Reliability Standards Voting Process (RSVP)
Guide for the
Standards Process Manager (SPM)
(4/15/2008)
Note: This guide will refer to the Standards Process Manager or the Reliability
Standards Manager as the SPM and the application as RSVP.
SPM Guide - RSVP
1.
Introduction ............................................................................................................... 1
1.1
Acronyms Used .............................................................................................................. 1
2.
Technical Requirements ........................................................................................... 2
3.
Manage Requests ...................................................................................................... 2
4.
5.
6.
3.1
Creating a Request ......................................................................................................... 2
3.2
Managing an Existing Request ...................................................................................... 4
3.2.1
General Posting Information...................................................................................... 6
3.2.2
Questions/Comments/Responses ............................................................................... 8
3.2.3
Balloting .................................................................................................................. 17
User Maintenance ................................................................................................... 21
4.1
New Registrations ........................................................................................................ 21
4.2
Modifying Existing Users ............................................................................................ 22
4.3
“Removing” Users ....................................................................................................... 23
Administrative Tasks .............................................................................................. 24
5.1
Manage Home Page “News” Box ................................................................................ 25
5.2
Manage Home Page “Welcome” Text ......................................................................... 26
5.3
Sending Email .............................................................................................................. 27
5.4
Miscellaneous Items ..................................................................................................... 28
5.5
History Logs................................................................................................................. 29
FAQ’s ....................................................................................................................... 31
6.1
How do I resend a confirmation email to a new registrant?......................................... 31
6.2
How do I open segment selection? .............................................................................. 31
6.3
I’ve deleted HTML code from the News/Welcome boxes! Now what do I do?......... 31
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1. Introduction
This document is intended for use by an SPM (Standards Process Manager) as a guide to
using the Reliability Standards Voting Process (RSVP) web based software application.
This application will allow an SPM to manage the public process of creating a “Standard
Authorization Request” (SAR) through the adoption as a Standard by the Board of
Directors.
The software was developed to be independent of the actual “standards process” being
used. For example NERC has 11 distinct steps in their process, Midwest Reliability
Organization (MRO) has 12, ReliabilityFirst Corporation (RFC) has 7, Texas Regional
Entity (Texas RE) has 8, and Southwest Power Pool (SPP) has 12. The Database (DB) for
RSVP is preloaded with the distinct steps associated with the standard process that is
being managed. The actual steps of the standard process are maintained in static DB
tables by the IT staff.
An SPM will use the RSVP application to:



Manage Processes
o Comments
o Ballots
Manage the Registered User List
o Approve Registrations
o Manage valid voters
Perform Administrative Tasks
o Maintain homepage welcome text,
o Update messages in the “News” box for, public, registered user and
admin views
o Maintain links to web resources
As a SAR progresses, it becomes a Draft SAR, SAR, Draft Standard, Standard, then a
Board approved document. This guide will refer to the SAR, Draft SAR, Draft Standard,
Standard, and Board Approved document as a “Request”.
This guide assumes the reader has SPM privilege and is able to login to the RSVP
software application.
1.1 Acronyms Used
SPM – Standards Process Manager (Reliability Standards Manager)
RSVP – Reliability Standards Voting Process (Standards Tracking Application)
SAR – Standard Authorization Request
DB – Data Base
SDT – Standard Drafting Team
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2. Technical Requirements
RSVP will need to have a folder setup behind a firewall that is accessible from the
outside. If an entity is not comfortable with this then the folder will need to be setup in a
DMZ area. This folder is needed so the user can access posted and supporting documents
associated with the standard.
An entity also needs to be able to handle XML files (Microsoft Excel or Word supports
this format). RSVP uses these files to download/upload comments/responses.
3. Manage Requests
As stated earlier, a Request refers to a SAR/Draft Standard/Standard at any point in the
standard process.
3.1 Creating a Request
The SPM can create a new Request manually by pressing the “Create New Request”
button from the SPM home page as shown below:
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When creating a new Request, the SPM will be presented with a form for entering some
basic information about the new Request. This form is as follows:
On this form the SPM will be required to enter information for these fields:







