Overview of IEEE
Standardization Process
Power Engineering Society
Stationary Battery Committee
Angela Ortiz
Program Manager
26 June 2006
Charlotte, NC
Thank you for your interest and
for your contributions to the
IEEE Standards Development
Process.
Overview of Process
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Standards Association (SA) and its Relationship
with The IEEE
Project Approval
Project Management
Develop Draft Standards
Role of IEEE-SA Editor vs Working Group/Project
Editor
Ballot Draft
IEEE-SA Standards Board Approval
Publish Standard
Resources
The IEEE Standards Association
An international membership
organization serving today’s industries
with a complete portfolio of
standards programs
IEEE Organization
MEMBERS
Board of
Directors
Publication
Activities
IEEE-USA
Educational
Activities
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Activities
Executive Exec Director
Committee
& Staff
Standards
Association
Technical
Activities
What is my role in the IEEE
Stationary Battery Committee?
The Role of the Standards Staff Liaison
Staff Liaison: Provides support on your standardization
efforts:
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Answers questions about procedures
Along with chair, ensures that procedures are followed
Acts as a bridge to the IEEE-SA and its standing boards
Keeps you informed
 New products
 New services
 Policy changes
Brings your ideas and concerns to the Standards Board and
its committees
From an idea to an IEEE Standard?
How?
Overview of Process
IDEA
Project Authorization Request
What type of documents can be
developed under The IEEE-SA?
IEEE Standards Offers 3 Options
of Document Development
• Standards
• Documents with mandatory requirements
• Generally characterized by use of the verb “shall”
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Recommended Practices
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Documents in which procedures and positions
preferred by the IEEE are presented
• Generally characterized by use of the verb “should”
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Guides
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Documents in which alternative approaches to achieve
good practice are suggested but no clear-cut
recommendations are made
• Generally characterized by use of the verb “may”
Project Authorization Request
(PAR) Submission
The PAR is a legal document:
 The PAR is the authorization of work by
the IEEE-SA Standards Board
 IEEE extends the umbrella of
indemnification to people working on an
authorized standards project, if they follow
the rules
Sherry Hampton, Administrator IEEE-SA Governance
Phone +1 732 562 6003
FAX +1 732 562 1571
Email: s.hampton@ieee.org
Tips on Completing Your PAR
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Spell out all acronyms
Be clear and succinct in your scope
and purpose
Define appropriate type document
(Standard, Recommended Practice and
Guide ).
Project Management
Project management
1. Establish the role of the chair
2. Form the working group
3. Establish the calendar—target
dates, meetings, etc.
4. Delegate necessary functions
5. Set goals and deadlines
6. Manage your meetings
7. Avoid copyright, trademark, and
patent obstructions
T.E.A.M.W.O.R.K
“Never Doubt That A Group Of
Thoughtful, Committed People Can
Change The World. Indeed, It is the
Only Thing That Ever Has.”
Project management
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Establish the role of the working
group chair
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Appointed by Sponsor
Term and succession planning
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Is there life after publication?
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Corrigenda
Amendment
Revision
Reaffirmation
interpretation
Project management
Establish the role of the chair
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Keeps group focused on
goal—a finished standard
Appoints other officers of
working group
Delegates assignments
Plans and continually
reviews work and meeting
schedules
Ensures that group follows
rules in IEEE-SA Standards
Board Operations Manual
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Ensures that all members
have equal opportunity to
voice their opinions
Communicator both within
and outside the working
group
Follows up on all details
through publication of
approved standard
Seek out active, expert
participants
Project management
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Form the working
group
Encourage
worldwide
membership
Members and nonmembers of IEEESA may participate
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Strive for broad
representation of
all interested
parties
Does not bias
discussion
Project management
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Establish calendar
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Select location and dates in combination with
related standards groups or technical meetings
Allow meetings to last at least one day
Notify affected IEEE Section
Give sufficient notification (at least 30 days) via
formal meeting notice
Large groups should plan dates one year in
advance
Project management
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Delegate necessary functions
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Vice-Chair
Technical Editor(s)
Secretary
Meeting Planner
Key people interact with Staff
Project management
Delegate necessary functions cont’d.
