Tutorial for leadership teams of ITU-T study groups, TSAG, tariff groups and focus groups Working...
Transcript of Tutorial for leadership teams of ITU-T study groups, TSAG, tariff groups and focus groups Working...
Tutorial for leadership teams of ITU-T study groups, TSAG, tariff groups and focus groups
Working methods and best practices of ITU-T
Simão CamposCounsellor, SG 16
ITU
Geneva, 15-16 December 2008
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Outline1. High level overview of ITU CS/CV/GR, Council
2. Role of chairmen, Rapporteurs, editors, liaison officers etc.
3. Creation of groups
4. Modifying or creating new Questions
5. Types of meeting document and their usage
6. Coordination of the work (liaisons, GSI, JCA …)
7. Working with outside organizations: A.4, A.6 and A.5; A.23
8. Languages
9. Focus Groups
10. Meetings outside Geneva
11. Electronic meetings
12. Rapporteur meetings
13. Participation of non-members
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
High level overview of ITU CS/CV/GR, Council
Covered in a separate presentation– Constitution– Convention– General rules
– Council meetings
Defined at Plenipotentiary conferences
CS: Constitution / CV: Convention / GR: General Rules
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Role of chairmen, Rapporteurs, editors, liaison officers etc.
Res*.1 §3Rec. A.1
* In this presentation, unless otherwise noted, Resolutions mentioned refer to Res. adopted at WTSA-08
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Q = Questions Develop Recommendations JCA: Joint Coordination ActivityGSI: Global Standards Initiative TSB: Telecommunication Standardization Bureau (= ITU-T Secretariat)Note: Experts progressing the work of a Question are frequently referred to as “Rapporteur Group” (RG)
WORLD TELECOMMUNICATIONSTANDARDIZATION ASSEMBLY
WORLD TELECOMMUNICATIONSTANDARDIZATION ASSEMBLY
TELECOMMUNICATIONSTANDARDIZATIONADVISORY GROUP
TELECOMMUNICATIONSTANDARDIZATIONADVISORY GROUP
Governance and structure
IPR ad hoc
Workshops,Seminars,
Symposia, …
Co
nse
nsu
s
WORKINGPARTY
Q
WORKINGPARTY
WORKINGPARTY
STUDY GROUPSTUDY GROUP STUDY GROUPSTUDY GROUP STUDY GROUPSTUDY GROUP
QQQ
Focus Groups
Q
WORKINGPARTY
GSIs
JCA
ITU Plenipotentiary Assemblies (PP)
(every 4 years)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Study group management
Normally understood as SG chair & VCs, WP chairs & VCs and variants, plus SG Counsellor/Engineer + Assistant
SG Officials: add Rapporteurs (and variants), liaison officers
Res.1 §3
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Range of official rolesChairmen: SG, WP
– Variations: WP co-chairsVice-chairmen: SG, WPRapporteurs
– Variations: co-Rapporteurs, Associate Rapporteurs, Vice-Rapporteurs
Liaison officers: one- or two-way– Representatives of the SG elsewhere– Representatives of other groups into the SG
Not necessarily the same person (in particular for ISO/IEC)– Variations: liaison Rapporteur, liaison representative– Not possible for Associates!
