI welcomes anyone interested in project management to participate in Standards Program projects. Participation can be in any of a variety of capacities. Project managers try to match volunteer knowledge, skills, and experience with the variety of tasks needed to complete the project. Many times special and specific knowledge or skill in an area of project management (for example extensive statistical knowledge or experience in a specific industry) is required to obtain the best possible input for a project. A person with this specific knowledge is referred to as a subject matter expert, SME. When the successful completion of a project demands SMEs, the PM has the authority and responsibility to request or recruit volunteers with this special knowledge or skill; however, the recruitment should not be to the exclusion of other volunteer contributors

It is not the policy of PMI to have only SMEs participate on a project. Many project management practitioners, or others interested in project management, could be considered “generalists.” Generalists typically have unique experiences and skills that would greatly contribute to most projects in the Standards Program. These generalists are particularly valuable in helping SMEs to describe specialized concepts in lay terms. Project Managers have the responsibility to match volunteer knowledge, skills, and experience to the variety of tasks needed to complete the project.

Consensus Body members are a special subset of volunteers who have a direct and material interest in PMI Standards. As such their role is to review final drafts of proposed PMI Standards and vote on whether the overall quality of the content of the proposed standard is adequate and worthy of publication and that the development process for the standard was open and reasonable. An overall affirmative Consensus Body vote is necessary before any proposed PMI Standard can be recommended to the CEO of PMI for publication as a PMI Standard. Policies and procedures specific to the governance of the Consensus Body are detailed in other PMI Standards Program documents.

Volunteers receive recognition and prestige from contributing their knowledge and expertise to standards development that benefits PMI members and the project management profession. Volunteers also get satisfaction from participation in standards development, which contributes to the advancement of the profession.

While there is a need for volunteers, there is also a need to establish certain protocols for volunteering, which this document addresses. These protocols will provide direction and guidance for all persons concerned, including PMI leadership, PMI member and non-member volunteers, and the members of the Standards MAG.

2.1 BASIC PRINCIPLES OF STANDARDS DEVELOPMENT The four basic principles of standards development include openness, balance, lack of dominance, and consensus building.

• Openness – team members are open to opinions of others and actively seek to ensure biases do not unduly influence the standards writing process

• Balance – team members actively balance the needs of the many stakeholder groups and allows sufficient flexibility within the standards structure to allow application across global cultures and multiple industry settings

• Lack of dominance – team members actively work to preclude a single point of view from swaying the outcome of the standard

• Consensus – team members develop sound approaches for ensuring standards are developed based on overall consensus of the members


PMI relies on its volunteer members to practice these sound standards writing principles in developing the standards it publishes.

2.2 OWNERSHIP OF CONTRIBUTIONS AND WORK PRODUCTS Volunteers wishing to participate in the Standards Program recognize and accept that all contributions and work products are for the benefit of PMI members as a whole, and through PMI, the global project management profession. The contributions and work products are not for the personal and/or business gain of any single individual or enterprise.

All volunteers shall be required to read, acknowledge, sign, and return to the Standards Manager a PMI Volunteer Copyright Assignment Form before starting any volunteer work for the Standards Program.

2.3 COMPENSATION AND REIMBURSEMENT Volunteers shall not receive any form of stipend or remuneration from PMI, and shall have no rights to royalties or any other compensation for the work they perform for the Standards Program. Volunteers may be reimbursed for pre-approved expenses established in PMI’s policies and procedures.

2.4 CONFLICT OF INTEREST The four basic principles of standards development address and mitigate the inherent conflict of interest that is present in most standards development projects. In addition, PMI has chosen to implement a formal Conflict of Interest Policy for all PMI-sponsored teams. A perceived or actual conflict of interest does not in itself prohibit participation on PMI Standards Projects. This legitimate interest can, if not monitored and mitigated, become a perceived or actual conflict of interest. Individuals who have a conflict of interest will be asked to work with the PMI Standards Manager to jointly develop a mitigation plan beyond the four principles of good standards development where necessary.