Vice-Chair
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Substitutes for chair when
necessary
Runs meeting when chair
rescues self
Accepts special assignments
Project management
Delegate necessary functions cont’d.
Technical Editor(s)
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Brings together all
aspects of the emerging
draft
Functions as liaison with
IEEE Standards Project
Editor
Note: Copy of the original standard can be requested from the
staff liaison for of a revision of the standard.
Project management
Delegate necessary functions cont’d.
Secretary
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Records and circulates minutes
Maintains record of minutes
Circulates drafts for committee
review
Maintains roster
Prepares and ensures distribution
of agendas
Project management
Delegate necessary functions cont’d.
Meeting Planner
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Estimates attendance
Arranges for materials and
equipment
Ensures distribution of
meeting notice
*IEEE facilities are free
Project management
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Set goals and deadlines
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Projects are authorized for four years via PAR
Establish milestones
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Draft development (set deadline)
PARs, draft submittals must reach the IEEE
Standards Department five weeks before the next
IEEE-SA Standards Board meeting
Schedule appropriate time for balloting and ballot
resolution
Project management
Manage your meetings
 Meeting announcement
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Gives public notice
Essential to ensure due process and openness
Make available to all known materially affected
parties
Provide adequate advance notice
(> 30 days; 1 year preferred)
Project management
Manage your meetings cont’d.
Agenda
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A list of the objectives for the meeting
Distribute with all available handouts
before the meeting
Allocate approximate time for each item
on agenda
Identify speaker for each item
Project management
Manage your meetings cont’d.
Participation
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IEEE meetings can operate according
to Robert’s Rules of Order
A quorum is needed before business
can be conducted
All IEEE Standards working group
meetings are open*
*Open means that any interested party can attend an IEEE
meeting.
Project management
Manage your meetings cont’d.
Meeting management techniques
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Start and end the meeting
on time
Review and modify agenda
first
Everyone is entitled to
speak once on a topic
If time and topic permit,
participants may speak
again on the same topic
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Chair must be objective
Chair cannot make motions
Chair can entertain motions
Chair cannot bias
discussions
Ask for volunteers or assign
ad hoc committees
Minutes must be written,
approved, and distributed
after each meetings*
*Minutes can be as simple as a list of motions and action items.
Project management
Manage your meetings cont’d.
Meeting management techniques
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Assign tasks evenly
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Establish deadlines for tasks
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Follow up to ensure deadlines are met
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Summarize action items—add to
minutes
Group evaluation of its own
performance at end of meeting*
*This is a suggestion as a method to improve the conduct of
meetings.
Project management
Manage your meetings cont’d.
Managing conflict*
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Anticipate areas of concern and plan how to deal
with them (Consult with IEEE-SAStaff)
Allow all sides to speak
Announce and stick to time limit
Identify areas of agreement and isolate areas of
disagreement
Poll the group when all parties have had an
opportunity to express their views
Schedule additional sessions if necessary
*Facilitation is very important in managing a project when you
want to avoid conflict
Project management
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Avoid Copyright, Trademark, and
Patent Obstructions
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Before incorporating outside material into your
draft
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Get permission letters to use previously
copyrighted figures, charts, and/or text
Obtain patent permission letter of assurance
Identify and footnote trademarked terms
Chair shall periodically ask if there are any
Intellectual Property Rights (IPR) issue
Start early
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These steps take time
Must have permissions before draft is balloted
(no permission letters, no publication)
Project management
Summary
1. Establish the role of the chair
2. Form the working group
3. Establish the calendar—target dates,
meetings, etc,
4. Delegate necessary functions
5. Set goals and deadlines
6. Manage your meetings
7. Avoid copyright, trademark, and
patent obstructions
Development of the Draft Standard
Tips for Draft Development
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Develop an outline
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Use IEEE Template
http://standards.ieee.org/resources/development/writing/templates.html
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Assign writing among working group members
Technical editor gathers inputs and ensures technical
consistency
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Avoid writing document in meetings*
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Working with an IEEE Project Editor speeds the project
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Refer to IEEE Standards Style Manual for document structure
http://standards.ieee.org/guides/style/index.html
*The working group meetings should only be used for reviewing
important points in the draft and resolving areas of
disagreement.
