IEEE Board of Governors Meeting December 6, 2002

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IEEE Board of Governors MeetingDecember 6, 2002

• Ronald F. Silletti
• IBM Corporation
• 914-765-4373
• silletti_at_us.ibm.com

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Objectives

• What is a US TAG
• Provide a status of the INCITS transition
• Current Activities
• Background Information
• Discuss what approaches IEEE might take

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US Technical Advisory Groups (TAGs)

• Similar to Accredited Standards Developers, U.S.
  TAGs to ISO are accredited by ANSI and must
  follow the Institutes cardinal principles of
  openness, balance, due process and transparency.
• U.S. TAG accreditation requirements are contained
  in the ANSI Procedures for U.S. Participation in
  the International Activities of ISO (ANSI
  International Procedures)
• ANSI sets policy for U.S. TAGs because the
  Institute is recognized as the official U.S.
  member of ISO and, through its U.S. National
  Committee (USNC), is the official U.S. member of
  IEC

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Responsibilities of U.S. TAGs

• TAGs determine U.S. positions on matters arising
  before international technical committees and
  subcommittees
• TAGs submit US contributions to international
  technical committees and subcommittees
• TAGs determine U.S. delegations to technical
  committee meetings
• All U.S. positions developed by a TAG must be
  submitted to the relevant ISO committee by ANSI
  or to an IEC committee by ANSIs USNC.

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Transition Team Report

• Current Activities

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Goal and Vision

• INCITSs objective is to become recognized as the
  premier global standards developing organization
  focused on Information and Communications
  Technology (ICT) standards and public policy.
  INCITS provides both policy and technical
  direction as customer requirements shift to
  network computing solutions based on open
  systems.
•  
• INCITS is the primary U.S. focus of
  standardization in the field of ICT, encompassing
  storage, processing, transfer, display,
  management, organization, and retrieval of
  information. As such, INCITS also serves as
  ANSI's Technical Advisory Group for ISO/IEC Joint
  Technical Committee 1. JTC 1 is responsible for
  International standardization in the field of
  Information Technology.

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Executive Board (Consensus Body / US TAG to JTC 1)
Large/Small Business
User Groups Government
Academia
Major/Minor SDOs
Consortia Advisory
Standards Development Board
Standards Policy Board
Technical Committees
Compound TAGs
Marketing and Recruitment Board Committee
Long Range Planning Board Committee
Finance Board Committee
Procedures Board Committee
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Executive Board Assumptions

• Consensus body for the organization
• Serves as TAG to JTC 1
• Makes final decisions for the organization
• New categories of membership for balance
• business (large/small businesses and consultants
• non-business (government and major/minor SDOs)
• special interest (user, academic, consortia)
• Meets in Plenary four times per year
• Requires dedicated Secretariat Staff

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Executive Board

• Protect accreditation and maintain a level
  playing field
• Ensure the efficiency of the organization
• Attract the broadest possible community of
  interest
• Create an environment that fosters the
  introduction of new work and relevant
  technologies
• Socialize the value of the organization to the
  ICT community
• Prepare and maintain a long range business plan
  for the long term viability of the organization
• Provide delegates to JTC 1 level meetings
• Approve delegations to JTC 1 level meetings
• Develop US delegates' instructions for JTC 1
  level meetings
• Harmonize recommendations developed by the
  Standards Development Board (SDB) and Standards
  Policy Board (SPB)
• Approve contributions on JTC 1 level activities

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INCITS Boards

• Standards Development Board (SDB) and Standards
  Policy Board (SPB)
• Have elected Chairs
• Meetings at same venue as Plenary
• Make recommendations to Executive Board
• Require dedicated staff resource (minutes,
  agendas, meeting announcements, etc.)