All staff and volunteers in a leadership position, or other sensitive position on a Standards Project, are required to fill out, sign, and postal mail the Conflict of Interest Questionnaire that supports the PMI Conflict of Interest Policy. Other Standards Project team members are required to disclose any perceived or actual conflicts of interest to their team leadership or the PMI Standards Manager, as appropriate, at which time a jointly developed mitigation plan will be set in place, if needed.

All staff and volunteers working on a Standards Project must disclose any patents held or other situations which may give, or could be considered to give, the perception that antitrust and/or competition laws could be violated. Appropriate PMI staff will work with the individual and the PMI Standards Manager to develop mitigation plans to ensure any actual or perceived antitrust situation will not occur.

For a more detailed discussion of PMI’s Conflict of Interest Policy, see PMI’s Web site.


3 POSITIONS WHERE VOLUNTEERS ARE NEEDED The PMI Standards Manager, an employee of PMI answering directly to the PMI Director, Knowledge Delivery, is responsible for the work of the Standards Program. Much of this work is accomplished by volunteers, and the Standards Program offers a variety of opportunities for these volunteers. Functions normally performed by volunteers are listed below, but, as the Standards Program is constantly evolving, this should not be considered a comprehensive list

3.1 MEMBERS OF THE STANDARDS MAG Members of the Standards MAG assist the Standards Manager in the leadership and execution of the Standards Program, and serve, along with the Standards Manager, as the PMI Project Management Standards Program Team (SPT). The Standards MAG, in support of the Standards Manager, monitors the direction of the Standards Program’s projects, helps prioritize projects, and monitors the progress of the Standards Program’s PMs towards the completion of the products set forth in their Project Charters.

Number of Positions: 6 (2 from outside the USA preferred, but not required.)

Reports To: PMI Standards Manager

Term: • 1-year commitment with possible reappointment in following years; maximum 5 consecutive years. Appointed by the PMI CEO, based on the recommendation of the PMI Standards Manager and the Knowledge Delivery Director, and the advice of the PMI Board of Directors.

• Standards MAG members may not hold two concurrent leadership positions, e.g. one may not be a PM and a member of the Standards MAG at the same time.

Estimated Time Commitment: 30 hours / month, including biweekly one-hour teleconferences and three two-day meetings per year

Responsibilities: • Participate in decisions regarding the Standards Program and its projects.

• Participate in teleconference calls. • Comment on submitted documents from project teams. • Review project status reports. • Recommend additional projects. • Prepare documentation, as necessary. • Vote on recommended approval or disapproval of PMI Standards. • Participate in the Standards Program Consensus Body.

Required Forms • PMI Volunteer Copyright Assignment Form • PMI Confidentiality Form • PMI Conflict of Interest Questionnaire

3.2 PROJECT MANAGERS AND DEPUTY PROJECT MANAGERS Each Standards Project will have a PM and a Deputy PM. PMs are appointed by the Standards Manager in consultation with the MAG, to lead the Standards Program’s projects. Deputy PMs are generally appointed by the PM, with the approval of the Standards Manager. PMs report to the PMI Standards


Manager and are the project teams’ liaison to the SPT. Once assigned, the PM should begin gathering the project team, but should not commence the work until the SPT approves the Project Charter.

Number of Positions: 1 PM and Deputy PM per project


Term: • One-year appointment with anticipated annual renewal during the life of the project, typically three years. It is expected that the PM and Deputy PM would normally be re-appointed each year until the completion of the Project.

• The Deputy PM remains as the liaison for the project until the next update cycle for the product.

• PMs and Deputy PMs may not hold two concurrent leadership positions, e.g. one may not be a Core Team member of two projects at the same time.

Estimated Time Commitment: >20 hours / month

Responsibilities: • Assume full project accountability. • Provide input to the Project Charter. • Set project policies and procedures. • Prepare project budget, schedule, and plan. • Form Core Team, recruit project team members and SMEs, and

utilize project team members assigned by PMI Standards Manager. • Foster high levels of team morale and motivation • Ensure ALL team members receive appropriate orientation when

joining their team • Submit Project Status Reports (monthly). • Maintain Project Meetings’ Minutes. • Prepare response to requests for information. • Maintain project records, including issues, changes, and lessons

learned. • Manage preparation of all drafts and final version of the document

being prepared, and any other deliverables described in the Project Charter

• Manage project closeout and transfer of appropriate files to PMI GOC archives.