Topical Area (BAL, PRC, etc…)
o 8 character limit
Standard Number (001, 002, etc…) (Use 5## if one does not exist)
o 5 character limit
Region Acronym (MRO, TRE, RFC)
o 5 character limit
Version
o 3 character limit
Title
Document State – SAR, DRAFT, STANDARD
Request State – ACTIVE, INACTIVE, REJECTED
o Requests in the Inactive state will not be viewable by the public.
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The “Status Message” will appear on the Public and Registered User home pages on the
row associated with this request.
Once this screen is saved, the SPM will be sent immediately to the “Request
Maintenance” screen, where information relating to the Request can be maintained. See
the following section titled: “Managing an Existing Request” for more information.
3.2 Managing an Existing Request
From the “SPM Home”, a SPM can manage an existing Request by clicking on the
hyperlink associated with the request in the Standard under Development column.
Each request is made up of steps, with each step representing one of the actual steps in
the standard process. Requests are not required to include all the steps in the standard
process. Requests will be displayed to the public as being completed through the highest
active standard process step associated with the request. (For example an SPM could
create a new Request and, if the first and only step created for the Request is step 4, then
only step 4 will display and it is assumed that steps 1-3 are complete or not necessary.)
This gives the SPM great flexibility in creating new Requests.
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The general public may look at the step level detail associated with a Request by
selecting the hyperlink associated with a Request, on the “Public Home” page. On the
“Detailed Request Information” page, the Request will be displayed in a table with each
row representing a step associated with the request (the software will only display steps
that have been tagged by the SPM as “Yes” to “Available for Posting?”).
The following screen shows the Public “Detailed Request Information” screen. For this
Request, the SPM has setup 8 steps as “Available for Posting?” 2 steps are not visible.
Each step is displayed on a separate row in the table. The columns display information
associated with the process step. The information displayed has been broken down into 3
general categories and is maintained by the SPM. The categories are:



General Posting Information - Represented by the first two columns; “Posted
Document”, “Supporting Documents” and the last column “SPM/Drafting Team
Comments”.
Questions/Comments/Responses – Represented by the “Public Comments”
column.
Balloting – Represented by the “Ballots” column.
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The SPM maintains information regarding each of these three categories from the
“Request Maintenance” screen by selecting the appropriate request on the “SPM Home”
page.
Information relating to the selected area is displayed in the lower portion of the screen as
shown above. About midway down the screen there is a menu displaying these 3 areas
(General Posting Information, Questions/Comments/Responses, and Balloting), and the
SPM can change the current selection by clicking the associated hyperlink in the menu.
The current selection is low lighted (grey).
3.2.1
General Posting Information
This is the default selection when you first click on a Request from the “SPM Home”
page. General Posting information is comprised of a set of attributes and a list of
supporting documents. The current attributes are:



Process Step – This indicates the standard process step.
Posted Document Hyperlink – This is the label that will appear as a hyperlink to
the associated “File URL”.
File URL – This is a URL to the document associated with this step. This URL
MUST point to a file that is available for public access (on a public server). This
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URL will also be associated with the link at the top of the Detailed Request
Information page, but only for the most recent step. This way, when the user
clicks on the link at the top of the Detailed Request Information page, they will
always get the most recent version of the standard.



Date Posted – Appears in the cell with the “Posted Document Hyperlink” and
indicates the date the file was posted. This date is also the date the link will
appear to the public.
SPM/Draft Team Comment – This comment will appear on the public users
“Detailed Request Information” screen, on the row associated with this step.
Is This Step Available For Posting? – This indicates whether or not the public has
access to see this step. This flag can be turned off by the SPM to take a step out
of commission, or while the SPM is getting the step ready for public display.
Turn the flag on, only when everything is ready for prime time. If this flag is on
and the date posted has past, this step will be represented by a row on the
“Detailed Request Information” screen.
Supporting Documents
Supporting documents
may (optionally) be
associated with any step in
the standard process. You
may edit the list of
supporting documents by
pressing the “Edit” button
next to the title
“Supporting
Document(s)”. The
following screen will
appear that allows you to
add, modify or delete
supporting documents
associated with the step.
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The supporting documents consist of a set of items each with three attributes:



Hyperlink - This is the label that will appear as a hyperlink to display the
associated file when clicked.
File URL – This is a URL to the document associated with this item.
Date Posted – This field will default to the current date. This will not limit when
the document will be accessible by the public.
The supporting documents will be displayed on the “Detailed Request Information”
screen, in the “Supporting Documents” column on the row associated with this step.
3.2.2
Questions/Comments/Responses
From this menu selection the SPM can manage the comment period(s) associated with a
standard process step. Each step can only contain 1 comment period. The following
display shows the screen used by the SPM to manage a comment period:
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When the SPM first selects the menu item, “Questions/Comments/Responses”, you will
see the comment information for the most recent step (this comment period may not have
been set up). For MOST requests you will have at least TWO (2) comment periods, for
those instances where there is more than two (2) comment periods, keep in mind that you
may need to use the “Previous/Next Step” buttons to get to the proper period. These
buttons will only be active when there is more than one step associated with the request.
Two hyperlinks appear in the main box that displays the comment period attributes:


View Comments – This link will display a report of the user answers and
comments that have been posted. This is the same report that will be generated
for the public from the “Detailed Request Information” screen under the “Public
Comments” column as “Review Comments (#)” (# will be the number of
comments received).
View Comments & Responses – This link will display a report of the user
answers and comments along with the SPM/Draft Team responses. This is the
same report that will be generated for the public from the “Detailed Request
Information” screen under the “Public Comments” column as “Review Responses
(#)”(# will be the number of responses developed by the SPM).
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The following screen is used by the SPM to either create a new comment period or
maintain an existing period. This screen is accessed by pressing the “Edit” or the “Create
Period” buttons in the “Comment Period” box.
A comment period is comprised of a set of attributes and a list of questions. The
attributes are:




Open Date – This is the first day that the Registered Ballot Body is allowed to
leave comments (Opens at 12:01 a.m.).
Close Date – This is the last day that the Registered Ballot Body is allowed to
leave comments (Closes at 11:59 p.m.).
Are Comments Viewable By Public? – This indicates whether or not the public
can view the comment report for the period.
Are Responses Viewable By Public? – This indicates whether or not the public
can view the response report for the period.
At this point, you can setup a ballot pool. See section on Balloting for more information.
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3.2.2.1
Managing Questions and Answers
The questions for a comment period include a list of valid answers for the users to select.
Users are also allowed to expand on the answers by leaving a comment. When creating
questions, the SPM and Draft Team should attempt to construct them in a narrow and
pointed manner to elicit specific comments. Questions are limited to 768 characters.
Historically, when a question is open-ended it may elicit a comment that crosses several
subjects, making it more difficult to format the responses such that they will be aligned
with the portion of the comment that is being responded to. This can make the generated
response report a little harder to follow.
In the “Questions” box there is a button that, depending on the state of the comment
period, either allows you to ”Edit Questions” or “Edit Responses”. Prior to the “Open
Date” for the period you will be allowed to “Edit Questions” (and answers). After the
open date has passed, you will only be allowed to “Edit Responses”1.
The following screen is used to maintain the questions and answers associated with a
comment period. This screen is accessed by pressing the “Edit Questions” button in the
“Questions” box.
1
When setting up or modifying the questions or answers, be aware that the application will not allow you
to edit these items after the open date has passed. To work around this restriction you may need to,
temporarily, adjust the open or close date of the period so that the software thinks the period has not yet
been opened, and then the software will allow you to make your edits. Once you are done, be sure to reset
the open/close dates.
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From this screen you will be allowed to Add/Edit/Delete questions, and Add/Edit/Delete
valid answers for any of the questions.
Edit a question/Answer by clicking on the Sequence Number next to the question. Make
necessary changes in the text box as shown above. MAKE SURE TO SAVE YOUR
CHANGES.
3.2.2.2
Managing Responses
Responses to user comments may be updated in one of two ways:


Import/Export via an XML Microsoft Word document.
Via the Web Application
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3.2.2.2.1
Import/Export via an XML Microsoft Word document
The process for updating responses for a comment period is:

Press the “Export Comments & Responses” button.
The software will create a Microsoft Word document using XML with an .xml
file extension. (NOTE: Be sure to retain the .xml file extension throughout your
updating process. DO NOT save as a .doc file!!!) The software will download
this file to your workstation where you should save it to any accessible storage
media.

