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== Home ==
== Home ==


# TB/GA/Board decision tool<br /> 1.1 https://portal.etsi.org/webapp/tbdecision3/Menu.asp


The Decision Support Application is designed to help the Technical Bodies with their decision making processes.
Who can vote?


It has predefined types of decisions for
In a Technical Body:


* approving a draft
* For a vote during a meeting, clauses 1.7.1 and 1.7.1.1 of the Technical Working Procedures (TWP) apply.
* selecting option
 
* electing officials
* For a vote by correspondence, clauses 1.5.5, 1.7.1 and 1.7.1.2 of the TWP apply.
 
In an Industry Standardisation Group:
 
ISGs basically follow the same rules as those laid down in TWP clause 1.7 for Technical Bodies However, rules for appointment of officials are those laid down in TWP clause 3.3. They are also authorized to deviate from the ETSI TWPs, as per clause 3.7, these potential deviations are specified in each ISG's respective Member Agreement.
 
For example, in its deviations an ISG may define its own vote calculation rules (non-weighted simple majority), or use presence to previous.
 
 
 
1.2 https://portal.etsi.org/webapp/tbdecision3/QueryformDb.asp?mode=CREATE
 
'''Technical body''': change name to "Group" in the field name and in the text below the drop-down button
 
 
[[File:Sept2024.png|center|thumb|602x602px]]
'''Category'''
 
Remove "Type" from the User Interface and use only the terminology "Category". See figure below.
 
 
[[File:Voting001.png|center|thumb|751x260px]]
 
 
 
Category drop-down menu:
 
* in last option "Vote for draft TS, TR, ES, EG or GS", add GR
 
* For consensus measuring ETSI uses the Remote Consensus application, so hide the 2 following options:


Each type has been defined in accordance with the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Rules of  Procedure] in terms of who can vote, calculation of results etc.).
* '''Consensus measuring for Draft EN'''


Each decision will normally have 3 phases
* '''Consensus measuring for Draft TS, TR, ES or EG'''


Phase 1 - [[Creating (also modifying, deleting or closing a vote]]


Phase 2 - [[Voting results|Voting]]


Phase 3 - [[Results]]
'''Period''': for vote by correspondence delete the time zone printed on the right-hand side of the starting time and ending time (as shown on screen print below).


In addition, you may be interested in Validating your voting rights.


== Voting ==


=== '''How to Vote''' ===
[[File:Voting002.png|center|thumb|527x58px]]
a) Select '''IN PROGRESS''' from the menu.


b) Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.)
'''Time zone''':


If you find you can't vote it may be because:.<blockquote>1) There are currently no open votes in which you are allowed to participate.
* If it is easily achievable, delete the cities from the drop-down menu (since the indication is incorrect during summertime)<br />


2) The organization you  represent  does not have voting rights.
[[File:Voting003.png|center|thumb|521x51px]]


3) You are not correctly registered in the Membership List of the appropriate Technical Body</blockquote>c) If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team.


d) Make your selection and click on the "Submit" button
* If the change above is not easy,


You may change your vote until the close of the voting period.
o  When the vote is during the meeting, modify text to "Select the time zone where the meeting takes place<ins> - Select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/- xx:xx) and ignore the indication of cities as this indication is only valid in winter time</ins>"


If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.
o  when vote by correspondence is selected, replace "select the time zone where the meeting takes place" with "Vote by correspondence always uses the GMT[SC1] time zone"


You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recomended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.
* Note:  a supplementary request is included in annex A, going beyond minimum necessary changes but which would enhance user friendliness. ITC is requested to consider it for a potential future enhancement and provide an initial quote.


== Voting rights ==
* for vote by correspondence, change the time zone to "GMT" (and not GMT+1)


=== Validating your voting rights. ===
CONTENTS:


* Who may vote
* How to check your rights
* How to register to a Technical Body Membership List


'''Who may vote'''
1.3 https://portal.etsi.org/webapp/tbdecision3/SelectEmail.asp


You must represent an organization which has voting rights.
The TB/ISG email templates are outdated. If ITC can provide the file defining the rules to generate the email templates, SDC proposes to review them to be in line with Directives.


''"Full members  of ETSI have the right to participate in the work ... with the right to vote."''
note: SDC doesn't have access to all emails templates so it is difficult to comment and suggest changes.


