Help for Setting Up an Approval Ballot on NENA Workspace: Difference between revisions

A NENA "Consensus Body" is made up of the voting members of the Working Group that creates and modifies NENA documents. Consensus Bodies use the NENA Workspace (NWS) Approval Ballot to approve documents. This page describes how Working Group leaders can configure an Approval Ballot in NWS.

 

Successful Approval Ballots require a well-managed roster. Working Group leaders should review their roster on a regular basis and always before an Approval Ballot is opened. The primary concerns in Roster Management are active participation and Interest Category balance, especially if the document is a Standard due to American National Standards Institute (ANSI) requirements. More information on Interest Category can be found in the [https://kb.nena.org/wiki/NENA_Development_Group_Guide NENA Development Guide], in the [https://kb.nena.org/wiki/NENA_Development_Group_Guide#How_to_Add_Member_in_NENA_Workspace_to_a_Working_Group How to Add Member in NENA Workspace to a Working Group] section. Additional information on Openness and Balance is available in the NENA Development Group Organizational Structure and Operational Procedures, in the Openness and Balance section of NENA-ADM-001.

 

Persons who have not been participating in the group’s activities, such as attending calls, responding to ballots, contributing material, and engaging in email discussions, should be contacted about their lack of participation, and may be removed in NENA Workspace or changed to an Authorized Observer.

 

To remove a Working Group member, simply:

 

 

See [https://kb.nena.org/wiki/NENA_Development_Group_Guide#How_to_Remove_a_Member_From_a_Working_Group_or_Change_their_Status_to_an_Authorized_Observer How to Remove a Member From a Working Group or Change their Status to an Authorized Observer] for details and [https://kb.nena.org/wiki/Working_Group_Member_Attendance_Notice Working Group Member Attendance Notice] for a suggested email to send.

 

Interest Category Balance should be managed throughout the Working Group existence as members are added or removed by a Group Leader. A Working Group member's Interest Category is typically classified in accordance with the business or other interests of their employers they represent in connection with the standards development activity.

 

*All Authorized Observers and DSC Leadership should reflect the 3 dashes as their Interest Category.

*(Sort spreadsheet by Organization) If an Organization has a Primary Voter and one or more alternates, make sure they all reflect the same Interest Category.

*Those remaining at the top of the spreadsheet should reflect one (1) Primary Voter per Organization --- this is your Consensus Body.

Another method to determine WG Balance is using the [https://dev.nena.org/higherlogic/ws/groups/ed9b432e-644e-48be-ab9f-c8cffce3a079/documents/forms130/document?document_id=28202 TEMPLATE_WG_Attendance_20230122] spreadsheet, WG Balance tab. The WG Balance tab is pre-configured to provide the percentage of each Interest Category based on the Interest Category assigned to the WG member in NWS and the roster. Interest Categories can then be changed in the spreadsheet to balance the WG.

 

Documents to be approved are uploaded to the Documents section of a Working Group's Workspace tab. Documents for approval are placed in the folder (e.g., Draft WG Documents, Public Review) at the current state (e.g., WG Draft, Public Review) of the document in the development process. The states of a document are defined as the following:

 

*'''All Committee Review''' – a draft document that has received approval from the Development Steering Council (DSC) and is distributed for review by the NENA Development Group membership.

*'''Public Review''' – a draft document that has received approval from the DSC and is distributed for review by the NENA Development Group, NENA membership, and the public. Depending on whether comments are received, and the types of changes made as a result, the document may experience iterative Public Reviews.

*'''NENA Board Approval''' – a draft document that has received approval by the NENA Board of Directors to publish as a NENA document.

*'''ANSI Approval''' – a draft document that has received an ANSI approval to publish as an American National Standard (ANS). Note: This state is restricted to STA documents that have received an approved Project Initiation Notification System (PINS).

 

Please see the [https://kb.nena.org/wiki/Process_Flow_Chart_for_STA,_REQ,_INF_Documents Process Flow Chart for STA, REQ, INF Documents] for more information on the steps associated to the document development process. It is important to note that the process requirements, and the document state(s), may be different based on the type of document that is being developed. Additional guidance can be obtained by contacting the CRM at [mailto:crm@nena.org crm@nena.org].

[[File:Select Workspace Tab 2021-02-02 10-39-58.png|alt=Select Workspace Tab|650x650px]]

 

 

[[File:Select Folder with Review Document 2023-05-17 12-01-37.png|alt=Select folder with review document.]]

The default language starts with Approval and includes the name of the document selected for the vote. (e.g., Approval NENA-INF-050.1-202Y_References_PubRvw_20230327_forBallot)

 

 

'''Example''': Approval of NENA-INF-050.1-202Y_References_PubRvw_20230327_forBallot for advancement to Public Review

The default language starts as a question and includes the name of the document selected for the vote. (e.g., Should NENA-INF-050.1-202Y_References_PubRvw_20230327_forBallot be approved?)

 

 

'''Example:''' Should the NENA-INF-050.1-202Y_References_PubRvw_20230327_forBallot be approved for advancing to Public Review?

'''Description'''

 

 

 

 

 

 

[[File:Description 2023-05-09 17-14-51.png|alt=Screen Print: Example of Description|800x800px]]

[[File:Passing Percentage 2023-05-09 17-17-06.png|alt=Screen Print: Passing Percentage]]

 

An Approval Ballot is required to remain open for 10-business days. The ballot can be extended beyond the 10-business days; however, it cannot be shorter.

 

'''Do NOT complete this section.''' All fields are to remain blank. NENA allows for everyone to vote regardless of attendance.

 

It is recommended that the only voting members are those Working Group members who joined prior to the vote being placed. Should a WG member join while there is an active ballot, the WG Co-Chair should either hold off on adding them to the Working Group or, if added, add them as an Authorized Observer to not skew the vote.

 

[[File:Voter Management 2023-05-09 17-20-35.png|alt=Screen Print: Voter Management|800x800px]]

 

The Approval Ballot can be used for both official and non-official ballots. An official ballot is a ballot that is supporting the document management process. An unofficial ballot is a ballot that is more informative such as establishing a new working group meeting time and day.

 

When “Create Approval Ballot” was selected to create the ballot, the default is a checkmark indicating that it is an official ballot. If it is an unofficial ballot, click to remove the checkmark.

 

The commenting permissions selection determines who can add comments. As a Working Group Approval Ballot, both the '''Comments can be added by''' and the '''Comments can be viewed by''' should be set to '''Document Viewers'''.

 

[[File:Revoting Support 2023-05-09 17-22-44.png|alt=Screen Print: Revoting Support|800x800px]]

 

If the document is an ANS candidate document, it will have a Related Project. Select the project name, and '''Add'''.

 

[[File:Add Reference Items 2023-05-09 17-26-32.png|alt=Screen Print: Add Reference Items]]

 

The Ballot Results section allows the ballot creator the ability to allow others visibility to the voting process as votes are placed. The default is for the '''Members of the Group''' to have visibility, indicated by the checkmark. The defaults for '''Results Availability''' (“Available as soon as the ballot opens”) and '''Results Style''' (“Show a detailed list of voters and their votes”) allows the most visibility to the voting process. It is recommended to use the default settings.