Editors (not codified)Other: EWM (ex EDH) coodinator; Promotion officer; Vocabulary Rapporteur (Res.67/SCV)
Vice versus Co-*– choice between hierarchic or equal-footing
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Who nominates?SG chairs and VCs
– WTSA-08 by agreement (normally expressed with acclamation) based on proposal from the heads of delegations
WP Chairs and variations– Study group by acclamation based on SG management
proposal– Normally well coordinated and accommodating the
membership views to avoid problems/surprisesRapporteurs and variations
– SG / WP chair to propose names (in coordination with the other members of the SG management)
– Formally by agreement of the WP (SG only if the Question is not allocated to a specific WP)
But normally also endorsed at SG level
Editors– Appointed by Rapporteur with the agreement of the
Rapporteurs Group
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Criteria for chairs, vice-chairs
Top SG positions have more political components in the nomination but managerial and technical skills are fundamental
Preference is given to VCs for WP chair positions BUT frequently other qualified experts take up those roles
– “Variations” can be used to allow the most effective choices
Expected to have the necessary support of the Member State or Sector Member to fulfil this commitment throughout the study period
– ITU does not provide financial assistance to Chairmen and Vice-chairmen
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Criteria for Rapporteurs, editors
Appointment primarily based on their expertise in the subject to be studied / text to be developedRapporteurs: Commitment should be for the whole study period, but there is more turn around at this levelEditors: Commitment at least until the approval of the work item– … and support for maintenance issues
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Role of SG chairmanThe chairman shall direct the debates during the meeting, with the assistance of TSB
– General Rules, specific Sector provisions
Proposes to the plenary new chairs and vice-chairs of WPs and RapporteursEnsure all members can fully express themselvesAuthorized to decide that there shall be no discussion on Questions on which insufficient Contributions have been receivedIPR roll callJudgement after AAP LC/ARAuthorize Rapporteur group meetingsEnsure that work progresses in between meetings
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Chairman’s powers* (GR11, 17)Open and close the meetingsDirect the deliberationsEnsure that the rules of procedure are appliedGive the floor to speakers“Put questions to the vote” and announce the decisions adoptedResponsible for the general direction of all the work of the meetingEnsure that order is maintained at meetingsRule on motions of order and points of orderEmpowered to close the lists of speakers and to propose that discussion on a question be postponed or closed, or that a meeting be suspended or adjournedPostpone the convening of a plenary meetingProtect the right of each delegation to express its opinion freely and fully on the point at issueEnsure that discussion is limited to the point at issue, and may interrupt any speaker who departs therefrom
– request such speakers to confine their remarks to the subject under discussionSubmit proposals likely to accelerate the debates Decide whether proposals during discussions be presented orally or in writing
* Extensible as appropriate to chairs of other groups under the SG
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: SG Chairmen
Perform the duties required of them within their study groups or within joint coordination activitiesAttend Chairmen’s meetings that precede TSAG meetingsParticipate in the regular Chairmen’s conference calls (every 2-3 months)
– Chairing rotates amongst the TSAG/SG chairs
Represent SG and/or ITU at events– Joint meetings of ITU & other SDOs (GSC, IETF, ISO/IEC JTC1,
etc)– Workshops, other meetings
Lead preparations for formal meetings– Collective letter preparation with TSB– Coordination meetings / conference calls / etc
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: SG Vice-chairmen
Assist the chairman in matters relating to the management of the study group
– Including substitution for the chairman at meetings or permanent replacement of the chairman
WTSA-08 Res.56:– SG Vice-chairs from developing countries are to perform as
“ambassadors” of their group (SG or TSAG) in their regions– Expected deliverables listed:
mobilize all ITU members in the region to participate in the ITU standardization activities; make mobilization and participation reports to the ITU body concerning the region; prepare and submit a mobilization programme for the regions that they represent at the first meeting of TSAG or applicable SG
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: WP chairs, Editors
WP chairmen– Provide technical and administrative leadership – Recognized as having a role of equal importance
to that of a study group vice‑chairman
Editors– Fine line to walk: editors while editors are not
contributors – separation of roles– Record the consensus points, maintain issues
lists, etc
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: Rapporteurs [1]Coordinate the detailed study following guidelines provided by WP or SG
Basic goal: assist in producing Recommendations– Not obliged to produce them (e.g. lack of contributions)– Based on contributions received
Liaison role with other groups within and outside ITU, as needed and authorized by the SG
Adopt appropriate work methods– TSB EDH system, meetings of experts, etc
Provide timely progress reporting to parent WP/SG– particularly for work by correspondence or otherwise outside SG &
WP meetings– Rapporteur Group meetings, editing meetings, etc– TD not later than the first day of the meeting– Draft new/rev Recommendations: whenever possible submit TD at
least 6 weeks before the SG/WP meeting
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: Rapporteurs [2]Advance notice to SG/WP & TSB of intention to hold Rapporteur Group meetings, especially unplanned ones– See slide ahead with further details concerning
Rapporteur Group meetings.
