SEM11-06

COMMITTEE PROCEDURES

ETSI Seminar© ETSI 2012. All rights reserved

SEM11-06

At least 30 days before the meeting:

• Host sends invitation and logistical information• Chairman sends draft agenda

• To all on the Technical Body’s membership list• Any subjects for voting (deliverables, officials etc) must

be indicated

2

Sufficient notice of meetings

TWP 1.5.1 & 1.5.2

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What level of support can be expected?

3

Discuss practical arrangements with the host

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Compile a good agenda

Etc.

Source: Board Chairman Title: Draft Agenda Agenda item: All Document for:

Decision document cut-off-date: 8 March 2008 Document number1

1 Introduction, meeting arrangements, etc.

2 Adoption of the Agenda B66(08)01

3 Previous Board Meetings 3.1 Approval of draft minutes of previous meeting(s) B65(08)44 3.2 Matters arising B66(08)05 3.3 Review of actions B66(08)04

B66(08)09

4 Rights and obligations for former elected officials and former staff members

5 IMT Advanced process

6 Technical Committees, ETSI Projects, Partnership Projects & Special Committees

6.1 Appointment of Chairmen B66(08)11 6.2 Terms of Reference

1 Red/bold indicates Decision doc provided before the cut-off; blue/bold indicates "Late" Decision doc; black/bold indicates Discussion doc; normal indicates Information document.

Decision X Discussion Information

Late submission

SEM11-065

Tuesday, 10 March

09.00 13.00 14.00 18.00

AGENDA ITEMS

1 17

2 7.3

3 5

Lunch

AGENDA ITEMS

8 7

6 7.1

9 7.2

10

Wednesday, 11 March

09.00 13.00 14.00 17.00

AGENDA ITEMS

4 12

14 11

Lunch

AGENDA ITEMS

11 contd 13

15 18

16

Closure

of

Meeting

The contributor of this item could onlyattend on the morning of 10 March

This was an important item added late to theagenda.Rather than change the entire agenda, it was put atthe end, but timetabled to come early in the meeting

It may be useful to produce a timetable

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Call for IPR by chairmen

The attention of the members of this Technical Body is drawn to the fact that ETSI Members shall use reasonable endeavours under Clause 4.1 of the ETSI IPR Policy, Annex 6 of the Rules of Procedure, to inform ETSI of Essential IPRs in a timely fashion. This section covers the obligation to notify its own IPRs but also other companies' IPRs.

The members take note that they are hereby invited:• to investigate in their company whether their company does own IPRs which are, or are

likely to become Essential in respect of the work of the Technical Body,• to notify to the Chairman or to the ETSI Director-General all potential IPRs that their

company may own, by means of the IPR Information Statement and the Licensing Declaration forms that they can obtain from the ETSI Technical Officer or http://www.etsi.org/WebSite/document/Legal/IPRforms.doc.

Members are encouraged to make general IPR undertakings/declarations that they will make licenses available for all their IPRs under FRAND terms and conditions related to a specific standardization area and then, as soon as feasible, provide (or refine) detailed disclosures.

ETSI Seminar Sophia Antipolis

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Report:• Meeting report

• proceedings of the meeting, summary of essential discussions and the decisions made• to be approved by the Technical Body • to contribution list within 30 days of the meeting

• a list of the main decisions and matters arising• if the full report is not produced within 15 days of the meeting

• any changes to TB structure• any officials elected• new work items adopted or stopped• deliverables approved or withdrawn• new meetings organised• any other items where Secretariat action is required (TWP 1.9.3)

Approved deliverables to ETSI Secretariat within 30 days (TWP 2.2)

Work programme: Update! (TWP 1.6.4)

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After the meeting…

SEM11-068

Be clear what was decided…

Etc.

Source: Board Secretary Title: Draft Decisions and Actions from B#65 1 Draft Decisions from Board#65

D-B65/1 The Board approved the summary minutes of Board#64 [ETSI/B64(07)47 rev.1].

D-B65/2 The Board endorsed the appointment of Dr. Günter Kleindl (Siemens AG) as Chairman of ETSI TC Digital Enhanced Cordless Telecommunications (DECT) for a sixth term of office of two years as of October 2007 [ETSI/B65(08)06].

D-B65/3 The Board endorsed the appointment of Mr. Søren Hess (Daimler AG) as Chairman of ETSI TC Intelligent Transport Systems (ITS) for the first term of office of two years as of December 2007 [ETSI/B65(08)10].

D-B65/4 The Board endorsed the appointment of Prof. Dieter Hogrefe (Institut für Informatik) as Chairman of ETSI TC Methods for Testing and Specification (MTS) for a sixth term of office of two years as of January 2008 [ETSI/B65(08)20].

D-B65/5 The Board endorsed the appointment of Mr Jean-Jacques Bloch (HUGHES Network Systems) as Chairman of TC Satellite Earth Stations & Systems (SES) for a second term of office of two years as of November 2007 [ETSI/B65(08)23].

SEM11-069

Be clear what was decided…

2 Draft Actions from Board#65

A-B65/1 Director-General (NIM/PAR)

to investigate the granularity and appropriate Mode of Operation with CEN concerning Ground Based Air Traffic Management [ETSI/B65(08)37 slide 4].

A-B65/2 Director-General (IPP and ESP)

to prepare a proposal for Board #66 and GA#51 for the conversion of EPP MESA into an ETSI TC.

