Minutes Document March 2006 Terry Cole, AMDSlide Editor’s Best Practices Terry Cole, AMD WG Technical Editor & Simon Barber, Devicescape WG Co-Technical Editor March 2006

Minutes Document March 2006 Terry Cole, AMDSlide 2 Getting started… The IEEE SA website has a lot of info you will need, document templates, etc. Home Page: – ndex.htmlhttp://standards.ieee.org/resources/development/i ndex.html Writing The Draft: – riting/index.htmlhttp://standards.ieee.org/resources/development/w riting/index.html

Minutes Document March 2006 Terry Cole, AMDSlide 3 Numbering the Draft Before first Ballot –0.xy, where x/y denotes major/minor revision level –Always monotically increasing. –No standard meaning to x and y. Use as your TG likes. Ballot Drafts –B.0, where B is denotes the bth ballot or recirculation Drafts in between Ballots –B.xy, where symbols have same meaning as above Number every draft distributed or posted by you uniquely! Example: –TG created drafts 0.1, 0.2, 0.5, and 0.9 and 0.91 before putting forward draft 1.0 for WG ballot –TG creates drafts 1.1 and 1.2 before adopting draft 2.0 for recirculation. –TG creates draft 3.0 for sponsor ballot (including some editorial work from 2.0 to 3.0) –TG creates draft 4.0 for sponsor ballot recirculation. –TG submits draft 4.0 for REVCOM (ALWAYS same as last sponsor ballot) along with a list of editorial errata to be addressed during publication.

Minutes Document March 2006 Terry Cole, AMDSlide 4 Interim Draft Checklist Labeled and named correctly –Labeled according to style guide on the top of each page –Draft number assigned according to practice (see separate slide) –Examples: IEEE P802.11k/D3.4, March 2006 (Draft Amendment to IEEE Std (tm), 2006 Revision Draft 5.1) IEEE P802.11r/D2.0, March 2006 (Draft Amendment to IEEE Std (tm), 2006 Revision Draft 5.1, as amended by IEEE P802.11k/D3.4, xxx and yyy) IEEE P802.11s/D2.0, March 2006 (Draft Amendment to IEEE Std (tm), 2006 Revision, as amended by IEEE Std k(tm)-2007, xxx and yyy) Updated copyright notice per style guide and current year in copyright notice “This is an unapproved IEEE Standards Draft, subject to change” on the bottom of all pages Note that there is not a requirement for completeness. –I recommend explaining major work items still to be done with an editor note

Minutes Document March 2006 Terry Cole, AMDSlide 5 Ballot Draft Checklist Must meet all requirements for posting as an interim draft, PLUS: Substantially Complete –NO Avoidable TBDs! –No Incomplete Text –No Outstanding Motions To Be Done –I recommend explaining EACH exception with an editor note and why it cannot be completed now! No publication flaws of these types: –“reference not found” errors –“figure not found” errors –TOC updated Pages numbered and lines numbered If WG ballot: –Available for review as a technical document by the appropriate deadline, but only if challenged (even if by only one person). Not out of order if unchallenged. –Change bar version (FROM LAST BALLOT) AND clean version If sponsor ballot: –MEC Section I comments completed before opening of first ballot –MEC Section II comments completed before last recirculation

Minutes Document March 2006 Terry Cole, AMDSlide 6 Posting a Draft The Task Group editor should follow this procedure: 1.Make sure the draft satisfied proper numbering, interim draft requirements, and, if applicable, ballot draft requirements. 2.You may post.doc or.pdf or both formats, and you may need to post clean and red- line versions. Send these in a single as attachments for posting with a clear subject: x Draft for Posting. If you zip the file(s) you must rename to.xzy and mention this in the . Zip files are not deliverable in many systems and in particular not to Harry’s ATT address. 3. to Harry using primary and backup addresses. You should also copy Stuart, myself and Simon. So that is to and with cc to: and 4.Call Harry on his cell phone. This is for editor’s use only. The number is If you don’t get Harry, then call Stuart. This is also for editor use only, his number is Harry or Stuart will post quickly, and you and the task group chair will get a confirmation . 6.The Task Group chair should announce the draft availability over the appropriate reflectors and in appropriate meeting sessions. Note: Posting of drafts to any other sites, including our own temporary file server space at meetings or on open company ftp sites, is not allowed.

Minutes Document March 2006 Terry Cole, AMDSlide 7 Baselines & Revisions IEEE rules prevent amendments from being published while a revision is in progress All current amendments will have to be based on ma. Groups to decide on a group by group basis how they want to track 11ma.

Minutes Document March 2006 Terry Cole, AMDSlide 8 How to handle simultaneous drafts... Best practices described in next 2 slides. Original presentation in doc 11/06/238r1 Note: –Approved means approved by REVCOM –None of this process affects the need for drafts to be based ONLY on previously approved documents when they are finally presented to REVCOM.

Minutes Document March 2006 Terry Cole, AMDSlide 9 When a revision and another amendment are in progress… –Your amendment should be based on the latest draft of the revision text AND the latest draft of all amendments expected to be approved prior to yours –Your document must then be sent for sponsor balloting with all the below: the current, complete approved base text (prior to the revision) the latest draft of the revision the latest draft of all amendments expected to be approved before yours –These amendments are only included if they make technical changes that are relevant to your amendment. your amendment. –If a technical change happens in a part of the revision text or part of the amendment text expected to be approved prior to your amendment, and that change is technically relevant to your amendment then your amendment should be re-circulated. Relevant technical change is decided by the ballot resolution group (the TG itself in ’s case)

Minutes Document March 2006 Terry Cole, AMDSlide 10 When other amendments are in progress… –Your amendment should be based on the current, complete approved base text AND the latest draft of all amendments expected to be approved prior to yours –Your document must then be sent for sponsor balloting with all the below: the current, complete approved base text the latest draft of all amendments expected to be approved before yours –These amendments are only included if they make technical changes that are relevant to your amendment. your amendment. –If a technical change happens in a part of the revision text or part of the amendment text expected to be approved prior to your amendment, and that change is technically relevant to your amendment then your amendment should be re-circulated. Relevant technical change is decided by the ballot resolution group (the TG itself in ’s case)

Minutes Document March 2006 Terry Cole, AMDSlide 11 IEEE Review Insertion Numbering 2006 IEEE Style Guide changes now mean that all amendments will renumber inserted text, figures, and tables based on ma Add letter after current number To insert between 2 letter clauses, add second letter. Needed for insertions ONLY, not additions to end of current numbers.

Minutes Document March 2006 Terry Cole, AMDSlide 12 IEEE MEC process Make sure your chairs are aware of this –Time constraints that this will put on sponsor ballot –Section I has to be addressed before you can start Sponsor Ballot –Section II comments have to be addressed before last SB recirculation –Section III comments are suggestions