Establish a group of active "collaborators" where appropriate– Updated list of collaborators given to TSB at each
WP/SG meeting
Delegate the relevant functions from the list above to associate rapporteurs, editors and/or liaison rapporteurs as necessary– Delegation does not transfer responsibility
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Responsibilities: Rapporteurs [3]
Responsible for the quality of their texts– Delegation to editors does not relinquish
the responsibility
Progress on the basis of written contributionsEstablish and update the Question’s work programme
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Intermission
Work programme database
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Creation of groups
Study Groups: WTSA, TSAGWorking parties, Rapporteur groups: SG– Joint working parties: concerned SGs
Recommendations submitted to Lead SG
Regional groups: SGFocus Groups: SG, TSAGJCAs: SG, TSAGAd hoc groupsOther groups
Res.1 §2
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Modifying or creating new Questions
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Rev/new Questions between WTSAs
Res.1 §7
Members submit proposed
Questions (§7.1.1)
TSB distributes Question to
Members (§7.1.3)
SG reviews and agrees to submit
Question for approval (§7.1.6)
LS sent to TSAG for endorsement or suggested changes
(§7.1.7)
TSAG reviews and recommends
(§7.2.4)
SG requests consultation of Member States
(§7.2.3)
Director notifies members of
approval
Director requests Member States’
approval (§7.2.3a)
Consensus at SG? (§7.2.2)
(§7.2.3c)
(§7.2.3a)
Member States replies (§7.2.3b)
Min: 1 monthMin: 2 months
Nex
t TS
AG
mee
tingSee §7.1.2 for
Question text template
SG itself proposes new or revised
Question (§7.1.4)
Urgent case?
(§7.1.8)
OK from TSB Director, TSAG chairman, other
SG chairs (§7.1.8)
At lest four members commit
themselves to support the work
(§7.2.2)
No
Yes
LS sent to TSAG for noting (§7.2.5)
Yes
No
Only very exceptional
cases!!!
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Sequence for deletion of Questions
Steps:• By agreement at SG meeting• First Circular letter informing membership of the intention to
delete the Question• Two months deadline for Member States to comment• No opposition: another Circular announcing deletion• Opposition (with reasons): back to SG at its next meeting for
reconsideration
Periodic check should be performed at SG meetings to identify Questions that are candidate for deletion, e.g.
– work terminated– not receiving Contributions for current and two previous
meetings
Special consideration can be given to “strategic Questions”
Res.1 §7.4
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Types of meeting documents and their usage
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SG Meeting documents
Formal meetings– Contributions members only– Reports produced by TSB– Temporary documents SG officials
Also: Liaison Statements– Working documents these “do not exist”– [TSB] Circular Letters whole ITU membership– [SG] Collective Letters only SG membership
Rapporteur group meetings– Rapporteur group documents
(single or multiple series)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
GSIs, JCAs, focus groups
GSIs– Even though GSIs are not a group per se, some have a
separate document seriesIncrease coordination of documents when meeting of RGs (not SGs)Better visibility
– Handling similar to formal meeting documents
Focus groups– They define their own series, from simple (single series) to
complex ones (Inputs, outputs, TDs, LS, reports, etc)BUT Practice shows it should be as simple as possible
JCAs– Also define their own documentation system, usually kept
simple, if exists at all
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Coordination of the work (liaisons, GSI, JCA …)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Coordinating activities – high levelLiaison statementsWorkshopsGroups of representatives from concerned groups– PCP-TDR, JCAs
When GSIs are concerned:– Specific JCA and TSR
TSAG – higher instance PCP-TDR = Partnership coordination panel on telecoms
for disaster relief and mitigation
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Coordinating activities – technical
Liaison statementsLiaison representativesCollocated meetings of parent groups– Important to have joint sessions– ITU-T and with other groups, e.g. IEEE,
ISO/IEC JTC 1 MPEGJoint meetings of Rapporteur groups– Agreed on a case-by-case basis– Ad hoc for smaller projects
GSI on a pre-defined theme– Major projects involving various SGs where tight
coordination and short response times are required
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Joint Coordination Activities
Multi-purposeNeed to address a broad subject covering the area of competence of more than one study groupDoes not perform technical workRepresentatives from within and outside ITU-T (as needed)Proposed by SG or TSAG– Approved by SG: subject under its mandate– Approved by TSAG: various SGs are concerned
Rec.A.1, §2.2
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Approval of JCAsJCA Proposal
initiated
Lead SG &within Res. 2
mandate?