''"Associate members ...with the right to vote on all matters except those related to the elaboration and approval of ENs or on matters concerning documents exclusively intended for regulatory use by the European Union."''


''"Counsellors of ETSI may attend meetings of a Technical body and participate in the work without the right to vote."[TWP 1.4]''


''"... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted [TWP 1.7.1.1]''
1.4 Bug correction


Therefore<blockquote>- Full Members may participate in all votes.
When the user configures a vote and first selects a vote category which has the secret flag imposed as checked (ex: election 1st ballot) and then selects another category where the Secret flag can be manually set (ex: "Ordinary decision") the secret flag remains ticked and cannot be manually toggled.


- Associate Member may participate in all votes but have a voting weight of zero for decisions relating to Draft ENs.)


- Counsellors may express their opinion with a voting weight of zero on concensus gathering and selection of a technology, but may not participate in a vote or the election of a TB official.</blockquote>You must also be correctly registered on the relevant Technical Body membership list.


''"Each Technical body shall maintain a membership list within an email exploder list......  The Technical body membership list shall be used for the dissemination of information and for the decision making within the Technical Body" [ETSI TWP 1.5.5]''
2. Help files of TB decision tool


'''How to check your rights'''
2.1 https://portal.etsi.org/webapp/TBDecision3/Help/help.asp


You first need a username and password.
The Decision Support Application is designed to help the Technical Bodies with their decision making processes. It has predefined types of decisions for


Go open the TB Membership/Exploder Lists application.
* approving a draft,
* selecting option,
* electing officials
* ordinary decisions.


Step 1 check that you have (been) registered to the list.<blockquote>The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (<small>You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights</small>.)
Each type has been defined in accordance with the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Rules of  Procedure] in terms of who can vote, calculation of results etc.).


If you don't see the list, follow the instructions for Registering to a Technical Body List below.</blockquote>Step 2 Check that your voting rights are correct.<blockquote>Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at '''membership@etsi.org''' .</blockquote>'''Registering''' to a Technical Body Membership List
Each decision will normally have 3 phases


Open the TB Membership/Exploder Lists application.
Phase 1 - [[Creating (also modifying, deleting or closing a vote]]


Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.
Phase 2 - [[Voting results|Voting]]


Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.
Phase 3 - [[Results]]


Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list..
In addition, you may be interested in Validating your voting rights.


2.2 https://portal.etsi.org/webapp/TBDecision3/Help/creating.asp
== Creating/Modifying ==
== Creating/Modifying ==


=== Creation/Modification of a Decision. ===
=== Creation/Modification of a Decision. ===
CONTENTS:
'''CONTENTS:'''
 
* Technical Body
* Category
* Secret Vote Flag
* Subject
* Details/description
* Voting Period
* Document Location
* Candidates
* Email notification
 
Official (Chair and Vice Chair) and support staff are allowed to manage votes for their Groups: the "Create" and "Modify" options are visible to them.


* '''Technical Body'''
* '''Category'''
* '''Secret Vote Flag'''
* '''Subject'''
* '''Details/description'''
* '''Voting Period'''
* '''Document Location'''
* '''Candidates'''
* '''Email notification'''
Officials (Chair and Vice Chair) and support staff are allowed to manage votes for their Groups: the "Create" and "Modify" options are visible to them.


Modifying a vote configuration is no longer possiblz after the first vote has been cast. However, Deletion is still possible.
'''Modifying''' a vote configuration is no longer possible after the first vote has been cast. However, '''Deletion''' is still possible.


Select the '''group''' available to you from the list proposed in the "Group" field. Note that after creation of the procedure, the Group can no longer be modified. However, deletion is still possible.


Select the group available to you from the list proposed in the "Group" field. Note that after creation of the procedure, the Group can no longer be modified. However, deletion is still possible.




Who can vote? See https://portal.etsi.org/webapp/tbdecision3/Menu.asp
'''Who can vote'''? See https://portal.etsi.org/webapp/tbdecision3/Menu.asp


The following predefined '''Categories''' of decision are supported by the application (Details of Categories).
The following predefined '''Categories''' of decision are supported by the application ([[Details of Categories]]).


* '''Election 1st Ballot'''
* '''Election 1st Ballot'''
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For several categories this choice is imposed by the application (following ETSI Directives). For others, the '''Secret''' flag may be toggled manually.
For several categories this choice is imposed by the application (following ETSI Directives). For others, the '''Secret''' flag may be toggled manually.




