PODS Association, Inc.
Technical Committee Operating Guidelines
Change Log .................................................................................................................................................... 2
1.
Introduction .......................................................................................................................................... 2
1.1.
2.
Technical Committee ............................................................................................................................ 3
2.1.
Technical Committee on Governance (TCG) ......................................................................... 3
2.1.2.
Technical Committee for Data Modeling (TCDM)................................................................. 3
2.1.3.
Work Groups (WG)................................................................................................................ 3
2.1.4.
Projects ................................................................................................................................. 3
Responsibility ................................................................................................................................ 4
2.2.1.
Technical Committee on Governance ................................................................................... 4
2.2.2.
Technical Committee for Data Modeling .............................................................................. 4
2.2.3.
Work Groups ......................................................................................................................... 5
2.2.4.
Projects ................................................................................................................................. 5
2.3.
Technical Committee, Work Group and Project—Meetings and Communication....................... 6
2.4.
Confidential Information and Nondisclosure................................................................................ 7
2.5.
Work Group or Project Membership ............................................................................................ 7
2.5.1.
Team Leadership ................................................................................................................... 7
2.5.2.
Selection of Members to a Group- Volunteer Solicitation ................................................... 7
2.5.3.
Selection ................................................................................................................................ 7
2.5.4.
Resignations .......................................................................................................................... 7
2.5.5.
Attendance ............................................................................................................................ 7
2.5.6.
Termination........................................................................................................................... 7
Volunteer Solicitation ........................................................................................................................... 8
3.1.
4.
Structure ....................................................................................................................................... 3
2.1.1.
2.2.
3.
Changes in Policy........................................................................................................................... 3
Selection........................................................................................................................................ 8
Release Versions of Updates to the Standards ..................................................................................... 8
4.1.
Major and Minor Release Versions ............................................................................................... 8
4.1.1.
Major Releases ...................................................................................................................... 8
4.1.2.
Minor Releases...................................................................................................................... 9
4.1.3.
Revision Releases .................................................................................................................. 9
4.1.4.
Naming Convention .............................................................................................................. 9
4.2.
Schedule of Releases..................................................................................................................... 9
4.2.1.
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Major and Minor Releases .................................................................................................... 9
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4.2.2.
Maintenance Releases .......................................................................................................... 9
4.3.
Release Package content .............................................................................................................. 9
4.4.
Major and Minor Release Process ................................................................................................ 9
4.4.1.
“Call for Changes” to the standard ..................................................................................... 10
5.
Approval Process................................................................................................................................. 10
6.
Changes to the Standards ................................................................................................................... 11
6.1.
Changes to the Standards ........................................................................................................... 11
6.1.1.
Change Submittals .............................................................................................................. 11
6.1.2.
Changes to the Standards ................................................................................................... 11
6.1.3.
Change Documentation ...................................................................................................... 11
6.1.4.
Change Format .................................................................................................................... 11
6.2.
Technical Committee Approval of Changes ................................................................................ 12
6.2.1.
Release Approval Consensus .............................................................................................. 12
APPENDICE A - ACRONYMS ......................................................................................................................... 13
APPENDICE B - Inventory of Official Documents ........................................................................................ 14
Change Log
Date
Author
Description
2014/10/01
Freeman
Initial Document
2015/04/17
Mayo
TC Operating Guidelines for Reorganization
2015/04/28
Transition Team
Add Table of Content and changes to Working Group (2.1.3 Work Groups &
2.2.4 Work Groups)
2015/05/05
Transition Team
Accepted Dan’s edits and formatted document.
2015/07/07
Transition Team
Approve Document for submission to the Board.
2015/07/19
Board
Approved by PODS Board of Directors
1. Introduction
The Technical Committee Operating Guidelines, adopted by the PODS Association Board of Directors
[insert date], describes the roles and responsibilities of the Technical Committee organization
including:
 Technical Committee on Governance
 Technical Committee for Data Modeling
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Projects
Work Groups
The Operating Guidelines identifies policies, approvals and workflows regarding maintenance,
development and advancement of the PODS Data Model and related standards. These Guidelines
support implementation of the PODS Association Strategic Plan, particularly implementation of the
Technical Plan components.
1.1.Changes in Policy
This Operating Guideline supersedes all previous manuals and memos.
The PODS Association, Inc. reserves the right to modify, suspend, or terminate any of the
policies, procedures, and/or guidelines described, with or without prior notice to members.
