ETSI OCG#34
Sophia Antipolis
22 January 2008
Source:
Title:
ETSI/OCG34(08)10
Author: Gabrielle Owen
17 January 2008
page 1 of 8
ETSI TC ERM
Proposed revised working procedures for coordination on ETSI
SRDoc radio spectrum issues
Agenda item: 7.7
Document for:
Decision
X
Discussion
Information
1
Decision/action requested
OCG is invited to approve revised working procedures for coordination on ETSI SRDoc radio
spectrum issues
2
References
A-B62/4
ongoing
Simon Hicks &
Gabrielle Owen
to bring Recommendations (A, B, C & D) of [ETSI/B62(07)63]
concerning Radio Spectrum Work in ETSI to OCG for further
development/implementation.
See
[ETSI/B64(07)30-33]
resulting in revised Recommendations 1-4.
Recommendation 2: "A review of the SRDoc process needs to be performed".
3
Rationale
The Board Radio Spectrum Recommendation 2 requested for a review of the System Reference
Document procedure to be performed. The resulting procedure should enable a more streamlined
procedure to be adopted, which still meets the quality expectations of CEPT.
This document is the report requested for the Board by January 2008, and notes the main changes in
the procedures, the implications of these changes, and issues that are contentious.
Change 1: The Liaison Officers will report to ERM instead of to ERM-RM.
Consequence: The number of participants to ERM is much greater than the number to ERM-RM,
therefore a greater number of people will have the opportunity to listen to the Liaison Officer report
and to ask him/her questions during a physical meeting. If a more in-depth analysis is needed of
information received from liaisons, then ERM will need to task, for example ERM-RM, to further study
the issue and report back.
Change 2: Liaison Officers are no longer required to upload most of the CEPT documents to the ETSI
server.
Consequence: The vast majority of CEPT documents are now downloadable without a password,
therefore this task has become unnecessary. A bit less space will be taken up on the ETSI servers.
Change 3: The concept of Reporters has been added to the procedures. These are a light version of
the Liaison Officer.
ETSI/OCG34(08)10
page 3 of 8
Consequence: This concept had already been introduced about a year ago because ETSI members
wanted to distinguish between the CEPT groups closed to participation by ETSI members and those
groups open to participation by ETSI members. The concept of Reporters has brought more clarity
regarding the responsibility.
Change 4: The SRdocs will now be sent to the Radio Spectrum Committee and TCAM.
Consequence: Members generally prefer to keep the risk of confusion low, therefore the concept of
sending SRdocs to external bodies as unapproved preliminary material will be done on an ad-hoc
basis rather than on a regular basis.
The quality of the documents being sent will need to be as high or higher than in the past. More
attention will be needed to have a well-written executive summary. ERM-RM has put considerable
effort into ensuring the quality of SRdocs. This task will need to be performed by the originating body.
The guidance for writing SRdocs will need to be checked and modified if necessary.
Change 5: Step 2: An announcement to all ETSI radio TBs, ERM/TGs and external bodies will be
made by the ETSI Secretariat to make them aware of the new work item for a System Reference
document. This signal is meant to alert people to make plans to participate in the process if desired.
Consequence: Increased awareness of the SRdoc work items. It could be helpful if the
announcement to external bodies would lead to increased participation in ETSI and to a decrease in
the need to re-discuss issues in external bodies, however this is probably wishful thinking.
Change 6: Step 4: Co-ordination activities within ETSI are undertaken by the Rapporteur by
contacting ETSI radio TBs and ERM/TGs having a known interest in order to identify any issue in
relation to the frequency or application and advise the originating TB accordingly.
Consequence: This may lead to increased interaction between the originators and the TBs and
ERM/TGs affected. Resolution of conflicts may occur earlier in the process, if the affected parties are
all ETSI members. This may result in more studies being done in ETSI, as encouraged by ECC Policy
Goal 10.
This step may be easier for the TBs and ERM/TGs who are more familiar with the ETSI structure and
people than for the “green” TBs and ERM/TGs, who have profited in the past from the guidance from
ERM-RM and convenience of ERM-RM meetings.
Change 7: Step 5: The draft System Reference document is made available on the ETSI docbox for at
least 30 days for comment by an electronic tool.
Consequence: At ERM-RM some SRdocs were arriving very close to the meeting start date, which
made coordination tough. This step should ensure that ETSI members are given a reasonable time
period to respond. It also gives clear signal to the members of the expectation for them to comment.
Change 8: Step 7: Upon receipt of comments, the Rapporteur will attempt to resolve the comments
via correspondence.
Consequence: This step encourages work by correspondence and can lead to cost savings if
everything can be resolved in this manner.
Change 9: Step 9: If no consensus has been reached, a physical meeting will be held to resolve the
comments.
Consequence: Physical meetings for SRdocs are only arranged when no consensus has been
reached. This may lead to cost savings, but on the other hand the benefits of interaction between
members in a physical meeting may be lost. Some members who prefer physical meetings (for
example, those with long coordination procedures in their company) may not be motivated to reply
during the call for comments via correspondence.
ETSI/OCG34(08)10
page 4 of 8
Change 10: a change in the share of the workload between ERM, the originating groups, and ERMRM. The main workload for SRdocs had been carried by the originating groups and ERM-RM.
Consequence: The consequence depends on how successful the originating group and the
Rapporteur are at resolving the comments.
 If they are successful, then ERM and ERM-RM can handle the load.
 If they are unsuccessful, and for every SRdoc a physical meeting is necessary, then the load
on the ERM Chairman will be too heavy (if there are many SRdocs). She would then need to
delegate authority.
Contentious Issues
ERM#33 delegates did not communicate any contentious issues. However there could possibly be
contentious issues, as the discussions so far were held mainly within TC ERM.
4
Consequences and implications
It could be helpful if the ETSI software would be smart enough to automatically generate an
announcement to all ETSI radio TBs, ERM/TGs and external bodies when the new work item for a
System Reference document is adopted. Otherwise this would be a task for the ETSI Secretariat.
5
Issues for discussion
Below are the detailed proposed revised working procedures for coordination on ETSI radio spectrum
issues.
Working procedures for coordination on ETSI radio spectrum issues
TC ERM is the Technical Committee within ETSI responsible for EMC and Radio spectrum Matters.
Responsibility

