Time: 11-03-95, 11.59

SC2ADM2.DOC

ISO/IEC JTC1/SC2/WG2 ADMINISTRATIVE PROCEDURES AND TOOLS

Introduction

This paper is a draft. The purpose of the paper is to stimulate the discussion within ISO/IEC JTC1/SC2/WG2 (WG2) to agree on administrative routines, tools etc.

The administrative routines shall speed up the processing of requests to WG2 and keep track of the changes and their implications within the WG2 domain and its interfaces to the outer world.

The description covers the activities, responsibilities, procedures and tools right from the initiation of requirements to the implementation of decisions taken, i.e. phases of preparation, submission/distribution, evaluation and implementation.

The paper is organised as follows:

1) first are the expectations (need, input, output) to WG2 discussed

2) next is the organisational framework of ISO presented and discussed

3) finally is a possible procedure outlined together with tools to support the work of WG2

The presentation of procedures and tools is the operational result of this draft paper. The paper introduces an Maintenance Agency and several tools.

NEEDS AND INPUT

Introduction

The needs and requirements of the industry and the national standard bodies are presented to WG2 in the form of proposals for changes to the form/architecture and content of ISO 10646.

The expectations of the submitters are that the changes can be handled in a fast and professional manner.

To be able to respond to expectations WG2 needs to estimate the type and amount of requirements - qualify and quantify.

Based on assumptions of the incoming requirements and the desired output WG2 can "decide" a suitable organisational framework, the procedures, the meeting frequencies, the tools etc.

If the WG2 can not respond to the expectations of the users and the industry they may find other means to solve their needs e.g. develop non standardised solutions.

It is thus a delicate balance between applying the "normal" ISO procedure and being responsive to the requirements in a timely manner by adjusting/changing the normal way of handling the requirements without losing the qualities (correctness, consensus etc.) of the results.

Responsibility:

The users (through the national bodies, liaison organisations, the WG etc.) are responsible for providing the input.

Assumptions

Categories of changes

It is assumed that the requirements will fall in two categories:

1) changes of content, e.g. proposal for addition of new characters to BMP

2) changes of form/architecture, e.g. proposal for UTF16

Expectations

It is assumed that the expectations of submitters will be

1) request of a change of the content of ISO 10646: WG2 can respond to requirements not later than

proposal 1: 1-1.5 year (2 meetings after submittal with the addition of time for a letter ballot (if needed))

proposal 2: 6 months after submittal (including a SC2 3-months ballot)

2) request of a change of the architecture of ISO 10646: WG2 can respond to requirements not later than

proposal 1: 1-1.5 year (2 meetings after submittal with the addition of time for a letter ballot)

Volume

It is assumed that the volume of requirements will be:

1) Number of changes to the content of ISO 10646: 10 per year and with an estimate of more than 30 changes already requested

2) Number of changes to the form/architecture of ISO 10646: 2 per year

OUTPUT

Introduction

The output is defined as the visible results of WG2. The results are targeted towards the world primarily outside WG2.

Responsibility:

WG2 is responsible for processing the input and providing the results. WG2 provides the results by using procedures and tools within the organisational framework.

Output

The results of the work of WG2 could be:

1) update of ISO 10646

2) track record

3) overview and status of the work of WG2

4) electronically availability of the results

5) identification and notification (defect reports) of WG3 in relation to other ISO-standards (e.g. ISO 6937, ISO 8859).

6) notification of organisations outside ISO (e.g. ITU-T, UNICODE)

ORGANISATIONAL FRAMEWORK

ISO directives

The ISO/IEC JTC1 directives contain the framework of WG2. It describes the procedures, responsibilities etc.

For this discussion different approaches shall be highlighted.

1) Normal procedure from NP to IS

2) The maintenance procedure for an ISO standard

3) The procedure of a maintenance agency

4) The fast tack procedure

5) Use of electronic Messaging

Normal procedure from NP to IS/AMD

There is no reason to describe this normal procedure in detail. It is well known and it represents the present approach (NP, WD, CD, DIS, IS).