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The '''Title''' must clearly identify the decision to be taken (e.g.
The '''Title''' must clearly identify the decision to be taken (e.g.
* Approval of DTS/CYBER-0014 (TS 103 486) final draft v0.05 for publication
* Election of a vice chair-Chairman for ISG NFV Working Group IFA
The '''Description  or details''' can add additional information if required. '''''"Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]'''''


The '''Voting period''' must be defined.


* DEN/JTC-DAB-5 - Vote for approval
For a vote by correspondence, the vote will be opened from 00:00:01 GMT on the starting date.
* DEN/JTC-DAB-5 - Consensus measurement
* Election of a vice chair
 
The '''Description  or details''' can add additional information if required. ''"Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]''
 
The '''Voting period''' must be defined.  


The vote will be opened from 00:00:01 UTC on the date specified as the start date. It will close at midnight UTC after running for the number of days specified.
It will close at midnight GMT on the closing date.


* the officials and others who may create a vote, may also manually close it at any time.
For a vote during a meeting, select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/-xx:xx)
* If the start date is today's date, the vote will be open as soon as it has been created. It will be open for the number of days specified.
* If a vote is opened today, then today will not count as one of the days. For example if a vote is opened today for 1 day, it will run until midnight tomorrow)
* The application may be used to manage a vote during a meeting. A vote may be created in the morning and manually closed in the afternoon in order to have the results available before the end of the meeting.


* Officials and others who have rights to manage votes, may also close a vote manually at any time before the end date and time specified at the creation time.
* If the start date is configured in the past, the vote will start immediately after being created.
THEN
THEN


Line 160: Line 176:
On the next screen you will find:
On the next screen you will find:


The '''Document Location''' can be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. If there are no relevant documents, this should be blank.
 
The '''Document Location''' which may be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. This field is optional and may remain blank.


In the case of an election or selection of a technology , the '''Candidates''' or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.
In the case of an election or selection of a technology , the '''Candidates''' or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.
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In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.
In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.


Near the bottom of this screen is a link to the '''Membership list''' of the Technical Body concerned. This is the list of people who have voting rights for this Technical Body. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote. People representing Full and Associate Member Organizations may get voting rights via the TB Membership Lists application.
Near the bottom of this screen is a link to the '''Membership list''' of the Group concerned. This is the list of people who have voting rights when it is a vote by Technical Body for a vote by correspondence. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote for a vote by correspondence. People representing Full and Associate Member Organizations may get voting rights via the <u>[[TB Membership Lists]]</u> application.
 
For vote during a meeting, the list of all Full and Associate members voting weights applies.
 
For voting rules for TB and ISG, see https://portal.etsi.org/webapp/tbdecision3/Menu.asp


Click on the Accept button when ready.
Click on the Accept button when ready.
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A summary of the details you have entered will be displayed. Click on the confirm button to create the vote.
A summary of the details you have entered will be displayed. Click on the confirm button to create the vote.


A template for an The '''email''' notification to inform the exploder list of the vote details will be created. You may
Templates for '''email''' notification to inform the group exploder list will be created in the application. You may access it by clicking on the NOTIFICATIONS menu.
 
The possible actions on a pre-configured notification email are:


* Delete it
* Delete
* Modify it
* Update
* Save it
* Send
* Send it


The "Notifications" menu option provides links to all notifications which have not been deleted or sent.
The "Notifications" menu option provides links to all notifications which have not been deleted or sent.


== Notification ==


=== Notification ===
When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Technical Body concerned and provides the details including a link to the voting form or results page as appropriate.


You may modify the message providing any additional information required.
See also:
 
[[Close a vote]]
 
[[NotificationDelete a vote|Notification]]
 
[[NotificationDelete a vote|Delete a vote]]
 
2.3 https://portal.etsi.org/webapp/TBDecision3/Help/rights.asp
 
== Voting rights ==
 
=== Validating your voting rights. ===
CONTENTS:
 
* [[Who may vote]]
* [[How to check your rights]]
* [[How to register to a Technical Body Membership List]]
 
 
 
'''Who may vote'''
 
See https://portal.etsi.org/webapp/tbdecision3/Menu.asp
 
'''How to check your rights'''
 
You first need a [[username and password.]]
 