Electronicnotif ication toSG ref lector
Time to nextSG meeting?
Resolv ecomments,approv e**
electronically
Resolv ecomments,
approv e at SGmeeting
Comments f romSG membership
Comments f romSG membership
>4 weeks,<8 weeks*
>8 weeks*
<4 weeks
Discuss at SGmeeting but no
decision y et
Comments f romSG membership
Resolv ecomments,approv e**
electronically
Yes
No
Electronicnotif ication to
TSAG andSGs ref lector
Time to nextTSAG meeting?
Resolv ecomments,approv e**
electronically
Resolv ecomments,
approv e at TSAGmeeting
Comments f romTSAG, SGsmembership
Comments f romTSAG and SGs
membership
>4 weeks,<8 weeks*
>8 weeks*
<4 weeks
Discuss at TSAGmeeting but no
decision y et
Comments f romTSAG, SGsmembership
Resolv ecomments,approv e**
electronically
JCA Initiated
* Nominal time period** If there are no substantiv e comments, the JCA is considered
approv ed. If the JCA Proposal is modif ied per commentsreceiv ed, it is again circulated f or a f our week rev iew. If thereare no substantiv e comments, the JCA is considered approv ed.
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Working with outside organizations
Rec. A.4, A.6 and A.5Rec. A.23
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Workshops, seminarsBoth a promotion and a working tool
Logistic support of TSB, technical lead from the SG
Two formats:– Workshops – demonstrations, technical issue resolution, and for
the creation of specific deliverables – Seminars – sharing ITU-T vision and technical knowledge– Various designations: workshops, seminars, tutorials, symposia,
forums, etc
Various focus:– Study group strategy focused– Information focused– Tutorial focused– Promotion focused
Audio and written archives: promotion and education tools
Updated list (and link to past ones): http://itu.int/ITU-T/worksem
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
ISO/IEC
Special relationship, “sister organizations”WSC, joint activitiesRec.A.23, Annex A– Joint teams– Common text (=identical publication)– Twin text (=identical technical content, distinct
publication)
X-series, H-seriesEasy normative referencing, access upon request to their texts and meetings
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Forums, consortia and regional SDOs
Qualification for exchanging information:– Forums, consortia: Rec. A.4– Regional SDOs: Rec. A.6– Exchange of messages with non-qualified organizations is
also possible
Qualification for normative referencing– Rec. A.5– Objective: ensure implementability of ITU-T
Recommendations (access to text, RAND IPRs, stability of text, consensus-based, etc)
Initiated by the SG or by the external organization– Via the TSB director
List of qualified organizations on ITU-T website http://itu.int/ITU-T/lists/qualified.aspx
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Requirements for A.4/A.6 Qualification (1)
Objectives: development of globally applicable standardsOrganization: legal status, geographic scope (A.4) / accreditation (A.6), secretariat, representativeMembership (openness, in particular towards ITU Member States & Sector Members)Technical subject areas relevant to ITU-T SG(s)IPR Policy and Guidelines on patents, software copyright, marks & copyright consistent with ITU-T’s
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Requirements for A.4/A.6 Qualification (2)
Working methods/processes: open, fair, well-documented, supporting competition, explicitly addressing anti-trust issuesDocument publication and maintenance process: well-defined and availability to ITU membersRequirements concerning documents submitted to ITU-T: – No proprietary info– Indicate approving entity– Indicate stability, degree or stage of approval of
document, change control process, etc
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Requirements for A.5 normative referencing (1)
In practice, allowed for organizations already qualified under A.4/A.6
Clear description of the document (type of document, title, number, version, date, etc.)Status of approvalJustification for the specific reference (including why incorporation of the full text in the Recommendation is inappropriate)Current information, if any, about IPR issues (including patents, copyrights, trademarks)The degree of stability or maturity of the document