Role of Technical Editor vs SA
Project Editor
Role of the Technical Editor
A Technical Editor:
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Brings together all aspects of the emerging draft
Ensures a consistent tone throughout the document
Works with IEEE style guides
Populates IEEE-SA templates
Works specifically on maintaining the draft standard
Works with the IEEE-SA editor to address any
issues during draft development
Role of the SA Project Editor
The SA Project Editor advises working groups about:
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IEEE style (Style Manual)
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Publishing norms and accepted practices
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Editorial requirements for consensus documents
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Applications and graphics (Word, FrameMaker, SGML, graphics
styles)
The IEEE-SA editor also:
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Supplies style templates and style guidance
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Offers mandatory editorial coordination (MEC)
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Flags copyright issues for follow up by working group chair
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Creates all drafts pre-approval.
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Assists working group chair in pre-publication review of proofs
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Enables efficient post-approval publication
Document is Developed…So What is the
Next Step?
Sponsor Forms a Balloting Group
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Need to issue invitation to ballot*
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Specifies responsibilities of balloters
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Requests classifications (P, U, G)
Ballot Group has to be balanced
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No one interest category can be 50% or more
Once balloting begins, the balloting group remains static
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IEEE-SA membership or payment of a fee is required
Exception: invited experts (with the approval of
Standards Board)
*This may involve using the membership of an active WG or committee or
it may involve inviting a wide variety of interested parties to participate.
Response and Results of Balloting
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Response
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Need 75% return
Results
 Need 75% approval (of the returned rate)
 Attempt to resolve comments marked
must be satisfied (MBS)
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After consensus (75% approval) is
reached, establish 30-60-day
deadline for resolution of comments
Recirculate revised draft and comments
Sponsor Balloting Results
Comment Resolution: Initial Ballot
Closed, So?
5.4.3.2 Resolution of comments, objections, and negative votes:
http://standards.ieee.org/guides/opman/sect5.html#5.4
The Sponsor shall make a reasonable attempt to resolve all
comments, objections, and negative votes that are accompanied
by comments. Comments that advocate changes in the document,
whether technical or editorial, may be accepted, revised, or
rejected. Comments addressing grammar, punctuation, and style,
whether attached to an affirmative or a negative vote, may be
referred to the publications editor for consideration during
preparation for publication. It should be borne in mind that
documents are professionally edited prior to publication.
Comment Resolution: When do you
need to conduct a recirculation?
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All substantive changes made since last balloted draft (whether
triggered by comments accompanied with "yes" AND, OR "no"
votes), shall be identified and recirculated to the ballot group.
Comments from mandatory coordination: SCC14; Editorial and
comments marked “must be satisfied” (MBS), need to be
responded to and recirculated.
Additional recirculation required if negative votes with new
comments within the scope of the recirculation result.
NOTE: On a recirculation, a vote shall be based only on the changed
portions of the balloted document, clauses affected by the
changes, or portions of the balloted document that are the
subject of the unresolved negative votes
RevCom Submittal
How to Complete a Successful RevCom
Submission
Review Committee (RevCom) recommends action to
the Standards Board
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Submittal must match information on PAR (Title &
Scope in PAR must match those in the draft
document)
When is a revised PAR necessary?
 Any substantive change, i.e., scope, title,
patented material
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Proof of mandatory coordination
SCC 10, SCC14 and Editorial Coordination
Do NOT change the last balloted draft
Additional Resources
RevCom Page
http://standards.ieee.org/board/rev/index.html
RevCom Working Guide for Submittal of
Proposed Standards
http://standards.ieee.org/guides/revguide.html
RevCom Conventions
http://standards.ieee.org/board/rev/revconventions.html
Post-Approval and Publication
It takes from 3 up to 6 months from post-approval to publication and
distribution.