It may be useful to remind that the maintenance of ISO 10646 is performed under an approved Work Item (..... N.....). The directives opens for some flexibility by using subdivision:

"Final text of ISO/IEC directives: Procedures for the technical work of ISO/IEC JTC 1 on information Technology (Third edition). ISO/IEC JTC 1 N 3348, 1994-12-20." describes the subdivisions:

6.2.2 Subdivisions

6.2.2.1 To avoid undue delays in authorising subdivisions of projects or minor enhancements of existing work, where the changes are not outside the scope of the original item, the SC may proceed with such work if approved by a vote of its P-members. The change(s), however, must be submitted to JTC 1 for endorsement and, if JTC 1 does not approve, the work must cease.

6.2.2.2 Following its plenary meeting, an SC shall submit to the JTC 1 Secretariat as a single document the SC's modified programme of work, including all proposed subdivisions of projects and minor enhancements of existing work, exclusive of proposals for new work. This document shall be distributed by the JTC 1 Secretariat to the JTC 1 Nbs. Unless the JTC 1 Secretariat receives notification within 75 days of why a proposed change should not be approved, the modified programme of work will be accepted.

The procedure for maintenance of an ISO standard

The ISO 10646 can be maintained by issuing technical corrigenda, addenda and new versions of the standard.

The procedure of issuing technical corrigenda has been used. It was based on the directives (14.4 Corrections of Defects). SC2 has agreed that the Defect Correction Procedures shall apply in the case of ISO 10646 maintenance. As WG2 has not established a special editing group, the WG acts as the editing group for the time being.

The procedure of correcting defect - presented in a simplified form - contains

1) submission of a defect report

2) distribution of the defect report

3) preparation of a response on the defect report (based on a discussion at a WG meeting). The meeting shall take place within one and one and a half months after the distribution of the defect report. The preparation shall be made by the appointed project editor. The response may conclude: 1) no changes required; 2) further consideration required; 3)editorial defect; 4) technical defect.

4) if the response is concluding that a technical defect has occurred, the defect shall be processed as a technical corrigendum. It means a 3-month letter ballot (normally 3 months and 14 days from the date of distribution). The technical corrigendum is accepted with a substantial support from the P-members.

5) if the result of the voting is positive, the result shall be forwarded to the ITTF for publication within 3 months

In summary the time from submission of a defect report until a published technical corrigendum will take something between 5 - 12 (24?) months dependent on the timing of submission, meeting, the complexity of the defect, the workload on the project editor etc.

The procedure of a maintenance agency

The procedure of the maintenance agency is included in this draft paper for the discussion of a totally different approach. The consequences of this procedure is discussed in the next chapter. Below is presented the rules and the framework for a maintenance agency.

"Final text of ISO/IEC directives: Procedures for the technical work of ISO/IEC JTC 1 on information Technology (Third edition). ISO/IEC JTC 1 N 3348, 1994-12-20." describes the establishment of a Maintenance Agency:

14.1.4 Where continuos updating of an IS is required, JTC 1 may request the establishment of an maintenance agency (see 2.7.3).

2.7.3 JTC 1 Maintenance Agencies

(See ISO/IEC Directives- Part 1: Procedures for the technical work, Annex M)

ISO/IEC DIRECTIVES PART 1

Procedures for the technical work

Annex M (normative)

Maintenance agencies

M.1 A technical committee or sub-committee developing an International Standard that will require a maintenance agency shall inform the Chief Executive Officer at an early stage in order that a Council decision may be taken in advance of the publication of the International Standard.

M.2 Council designates maintenance agencies in connection with International Standards, including appointment of their members, on the proposal of the technical committee concerned.

M.3 The secretariat of a maintenance agency should be attributed wherever possible to the secretariat of the technical committee or sub-committee which has prepared the International Standard.

M.4 The Chief Executive Officer shall be responsible for contacts with external organisations associated with the work of a maintenance agency.

M.5 The rules of procedure of maintenance agencies shall be subject to Council approval and any requested delegation of authority in connection with the updating of the International Standard or the issuing of amendments shall be specifically authorised by Council.

