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 levelbefore 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!