dita — archive

Subcommittee governance

From: Kristen Eberlein <[email protected]>
To: [email protected]
Date: Tue, 23 May 2017 12:09:00 -0000

This was approved (with a typo to be corrected) at the TC meeting on 25 October 2016. Bob uploaded the source to SVN (dita runkadministration) last week, to make it easier for use to access and update. It's supposed to be a living document. Best, Kris Kristen James Eberlein Chair, OASIS DITA Technical Committee Principal consultant, Eberlein Consulting www.eberleinconsulting.com +1 919 682-2290; kriseberlein (skype) -------- Forwarded Message -------- Subject: Re: [dita] Subcommittee governance Date: Tue, 11 Oct 2016 08:32:59 -0600 From: Bob Thomas <[email protected]> To: Scott Hudson <[email protected]> CC: Kristen James Eberlein <[email protected]> , [email protected] <[email protected]> Here is an update to the straw proposal based on feedback from the last TC meeting: DITA Technical Committee subcommittee governance This document specifies the policies and expectations for subcommittees operating under the auspices of the DITA Technical Committee (TC). Rationale This document establishes concrete policies and expectations for subcommittees. The TC is doing this to help subcommittees be more productive and to avoid the misunderstandings that can arise when expectations are informal. Criteria for subcommittee creation A prerequisite for subcommittee creation is evidence that sufficient interest exsists to support a subcommittee. Several criteria must be met before the TC will vote to approve the creation of a subcommittee. A prospective subcommittee must have the following: A charter that explains the subcommittee's mission A chairperson or secretary who is a voting member of the TC Subcommittee members from two or more companies A willingness to comply with all of the policies and expectations in this document Criteria for remaining in good standing The TC expects the following conditions to be met for a subcommittee to be in good standing with the TC: The chairperson shall maintain voting status on the TC. The subcommittee should have work in progress. Idle periods must not last more than six months. The subcommittee shall meet at least once a month when work is in progress Maintenance of the OASIS subcommittee web resource. This includes posting minutes for each subcommittee meeting before the next meeting occurs and the keeping upcoming meeting details current on the subcommittee calendar. The subcommittee shall report to the TC at least once a month when work is progress. Policies affecting subcommittee chairpersons The following policies affect subcommittee chairpersons. A subcommittee chairperson: Can be removed for any reason by a majority vote in the TC Is accountable to both the TC and the subcommittee Is responsible for keeping the subcommittee in good standing Must maintain voting status on the TC. A one month grace period is automatically in place for chairpersons who lose voting status. Beyond that, the TC is willing to consider extenuating circumstance. For example, a chairperson may live in a timezone that makes attending TC meetings impractical or a chairperson may have a persistent work-related conflict that coincides with TC meeting times. In such cases, the TC may agree to have the subcommittee represented by another subcommittee member who is also a voting member of the TC. Deactivating and reactivated a subcommittee A subcommittee can deactivate itself if no work is anticipated for six or more months. If a subcommittee believes that it will not be needed in the future, it should ask the TC to decommission the subcommittee. A deactivated subcommittee can reactivate itself providing it still meets all of the criteria for subcommittee creation. Decommissioning a subcommittee The TC should consider decommissioning a subcommittee under any of the following circumstances: The subcommittee requests it The subcommittee has been out of good standing for more than six months A deactivated subcommittee has been abandoned by its members and by its chairperson Disposition of work products from decommissioned subcommittees The TC should consider the following options for dealing with work products left by decommissioned subcommittees: Removing the work product from OASIS control Appointing an advocate to service the work product Asking the OASIS DITA community for volunteers who would be interested in re-instantiating the subcommittee by meeting the criteria for subcommittee creation Best Regards, Bob Thomas On Fri, Sep 30, 2016 at 12:02 PM, Scott Hudson < [email protected] > wrote: FYI, subcommittees usually have their own OASIS page and calendar. It is not necessary to place their meetings on the DITA TC calendar. This allows interested parties to subscribe if they are interested rather than cluttering the TC calendar with non-essential appointments. Thanks and best regards, --Scott Scott Hudson Content Strategist Training & Documentation Global Services & Support Jeppesen Digital Aviation Boeing 55 Inverness Drive East Englewood, CO 80112 www.jeppesen.com This document contains only administrative, uncontrolled data under U.S. International Traffic in Arms Regulations. From: < [email protected] > on behalf of Kristen James Eberlein < [email protected] > Date: Friday, September 30, 2016 at 11:44 AM To: [email protected] < [email protected] > Subject: Re: [dita] Subcommittee governance Hi, Bob. Thanks for taking initiative on