A-B65/3 Alistair Urie & Claudio Gentile (Board Vice-Chairmen)

to prepare a proposal for Board #66 and GA#51 for the revised “Associations Guideline” and the necessary changes to be made to TWP 1.5.4 [ETSI/GA48(06)18 rev.2].

A-B65/4 Board Secretary to launch a Decision by Correspondence to confirm the principles of the rights and obligations for “retired friends of ETSI” as well as on the privileges attached to the conferment of ETSI courtesy titles [ETSI/B66(08)26] prior to the IPR#02 meeting.

Etc.

SEM11-0610

Using (some of) the applications

Need:

Progress of a deliverable

Contact information

Know what meetings are taking place - and where Calendar of Meetings

Send invitation, links to agenda/ meeting contributions

E-mail exploder (listserv)

Obtain and submit meeting documents Meeting contribution

Identify company’s official contact, etc Membership Information

Decision making

Solution:

Remote Consensus

Additional access rights

Obtain and update contact details

Access Rights Maintenance

Work Programme

Create a meeting Meetings Management

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Attendance and voting rights

GA TB GA TB

Counsellor

Observer

Attendance Voting

Full Member

Associate Member

Applicant for membership

Non-Member

XX

XX!XX!!XX!!

= yes = Yes, except for ENs and European regulatory mattersX = no ! = normally no, but maybe yes in special circumstances

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Remote participation in ETSI TB meetings

By audio conference, webcast etc

Permitted where technically feasible

Gotomeeting and conf-call tools available

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TWP 1.4

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OVERVIEW OF ETSI TECHNICAL WORKING PROCEDURES (TWP) - INITIATION OF A WORK ITEM

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ETSI TWP basics

An ETSI work item

The work program

The rapporteur

Change Control

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Creation of a Work Item

The description of a task defined in terms of the:• title• intended deliverable type (EN, ES, TS, EG, TR)• technical scope, • schedule of tasks for its production• identities of the supporting members (minimum 4)• identity of the rapporteur• other aspects (environmental, User and security aspects)

TBs define and approve new Work Items.

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- TWP 1.6.1

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ETSI Work Item

Only one Technical Body may be responsible for a Work Item• although other TBs may be involved in drafting and approval

separate Work Item for each deliverable

A work Item may not result in an ETSI deliverable (MI)

Technical Body may request creation of a Specialist Task Force if the need is urgent

• see http://portal.etsi.org/stfs/process/home.asp

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- TWP 1.6.1 to 1.6.3 and Annex K

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Adoption of a Work Item into the work program

Technical Body completes Work Item form and adopt it using the normal decision making process Work Item on ETSI Work Programme (EWP), flagged “New”

• until the end of the month following the month the WI was entered onto the Work Programme

ETSI Secretariat makes EWP available to ETSI members

Work Item adoption is confirmed unless a substantial objection is received from an ETSI member

(Similar arrangements for 3GPP Work Items)

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- TWP 1.6.3

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The rapporteur

“individual responsible for an ETSI work item and who acts as the prime contact point on technical matters and for information on progress throughout the drafting phases of the Work Item”

Rapporteur’s tools:

• ETSI Style Sheet

• ETSI Drafting Rules

• Document template

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Progress of a Work Item

Technical Body (TB) start drafting

Rapporteur shall ensure that any documented user requirements are taken into account

TB may not approve final text until the Work Item has been adopted

TB shall organize its work to meet the Work Item schedules• including making arrangements to handle comments from approval procedures

TB shall ensure that the Work Programme is regularly updated

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- TWP 1.6.4

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Work Item milestones

Decision milestones (reflect a decision by the responsible group) • Technical Body Adoption of Work Item • Working Group Approval • Technical Body Approval

Maturity milestones (determined by the Rapporteur)• Early Draft:

• the draft is still in an early stage and will change significantly before finalization

• Stable Draft: • the draft is still subject to technical changes, but nothing major

• Draft for approval: • the draft fulfils the original scope and no technical changes are foreseen

before the next approval phase

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- TWP 1.6.4.1

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Change Control

Technical Bodies may decide to use a Change Control mechanism to follow changes to a draft ETSI deliverable prepared under a particular work item

A Change Request (CR) is then used to propose a change to the draft• Detailed description in Annex L of the TWP• CR template is in Annex M of the TWP

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- TWP 1.6.4.2

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Stopping a Work Item

The TB may concludes that the work should be stopped before publication if is no longer required or if there is no progress for more than one year…

(Similar arrangements for 3GPP)

22SEM10-04

- TWP 1.6.5

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New Work Item - 10 key questions

1. Is the work appropriate for ETSI to perform?2. Is this subject ready for standardization?3. Is there sufficient Member support to perform this work

(quantitative and qualitative)?4. Is this the correct TB to perform the work?5. Is the Rapporteur clearly identified with sufficient commitment and

resources?6. Has the deliverable type been identified and is it appropriate?7. Is the title and scope of the work item clear and appropriate?8. Have all the target dates (up to TB approval) been provided and are they

realistic?9. Will the work be done voluntarily?10.If a Specialist Task Force has been proposed will the work still be

completed if the STF is not funded?23

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The arrangements are essentially the same for ETSI and 3GPP Work ItemsPrincipal references:• ETSI Technical Working Procedures, Clause 1.6

• http://www.etsi.org/website/aboutetsi/howwework/directives.aspx

• 3GPP Working Procedures, Section G • http://www.3gpp.org/Working-Procedures

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Further information