• Recruit volunteers when appropriate Deputy PM: • Be prepared to assume role of PM in absence of PM by being

actively engaged in all aspects of the project planning and execution • Act as liaison to concurrent PMI Standards Projects during the life of

the project and until the next update cycle for the project.



3.3 TEAM MANAGERS/PROJECT CORE TEAM These volunteers are responsible for leading the functional or work areas as defined by the Project Manager. Volunteers are typically subject matter experts (SMEs) in the field or functional area for which each is responsible or may serve as a generalist across multiple areas of responsibility.

Number of Positions: To be determined by the Project Manager

Reports To: Project Manager

Term: • One-year appointment with anticipated annual renewal during the life of the project, typically three years.

• Core Team members may not hold two concurrent leadership positions, e.g. one may not be a Core Team member of two projects at the same time.


Responsibilities: • Leading their respective functional work area • Other duties as determined by the Project Manager


3.4 PROJECT TEAM PARTICIPANTS/TEAM CONTRIBUTORS/TEAM REVIEWERS These volunteers are the backbone of the Standards Program. They do most of the work in accessing available written information, gathering information from SMEs and other project management practitioners, conducting interviews, when appropriate, and preparing the text or visuals that will go into the Standard.

Number of Positions: To be determined by the Project Manager, usually unlimited

Reports To: Team Managers (Leaders) and/or Project Manager

Term: One-year appointment with anticipated annual renewal during the life of the project, typically three years


Responsibilities: • As determined by the Team Area Leader or Project Manager

Required Forms • PMI Copyright Assignment Form

3.5 INDEPENDENT SUBJECT MATTER EXPERT REVIEWERS Independent SME Reviewers who did not participate in the development of the draft standard are appointed, on a case-by-case basis, to review Standards Program documents. These reviews are considered internal reviews to PMI. The reviewers provide their comments, suggestions, and advice in


written form to the SPT. Reviewers may spend time discussing their views with the Standards MAG and/or the Project Manager.

Number of Positions: To be determined by the SPT; normally at least three are required

Reports To: Standards Program Team

Term: At least one document review cycle

Estimated Time Commitment: >10 hours / month (Depends upon the size and complexity of the document, estimated 3-30 hours per document)

Responsibilities: • Review the appropriate document. • Submit completed SME Review Form, including written comments

and suggestions for the document under review.

Required Forms PMI Copyright Assignment Form • If recommendations are made for specific word changes to the

Standard under review, a signed form must be received before the project team can consider the reviewer’s recommendations.

• If no specific recommendations are made, a signed form is not required.

3.6 EXPOSURE DRAFT RESPONDENTS As part of the PMI Standards development process, draft Standards are typically introduced to the project management community for comment as an Exposure Draft. The SPT informs the Project Management community about the Exposure Drafts created in the Standards Program, and requests written comments and recommendations. Those responding can be members of PMI, or members of the larger project management community with specific expertise, experience, or interest in a given area, or people/organizations that could be impacted/affected by establishment of the proposed PMI Standard.

Number of Positions: Usually unlimited with as broad a membership as possible

Reports To: No direct reporting relationship exists between Exposure Draft Respondents and the SPT.

Term: One time review of an Exposure Draft document

Estimated Time Commitment: Depends upon the size and complexity of the document, along with the personal level of interest of each volunteer

Responsibilities: • Submit written comments, suggestions, and recommendations for the document under review, as necessary.

• Follow procedures communicated with the document.

Forms Required • PMI Volunteer Copyright Assignment Form. The signed form must be received before the project team can consider specific recommendations.


3.7 CONSENSUS BODY These volunteers are the final review and oversight of the PMI Standards. Their role is to review final drafts of proposed PMI Standards and vote on whether the overall quality of the content of the proposed standard is adequate and worthy of publication and that the development process for the standard was open and reasonable.