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Requirements for A.5 normative referencing (2)
Relationship with other existing or emerging documentsOther useful information describing the "Quality" of the document (e.g. length of time it has existed, whether products have been implemented using it, whether conformance requirements are clear, whether the specification is readily and widely available)When a document is referenced in an ITU-T Recommendation, all explicit references within that referenced document should also be listedQualification of referenced organization: from A.4/A.6 QualificationOther (for any supplementary information)
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Intermission
A.4/A.6 & A.5 databases
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Use of languages in ITU-T
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Languages
PP-06 Res.154 “Use of the six official languages of the Union on an equal footing”, resolves:
to take all necessary measures to maximize interpretation and the translation of ITU documentation in the six languages on an equal footing, although some work in ITU (for example working groups, study groups, regional conferences) might not require the use of all six languages
Current language policy and practice in ITU-T: see Council document C08/56, Cor.1
Various aspects:– Interpretation at meetings– Translation (written texts)– Other issues
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Interpretation at meetings
Provided upon request at least one month before the meeting– Full time in TSAG and SG 3 meetings for one
meeting room– Closing plenary of the other SG meetings– Full time at WTSAs
In principle not provided for other meetings (e.g. workshops, JCAs, Rapporteur group meetings)WTSA-08 Res.70 – Accessibility brings in sign language requirements yet to be addressed at policy and budget levels
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Interpretation team rules
Teams are always booked for the “whole day”“Whole day” = 3 hour session + 1.5 hours break + 3 hour session– Interpreters work in pairs they do not need coffee
breaks– Exceed by more than 15 minutes, ITU has to pay
another full day for all teams involved– No longer than 2 additional hours with a 30 min break
Any change to the basic agreement, ask interpreter’s OKAlternatives: ask the meeting whether to– Stop the meeting short of the excess of 15 mins– Continue without interpretation (don’t say “continue
in English-only”)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Translation
AAP Recommendations: only English version is published– Budget constraints– Summaries translated
TAP Recommendations translated into 6 languages (after Determination but before Decision meeting)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Other languages issues
Multi-lingual, multi-cultural environmentGR §20.2:
Speakers must express themselves slowly and distinctly, separating their words and pausing as necessary in order that everybody may understand their meaning
Frequently presenters use notes– They script what they are going to say– Give them time to react (questions, comments,
etc)– Make sure they understand what is the conclusion
on a topic– Do not rush moving from one agenda item to the
next
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Focus Groups
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Focus GroupsDefined in Rec.A.7Very powerful tool as the group can define its own membership, working methods, deliverables, financing, working language
– Constraints: clear ToR; consensus-based; country where members are from must be a MS; limited financial burden on ITU; ITU IPR policy; periodic reporting to SGs; only ITU-T members for strategic/structural/operational FGs
Aimed at quickly developing work not already been done by ITU-T SGs
– Also: internalization of work done elsewhere (e.g. FS-VDSL)Short life term, usually one meeting cycle
– Can be longer if justifiedVery important: transparency & coordination
– Creation, processes, deliverables, meeting schedule, etcTwo cases: single or multiple SG concerned
– In any case, only one parent group
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
FG establishment at SG meetings
Within mandate of
SG?