2. Technical Committee
2.1.Structure
2.1.1. Technical Committee on Governance (TCG)
Six members comprise the Technical Committee on Governance (TCG) and are
appointed by the PODS Board of Directors. The Chair of the TCG is appointed by the
Board and preference given to individuals that represent Operators. Of the five
remaining members at least one will be an Operator.
2.1.2. Technical Committee for Data Modeling (TCDM)
This Committee is comprised of up to six members appointed by the TCG and approved
by the Board of Directors. Members should have 3 to 5 years or equivalent experience
with the PODS Data Model, including logical model design and physical model design for
relational and/or geodatabase data models. It is desirable to encourage and include
Operators as part of this TC.
Additionally a Subject Matter Expert (SME) may be assigned as needed.
The Chair of the TCDM is selected by the committee and preference is given to an
Operator. Membership will include at least one Operator. Members are asked to serve a
minimum two-year term.
2.1.3. Work Groups (WG)
Work Group teams are established by a vote of the PODS Board of Directors as
recommendation by the Technical Committee on Governance. Work Groups are limited
in duration and scope to study an idea and determine if the idea should move ahead for
additional research or board approval for a Project team. The working group is also
responsible for creating the project charter if a project is to be recommended.
2.1.4. Projects
A project is normally created as a result of a Work Group (WG). However, the Technical
Committee on Governance (TCG) may identify special projects that do not require a
Work Group to achieve specific PODS Association objectives. Projects are limited in
duration and narrow in scope.
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The Project Charter describes the objectives, scope, schedule, and deliverables of the
project and is created by either the WG or the TCG. Project teams are established by
the TCG, upon Board approval, and will be staffed by volunteers selected from the PODS
Pool of Volunteers. Project team members will commit for only the duration of the
project and will be released upon completion. As appropriate, the Project team will
include members of the WG and one or more members from the TCDM or from the
TCG.
2.2.Responsibility
2.2.1. Technical Committee on Governance
The Technical Committee on Governance (TCG) is accountable to the PODS Association
Board of Directors and is primarily responsible for overseeing the implementation of the
PODS Technical Plan. The PODS Technical Plan is comprised of the PODS Strategic Plan,
PODS Strategic Initiatives, and directives from the Board.
The TCG will:
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Provide direct oversight of the Data Modeling Technical Committee, providing
guidance and direction of work and projects.
Establish and oversee PODS Technical Plan, including new initiatives as well as
ongoing work.
Set the direction for Work Groups and Projects.
Provide coordination among initiatives.
Ensure Committees, Work Groups, Projects are staffed appropriately.
Assign a Chair to the Work Group, if required.
Maintain master rollup Gantt charts for all technical related initiatives.
Advise PODS Board of Directors on progress.
Support the Working Group Chair to establish technical and SME skill sets
needed for the working group team and formation of the team.
Provide guidance to the PODS Executive Director in call for team member
volunteers.
2.2.2. Technical Committee for Data Modeling
Responsible for the maintenance, integrity, and structural implementation of PODS
Relational and Spatial Model Standards.
The Technical Committee for Data Modeling will:
 Make changes to the Oracle / Microsoft SQL Server data model.
 Maintain the components of and make changes to the data model in the PODS
preferred Modeling tool for the PODS Oracle / Microsoft SQL Server Structure.
 Make changes to the ESRI Spatial data model.
 Maintain the components of and make changes to the data model in the PODS
preferred Modeling tool for PODS ESRI Spatial Structure.
 Model design changes from Work Groups and Projects, as approved by the
Board
 Provide modeling design and advice to projects and work groups.
The Technical Committee for Data Modeling provides support including:
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Offering guidance when a working group is formed.
Designating a Data Modeling Technical Committee member as the liaison to the
Work Group or Project. TCDM may designate a person outside the TCDM to fill
role of liaison.
Providing the appropriate format for transmitting the standard back to the
Technical Committee for Data Modeling for integration into existing standards.
2.2.3. Work Groups
Work Group (WG) teams are recommended by the TCG and approved by the PODS
Board of Directors. The Work Groups are limited in duration and scope to study an idea
or concept. Work Groups will determine if the proposed idea should move ahead for
additional research and will create a project charter to be submitted to the TCG for
approval by the Board to have a Project team created and staffed.