M.6 Any charges for services provided by maintenance agency shall be authorised by Council.

The fast tack procedure

If some of the work is moved outside ISO/IEC JTC1 to one of the liaison organisations (e.g. ECMA) the work covering the phases from WD to DIS could probably be performed faster than within the ISO-world. This could reduce the time used to process a number of requests from 13 months to something like 4 months + ?.

Use of electronic Messaging

This section is included to remind of the rules for using electronic messaging in the WG2 work.

The rules bring up the question whether it is a reasonable assumption that a WG2 member has access to a ordinary PC with a modem and e-mail service. This issue is further discussed in the chapter concerning tools.

"Final text of ISO/IEC directives: Procedures for the technical work of ISO/IEC JTC 1 on information Technology (Third edition). ISO/IEC JTC 1 N 3348, 1994-12-20." describes the use of electronic messaging:

7.11.2 Use of Electronic Messaging

7.11.2.1 JTC 1, recognising the requirement that committees work as much as possible by correspondence, endorses the use of electronic messaging as a very useful tool in international communication. However, JTC 1 recognises that, because required technology may not be commonly available for widespread implementation within JTC 1, only trial operations are possible at this time.

7.11.2.2 JTC 1 encourages broader use of electronic messaging within its committees, especially as availability of the technology and exposure to electronic messaging increases.

7.11.2.3 In those instance where electronic messaging is a viable means of conducting business, the following criteria shall apply:

· Consensus of the interested participants (including interested participants not present when the use of electronic messaging was proposed) shall be required when determining the document interchange standards or specifications to be used.

· The Convener or Secretariat, as appropriate, shall give special attention to, and be responsible for, ensuring that electronic messages that are formal contributions, significant project documents, etc. are properly identified (i.e., assigned unique document number), distributed to the membership, and archived.

· The Convener or Secretariat, as appropriate, shall be responsible for ensuring that participants without electronic message system access receive information on a timely basis, e.g., through the use of facsimile distribution, express mail etc.

· The Convener or Secretariat, as appropriate, shall ensure that proper documentation of consensus approval is maintained.

· Any documents submitted for balloting, as well as meeting notices and agendas, document registers, voting summaries and disposition of comments reports, shall also be distributed in printed form in accordance with the requirements of these Directives.

ADMINISTRATIVE PROCEDURES

Introduction

The work of WG2 has up to now been based on the normal ISO procedures. Procedures and working forms are changing within WG2. That is due to the change in the work of WG2. The architecture of the standard is more or less stable and the main emphases is now on populating the standard.

This part of the paper presents - for discussion - a number of procedures. The procedures are related to ISO directives and tools available. The introduction of new procedures are mainly done to speed up the work.

Responsibility:

WG2 is responsible for the introduction of new procedures. Part of the procedures may require an endorsement of JTC1 or even the ISO-Council.

Procedures

Below is presented a simplified description of different models.

Model A: Normal ISO procedure

Model A is based on the assumption of using the existing procedures and the adopted working form of WG2.

The ISO procedure for requests on the content of ISO/IEC 10646 - adapted and implemented in WG2 environment - could give the following specific procedure:

1. The national body or others discusses and formulates their requirements.

2. The result of the national work is a detailed paper containing the requests. The national body fills in the Cover Sheet (N946).

3. The national Body submits the request containing Cover Sheet and the necessary papers (preferable in electronic form). The request shall be sent to the SC2 Secretariat (pt. SNV). The requester is kindly asked to send a copy to the Convener and the project editor(s). The SC2 Secretariat formally forward the request to the National Bodies and the Convener. The Convener forward the request to SC2/WG2 work group and the project editor(s).

4. The project editor prepares a summary of the incoming requests. The summary contains the most important information (e.g. the number of positions, proposed location of the characters, population affected) from each Cover Sheet. The summary shall be used when the SC2/WG2 discusses requests and takes the decision. The information can be made electronically available.

5. The Convener sends an updated version of the summary before each SC2/WG2 meeting. Additional information regarding the status of ISO/IEC 10646 is included.

