ISPE Streamlines Its Document Development Process
Introduction
ISPE has defined a clear overall “publication road map” for developing ISPE Guidance Documents.
The road map also points to other resources that define and support this new streamlined Guidance
Document development process from proposal to publication.
This road map supports the following objectives:
•
•
•
Timely publication of key content for member and industry benefit
Improved and predictable business planning for ISPE
Reinforcing ISPE’s reputation as a practical, pragmatic, ‘can-do’ organisation that delivers
Overview
It is often more effective and helpful for the industry for guidance (especially on new and innovative
topics) to be made available through a process of progressive, iterative, publication as content matter
matures.
Rather than always attempting to rush to publish a full final guidance document, there may be
significant advantages in initially publishing articles and papers to stimulate discussion, feedback, and
refinement of ideas. This concept is shown in Figure 1.
Figure 1: Publication Road Map
This has several advantages. Firstly it allows industry quicker access to new ideas, and allows more rapid
and wider feedback on such ideas. Secondly, it provides a series of distinct points for ISPE to make
publication decisions based on increasing understanding of value to the membership and to the industry
as a whole. It also assists in a clearer understanding of the desired scope and objectives for the planning
stage of the first edition of the Guidance Document.
Page 1 of 4
It also gives more flexibility to achieve the right team composition for each deliverable – with not
necessarily same team throughout.
More details on the types of activities that may occur before embarking on a formal Guidance
Document, and comparing the various options, are given in Table A.
Table A: Comparison of Publication Options
Awareness
Concept
Influence
Discussion
Guidance
Author
Individual
or Group
Individual or
Group
COP or Group
COP or Group
Multiple COPs
Delivery
Affiliate/Chapter
Newsletter,
Knowledge
Brief, E-Letter,
Ispeak
PE Article
White Paper
seeking to
influence
regulatory
position
Considered
Position
Paper on how
to respond to
regulatory
position
Good Practice
Guide,
Baseline
Guide
Timescale
Target: 1 month
Range: 1-3
months
Target: 3
months
Range: 3-8
months
Target: 3
months
Range: 3-6
months
Target: 9
months
Range: 6-12
months
Target: 12
months
Range: 12-18
months
Review
Target SMEs
from relevant
COP
SMEs from
relevant COP,
PE Editor
RCC (with
input from
COP SMEs
and GDEC)
COP SMEs,
GDEC
Regulators,
Industry, COP,
GDEC
The following guiding principles for document delivery should be followed:
•
•
•
Each deliverable should have a clear objective, scope, and a plan for delivery (scalable according
to length, complexity, and novelty)
Objectives and contents should be prioritised up front, so that if lower priority elements are
delayed then they can be potentially moved to the next edition to assist timely delivery of the
most useful guidance to members
There should be clear guidance and agreement on length of each delivery (e.g. not too long)
coupled with its content structure to make authorship more manageable, and to reduce wishful
thinking
Page 2 of 4
Guidance Document Development Process
After the relevant awareness, concept definition/ influencing, and discussion activities have been
successfully completed, then a proposal may be submitted to ISPE HQ and the ISPE Guidance Document
Executive Committee, to initiate the Guidance Document development process.
This streamlined process consists of eight stages from Proposal to Layout. Each of these stages, together
with responsibilities and outputs are defined in a clear and simplified process description. The process is
shown in Figure 2.
Figure 2: Guidance Document Development
Each stage has defined gatekeepers who approve moving on to the next stage. These are shown in
Figure 3.
Figure 3: Guidance Document Stage Gatekeepers
Page 3 of 4
Key Roles
The Task Team Leader and Mentor are key roles in the production of Guidance Documents.
The Task Team Leader has the responsibility of ensuring that a Task Team delivers a truly useful
document, to the highest technical standards, in the time specified in the agreed plan. A document may
have two Task Team Leaders to share the responsibility.
The Mentor provides support and guidance to assist the Task Team Leader. The duties and
responsibilities of this role include providing personal experience of typical issues arising when
managing the production of a document, and be available and willing to help the Task Team Leader
(e.g., by telephone, face-to-face meetings, and e-mail). The Mentor also shares review and approval
duties with the Task Team Leader at key points during document delivery.
Further information is available on the process and on roles and responsibilities (see Resources Section
below). Contact Gloria Hall at ghall@ispe.org if you have any questions regarding the development of
ISPE Guidance Documents.
Resources
1. Guidance Document Process Diagram (one page)
2. Guidance Document Process Description (one page)
3. Templates
•
Template Proposal
•
Template Document Plan
4. Roles and Responsibilities Definition
5. Pipeline reports to communicate information to membership
Page 4 of 4