Post-Approval and Publication
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IEEE Project Editor
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Does final copy edit of text
Ensures that technical integrity of
document is maintained
Formats electronic text into proofs
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Committee review
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Correction
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Publication
Complimentary copies and awards*
*Complimentary copies are issued to the working group and awards are
given to the Chair/Technical Editor and Secretary of the working group
in recognition of the work done.
Resources
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IEEE-SA Standards Board Operations
Manual:http://standards.ieee.org/guides/opman/index.html
IEEE Standards Companion:
http://standards.ieee.org/guides/companion/index.html
IEEE Standards Style Manual and Draft Templates:
http://standards.ieee.org/guides/style/index.html
http://standards.ieee.org/resources/development/writing/templates.html
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Working Guide for Submittal of PAR and PAR Form
http://standards.ieee.org/resources/development/initiate/index.html
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Working Guide for Submittal of Proposed Standards and
Submittal Form
http://standards.ieee.org/resources/development/final/index.html
Electronic Resources
http://standards.ieee.org/resources/development/index.html
http://standards.ieee.org/faqs/e-services.html
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Public and private areas
available for IEEE
standards working groups
Mailing lists
Electronic mail—first
initial.last name@ieee.org
Contact the Electronic
Services group at
spa-admin@ieee.org
Summary of the Process
IDEA
IEEE Standards Department
A Global Platform Delivering Speed,
Choice and Control
Feedback, Questions?
Angela Ortiz
Program Manager-Technical Program Development
(732) 562 3809
a.ortiz@ieee.org
T.E.A.M.W.O.R.K
“Never Doubt That A Group Of
Thoughtful, Committed People Can
Change The World. Indeed, It is the
Only Thing That Ever Has.”
myBallot™
The better way to ballot

Accessing the myBallot system requires an
IEEE Web Account:
https://webapps1.ieee.org/WebAccount/Registration
How to get and IEEE Web Account
Sign in by entering your IEEE Member Number
Not an IEEE Member?
Join the IEEE or Create a visitor’s web account.
Note: Sponsors, working group chairs, designees and
voters, need to be IEEE-SA members.
Need help with an IEEE Web Account?
If you have an existing IEEE Web Account and need help with any of the following:
Recover Your Username/Password
Change Your Password
Change Your Security Identifier
Got to: http://www.ieee.org/web/web/accounts/index.html#recover
Accessing myBallot: Login Through
myProject Control Panel
Login using your IEEE
Web Account.
myProject Control Panel
Click on the myBallot Link
myBallot Control Panel
Click on the myBallot Link and identify
the function you want/need to perform
How to Join Invitation Pools in
the IEEE Standards
myBallot system
myBallot™
The better way to ballot

Accessing the myBallot system requires an
IEEE Web Account:
https://webapps1.ieee.org/WebAccount/Registration

Log onto myBallot:
https://balloting.standards.ieee.org/my-site
Accessing myBallot: Login Through
myProject Control Panel
Login using your IEEE
WebAccount.
myProject Control Panel
Click on the myBallot Link
myBallot Control Panel
Click on Enroll/Manage invitation pools
Join Invitation Pools
Select the Sponsor Society and click “continue”
Select the Sponsor Committee and click “continue”
Join Invitation Pools
Fill in/verify your contact information and
click “continue”
You will receive an enrollment confirmation
message
How to Join a Ballot Group
in the IEEE Standards
myBallot system
myBallot™
The better way to ballot

Accessing the myBallot system requires an
IEEE Web Account:
https://webapps1.ieee.org/WebAccount/Registration

Log onto myBallot:
https://development.standards.ieee.org/my-site
Accessing myBallot: Login Through
myProject Control Panel
Login using your IEEE
WebAccount.
myProject Control Panel
Click on the myBallot Link
myBallot Control Panel
View & join open invitations.
Show/Join Open Ballot Invitations
Select the project number
View PAR information.
Click on “join”
Once you click on “join” it will ask you to enter your classification.
Once entered, you will be brought back to the previous screen with
a confirmation that you just joined the respective ballot group