Number of Positions: Outlined in the PMI Standards Program Consensus Body Policies and Procedures


Term: Outlined in the PMI Standards Program Consensus Body Policies and Procedures

Estimated Time Commitment: Depends upon the size and complexity of the documents reviewed, estimated 3-30 hours per document

Responsibilities: • Review final drafts of proposed PMI Standards and vote to recommend submittal of the proposed standard to CEO of PMI for publication as a PMI Standard

Required Forms • PMI Standards Program Consensus Body Individual Membership Application


4 PARTICIPANT REQUIREMENTS AND EXPECTATIONS Before volunteering to participate in the PMI Standards Program, one should understand what PMI expects of its volunteers. The following points are provided.

4.1 GENERAL REQUIREMENTS While participation in a project team in the Standards Program is voluntary, it does, however, come with responsibilities and commitments that PMI expects one to meet. The following minimum requirements are meant to serve as an indication of the minimum commitment required to participate in the Standards Program. Actual requirements may vary among projects. Volunteers shall:

• Submit a PMI Volunteer Application Form. • Submit a signed PMI Volunteer Copyright Assignment Form and other forms/questionnaires,

depending on volunteer position being sought. • Be able to devote minimum time commitments outlined in Section 3 for each of the project

positions. • Adhere to the project’s policies and procedures. • Adhere to the PMI Project Management Standards Program Volunteer Protocols. • Respond to all assignments in a timely manner, or indicate inability to do so by established

deadline; demonstrate reliability and enthusiasm/no surprises. • Be willing to listen to and fully consider other opinions or points of view, actively exhibit openness,

have no hidden agendas. • Demonstrate professionalism/teamwork/spirit of cooperation (plays well with others) • Be able to work with minimal supervision. • Be able to work effectively on a geographically dispersed team. • Accept direction from appropriate level of leadership, whether volunteer or staff. • Adhere to ethical behavior

o Abstain from promoting personal agendas, proprietary methodologies, or other self-serving, political, or commercial purposes,

o Demonstrate integrity; proclivity to act within the established protocols o Maintain confidentiality (when appropriate) on the work and work products of the team

• Ensure the requisite level of knowledge/expertise to accomplish the assigned tasks, or inform the team leader in a timely manner if additional guidance or help will be needed,

4.2 MINIMUM PARTICIPATION Participation on a Standards project team can vary significantly depending on the role or work an individual volunteer may undertake. In all cases though, the minimum level of participation is defined by:

• Active participation in a majority of the assigned project team activities, e.g., participate in three out of four scheduled activities.

• Responding to team surveys or polls in a timely manner.

4.3 CAPABILITY REQUIREMENTS Volunteers must possess the following minimum capabilities in order to be considered for the positions identified in section 3.0 above.

• Access to e-mail and Internet (Required for collaboration and to send written documents). • Access to telephone (Required to participate in project team teleconferences). • Skill in written and spoken English language.

While the above are general capability requirements, the assigned Project Manager may impose other capability requirements for specific positions within a project.


4.4 VOLUNTEER EXPECTATIONS Volunteering provides individuals with an opportunity to influence and promote the PM profession assisting PMI in establishing worldwide standards for the enhancement of the project management profession. Additionally, a tangible benefit is that a PMP® may earn PDUs for re-certification. Volunteers’ expectations from their participation in the PMI Standards Program include, but are not limited to:

• Clear communication of the expected time and extent of their involvement in the Standards Program project

• Assignment of clear and achievable goals for their role in the Standards Program project • Recognition and appreciation • Professional improvement • Personal learning and access to forthcoming knowledge • Enhanced credibility • Networking opportunities

4.5 CONSENSUS BODY REQUIREMENTS Consensus Body requirements are detailed in the PMI Standards Program Consensus Body Policies and Procedures. This document governs the make-up, policies, and procedures under which the Consensus Body operates.


5 KEY PROTOCOLS This section describes the key protocols that apply to volunteering within the Standards Program.

5.1 GENERAL RULES The Standards Program is open to anyone (including individuals who are not members of PMI) who wishes to participate in a Standards Program project within a very broad general rules structure. The following points are provided as general rules for participation.