Ideas and concepts can be proposed by:
 The PODS Board of Directors
 The PODS Technical Committee on Governance
 The PODS Technical Committee for Data Modeling through the TCG
 Current Project and Work Groups
 The PODS Membership through the PODS Executive Director
Working Group teams are responsible for:
 Selecting a chair if one has not been assigned
 Identifying the Technical Committee Data Modeling Liaison for the WG
 Setting regular scheduled meetings
 Assigning tasks or action items to the team members
 Performing the study at hand
 Documenting the study findings and WG recommendations
 Creating a project charter if recommendation is to move forward
 Sending charter to TCG for comment and recommending approval to Board
 Providing for communication and hand off to the project team
 Identifying the Working Group team members that will transition to the project
team
2.2.4. Projects
Project Teams are formed through formal action by the PODS Board of Directors, and
generally have a charter drafted by a Work Group. In the absence of a Work Group or a
charter, the TCG may develop a charter or otherwise provide specific direction.
Project teams are responsible for:
 Developing and including in the existing charter
o Scope
o Schedule
o Deliverables
 Selecting a Chairperson if one has not been appointed, and an optional coChairperson. Recommended that the chair be an Operator.
 Performing the work specified and providing regular reports to the TCG.
 Completing the work and presenting final deliverables to the TCG.
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Providing core membership of the Project Team that will remain in place and
provide consultation through the approval process.
2.3.Technical Committee, Work Group and Project—Meetings and
Communication
Responsibilities are accomplished with the following:
 Regular Meetings (Conference Calls), at least monthly.
 Each group is responsible for setting the meeting frequency and duration.
 An agenda and any corresponding materials are provided 48 hours prior to the meeting.
Each member should review all distributed materials prior to the call.
 Attendance at 80% of the meetings is required to remain in good standing.
 A simple majority is required at all meetings in order to meet quorum.
 PODS Technical Coordinator provides support and assistance in carrying out activities
related to the meetings.
 Supplemental Meetings (Conference Calls).
 Supplemental conference calls are occasionally required to address specific topics.
These are typically scheduled a week or two in advance.
 Attendance at each meeting is not mandatory, but regular participation is expected.
 Face-to-Face Meetings
 Typically, these are held in Houston immediately following the PUG or PODS User
Conference. Additional meetings may be required based on the activities of the
association.
 These meetings are not mandatory, but participation is strongly encouraged.
 Email and file sharing
 Much of the Technical Committee business is performed via email and file sharing.
 Files are provided through Base Camp. Secured access is provided by the Technical
Coordinator.
 Currently, members should expect to spend 2 to 4 hours per month [responding to
emails, making phone calls, performing small tasks, or engaging in work groups]. The
individual teams will set the requirements as necessary. Often these will be specific to
efforts that interest them or their company.
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2.4.Confidential Information and Nondisclosure
The Technical Committee recognizes that discussions and decisions made are confidential in
nature. The Technical Committee agrees to keep discussions private both from the company for
which they work and from the membership as a whole. Decisions made as a result of the
discussions will be issued through PODS Communication.
2.5.Work Group or Project Membership
2.5.1. Team Leadership
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When a new WG or Project is formed, an initial Chair is appointed by the TCG, then later
confirmed by the group.
The WG or Project Chair, working with the TCG, will be responsible for the initial
resourcing or appointment of team members.
The group may choose to appoint a co-chair.
Chair will have the following responsibilities:
 Organizing and leading team meetings. Support is provided by the Technical
Coordinator. Teleconference access will be provided by the Board of Directors
through the Executive Director.
 Maintaining the direction and cohesiveness of the group.
 Direction will be governed by the WG or Project charter.
 Regular communication with the TCG.
2.5.2. Selection of Members to a Group- Volunteer Solicitation
See Section 3 – Volunteer Solicitation.
2.5.3. Selection
See Section 3.1 – Selection.
2.5.4. Resignations
Technical Committee members resign by notifying the PODS Association. This may be
due to changes in employment position affecting PODS membership status or ability to
serve due to other workload.
2.5.5. Attendance
Each member is expected to participate in all meetings, either in person or by phone. If
a member is unable to attend a meeting, the Chair should be notified prior to the
meeting. It is the responsibility of the Chair to take attendance at the start of each
meeting. A proxy representative from the same organization as the member may attend
the meeting in the member’s stead.
2.5.6. Termination
The PODS Executive Director can remove a team member on the recommendation of
the Chair. The Chair can be removed by the Executive Director with the approval of the
Technical Committee on Governance and BOD.
