Procedures, Experiences and Suggestions API/EI Joint Work Groups.

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Presentation transcript:

Procedures, Experiences and Suggestions API/EI Joint Work Groups

Background Phoenix Agreement –Resources –Remove duplication API and EI responding to directions from membership Agreement signed February 2006 Implementation guide followed shortly afterwards

Procedures New work items - SRRR or TWP –Duplication - only for co-funded work items Produced in Subcommittee (or working group) Approved by main committee API COPM or EI HMC –Funded proposals passed up further for approval Approved by API/EI Joint Committee (JCHM) Subcommittee advised – sister subcommittee(s) advised Joint Work Group (JWG) formed – work starts NOTE: – communication at sub-committee/working group level before SRRR/TWP preparation is highly desirable!

Phoenix Agreement Implementation Guide API or EI led Chairman and Vice chairman Duties –Manage work –Organize meetings –Resolve comments –Work towards consensus – substantial agreement Vice chairman –Coordinate members in their own organization –Liaise closely with Chairman Joint Work Groups

Balloting No change to API COPM and EI HMC balloting procedures Joint standards balloted in parallel within both organizations JWG addresses and resolves comments Re - ballot as necessary

Experiences Varied! Productivity of teleconferences with large groups is limited Drafting work under teleconference conditions is extremely inefficient Web/net meetings working on a ‘shared’ document can also be very slow

Suggestions (1) Workload –Look to use ‘expert editors’ for initial drafting –JWG then works from initial draft Membership –Chairman and Vice chairman must manage member rosters –Inclusion is essential - maximum participation is required Meetings –Hold separate meetings locally (API and EI) under the Chairman and Vice chairman –Chairman and Vice chairman hold regular individual discussions/meetings –Full JWG meetings (usually by teleconference) limited to resolving key issues

Suggestions (2) Meeting notices –Distribute well in advance –Arrange times to allow maximum participation (US morning/Europe afternoon) –Members must advise if participating or not –JWG members urged to submit comments early so that Chairman and Vice chairman can discuss and prepare Careful meeting preparation! Sub committees –Officers need to liaise ahead of new work –Use websites!

Wrap up Staff will continue to investigate improved systems for communications and meetings Comments and observations always welcome!