TC ERM is mandated to co-ordinate ETSI positions by supporting the needs of the entire ETSI
membership on radio spectrum matters, in order to ensure the efficient use of the radio
spectrum and inter-system compatibility.

TC ERM acts as the formal ETSI-interface to other organisations (e.g. EC and its committees
under the Radio Spectrum Decision and under the R&TTE Directive, CEPT, ITU-R, ... etc.)
relating to radio spectrum matters.

TC ERM administers the CEPT ECC / ETSI MoU [2] on behalf of ETSI.
Areas of activity

TC ERM will establish a close liaison and an interactive process of consultation with the
European Commission, CEPT/ECC and its Working Groups (e.g. SE, RA, CPG, FM, etc.) by
the nomination of Liaison Officers (to the CEPT) and Representatives (to the EC) to express
ETSI views in meetings of these bodies. In open project teams of ECC, ETSI may be
represented by Reporters for the basis of information gathering and dissemination.

TC ERM will, throughout the standardization process, establish a close liaison with other ETSI
Technical Bodies and ERM/TGs that produce standards for radio equipment and systems by
requesting the nomination of experts to provide liaison with TC ERM.

In co-operation with ECC and concerned ETSI TBs and ERM/TGs, TC ERM will
prepare/review ETSI deliverables/positions relating to radio spectrum use, efficiency and intersystem compatibility.
ETSI/OCG34(08)10
page 5 of 8

TC ERM will, where requested, provide assistance in the field of radio spectrum matters in cooperation with the TBs and ERM/TGs as relevant, when liaising with external bodies (e.g.
ECC).
The CEPT ECC / ETSI MoU
In order to ensure the efficiency of the execution of the CEPT ECC / ETSI MoU, the following liaison
with CEPT/ECC and ETSI TBs and ERM/TGs will be established:

TC ERM should nominate Liaison Officers to represent the ETSI views when attending
meetings of ECC, ECC Working Groups as applicable. TC ERM may also nominate
Reporters to provide and support ETSI material to ECC sub-groups as may be required.

experts from the originating ETSI TBs and ERM/TGs producing radio standards should
support the ongoing work of TC ERM by providing expertise on particular radio technologies.

When necessary the Liaison Officers at meetings of the ECC and its constituent bodies may
be assisted by experts from the originating Technical Bodies.

The members of the originating ETSI TBs and ERM/TGs should assist in the approval
processes described in the relevant sections below.
Role of the Liaison Officers

Liaison Officers are appointed to represent ETSI within a particular CEPT working group.

Liaison Officers shall be appointed by TC ERM for a period of two years, and may be reappointed.

ETSI Liaison Officers shall represent ETSI views and positions that have been agreed within
TC ERM (by means of approved ETSI documents) within ECC and its WGs meetings. In case
there is a need to submit draft documents/positions to ECC, their status should be made clear.
ETSI Liaison Officers may also inform the ECC of the status of expected ETSI documents.

ETSI Liaison Officers shall not present contributions, documents or views on behalf of
themselves or other companies/organisations.

ETSI Liaison Officers shall, prior to the external meeting they attend, make the agenda
available to ERM members via the ERM email exploder.

ETSI Liaison Officers shall produce reports of the meetings attended for ERM members and
distribute them shortly after the meetings.