For voting by correspondence in a Technical Body, open the [[TB Membership/Exploder Lists]] application.
 
Step 1 check that you have (been) registered to the list.
 
The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (<small>You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights</small>.)
 
If you don't see the list, follow the instructions for [[Registering to a Technical Body List]] below.
 
Step 2 Check that your voting rights are correct.
 
Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at '''[[membership@etsi.org]]''' .
 
[[For voting in an Industry Specificcation Group, specific rules may apply according to the ISG agreement. To know your voting rights, contact the person supporting the ISG.]]
 
 
'''Registering''' to a Technical Body Membership List
 
Open the [[TB Membership/Exploder Lists]] application.
 
Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.
 
Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.
 
Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list.
 
 
2.4 https://portal.etsi.org/webapp/TBDecision3/Help/voting.asp
 
== Voting ==
 
=== '''How to Vote''' ===
a) Select '''IN PROGRESS''' from the menu.
 
b) Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.)
 
 
 
If you find you can't vote it may be because:.
 
1) There are currently no open votes in which you are allowed to participate.
 
2) The organization you  [[represent]]  does not have voting rights.
 
3) You are not [[correctly registered]] in the Membership List of the appropriate Group in case of vote by correspondence.
 
c) If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team
 
<ins>https://portal.etsi.org/People/Commitee-Support-Staff</ins>


You may send it immediately or save it and send it later.
d) Make your selection and click on the "Submit" button


The "Notifications" menu item provides access to all notifications which have not been sent or deleted.
You may change your vote until the close of the voting period.


If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.


You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recommended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.


== Closing ==


=== Closing a vote ===
2.5 https://portal.etsi.org/webapp/TBDecision3/Help/Notification.asp
A vote may be manually closed before the end of the voting period.


This may be useful if a vote is to take place during a meeting. Delegates can be asked to vote before a certain time, say 12:00. The chairman can close the vote manually at that time and the results are immediately available. This would allow a second ballot in the afternoon if required.
== Notification ==
When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Group concerned and provides the details including a link to the voting form or results page as appropriate.


The people with the rights to create and modify a vote also have the rights to close it. Choose "Close" from the menu bar and select the vote you wish to close.
You may modify the message providing any additional information required.


Once closed, a vote cannot be opened again.
You may send it immediately or save it and send it later.


The "Notifications" menu item provides access to all notifications which have not been sent or deleted.


2.6 https://portal.etsi.org/webapp/TBDecision3/Help/Results.asp
== Results ==
== Results ==


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'''CONTENTS'''
'''CONTENTS'''


* '''The outcome'''
* '''[[The outcomeThe percentageIndividual votesComments|The outcome]]'''
* '''The percentage'''
* '''[[The outcomeThe percentageIndividual votesComments|The percentage]]'''
* '''Individual votes'''
* '''[[The outcomeThe percentageIndividual votesComments|Individual votes]]'''
* '''Comments'''
* '''[[The outcomeThe percentageIndividual votesComments|Comments]]'''


All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.
All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.


'''The outcome''' (i.e. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders. A consensus does not have an outcome.
'''The outcome''' (e.g. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders.


'''The percentage''' of votes cast for each option is also available to all EOL account holders. The percentages may also be shown for Full Members and Associate Members. This is available for all decisions.
'''The percentage''' of votes cast for each option is also available to all EOL account holders. The percentages may also be shown for Full Members and Associate Members. This is available for all decisions.
Line 224: Line 322:
The third level of detail is the '''individual votes''' cast '''and the comments''' made. This is only available for consensus gathering and voting on drafts. This is not available for ballots for election. nor for votes where the secret flag has been set (see Vote Creation)
The third level of detail is the '''individual votes''' cast '''and the comments''' made. This is only available for consensus gathering and voting on drafts. This is not available for ballots for election. nor for votes where the secret flag has been set (see Vote Creation)


Results dissemination to the mailing list or during the meeting is manual.


[https://portal.etsi.org/webapp/TBDecision3/Help/more.asp 2.7 https://portal.etsi.org/webapp/TBDecision3/Help/more.asp]


== Delete ==
== Delete ==


=== Deleting a vote/ consensus/selection/election process ===
=== Deleting a vote ===
This is intended for use, only when the vote/ consensus/ selection has been created in error.
This is intended for use, only when the vote has been created in error.


