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

2. 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

3. 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:
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

4. 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.

5. 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: 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. Contacts
WMO
Substantives comments on documents should be submitted to
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