Enter/Update Responses.
After the file has been saved locally, you should be able to open the document in
Word. The document will contain a series of “Tables” that contain the questions,
answers, comments and responses for the comment period. You may add, delete
or update text in the “Response” cells ONLY. BE VERY CAREFUL editing this
document!!! Make changes to this document ONLY in the “Response” cells!!!
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(You can export this file and distribute it to the SDT members; they will fill in
their responses and return the document to you. You can then cut & paste their
responses into the single master document to be imported back into the DB.)

Import Responses into DB
After you have updated the responses; you need to import the updated responses
back into the DB. This process begins by pressing the “Import Comments &
Responses” button. You will be presented with the following dialog that will
allow you to browse to the Word XML file and upload into the DB.
Be aware that whenever you import an XML file, any changes that may have
been made, by you or someone else using the Web application, after the
comments/responses were exported, will be lost when you import over the top
of them!!!! It will be best to only do this once the comment period has closed.
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3.2.2.2.2
Via the Web Application
To View or Modify responses using the application, you must click the “Edit Responses”
button from the “Request Maintenance” screen. You will then be presented with the
following screen that will allow you to navigate through the comments by question and
update either the comments or the responses.
From this screen you can view or update a comment by pressing the “Edit” button
associated with a particular commenter. The Comment edit screen is as follows:
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From this screen the SPM is able to:



Edit the comment (restricted to formatting, grammar and spelling corrections).
Enter/Edit the Response.
Suppress a comment – The SPM may wish to suppress a comment so that it does
not appear on any of the reports. To do so, simply check the checkbox next to
“Suppress Comment”. You may optionally enter a reason for the suppression.
The suppressed comment will remain in the DB but will never be shown on a
public report.
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3.2.3
Balloting
This is where each region differs from the standard source code. Below are 2 screen
shots, one from MRO RSVP and one from Texas RE. The only difference in the process
for Texas is they will be exporting their ballot results to select an outcome, rather than
selecting the outcome from inside RSVP.
The main process for managing ballot periods are as follows:
From the balloting menu selection (on the “Request Maintenance” screen), the SPM can
manage the ballot period associated with the process step.
Ballot periods are managed in a manner very similar to comment periods, without the
questions. Ballots are used to allow the Registered Ballot Body to vote on the current
state of the request. Members vote either YES for the current request, NO against the
request, or they may ABSTAIN.
The SPM can setup, monitor and certify ballots using these screens:

Create the ballot period by clicking the “Create Ballot” button.
Enter the Required Passing % that is required for a ballot to pass in each segment, the
open/close dates for the ballot and set the appropriate posting flags. The ballot will NOT
be available to users until the “Is available for Posting?” flag is set to Yes, AND the
ballot is open according to the dates you entered.
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For non-ballot pool voting (MRO), click on “Start with current RBB voters and include
new voting members”.
For Ballot Pool Voting:
 Select “Members must join the pool”
 Enter the pool open and close dates using the format MM/DD/YYYY
 Select the voting limits
 Limit to 1 voter per company will only allow the first voter from a
company to vote.
 Limit to 1 voter per segment per company will only allow the first person
from that company and that segment to vote.
Note: If you want to include proxy voting, go to Admin Tasks > Misc. to turn on
proxy voting. (See screen below)
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
Allow the Ballot period to finish.
Enter responses to ballot comments. If any NO voters left comments with their
ballots, you MUST respond to them prior to certifying the ballot.
Press the “Edit Comments/Responses” button on the Request Maintenance screen
for Balloting to view the comments and enter responses. The following screen
will display the list of comments:


From this screen you will need to respond to any comments with a red dot
(Negative with Comment). Green dot comments (already responded/no comment
required) do not require a response. The system will not allow you to certify a
ballot until all of the red dots have been addressed.
Press the “Edit” button on the row of a comment you wish to respond to. The
following screen will allow you to edit the comment:
At this time double check and verify your results. Look at the “Detail Report” and check
for completeness, this is the report that will be available to the public.
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
Once the ballot is complete, a ballot outcome needs to be selected.