Discuss at a study group
meeting
Consider for approval
Relay to TSAG
chairman
Proposal submitted at least 10 calendar days
before the meeting
Yes
No
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
FG establishment between SG meetings
SG chairman consults with SG management
Pursue further?
Member submits written proposal to chairman of target
parent SG
Start electronic consultation (4 weeks)
FG cannot be established
Yes
No
Unresolved comments?
Discuss at next study
group meeting
Consider for approval
FG can be immediately established
Relay to TSAG
chairman
Single SG Multiple SGs
No
Yes
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
FG establishment at TSAG meetings
Consider for approval
Identification of parent
group
Proposal submitted at least 10 calendar days before TSAG meeting
Discuss at TSAG
meeting
Referral of a proposal by an ITU-T SG (when timely)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
FG establishment between TSAG meetings
Unresolved comments?
Discuss at next TSAG
meeting
FG can be immediately established
TSAG chairman organizes a review
panel*
Pursue further?
Member submits written proposal to chairman of TSAG
Start electronic consultation (4 weeks)
Yes
No
NoYes
Proposal by an ITU-T SG is referred to the
TSAG chairman
* The review panel is composed of chairmen of TSAG and of concerned SGs, and TSAG vice-chairmen and WP chairmen
Consider for approval
Identification of parent
groupFG cannot be established
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
About meetings
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Types of meetings
“Formal” meetings:– TSAG, Study Group and Working Party meetings
“Informal” meetings:– Electronic meetings– Rapporteur & ad hoc group meetings– Correspondence groups (mostly TSAG)
Focus groups: case apart, as FGs define their own working methods
Focus here: SG and subordinated groups
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
ComparisonFormal meetings
– Documentation controlled by TSB– Convened by a Collective Letter– Strict rules for documentation deadline and participation eligibility– Decision-making capability– Participation of secretariat Final reports by TSB
Informal meetings (incl. Rapporteur Group ones) – Documentation controlled by Rapporteur/Convener
Template, numbering, availability, archiving– Rapporteur is responsible for convening the meeting (see next
slides re: steps)– Participation of non-members
Attendance versus written contributions– Consensus-building but not decision-making– Secretariat not present
reporting by Rapporteur/ConvenerBOTH types of meeting must be equally transparent
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
SG/WP Meetings outside Geneva
Invited by a member or with the OK from a Member State (especially if inviter is not a member)
– Invitation submitted to a WTSA or SG meeting– Needs agreement of TSB Director– Host must commit to cover at least costs surpassing
allocated TSB budget– Host to provide suitable facilities and services normally at no
cost to participants
Cancelation: fall back to original dates in GenevaSpecific requirements vary from SG to SGTSB has example requirements based on recent experiences (e.g. WiFi, Internet access, size & number of meeting rooms, etc)
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Electronic meetingsIncrease in use (live, off-line)
– Audio-conferences– E-mail or forum based discussion threads– Web-based collaboration
ITU-T trial, launched by TSAG in Dec 2007, to evaluate remote participation tools
– GoToMeeting: used extensively within ITU for short (>2 hours) meetings, with up to 30 participants
– GoToWebinar: used for covering Climate Change symposium in Kyoto, with up to 200 participants over 2 days (archived)
– WebEx: one year trial offered by Cisco Systems
Important aspects to consider:– All concerned experts be informed about them– Clear beginning and end times/dates– Take time differences into consideration– For live events, keep times short (<3 hours), “share the pain”
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur group meetings
Rec.A.1 §s 2.3.3.6, 2.3.3.10, 11, 13, 14, 15
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Six steps
Pre-authorizePlanAuthorizeConfirmHoldReport
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur meetings: pre-authorization
At SG or WP meeting, obtain agreement in principle to hold a RG meetingProvide
– Host, venue, dates (tentative or confirmed)– Mandate for the meeting (e.g. items for discussion)
Controversial topics: need to be more specific
Normally at least 2 months noticeList of pre-authorized RG meetings are listed in the SG home page
Urgent cases: SG management can authorize holding non-planned RG meetings
– Announcement needs to go out with extra antecedence