Reasons for removal may include:
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Failure to participate, either directly or through a proxy representative, in at
least 80% of the team meetings for two consecutive quarters will lead to a
request for the resignation of said member. Failure to resign will result in
termination from team.
Member repeatedly fails to notify the group that they are unable to attend.
Team member is disruptive to the team and does not participate in team
meetings.
Team chair is unresponsive to team.
Lack of team direction.
3. Volunteer Solicitation
PODS openly solicits volunteers through its website and maintains a Pool of Volunteers. Interested
persons fill out the volunteer form. As Work Groups and/or Projects are approved by the Board of
Directors, the TCG and Executive Director will match personnel requirements from the Pool of
Volunteers. If there are requirements that cannot be filled within the pool, the Executive Director
will issue a “Call for Volunteers” to fill the requirements.
A roster of volunteers is maintained by the PODS Association.
3.1.Selection
The TCG and the Executive Director will select the leader and members of a WG or Project from
the Pool of Volunteers or from a “Call for Volunteers” as required. There is not a specific
directive concerning the ratio of Operators and Service Providers; however, the WG or Project
should have a good balance between the two and the leader should be an Operator. To ensure
there is consensus among the members, the number of members from any one company is
limited, in most cases to one. The leader and members of the WG or Project may propose
additional members based on the workload and personnel requirements. There will be a TCDM
liaison on all WG or Projects to provide guidance and knowledge of the PODS model. Each WG
or Project will have a core membership that will remain available for consultation through the
approval process and the released to the membership.
4. Release Versions of Updates to the Standards
4.1.Major and Minor Release Versions
The version numbers for PODS releases are now tied to the hierarchy of modules within the
database. PODS releases are designated by a three part number (Major.Minor.Revision).
 Major = Core Modules
 Minor = Sub-Core, Second Level Sub-Core, or Third Level Sub-Core
 Revision = Non-Core or sub-core module change that do not impact dependencies
For more detailed release information please see PODS standard release policy document.
4.1.1. Major Releases
Any change to the Core module will update the Major component of the release number. All
dependent modules would receive that same Major version number to maintain uniformity
with the Major release.
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4.1.2. Minor Releases
Any change to a Sub-Core, Second Level Sub-Core, or Third Level Sub-Core module will
update the Minor component of the release number. All modules in the model will be
updated to match the new Minor number for the model regardless of dependency
4.1.3. Revision Releases
Any change to a First Level Module, Second Level Module or Third Level Module (provided
they are not Sub-Core or Core modules) affects an increment of the Revision component of
the model number for that Module only. Revision increments will not affect any other
modules since there are no dependencies on these types of modules.
4.1.4. Naming Convention
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Major releases will have the designation PODS Release 1.0
Minor releases will have the designation PODS Release 1.1
Revision releases will have the designation PODS Release 1.0.1
4.2.Schedule of Releases
4.2.1. Major and Minor Releases
A major or minor release is released as work is completed and logically grouped.
4.2.2. Maintenance Releases
Maintenance releases are released as required by module updates.
4.3.Release Package content
Release documentation will contain the following:
 Entity Relation Diagram as a PDF
 Release notes stating the reason for the release
 Change log detailing all of the changes made to the model
 Detailed Review spreadsheet. The spreadsheet contains the following
o Feedback Number
o Name of company and person providing the feedback
o Comment
o Resolution of the comment
 Accepted
 Denied, and explanation
 Postponed, and explanation
 Implementation guide
 Data dictionary report
 Software for creating the database. Depending on the DBMS
o DDL for Oracle and SQL Server
o GDM or XML for Geodatabase
4.4.Major and Minor Release Process
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4.4.1. “Call for Changes” to the standard
A formal “Call for Changes” will be delivered to the members not less than six months
before a major or minor release is scheduled to be released. Changes, corrections, and
suggestions to the standards may be submitted by any member of the PODS
Association, including Technical Committee and Board of Directors members. A full
description of the submittal process can be found in Section 6.0 Changes to the
Standards.
5. Approval Process
Approvals for changes to PODS Data Models and Standards is required prior to release to the
membership. Approvals include the Project Review Team, TCG, PODS Board of Directors, and the
PODS Association Members.
The approval process is described and defined below.
 The TCDM initiates the approval review process following completion and testing of the
changes and creation of the release package.