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Standards Policy Board

• Recommend delegates to JTC 1 Meetings
• Provide recommendations that result in
  coordinated U.S. positions on international
  matters
• Provide recommendations that position INCITS to
  best influence JTC 1's future

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SPB to accomplish

• Identify and develop methods for rapid
  international adoption of ICT standards
• Find, facilitate and promote opportunities for
  international collaborative ICT standardization
  activities that enhance ICT interests
• Monitor and determine impact of relevant global
  policies and make recommendations accordingly
• Define and implement methods for INCITS to
  collaborate with other organizations on
  technology policy issues
• Identify and determine how to form international
  alliances, partnerships, joint projects, etc.
• Create a coexistence strategy with consortia and
  other SDOs
• Investigate expansion of scope to include all of
  ICT

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Standards Development Board

• Create and promote internally developed standards
  (TCs, CTs)
• Adopt and promote externally developed
  specifications
• Enable collaboration with other SDOs and
  consortia
• Create and agree to methodology for new work
  identification

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SDB to accomplish

• Develop, review and approve draft proposed
  standards, including American National Standards
  (dpANS), Technical Reports (TRs), New Work Item
  Proposals (NPs), Committee Drafts (CDs), Draft
  International Standards (DISs), Final Draft
  International Standards (FDISs), Publicly
  Available Specifications (PAS), and International
  Workshop Agreements (IWAs).
• Make recommendations to the Executive Board
  regarding the appointment of officers in all
  Subgroups reporting to the Standards Development
  Board and any recalls of officers as needed.
• Maintain current approved standards and respond
  to requests for standardization within its scope.
• Avoid conflicting standards but not preclude
  development of families of standards.
• Minimize duplication of standards through the
  creation of appropriate liaison and coordination
  mechanisms among the standards subgroups of the
  Standards Development Board and with other
  standards bodies having common interests.
• Provide the opportunity to participate in the
  standardization process for all those know to be
  or who indicate they are directly and materially
  affected by the Standards Development Board
  scope.
• Make recommendations to the Executive Board
  regarding the creation and disbandment of
  management groups, technical committees and task
  groups necessary to accomplish the standards work
  of the Standards Development Board and the
  Executive Board.
• Oversee the responsibilities delegated to
  Subgroups to sever as Technical Advisory Groups
  (TAGs) to Subcommittees (SCs), Working Groups
  (WGs), other working groups and projects of
  ISO/IEC JTC 1, upon direct assignment of
  responsibility by the Executive Board.
• Maintain the RD-5, Project Proposal Guide,and
  RD-6, TC Annual Report Guide

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Transition Team Report

• Background Information

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Meetings Held736 Man Hours

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INCITS Letter Ballot Passed

• approval of new organization as contained in
  IT/02-0681
• pg 15 mission/vision bullets to be clarified
• pg 17 organizational chart (changed names of
  two boards)
• pg 18 membership categories
• pg 19 prerequisites for membership on SDB and
  SPB
• pg 24 financial model
• pg 27 timeline (met) on track for December 1
  as legal date

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Name of Organization

• Assigned name of INCITS to the new organization
• New direction is consistent with recent
  international expansion
• Message --- build on 40 years of technical
  success progress through new, strong
  collaboration
• Avoids expending unavailable resources
• No alternatives presented

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Financial Discussion

• Met with Rhett Dawson on September 26th
• ITI agrees to provide same information as
  received by ITI Executive Committee
• Summarization of issues affecting income and
  expenses
• Provided on a quarterly basis
• Agreed to have single reserve account
• Reserve account to be between 40 - 60 of
  operating budget
• Finance Committee will provide input to ITI

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Procedures

• Made only those changes necessary to support the
  new structure
• Incorporated the MOA into the procedures
  (verified viability with ANSI staff)
• First round of review and comment closed November
  4th
• Comment resolution occurred at transition meeting
  this weekend
• New version to be distributed for second review
  and comment on November 20th for comment
  resolution on January 7/8
• Formal approval to be conducted during inaugural
  meeting

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Letter Ballots

• To ensure membership is clearly delineated, all
  open letter ballots will be closed by February 9,
  2003
• Any urgent letter ballots (or reconsideration
  issues) will be handled on the EB agenda in
  February
• New letter ballots will begin week of first
  meeting

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Training Program

• Continue to move toward online training
• Development on hold until new procedures approved
• In interim, staff conducting training sessions

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Start-up Officer Elections

• Eight elected positions (EB Chair and VC, SPB and
  SDB Chairs, Board Committee Chairs)
• Initial process will allow individuals to respond
  to multiple calls conducted simultaneously
• If only one candidate, requires majority approval
• If more than one candidate, victor will have the
  most votes (plurality)
• All positions will have a 30 day call for
  volunteers with an accelerated 15 day letter
  ballot
• If candidates come forward for all positions --
• EB, SDB, and SPB officers in place by April 5th
  (prior to second meeting)
• Board Committee officers in place by May 4th