this. I think it's a solid start. Another thing that I'd like subcommittees to do is to ensure that their meetings are on the DITA TC calendar. Best, Kris Kristen James Eberlein Chair, OASIS DITA Technical Committee Principal consultant, Eberlein Consulting www.eberleinconsulting.com +1 919 682-2290 ; kriseberlein (skype) On 9/30/2016 11:20 AM, Bob Thomas wrote: Hi, As I prepare to step in as a co-chair for the Technical Communications subcommittee, I have been thinking about Subcommittee/TC governance and how things ought to work. This seems appropriate since our last couple of TC meetings have dealt with such matters. I put together a DITA topic to focus my thoughts. It occurred to me that the topic would make a good a straw proposal for TC/SC governance, so I changed it to be that, and I offer it for your consideration. While some may find the specificity to be overkill, it is worth noting that the TC will inevitably have to decide how it will conduct itself in each of these matters. It is far easier to do this all at once and not on the fly when a misunderstanding has cropped up between the TC and an SC. I have attached the DITA topic. Meanwhile, here it is as rendered in HTML: DITA Technical Committee subcommittee governance This document specifies the policies and expectations for subcommittees operating under the auspices of the DITA Technical Committee (TC). Rationale This document establishes concrete policies and expectations for subcommittees. The TC is doing this to help subcommittees be more productive and to avoid the misunderstandings that can arise when expectations are informal. Criteria for subcommittee creation Several criteria must be met before the TC will vote to approve the creation of a subcommittee. A prospective subcommittee must have the following: A charter that explains the subcommittee's mission A chairperson who is a voting member of the TC At least one other subcommittee member who is affiliated with a different company A willingness to comply with all of the policies and expectations in this document Criteria for remaining in good standing The TC expects the following conditions to be met for a subcommittee to be in good standing with the TC: The chairperson shall maintain voting status on the TC. The subcommittee should have work in progress. Idle periods must not last more than six months. The subcommittee shall meet at least once a month when work is in progress Minutes for each subcommittee meeting must be posted in the subcommittee’s OASIS document repository (Kavi) before the next meeting occurs. The subcommittee shall report to the TC at least once a month when work is progress. Policies affecting subcommittee chairpersons The following policies affect subcommittee chairpersons. A subcommittee chairperson: Can be removed for any reason by a majority vote in the TC Is accountable to both the TC and the subcommittee Is responsible for keeping the subcommittee in good standing Must maintain voting status on the TC. A one month grace period is automatically in place for chairpersons who lose voting status. Beyond that, the TC is willing to consider extenuating circumstance. For example, a chairperson may live in a timezone that makes attending TC meetings impractical or a chairperson may have a persistent work-related conflict that coincides with TC meeting times. In such cases, the TC may agree to have the subcommittee represented by another subcommittee member who is also a voting member of the TC. Deactivating and reactivated a subcommittee A subcommittee can deactivate itself if no work is anticipated for six or more months. If a subcommittee believes that it will not be needed in the future, it should ask the TC to decommission the subcommittee. A deactivated subcommittee can reactivate itself providing it still meets all of the criteria for subcommittee creation. Decommissioning a subcommittee The TC should consider decommissioning a subcommittee under any of the following circumstances: The subcommittee requests it The subcommittee has been out of good standing for more than six months A deactivated subcommittee has been abandoned by its members and by its chairperson Disposition of work products from decommissioned subcommittees The TC should consider the following options for dealing with work products left by decommissioned subcommittees: Ousting the work product from OASIS control Appointing an advocate to service the work product Asking the OASIS DITA community for volunteers who would be interested in re instantiating the subcommittee by meeting the criteria for subcommittee creation Best Regards, -- Bob Thomas +1 720 201 8260 Skype: bob.thomas.colorado Instant messaging: Gmail chat ( [email protected] ) or Skype Time zone: Mountain (GMT-7) ------------------------------ ------------------------------ --------- To unsubscribe from this mail list, you must leave the OASIS TC that generates this mail. Follow this link to all your TCs in OASIS at: https://www.oasis-open.org/ apps/org/workgroup/portal/my_ workgroups.php ------------------------------ ------------------------------ --------- To unsubscribe from this mail list, you must leave the OASIS TC that generates this mail. Follow this link to all your TCs in OASIS at: https://www.oasis-open.org/ apps/org/workgroup/portal/my_ workgroups.php -- Bob Thomas +1 720 201 8260 Skype: bob.thomas.colorado Instant messaging: Gmail chat ( [email protected] ) or Skype Time zone: Mountain (GMT-7)