• Project team participation

o PMI member and non-member volunteers are welcome to participate o Project teams must be open to anyone willing to participate, although the PM will define roles

for participants. o The PM can decide the maximum number of participants that will be effective and efficient on

the project. o The PM may establish a waiting list or review group for those who wish to participate but

cannot, because of the number of volunteers already on the project, or specific elements of it. If the PM recruits a volunteer, this volunteer cannot be placed on the project team ahead of volunteers on the waiting list until the action is explained to the satisfaction of the PMI Standards Manager.

o When placing a volunteer on a waiting list or review group, the PM should also recommend the volunteer consider volunteering on other Standards Projects.

• Accountability/Responsibility

o The PM must openly communicate requirements and restrictions pertaining to volunteers to

all applicants. o The PM must provide an orientation-type briefing (written or verbal) that highlights the

requirements, restrictions, and expectations of team members. o PMI requires all participants to sign a PMI Volunteer Copyright Assignment Form and

expects confidentiality on all projects, unless PMI or the team through due process has released the project information.

o Volunteers in certain project leadership positions are expected to complete the PMI Confidentiality Form and Conflict of Interest Questionnaire.

o Participant must accept the authority/leadership of the Project Manager or other leader, whether volunteer or staff, as defined.

• Concurrent volunteer positions

o Standards MAG members may not hold two concurrent leadership positions, i.e., one may

not be a PM and a member of the Standards MAG at the same time. o One may not be a PM, Deputy PM, or Core Team member on one project and have a

leadership position on another project. o A PM or Deputy PM may serve on the Consensus Body, but cannot vote on the proposed

Standard produced by the team they lead. o There is no limit to the number of projects on which an individual may participate.

Within these boundaries, however, one must be mindful of the time requirements and be committed to fulfilling obligations on all projects to which one wishes to contribute. If one is overextended, one may be asked to make a choice between projects so that a vacancy can be made to permit another volunteer to participate and be more effective than the overextended volunteer.


5.2 ANNOUNCEMENT PROCESS Once a need exists to fill a volunteer vacancy, or to provide volunteers for a new Standards Program project, the Project Manager provides a description of the volunteer opportunities to Standards Program Administrator to be posted on the PMI Web siteThe PMI Standards Manager will assist the Project Manager in the recruitment of volunteers. Each announcement should contain at least the following information.

• Name of the project or vacancy • Project Manager’s name and contact information • Second point of contact name and contact information • Estimated duration of the project • Project goals/objectives • General capability requirements • General participation requirements • Specific knowledge/skill requirements • Application process • Relevant information about the project

5.3 APPLICATION PROCESS Individuals who choose to volunteer for a position in the PMI Standards Program must complete the online application on the PMI web site, found at the following hyperlink: http://www.pmi.org/info/PP_StandardsVolunteerApp.asp A PMI Volunteer Copyright Assignment Form must also be submitted before a volunteer is brought into the Standards Program in any capacity. This form must be sent via postal mail with an original signature to the PMI Standards Program Administrator (however, a faxed signature will be accepted until receipt of the postal mail copy). Once a faxed form is received, the PMI staff will forward the application to the appropriate PM, who will make sure the volunteer is contacted within a reasonable time (usually within two weeks).

5.4 VOLUNTEER ORIENTATION Individuals who volunteer in the Standards Program receive orientation relevant to the particular function they will be performing.

5.4.1 Project Participants and Team Leads The Project Manager is responsible for team morale and motivation, and for keeping the project team focused on the objective of the project. To this end, the PM shall develop an orientation presentation to indoctrinate volunteers to the project. This presentation may be in the form of a binder (written or electronic) containing the required information, or a combination of written and oral communications with the project team. The orientation shall contain, without limitation, the following information. Items designated with checkmark ( ) symbol shall be provided to new members in either hardcopy or electronic form (usually by giving the volunteer access to the team Web site), understanding that some documents may not be available during the early stages of the project.