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur meetings: planning TSB does not circulate convening letters for meetings below working party level
– notice is posted on the SG web page, as provided by the study group and update it as needed
– Rapporteur is responsible for circulating meeting notices to the concerned experts (e.g. via mailing lists) soliciting contributions and participation
Rapporteur meetings, as such, should not be held during working party or study group meetings
– Discussion on a Question during the SG/WP meeting is not a meeting of the Question – it is just part (i.e. a session) of the SG/WP meeting
– During SG & WP meetings, the more relaxed rules at RG meetings are not applicable
document approval, submission deadlines, documentation availability
RG meetings in Geneva: as soon as possible, ask TSB for room availabilityRG meetings outside Geneva: participants should not be charged for meeting facilities, unless agreed in advance by the study group and on an exceptional and fully justified case
– Caveat: no participant should be excluded from participation if he or she is unwilling to pay the charge
– Additional services offered by the host shall be voluntary, and there shall be no obligation on any of the participants resulting from these additional services
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur meetings: authorization
Authorization by SG management– Typically: by the SG chairman in consultation with TSB and
the concerned WP chair– Management can agree on a different arrangement
Three criteria to be met: – clear terms of reference– sufficient documentation to be discussed– sufficient number of participants / membership
representation
Further considerations– collocated with other related Questions?– strategic importance of holding the meeting
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur meetings: confirm
Circulate confirmation of date and venue:– After authorization by SG management –
see next slide– At least three weeks before the meeting to
participants
Copy to TSB and SG & WP chairmenUpdate displayed in the SG website
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Rapporteur meeting reportsObligation, as a TD, before the start of the next meeting of the parent group
– If contains draft Recs: as much as possible at least six weeks before the meeting
Should include:– Date, venue and chairman– Attendance list with affiliations– Agenda of the meeting– Summary of technical inputs & results– Result of IPR roll call– LSs sent to other organizations
Additionally: stable archive of meeting documents needed– Default: SG Informal FTP Area
Transparency of the process succinct, clear, timely
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Participation of non-membersWTSA-08 Res.1 §2.3.1:
… Chairmen of meetings may invite individual experts as appropriate.
PP-06 Res.135 resolves 3:that the participation of other observers in conferences, assemblies and meetings of the Union shall be guided by the terms of Annex 3 to this resolution
PP-06 Res.135 Annex 3: Based on long-standing practice, the participation in ITU Sector meetings such as study groups or their subordinate groups by those organizations which have no status in ITU other than that of observers in an advisory capacity may include the submission of contributions and oral interventions in meetings.
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Conclusion
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
Conclusions
WTSA-08 introduced only evolutionary changes in working methods:
– Focus Group creation process changed– GSIs defined, JRG no longer codified
Stability indicates a solid, flexible set of rules
ITU standardization environment is very flexible but complex
– Experienced TSB staff is ready to assist
Multi-lingual, multi-cultural, multi-interest environment
– Need to be sensitive to differences
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Final thoughts
The just power of governments is derived from the consent of the governed.
Thomas Jefferson
Compared to rigidity, flexibility usually brings more benefits in multi-cultural / multi-interest environments– Open mind and willingness to come to a middle
ground
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Tutorial for SG & TSAG leadership teamsGeneva, 15-16 December 2008
AcronymsCS ConstitutionCV ConventionGR General RulesGSC Global Standards CollaborationGSI Global Standards InitiativeIFA Informal FTP AreaIPR Intellectual Property RightsJCA Joint Coordination ActivityMS Member StatePCP-TDR Partnership coordination panel on telecoms for
disaster relief and mitigationRG Rapporteur GroupRes ResolutionSG Study GroupSM Sector MemberTSR Telecommunication Standardization ReviewWP Working PartyWSC World Standards CollaborationWSC World Standards Collaboration