Where the ECC does not automatically inform ETSI on the progress of the co-ordination
activities between ETSI and the ECC, it is the responsibility of the Liaison Officer to report this
back to ERM and to inform ETSI TB's that have a known interest in that particular areas.
Role of the Reporters
ETSI Reporters are appointed on an ad-hoc basis and participate (on behalf of their own
organisations), when necessary, in open groups, such as CEPT/ECC PTs and TGs, and:


gather information in these meetings and forward it to ETSI;
introduce ETSI documents (e.g. Liaison Statements) if any, in such meetings (on an ad-hoc
basis).
ETSI/OCG34(08)10
page 6 of 8
The System Reference Document
Definition: A 'System Reference Document' is an ETSI Technical Report created and approved
according to the ETSI Technical Working Procedures and which is based on ETSI Guide EG 201 788
'Guidance for drafting an ETSI System Reference Document'.
A 'System Reference Document' is usually produced for a new system, service or application requiring
a change of the present frequency designation / utilisation within CEPT or a change in the present
regulatory framework for the proposed band(s) regarding either intended or unwanted emissions.
It should include as a minimum:

a system description, e.g. the type of service, the traffic evaluation, the market situation and
forecast, the spectrum need, etc.

information on key spectrum requirements such as RF power and spectral characteristics (e.g.
mean and peak power, bandwidth, type of modulation, duty cycle), access method, proposed
frequency bands, channel arrangements, receiver requirements, etc.

information on potential interference to other systems/services within the same or adjacent to
the proposed radio spectrum if already available or concerns expressed by other spectrum
users.

the status of the System Reference Document.
ETSI/OCG34(08)10
page 7 of 8
Procedure:
1
Work item for
SRdoc
2
Contact other
TB&Gs and
external body
3
Draft SRdoc
4
Coordination
activities
5
Collect
comments
6
Comments
received?
YES
7
Resolve
comments
(Rapporteur)
NO
8
Comments
resolved?
NO
YES
9
Physical
meeting
10
Revised
document for
approval
ETSI OCG#34
Sophia Antipolis
22 January 2008
ETSI/OCG34(08)10
Author: Gabrielle Owen
17 January 2008
page 1 of 8
1. An ETSI work item for a System Reference document (ETSI TR) is adopted by ERM, possibly
following the proposal from another ETSI TB.
2. An announcement to all ETSI radio TBs and ERM/TGs and external bodies is made by the ETSI
Secretariat to make them aware of the new work item for a System Reference document. A list of the
concerned TBs and/or ERM/TGs is to be recorded.
3. A draft System Reference document is produced by the originating TB or Group.
4. Co-ordination activities within ETSI are undertaken by the Work Item Rapporteur by contacting
ETSI radio TBs and ERM/TGs having a known interest in order to identify any issue in relation to the
frequency or application and advise the originating TB accordingly.
5. The draft System Reference document is made available on the ETSI docbox for at least 30 days
for comment by an electronic tool. Concerned TBs and/or ERM/TGs (as noted under step 2) are
informed that the document is available.
NOTE:
ERM can decide, on an ad-hoc basis, to forward a draft SRdoc to an external body
for initial feedback which might help to finalize the document.
6. The branch for continuing the procedure depends on whether comments are received during the
comment collection period.
7.Upon receipt of comments, the Work Item Rapporteur will attempt to resolve the comments via
correspondence.
8. The branch for continuing the procedure depends on whether the comments received have been
resolved.
9. If no consensus has been reached, a physical meeting will be held to resolve the comments. All
ETSI members of the interested parties are encouraged to participate in the physical meeting during
which the SRdoc is reviewed and to work to approve the SRdoc by consensus.
In the case that consensus cannot still not be achieved, information will be included as relevant in the
'Systems Reference document' on the divergent opinions and forward the 'System Reference
documents' to external bodies.
10. The revised document is presented for TC ERM approval for publication and for transmission to
external bodies (i.e. CEPT/ECC, the European Commission, Radio Spectrum Committee, and TCAM).
ETSI/OCG34(08)10
page 9 of 8
ETSI position on radio spectrum issues
Definition: an ETSI position on radio spectrum issues is a formal vehicle for providing contributions to
the process of discussions and decisions outside ETSI
Procedure: The ETSI position on radio spectrum issues is produced by ETSI ERM and follows the
same procedure as the System Reference document with the following differences:
 no work item is required
 no announcement of the ETSI position on radio spectrum issues to external bodies is required
 no approval for publication is required
Liaison statement
Definition: A Liaison Statement is a formal vehicle of communication with bodies outside of ETSI.
Procedure: The Liaison Statement follows the same procedure as the position on radio spectrum
issues with the following differences:
 the time period for comment is expected to be less than 30 days. This will be determined caseby-case by the ERM Chairman in consultation with the originator.
 ERM may delegate its authority to approve the Liaison Statement.