• Project Manager’s name and contact information • Time requirements per month • Term of appointment (generally one year with re-appointment of two additional years) Listing of specific items the team member will be responsible for developing/executing, including

assigned task(s) description(s), required deliverable(s) and due dates Reporting relationship on project team (i.e. to whom the volunteer reports)

• Briefing on the PMI Standard Setting Process Project Charter


http://www.pmi.org/info/PP_StandardsVolunteerApp.asp

Project policies and procedures Project team organization and reporting structure Project schedule and/or milestone chart A copy of the PMI Standards Program Volunteer Protocols (this document) Any other specific requirements set by the project team

Volunteer orientations should not cause barriers to new team members getting involved in project work. All orientation programs should keep in mind the clear goal of helping the volunteer get actively involved in supporting the project and motivating them to make a positive contribution to the team’s efforts. Volunteer orientations are intended to motivate new team members and help them:

• Understand their role on the project • Bring them up-to-date on project progress and methods • Educate them on the background of prior decisions and course of action • Prepare them to execute their assigned role.

5.4.2 Program Participants The PMI Standards Manager, or designated representative, will give PMs and volunteers who are not directly reporting to a specific PM, an orientation. These volunteers, without limitation, include the following.

• Standards MAG members • Project Managers • Independent SME reviewers • Exposure Draft respondents, as required

Orientation will consist, at a minimum, of the following information. Items designated with checkmark ( ) symbol must be provided.

• Standards Manager and Standards MAG members’ name and contact information • Time per month • Term of appointment Assigned task(s) description(s), responsibilities and due dates, where appropriate

• Briefing on the PMI Standard Setting Process (not applicable for Exposure Draft respondents) • A copy of the PMI Standards Program Volunteer Protocols (this document; not applicable for

Exposure Draft respondents or Consensus Body members) A copy of any special procedures established for the project/position Any other specific requirements

5.4.3 Consensus Body members • Standards Manager will provide an orientation specific to the roles and responsibilities of a

Consensus Body member

5.5 PROJECT POLICIES AND PROCEDURES The PM is responsible for ensuring the assigned project is completed in a timely manner, and, therefore, should establish and implement policies and procedures for the project. The PM develops policies and procedures in collaboration with the project’s Team Leads/Managers to ensure full project leadership acceptance. The policies and procedures should be submitted to the Standards Program Administrator. Project teams are encouraged to share their policies and procedures with other project teams to facilitate group learning.


As volunteers join the project team, each should be given a copy of, or given access to, and briefed on, the project’s policies and procedures. The PM should ensure that this is accomplished as part of the orientation process for project team members.

6 CONFLICT RESOLUTION It is desired that all volunteers maintain the highest standards of professional conduct when working on the Standards Program’s project.

6.1 TEAM MEMBER DISPUTES Disputes between project team members should be resolved at the lowest level possible. This means that the PM should handle disputes that arise within the team, if at all possible. If, however, the dispute is between a team member and the PM, the matter may be referred to the PMI Standards Manager for resolution. The PMI Standards Manager may assign a member of the Standards MAG to help resolve the differences between the parties or review the issue in aggregate. The PM and/or the PMI Standards Manager or Standards MAG member will attempt to resolve the issue in an unbiased manner considering the interest of the organization, Standards Program, and project. Issues that cannot be resolved within the PMI Standards Program will be discussed with the Director, PMI Knowledge Delivery, for additional opportunities for resolution. PMI volunteers always have the option to use the Complaint, Dispute, and Grievance Resolution Policy available via the PMI web site under the heading of “About PMI”.

6.2 PERFORMANCE ISSUES

The PM should try to resolve performance issues with volunteers in a discreet manner. The PM will inform the PMI Standards Manager of issue and resolution status so PMI may remain informed, and to provide continuity across all levels of volunteer activities. The PMI Standards Manager and other PMI staff are available to assist PMs, as necessary.

Occasionally, the performance issue will require further action. Reasons for taking action may include, without limitation, the following:

• Unprofessional, unethical or illegal behavior, or failure to adhere to PMI Member Ethical Standards, and for those holding the PMI PMP® Certification Credential, the PMI Project Management Professional Code of Professional Conduct.