6. SC2/WG2 meets.

7. The members can consult the project editor during the meeting of SC2/WG2 to have an updated description of the consequences of the proposed decisions.

8. The decisions of SC2/WG2 is recorded by the project editor.

9. Approved additions and editorial changes to ISO/IEC 10646-1 are implemented. Technical changes is circulated according to the ISO/IEC procedures for national voting.

10. The implications of the actions taken (for other standards e.g. ISO/IEC 6937) are investigated and defect reports are issued where necessary.

11. The relations between the content of ISO/IEC 10646-1 and other standards are maintained in a data base.

12. The project editor communicate the implications to SC2 Secretariat.

13. The SC2 Secretariat communicate the result to the Liaisons (AFFI, UNICODE, ECMA, ITU-T etc.)

Model B: Fast ISO procedure with veto

Model B is based on the assumption of establishing a Maintenance Agency (MA).

Major changes/additions/corrections or architectural proposals are handled in accordance with the procedure outlined as model A.

Minor changes/additions/corrections is handled in accordance with the rules defined and endorsed by JTC 1 for ISO/IEC 10646 maintenance. Elements of such a procedure could be as outlined below.

1. The national body or others discusses and formulates their requirements.

2. The result of the national work is a detailed paper containing the requests. The national body fills in the Cover Sheet (N946).

3. The national Body submits the request containing Cover Sheet and the necessary papers (preferable in electronic form). The request shall be sent to the SC2 Secretariat (pt. SNV). The requester is kindly asked to send a copy to the Convener and the project editor(s). The SC2 Secretariat formally forward the request to the MA, National Bodies and the Convener. The Convener forward the request to SC2/WG2 work group and the project editor(s).

4. Monthly review of incoming proposals by MA and the WG2 Convener. The MA together with the WG2 Convener prepares the agenda for the meeting. It is decided whether the proposal represents a minor change or not.

5. A major change is handled by the Model A procedure. The proposal is forwarded as a normal part of the WG2 documents.

6. A minor change is handled by the special MA procedure. Review of the proposals and a decision is reached. The meeting is done on a monthly basis. MA and 3-4 members of WG 2 participate in the meeting (using e-mail?).

7. MA distributes and updates the information within a week after the decision. One page notice for each proposal is forwarded to the WG2 members via e-mail or fax. Further documentation for each proposal can be requested and down loaded from a WG2-server. Status, meeting information etc. is made available through the WG2-server.

8. If any written objection from one WG2 P-member is received within a month after the publication of the MA-decision, the proposalis transferred to follow the model A procedure.

9. The project editor prepares a summary of the incoming requests (see annex A). The summary contains the most important information (e.g. the number of positions, proposed location of the characters, population affected) from each Cover Sheet. The summary shall be used when the SC2/WG2 discusses requests and takes the decision. The information is made electronically available.

10. The Convener sends an updated version of the summary before each SC2/WG2 meeting. Additional information regarding the status of ISO/IEC 10646 is included.

11. SC2/WG2 meets. Presention of all the decisions made by MA ++ since the last meeting of WG2.

12. New decisions are taken during the meeting. All the model A-requests are discussed. The members can consult the project editor during the meeting of SC2/WG2 to have an updated description of the consequences of the proposed decisions.

13. The decisions of SC2/WG2 is recorded by the project editor.

14. Approved additions and editorial changes to ISO/IEC 10646-1 are implemented. Technical changes is circulated according to the ISO/IEC procedures for national voting.

15. The implications of the actions taken (for other standards e.g. ISO/IEC 6937) are investigated and defect reports are issued where necessary.

16. The relations between the content of ISO/IEC 10646-1 and other standards are maintained in a data base.

17. The project editor communicate the implications to SC2 Secretariat.

18. The SC2 Secretariat communicate the result to the Liaisons (AFFI, UNICODE, ECMA, ITU-T etc.)

DISTRIBUTION TOOLS:

A number of communication media and tools can be employed in the WG2 process.

