World Meteorological Organization Working together in weather, climate and water WMO RA II Session Guide www.wmo.int

RA II conduct of business WMO The entire RA II session will be conducted in Plenary. Plenary meetings can take decisions (approve draft decisions submitted in documents) at any time and therefore will require the presence of RA II Members. RA II session guide 2

RA II documents access WMO Documents are accessed on the website; they are posted as and when available. A list of all pre-session documents is posted at:   http://meetings.wmo.int/RA-II-16 In-session documents will be posted as soon as produced in each language in the folder “Drafts for Discussion”. Neither pre-session nor in-session documents will be provided in paper form. Documents (selected items in selected language) could be printed for RA II Members upon request only. Document format and access was improved to facilitate paperless session. RA VI session guide 3

On-line Workplan – Google Calandar Tentative work plan in form of Google calendar will be adjusted dynamically as session advances. Color coded in 3 colors representing RA II General Plenary RA II Plenary A RA II Plenary B Also Committee/subcommittees/breakout groups/side events Other events (partners, projects, informal meetings, etc.) Printouts of the current and the following days’ calendar will be available at the Information and Registration Desk.

RA II documents identification WMO Document cover page header contains document number, date and status. Document number corresponds agenda item number. There will often be several documents for each agenda number, those numbered in brackets. Filename convention: RA-II-16-d04-8(1) Capacity Dev-draft1__en.doc Where: 03-1 agenda item (1) number of document within this item Cap Dev key word(s) draft-1 version _en language (English) RA VI session guide 5

RA II documents structure WMO Cover page: includes title of agenda item, title of document, as well as a summary of required decisions. Sections of the document could be viewed and navigated through “Document Map”. These elements may include: Appendix A – draft text for general summary (Part I - session report) Appendix B – draft resolution(s) if necessary (or progress report if no resolution) Appendix C – background and/or progress report for information. These texts are not for discussion. They will be reproduced in Part II session background. Some Documents are complemented by an extended background contained in respective information documents, INFs (same numbering). Elements of documents are hyperlinked. References to external resources, such as expert teams reports, are linked to web source. Text in [square brackets and italics] will be deleted in the final version of the document. RA VI session guide 6

RA II documents - versions WMO Status Description Submitted to Plenary by: Draft 1 Pre-session document - Draft decision for discussion. It could be approved if acceptable, otherwise a next version requested if considerable changes are required. Equivalent to ex-pre-session Doc. Secretary-General, Management Group//Committee Draft 2, 3,... In-session document - Draft decision amended as the result of the first discussion. It could be approved if acceptable, or next version requested if still considerable changes are required. Track changes shown from previous version. Posted in the folder: “Drafts for discussion” Equivalent to ex-WP. Chair of Plenary meeting at which document was discussed: president, or vice-president Final Draft In-session document - Final draft could be requested by the Chair, e.g., as a result of the work of a drafting committee. It should be approved by Plenary. Track changes shown from previous version. Equivalent to ex-PINK. Chair of Plenary meeting or drafting committee at which document was discussed. Approved Approved, checked and signed off document. Posted in the folder: “FINAL PROVISIONAL REPORT (Approved documents)”. Signed off during session by Chair, Secretary and Rep of SG and processed by Secretariat. RA VI session guide 7

RA II document flow – first scenario WMO Day 1 Day 2 Day 3 Day 3 P L E N A R Y Provisional Final Report Approved documents - Approved Draft 1 RA VI session guide 8

RA II document flow – second scenario WMO Day 1 Day 2 Day 3 Day 4 P L E N A R Y Provisional Final Report Approved documents - Approved Draft 1 Draft 2 RA VI session guide 9

RA II document flow – third scenario WMO Day 1 Day 2 Day 4 Day 3 P L E N A R Y Provisional Final Report Approved documents - Approved Draft 1 Draft 2 Final draft Consultations/drafting group RA VI session guide 10

RA II document flow: folders view WMO Session Archive Drafts for Discussion d01-2-draft-1-AGENDA_en.doc d03-draft-1-PRES_en.doc d04(1)-draft-1-services_en.doc D04.4-draft-1-WIGOS_en.doc d05-draft-2-GFCS-Plan_en.doc ….. d11-FINAL-CLOSURE_en.doc Final Provisional Report APP-d01-2-draft-1-AGENDA_en.doc APP-d03-draft-1-PRES_en.doc APP-d04(1)-draft-1-SG_en.doc APP-d04.4-draft-1-Cg-Ext_en.doc APP-d05-draft-2-GFCS-Plan_en.doc ….. APP-d11-FINAL-CLOSURE_en.doc RA VI session guide 11

Contacts WMO Substantives comments on documents should be submitted to plenary@wmo.int For any queries, please contact: – Information and Registration Desk Secretariat staff will be happy to assist you. We wish you a successful session! RA VI session guide 12