Copyright © AEA — Association of Enterprise Architects 2013 AEA Workgroup Procedures Version of 31 October 2013

Copyright © AEA — Association of Enterprise Architects Agenda  What is a Workgroup?  Starting a Workgroup  Running a Workgroup  Closing Down a Workgroup  Workgroup Charter Format

Copyright © AEA — Association of Enterprise Architects What is a Workgroup?  Workgroups are the means by which AEA members collaborate to achieve some outcome.  The purpose of a workgroup is specified by its charter, written by the workgroup’s members.  A workgroup has a chair and a secretary.  This slide set proposes workgroup procedures for trial use and subsequent revision based on experience.

Copyright © AEA — Association of Enterprise Architects Starting a Workgroup  Any AEA member can submit a proposal for a new workgroup via website at this link The proposal should be in the form of a draft charter for the workgroup. This draft charter can be revised by the workgroup members after the workgroup has been approved and begun working.  The proposed workgroup charter format is described later in this slide set.  The draft charter is submitted to the AEA staff, who will inform the membership of the proposal and invite members to join the workgroup.  If 20 or more members express interest in joining the workgroup, the workgroup will be approved and the necessary resources to support it allocated.  A group of less than 20 may petition the AEA staff for special consideration.

Copyright © AEA — Association of Enterprise Architects Working Sessions  Workgroup working sessions must be held at least quarterly. Working sessions are expected to be virtual. A Forum will be set up to allow for open discussion and virtual meetings.  Working session participants are expected to use their judgment as to whether they have enough participants to represent the concerns and interests of the AEA as a whole, and to make substantive progress.  Working sessions must be scheduled and announced at least two weeks in advance, and an agenda for the working session must be distributed at least one week in advance.  Working session decisions should represent the consensus of the working group members. Workgroups should resort to voting only when they cannot achieve consensus.

Copyright © AEA — Association of Enterprise Architects Chair and Secretary  Within one quarter after the workgroup is approved, it must elect a chair and a secretary, by simple majority vote of the workgroup members.  The chair is responsible for leading/managing working sessions and reporting workgroup progress, in the form of working session minutes, to the AEA staff.  The secretary is responsible for recording working session minutes. The minutes must include participants, decisions made, action items, updated roadmap and planned outcomes/deliverables, and scheduling of the next working session. Minutes must be approved by the workgroup members and will be made available to the entire AEA membership by the AEA staff.  If a workgroup misses two successive quarterly progress reports, the chair will be asked to justify the AEA’s continuing support of the workgroup.

Copyright © AEA — Association of Enterprise Architects 2013 How to Elect a Chair and Secretary: Nominations  Elections for workgroup Chair and Secretary are held annually.  Workgroup members may nominate themselves or another workgroup member to run for Chair or Secretary.  The nomination period is open for four weeks following its announcement by AEA.  Nominations are submitted to AEA though a nomination survey. AEA will confirm that the nominated person is willing to stand for election. 7

Copyright © AEA — Association of Enterprise Architects 2013 How to Elect a Chair and Secretary: Elections  When the nomination period closes, AEA will announce the candidates for election.  The election period will be open for four weeks. An election survey will be available to cast your vote. Only the members of the workgroup may vote in the election.  At the end of election period AEA staff will announce the results of the election. The candidate receiving the highest number of votes will be elected. If only 1 person stands for a position and they are uncontested, they win the election. 8

Copyright © AEA — Association of Enterprise Architects Closing Down a Workgroup  A workgroup is closed down when it has achieved its proposed outcome.  The workgroup’s minutes, interim work products and deliverables will be archived for access by the AEA membership.  A workgroup may decide to disband itself before achieving its proposed outcome.  The workgroup’s minutes and interim work products will be archived for access by the AEA membership.  A prematurely disbanded workgroup may be restarted if the criteria for starting a workgroup are met.

Copyright © AEA — Association of Enterprise Architects Charter Format  A workgroup charter comprises:  A statement of the problem, need or opportunity that warrants the creation of the workgroup  A set of proposed outcomes or deliverables  The expected benefits to the AEA membership of the outcomes or deliverables.  A preliminary roadmap, to be updated continuously as the workgroup progresses, with objective milestones and an expected completion date.  A description of the expertise that the workgroup needs from its members to succeed.  The preferred format of a workgroup charter is a PowerPoint slide set with one slide for each of the above topics.