• Failure to follow processes established by PM • Refusal to live with team consensus and move on to next phase of project • Failure to provide deliverables in a timely manner • Pushing one’s own agenda instead of working for the goals of the Standards Program

7 CONTRIBUTOR RECOGNITION In recognition for their contributions, the project team members will be acknowledged in the document to which they contribute(s). Contributors will be recognized as follows:

• Standards Program Team Members • Standards Project Team Managers/Leaders • Major Contributors • Standards Project Team Members • Exposure Draft Reviewers • Subject Matter Expert Reviewers • Consensus Body Members


Volunteer Protocols PMI Standards MAG

APPENDIX A: COMMENT FORM

Use the following Comment Form to recommend additions, changes, deletions or modifications to this document. Please submit one form per recommendation. A signed copyright assignment must accompany your first comment (See Appendix B). Subsequent comments may be submitted by fax (Fax Number: +610-356-4647) or e-mail to: Kristin Wright [[email protected]]

Revision: V 4.0 B-1 September 15th, 2004

DRAFT & CONFIDENTIAL

Project Management Standards Program Volunteer Protocols COMMENT FORM

(Please Use a Separate Form for Each Comment) Submitter Name: Address: E-mail Address: Daytime Phone: Fax: Comment ID Number*: * Please use your initials and a sequential number (e.g., ABC-1) for each comment.

[1] Comment Type:

❑ CHANGE ❑ COMMENT ❑ OTHER (briefly explain):

[2] Section or Subsection Number:

[3] Original Text (please type or attach a copy of the original text here):

[4] Recommended Text (modify the original text to satisfy your concern here):

[5] Provide a detailed justification/reason for requested change:

CONFIDENTIAL

Please submit this Comment Form along with the required PMI Volunteer Assignment of Copyright via postal mail (for first comment):

PMI PM Standards Program Project Management Institute Four Campus Boulevard Newtown Square, PA 19073-3299 USA

Subsequent comments may be submitted by fax(Fax Number:+610-356-4647) or e-mail to:

FOR PROGRAM TEAM USE ONLY (Record of Decision and Response Form to Submitter)

ACCEPTED: ____________INITIAL: _________DATE:

NOT ACCEPTED REASONS: _________Out of project scope _________Level inappropriate for this document _________SIG/Industry specific (Which one: ______________________) _________Conflicts with material in PMBOK® Guide _________Not generally accepted _________Other (Reason: _______________________________________ )

NEED MORE INFORMATION: CONTACT SUBMITTER: ______________________________ Date: _________INITIAL: __________NOTES: _______________ Date: _________INITIAL: __________NOTES: _______________ ADDITIONAL INFORMATION RECEIVED: _________________________ RECOMMENDED DISPOSITION: ______________________________ COMMENT CLOSE DATE: _______________ INITIAL: _______________

Kristin Wright [[email protected]]

Revision: V 4.0 2 September 15th, 2004

APPENDIX B: COPYRIGHT ASSIGNMENT A Copyright Assignment Form MUST ACCOMPANY THE FIRST COMMENT FORM RECOMMENDING CHANGES TO

THIS DOCUMENT. ONE’S RECOMMENDATIONS WILL NOT BE CONSIDERED IF ONE FAILS TO COMPLETE, SIGN,

AND SUBMIT THE Copyright Assignment Form. Please find a copy of the latest version of the PMI Copyright

Assignment Form available at the PMI Standards web site at the following hyperlink:

http://www.pmi.org/info/PP_StndrdsVolunteerCopyright.pdf. Fill out the form on-line and then print out the form and postal

mail it with your comment form. If you have already sent in a copyright assignment for a previous comment, please

indicate that you have done so.


http://www.pmi.org/info/PP_StndrdsVolunteerCopyright.pdf

Volunteer Protocols PMI Standards MAG

Revision: V 4.0

Appendix C: Project Management Standards Project Volunteer Application

Individuals wanting to volunteer for the PMI Standards Program should complete the Project Management Standards Project Volunteer Application and Copyright Assignment forms available at the PMI Standards web site under Volunteering at the following hyperlink address: http://www.pmi.org/info/PP_StandardsVolunteering.asp, where one may apply on-line or print out the forms and postal mail them.

September 15th, 2004 C-1

DRAFT & CONFIDENTIAL

http://www.pmi.org/info/PP_StandardsVolunteering.asp

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