 The Release Coordinator sends the feedback spreadsheet and release package to the
Project Review team.
 The Project Review team is created for each release. Membership varies and is
dependent on the type of change(s) included in the release. Volunteer process is used to
create team.
o Initial Review - The team has a maximum of 2 weeks to review the Release
package and provide feedback in the review spreadsheet.
o Subsequent Reviews - After the TCDM has provided their resolution to the
feedback from each review step, the team will review the resolutions to
determine if they need to re-evaluate the model.
 The TCDM has a maximum of 2 weeks to review the initial feedback, determine the
resolution, update the model and release package if required, and document the
resolution for each question or comment. The TCDM sends the feedback spreadsheet
and release package to the TCG and the Project Review team.
 The TCG has a maximum of 2 weeks to review the changes to the model and the
resolutions to any feedback provided by the Project Review team.
 The TCDM has a maximum of 2 weeks to review the feedback, determine the resolution,
update the model and release package if required, and document the resolution for
each question or comment. The TCDM sends the feedback spreadsheet and release
package to the Board of Directors, the TCG and the Project Review team.
 The Board of Directors has a maximum of 2 weeks to review the changes to the model
and the resolutions to any feedback provided by the Project Review team and the TCG.
 The TCDM has a maximum of 2 weeks to review the feedback, determine the resolution,
update the model and release package if required, and document the resolution for
each question or comment. The TCDM sends the feedback spreadsheet and release
package to the PODS Membership, Board of Directors, the TCG and the Project Review
team.
 The PODS Membership has a maximum of 2 weeks to review the changes to the model
and the resolutions to any feedback provided by the Board of Directors, the TCG and the
Project Review team.
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The TCDM has a maximum of 2 weeks to review the feedback, determine the resolution,
update the model and release package if required, and document the resolution for
each question or comment. The TCDM sends the feedback spreadsheet and release
package to the PODS Membership, Board of Directors, the TCG and the Project Review
team.
The TCG has a maximum of 2 weeks to review the changes to the model and the
resolutions to all feedback provided during the Project Review process.
The TCG then either:
o Approves the changes and forwards the release package with their
recommendation to the Board of Directors
o Rejects the changes and returns it to the TCDM for further changes
The Board of Directors has a maximum of 2 weeks to review the changes to the model
and the resolutions to all feedback provided during the Project Review process.
The Board of Directors then either:
o Approves the changes and forwards the release package with their
recommendation to the Board of Directors
o Rejects the changes and returns it to the TCDM for further changes
6. Changes to the Standards
6.1. Changes to the Standards
Any member company can propose changes to the standards. Changes are made using the
following protocols.
6.1.1. Change Submittals
All changes are submitted through the Executive Director. The changes are documented
and given to the TCG for prioritization. The TCG provides their recommended
prioritization to the Board for final prioritization.
6.1.2. Changes to the Standards
The TCG will review the change and forward it to the appropriate group. For example:
 Corrections to the data model are sent to the TCDM.
 Changes to the documentation or implementation guide may require the formation
of a project.
6.1.3. Change Documentation
All changes are clearly documented, including a description of what was changed, not
changed, or postponed and why. This allows our members to clearly understand what
has been submitted and why changes were or were not made.
6.1.4. Change Format
Anytime a member or working group submits a change, the changes should include:
 A detailed description of what is to be changed and why.
 Appropriate Oracle and SQL Server scripts whenever possible.
 Associated documentation for PowerDesigner.
 Code lookups when applicable.
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6.2.Technical Committee Approval of Changes
6.2.1. Release Approval Consensus
The vision of the PODS Association is for the data model to become a storage and
exchange standard which allows full application interoperability. Any issues which
prevent the PODS model from realizing this vision must be resolved. The PODS
Technical Committee should do so by first striving to achieve a consensus, but absent a
consensus, by support from a majority of the sitting committee members.
If a consensus cannot be achieved, the dissenting view(s) and rationale for the
resolution must both be documented. In addition, if the majority represents less that
75% of the Technical Committee, the resolution must be approved by the PODS Board of
Directors prior to implementation.
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APPENDICE A - ACRONYMS
TCG
TCDM
TCVP
WG
Technical Committee on Governance
Technical Committee for Data Modeling
Technical Committee Volunteer Pool
Work Group
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APPENDICE B - Inventory of Official Documents
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Work Group Charter
Project Charter
Meeting Minutes
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