After the outcome is selected, the “Certify These Results” button will become
active. If a user voted NO and left a comment, it MUST be responded to
prior to certifying the ballot.
The results should then be certified by clicking the “Certify These Results”
button. This will lock down the results and send the SPM a notification message.

If errors exist at this point please make sure the ballot is NOT available for
posting, and confer with the IT staff on a strategy for “fixing” the ballot.
Once the ballot is certified, you need to send out the results and notify the
Registered Ballot Body. This is accomplished by clicking the button labeled;
“Notify RBB of Ballot Results”. The entire RBB will be notified, via email, of
the ballot results with a link to the detailed ballot report.
The action buttons on this screen will only be active when it is legal to perform the action
associated with them.
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4. User Maintenance
The SPM is in charge of managing the Registered Users list for the application. This task
includes validating and processing registration requests and maintaining the voting and
eligibility status of existing members.
Please make use of the comment box to document changes. Keep in mind that the
comments posted in this box will also be listed in the e-mail sent to the user.
4.1 New Registrations
As users register to be a member of the Registered Ballot Body (RBB), the SPM will
receive an email notification. The next time the SPM logs in to the web application, there
will be notification of the new registration(s) along with a link for the SPM to process
them (in the SPM’s “Inbox”).
The SPM should click on the link in the “Inbox” labeled; “# New Registered Users” to
process the pending registration(s). Clicking this link will display the “New
Registrations” screen:
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From here the SPM should set the appropriate membership and voting status for the
registrant. If the registration is rejected, a “Comment” is required. Any comments
entered in the comment box will be displayed in the confirmation e-mail sent to the user.
When “Save and Continue” is pressed, the confirmation email message will be sent to
each of the registrants processed. The email message will contain a link for them to
confirm their registration. This gives us proof that they are able to receive e-mails from
the application. If they do not receive the confirmation email, this is an indication of an
email issue, probably on the client’s end.
4.2 Modifying Existing Users
The SPM can view and modify the Registered Users by clicking on the “User
Maintenance” link. This selection will display the following screen:
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From this screen you can update registration information pertaining to any registered
users. Demographic information may be modified by clicking on the hyperlink
associated with a user name. Users will receive an email notification whenever their
membership or voting status is altered.
The SPM CANNOT change a registered user’s password or e-mail address. The
registered user can click on “Forgot Password” on the sign in screen to get their
password.
4.3 “Removing” Users
If a user no longer wishes to be a part of the application, select “Inactive” from the
Member Status dropdown. This user will no longer have access or receive e-mails from
the application.
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5. Administrative Tasks
This section describes the features available from the “Admin Tasks” main menu. Select
this menu item to access the following screen:
On this screen there are the following options:
 Edit News Text – Allows you to edit the contents of the “NEWS” box for each of
the three home pages (Public, Registered User, and SPM).
 Edit Welcome Text - Allows you to edit the main text for each of the three home
pages (Public, Registered User, and SPM).
 Send Email – Allows you to send email messages as if they are “from the
application”. This is useful for debugging issues pertaining to email.
 Misc. – Allows you to change various links and text as well as turn on/off proxy
voting and open RBB segment selection.
The first two options are used to maintain the window dressing around the actual
application including the “NEWS” box and welcome text on the Public, Registered Users
and SPM home pages. The Misc. screen is very important for customizing the application
for each region.
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5.1 Manage Home Page “News” Box
The “NEWS” box is a narrow box down the left that is intended as a place for the SPM to
place references and messages targeted towards the users of the specific home page
(Public, Registered User, and SPM).
This box must be written in HTML code!!!
When editing the content of the “NEWS” box, the screen is divided into three sections:



“NEWS” box – This box is displaying the current content of the “News” box
associated with the selected home page.
Edit Area – In this area you may edit the HTML that is being displayed in the
“News” box. This area MUST contain valid HTML so be careful when editing.
Click the button labeled; “Update Display Area” to preview your edits prior to
saving them.
“How-To” – Some online instructions.
Be sure to update all three screens (Public, Registered User, and SPM) and SAVE your
changes! Click Cancel to remove any unsaved changes.
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5.2 Manage Home Page “Welcome” Text
The Welcome Text is the main text area of the home page that greets a particular user.
This text is maintained by the SPM by clicking the item labeled; “Edit Welcome Text”.
From here the SPM will be able to target the message on a specific home page towards
the specific users (Public, Registered User, and SPM).
This box must be written in HTML code!!!
When editing the content of the Welcome text, the screen is divided into three sections:



Display Box – The top box is displaying the current home page content as a user
would see it on the appropriate home page.
Edit Area – In this area you may edit the HTML that is being displayed in the
“Display” box. This area MUST contain valid HTML so be careful when editing.
Click the button labeled; “Update Display Area” to preview your edits prior to
saving them.
“How-To” – Some online instructions. (Positioned down the left-hand side taking
up the space reserved for the “NEWS” box on the home pages.)
Be sure to update all three screens (Public, Registered User, and SPM) and SAVE your
changes! Click Cancel to remove any unsaved changes.
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5.3 Sending Email
At various places during the application process, the application will generate and send
email notifications automatically. By selecting the “Send Email” menu option from the
“Admin Tasks” menu, you can use the application to generate and send email
notifications on demand. Some reasons for using this feature include:




Anonymous – The email will appear to the recipient as being from; the standards
process manager as opposed to being from your work email.
Debugging – If users do not receive confirmation emails from us, often times it is
because these automated emails are being blocked on their end. This feature can
be used to send an email to aid the client in their debugging process.
Resending emails – For example, if a new registrant does not receive their
registration confirmation email, you can cut & paste the original message into a
new message and send it again.
Send messages to groups of users.
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5.4 Miscellaneous Items






Application Name & Abbreviation – These items are displayed at the very top of
every screen in the application.
Segment Description URL – this URL appears on several pages of the application
and directs users to the definition of your region’s segments.
Home Hyperlink & Contact Us Hyperlink – these 2 links appear in the top right of
the screen and direct users to the region web sites and either a contact us website
or an e-mail pop up. Remember that the html code for an e-mail pop up is mailto:
Contact Spm Hyperlink – this link appears in the bottom left of the screen and
will pop up an e-mail to the standards process manager.
RBB Segment Selection – this is how the SPM will open/close segment selection
for the registered users. When the segment selection is open, the user will be
required to select/update their segment upon login.
Allow Proxy Voting – not all regions allow proxy voting, so here you have the
option to turn the option on or off.
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5.5 History Logs
The system maintains 2 different logs that contain a history of events. You can access
these logs from the Standards Manager Home screen.

General History – This log is the catchall for events significant enough that they
should be logged, but are not contained in the other logs. Currently events of this
nature include membership modifications.
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
Email Activity – This log contains all email messages sent by the application.
This includes automated messages and messages sent using the email tool from
the “Admin Tasks” menu.
Current information being logged is not necessarily complete. If you notice information
missing from the logs, contact MRO staff.
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6. FAQ’s
This section contains a list of “Frequently Asked Questions” and the answers to them.
This list should be expanded on by the Standards Process Manager as they obtain answers
to questions that have not already been answered here.
6.1 How do I resend a confirmation email to a new registrant?
To resend a confirmation email to a new registrant, follow these steps:







In the “Email Activity” log, locate the original confirmation email and “Cut” the
entire “Message” column for the email into your paste buffer.
Navigate to the Email screen from the “Admin Tasks” menu.
Paste your buffer into the “Message” field.
Select “Other” as the “Send To” option.
Select the user from the pull down list.
Add an appropriate subject.
Send the email.
6.2 How do I open segment selection?


Under “Admin Tasks” click on “Misc.”
Near the bottom, there is an option to Open/Close “RBB Segment Selection”
o The user will be required to select/update their segment every time they
login while the segment selection is open. Be sure to close the segment
selection after a period of time!
6.3 I’ve deleted HTML code from the News/Welcome boxes!
Now what do I do?
If you have deleted HTML code and have saved your changes, send an e-mail to
spm@midwestreliability.org and we will assist you in fixing the error.
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