Remote Consensus(OLD)

Scope of the Remote Consensus Application

This new application aims at providing a simple tool to collect comments and measure consensus during an approval period on contributions for which decision is to be taken online instead of during a face-to face meeting. This application will hence focus on:

- The collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.

- The measurement of consensus by accounting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period

- The final interpretation of the consensus stays within the chairman’s responsibility. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision and ratify it.

The announcement of remote consensuses measuring period, and the results will be disseminated on the TB mailing list by the system.

Create a New Remote Consensus

Actors: TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff

Note: Officials can create RC only for the TB he chairs and also for its WGs.

In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet. The following creation screen is displayed:

The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:

- Community: the system pre-filled the community from where you come from which you can change

- Type: There are 2 types of Remote consensus:

1) Consensus measuring – DEC: This type of Remote Consensus allows the measurement of consensus by accounting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period

2) Comment collecting – DIS: This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.

- Description: You can type text to give information on the Remote consensus you intend to create. This field is optional.

- Status: In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed

- Start date: Select the date when the remote consensus will start and comments will be allowed. Start time will always be 12:00 CET. Note: Start Date must be greater than NOW, greater than FREEZE DATE and smaller than END DATE.

- End Date: Select the date when the remote consensus will end and comments will not be allowed anymore. End Time will always be midnight CET. Note: End Date must be greater than START DATE

- Freeze Date: Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add contribution to a Planned Remote consensus at the freeze date. If selected, this date must be greater than Now and smaller than the Start Date.

-Status Report Date: Status Report are sent for every Remote consensus on Fridays at 4:00 a.m CET, but this box gives you the possibility to change the day of the status report send.

When all mandatory fields are filled, click on the button ‘’SAVE’’. The system displays a creation confirmation pop-up summarising the Remote consensus properties and the Remote Consensus portlet is refreshed with the newly created item.

Update the details of a Remote Consensus

Actors: TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff

To update properties of remote consensus, go to the Remote Consensus portlet and click on the on the line of the RC you intend to update.

The system displays the detailed view for the chosen RC, click on the Edit button and update the RC information. Ensure that you don’t leave a mandatory field blank.

Note: You can decide to change the status from PLANNED to FROZEN manually on this page.

The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a RC may be that you are in line with what you were expected for this RC or that you need to check the added contributions.

The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the start Date of the Remote Consensus.

When you have finished to update the RC properties, click on the ‘’SAVE’’ button. The system updates the info and refreshes the RC portlet.

Add Contributions to a Remote Consensus from the Contribution application

Actors: TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff

Access rights note: You need to subscribe to the TB membership list in order to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[1]

Context: You are logged in and on a list of contribution(s)

You can indicates to the system that you intend to add a contribution to a RC by clicking on the “MORE” button on the line of the contribution you intend to add. The “MORE” button unfolds and displays the menu of actions that you can perform on this contribution, including the new actions related to Remote Consensus.

The system displays then a submenu listing the Remote Consensuses in “PLANNED” or “FROZEN” status for the community to which the contribution belongs. Select the Remote Consensus to which you want to add the selected contribution. Your contribution has been added to the chosen Remote Consensus.

This action can also be performed on multiple contributions using the top bar “MORE” button.

Note: Remote Consensuses for which the RCType is not compatible with the ContribFor field are displayed in grey and cannot be selected (example: a contribution For Decision cannot be added to a RC of type DIS “Comments Collecting”).

The remote consensuses are listed in the RC portlet, in order to add contribution(s) to one of the available RC, click on the icon.

The system displays a pop-up window with a search box for contributions. This window will allow the addition of filtered contribution=s taken from the same community as the RC and not from its subgroups.

In the list of filtered contribution, the system only shows contributions that are eligible for this Remote Consensus.

In order to add contributions to a RC, select one or several contributions in the filtered list and click on the “ADD” button, or by double-clicking on a single contribution and finish the action by clicking on “DONE”.

You can also add contributions from the RC detailed view, by click on the “glasses” and select the ‘’add contribution then the system displays the add contributions window.