Status

The current process includes:

Media             Purpose                                                           
Paper mail:       for documents, sent out about 5 times a year by the Convener.     
Fax:              used for urgent messages, like rescheduling of meetings,          
                  announcement of meetings, problems in voting.                     
E-mail:           used occasionally today for urgent messages.                      
Telephone:        used occasionally today for urgent messages.                      
Meetings:         2 times a year, for decisions                                     

The proposed new operating procedures can include:

Media             Purpose                                                           
Paper mail:      still for documents - in a later phase this may be phased out     
                 for a number of WG2 experts, and eventually this may be phased    
                 out totally.                                                      
Fax:             used for short urgent messages, especially for those not having   
                 e-mail.                                                           
Telephone:       used for short urgent messages, also on an individual level,      
                 when an answer is much needed.                                    
Spread sheet/    used to make a summary of the incoming requests. The summary      
data-base:       contains the most important information from each Cover Sheet.    
                 The summary shall be used when the SC2/WG2 discusses requests     
                 and takes the decision. The tool shall also keep track of         
                 actions status etc. of the WG2 business. used to indicate the     
                 status of each position in ISO/IEC 10646, glyph, the relations    
                 to other ISO/IEC character set standards, etc. (see the section   
                 on maintenance tool below)                                        
Meetings:        the number of meeting is depend on the selected procedure         
                 meeting  together with other interested parties, such as ECMA.    
                 Occasionally cojoined with co-operation partners (WG2             
                 customers), such as SC22/WG20, SC18, CEN/TC304.                   
E-forms:         blank e-forms, paradigm of defect reports etc. are stored at an   
                 E-server                                                          
E-mail:          used for informal quick communication - and also formal           
                 communication of smaller papers, meeting announcements,           
                 agendas, resolutions, minutes.  Communication to and from the     
                 SC2 secretariat and UNICODE etc. E-mail can also be used for      
                 announcement by the Convener of papers available by ftp or www.   
                 E-mail can also be used for voting, given adequate security is    
                 available - for example via explicit acknowledgement from the     
                 SC2 secretariat.                                                  
Ftp and www:     for use for bigger or more complicated papers. The availability   
                 to be announced by e-mail.                                        
E-server:        The electronic data (requests, overview information, free         
                 software etc.) should also be available via e-mail servers for    
                 people not having access to ftp or www.                           

Consistency

Good correspondence between the paper document referencing and electronic document referencing shall be ensured, e.g. by maintaining a register of corresponding paper and electronic documents.

The Convener should be in charge of all official WG documents, and authorise all available electronic official documents. Rules for up load and changing the documents shall be set up.

Maintenance tools:

The maintenance of ISO/IEC 10646 would require a database consisting of the following:

an entry for each code cell telling

status: allocated/proposed/free

For each allocated/proposed character:

an example glyph

attributes such as

combining status

ISO 10646 name

use in other coded character sets

etc.

A database of proposals including:

Status: proposed/discussed/WG-approved/SC/JTC1

Proposer data

positions affected

the proposal itself with discussion and glyphs and names.

The database should address both new addenda/parts of 10646 and corrigenda.

The databases should be available electronically over the network, e.g. via a WWW interface. It could be available to the public in general.

Security:

Data in the database must be backed up to ensure against errors, also the process of maintaining the database and managing the proposals should be secured by having backup persons - for if the responsible becomes ill or other obstacles.

The database should be extendible so that the full model can be implemented eventually, but all data need not be present from the beginning.

ANNEX A: SPREAD SHEET TO KEEP TRACK OF SC2/WG2 WORKLOAD (SC2/WG2 SUMMARY)

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SC2/WG 2 SUMMARY

Administrative Information      |Techn. Information 
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                     Y NB YYMMDD Y #     A Y #      Y Y Y Y       S
                     N I         N       B N        N N N N       P
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N1044 Half/fullwi JP Y NB 941013 N 1     A Y 1E+08  Y Y Y N       P
        dth forms                                                  
N1093 Braille     JP N I  941010 Y 448   A Y many   Y Y Y Y       P