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First Meeting

• February 10 - 14, 2003 - location TBD
• INCITS EB, SDB, and SPB co-chaired by JTC 1 TAG
  Chair and INCITS Chair
• Voting membership will be all existing members of
  JTC 1 TAG and INCITS, together with new
  participants who attend the inaugural meeting and
  request voting rights
• Draft agendas already created, encourage new
  items for consideration

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Board Committee Assumptions

• Have elected Chair
• Meeting schedule independent of Plenary
• Make recommendations to Executive Board
• No dedicated staff resource (Committee takes
  minutes, prepares agendas, meeting announcements,
  etc.)
• Staff participate as ex-officio

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Finance Board Committee

• Review financial results (budget and actual) of
  the INCITS secretariat and the ANSI international
  program
• Make recommendations on INCITS secretariat
  service fees
• Recommend budgets for the INCITS secretariat and
  the JTC 1international program
• Make recommendations on the finance aspects of
  acquisition, retention and divestiture of the JTC
  1 secretariat
• Make recommendations on the finance aspects of
  hosting of JTC 1 plenary meetings
• Make recommendations on and monitor financial
  aspects associated with new services and
  requirements
• Maintain the RD-5, Secretariat Services

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Procedures Board Committee

• Draft and recommend to the Executive Board and
  ITI the procedures for operation of INCITS and
  its subgroups ( RD-2, Organization, Rules and
  Procedures), assuring they comply with ANSI
  procedures and INCITS policies. Amend them as
  necessary.
• Respond to requests for additions, changes,
  deletions, or new developments to the procedures.
  
• Review procedures changes originated outside of
  Procedures Board Committee prior to ballot by the
  Executive Board to ensure compliance with RD-2
  and ANSI requirements.
• Circulate proposed changes, modifications, and
  enhancements to affected subgroup(s) for
  preliminary review and comment.
• Render interpretations on procedural issues.
  Maintain a record of interpretations. Consider
  these for future incorporation into appropriate
  procedure documents.
• Review and approve any internal operating
  procedures developed by IOEs to ensure compliance
  with this document.
• Maintain and recommend to the Executive Board
  changes to the RD-1 Policies and Guidelines,
  RD-2, Organization and Procedures, RD-3,
  Officers' Guide.

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Marketing/Recruitment Board Committee

• Development of the content of collateral and
  responsible for helping the organization use it
  well
• Preparation of programs and activities that
  retain and recruit members
• Identification and solicitation of leads on
  prospective members and opportunities to make
  presentations to prospects
• Act as the core of the speaker's bureau, both by
  creating the presentation abstracts that can be
  pitched and targeting the appropriate people to
  make presentations
• Evaluate trade show, symposium and seminar
  opportunities
• Based upon input provided by the Standards
  Development Board, the Standards Procedures Board
  and the Executive Board Committee yearly reviews,
  the Marketing/Recruitment Board Committee will
  prepare the INCITS Year-In-Review. The INCITS
  Year-In-Review will serve as a PR/marketing tool
  that highlights the organization's yearly
  achievements.

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Long Range Planning Board Committee

• Develop and maintain the Long Range Plan for the
  Executive Board.
• Recommend to the Executive Board standardization
  areas to pursue, maintain, and/or abandon.
• Monitor (e.g., study, evaluate, assess) trends
  and status of the following
• External Factors as a means to identify
  candidate areas of standards development
• technology (e.g., JTC 1 technology watch
  activities)
• other groups that develop related standards
• Internal Factors as a means to assess the
  organization's capabilities
• project activity (e.g., new project starts,
  development cycle duration)
• participation
• organization
• standardization life cycle

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Reference Documents

• RD-1, Policies and Guidelines Maintained by
  the Procedures Board Committee
• RD-2, Organization and Procedures Maintained
  by the Procedures Board Committee
• RD-3, Officers Guide Maintained by the
  Procedures Board Committee
• RD-4, Secretariat Services Maintained by the
  Finance Board Committee
• RD-5, Project Proposal Guide Maintained by the
  Standards Development Board
• RD-6, TC Annual Report Guide Maintained by the
  Standards Development Board

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Transition Team

• Meeting January 7/8, 2003
• Will respond via email and teleconference to
  staff concerns
• Will remain in place through April meeting for
  consultation