The people who may create a vote/consensus/selection process  for a Technical Body may also delete them.
The people who may create a vote process for a Group may also delete them.


Once deleted, a vote cannot be restored. No results are available for a deleted vote.
Once deleted, a vote cannot be restored. No results are available for a deleted vote.
Line 237: Line 337:
Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.
Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.


== Categories ==
2.8 https://portal.etsi.org/webapp/TBDecision3/Help/category.asp
 
[[File:Voting004.png|center|thumb|602x513px]]
 
 
 
''* "... <ins>see clause 1.7 of Technical Working Procedures for calculation of voting result in Technical Body. See clauses 1.7, 3.3 and 3.7 for ISGs.</ins>''
 


=== Vote/consensus/selection/election categories ===
{| class="wikitable"
|
{| class="wikitable"
|'''Type of process'''
|'''Who can participate'''
|'''Type of results'''
|'''Notes'''
|-
|Election Ballot 1
|Full members
Associate members(*)
|Outcome
Percentage
|71% or more required for election.
|-
|Election Ballot 2 (a)
(2 candidates)
|Full Members
Associate Members(*)
|Outcome
Percentage
|When there are two candidates, the one with the most votes is elected.
|-
|Election Ballot 2 (b)
(3+ candidates)
|Full Members
Associate Members(*)
|Outcome
Percentage
|When there are more than two candidates 71% or more is required.
|-
|Election Ballot 3
|Full Members
Associate Members(*)
|Outcome
Percentage
|Between two highest candidates from 2(b). The person with the most votes is elected.
|-
|Vote on EN
|Full members
Associate Members (**)
|Outcome
Percentage
Individual votes/comments
Preview allowed
|71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|Consensus EN
|Full members
Associate Members (**)
Counsellors (**)
|Percentage
Individual votes/ comments
Preview allowed
|The chairman decides if there is consensus
|-
|Vote
TS, TR, ES, EG
|Full members
Associate Members(*)
|Outcome
Percentage
Individual votes/comments
Preview allowed
|71% required for approval. The Chairman may decide to hold a secret vote, in which case the individual votes, comments and preview are not allowed.
|-
|Consensus
TS, TR, ES, EG
|Full members
Associate Members
Counsellors(**)
|Percentages
Individual votes/ comments
Preview allowed
|The chairman decides if there is consensus
|-
|Selection of Technology
|Full members
Associate Members
Counsellors(**)
|Percentages
Individual votes/ comments
Preview allowed
|As for a Consensus the chairman decides how to interpret the results.
|-
|Board decision
|Elected Board members
|Outcome
Percentages
Individual votes
Preview Allowed
|Only Board Members may see the results
|-
|Board Election
|Elected Board members
|Outcome
Percentages
|Only Board Members may see the results
|}
|}
''* "... If a proposal fails to achieve 71 %, the result shall be re-calculated using the votes of ETSI full members only. If the re-calculated result achieves 71 %, the proposal shall be deemed to be approved....." TWP 1.7.1''


''** "... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted..."''TWP 1.7.1 In these cases Counsellors and Associate members may participate and may provide comments with a voting weight of zero.
''** "... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted..."''TWP 1.7.1 In these cases Counsellors and Associate members may participate and may provide comments with a voting weight of zero.
= Annex A: =
Supplementary request related to the Time zone field
<u>Proposed change to the User Interface:</u>
1) Remove the cities from the dropdown
2) Display the current GMT time value
[[File:Voting005.png|thumb|604x604px|left|→ the user can then easily evaluate the time difference between their location and GMT]]

Revision as of 13:10, 7 October 2024

Home

  1. TB/GA/Board decision tool
    1.1 https://portal.etsi.org/webapp/tbdecision3/Menu.asp

Who can vote?

In a Technical Body:

  • For a vote during a meeting, clauses 1.7.1 and 1.7.1.1 of the Technical Working Procedures (TWP) apply.
  • For a vote by correspondence, clauses 1.5.5, 1.7.1 and 1.7.1.2 of the TWP apply.

In an Industry Standardisation Group:

ISGs basically follow the same rules as those laid down in TWP clause 1.7 for Technical Bodies However, rules for appointment of officials are those laid down in TWP clause 3.3. They are also authorized to deviate from the ETSI TWPs, as per clause 3.7, these potential deviations are specified in each ISG's respective Member Agreement.

For example, in its deviations an ISG may define its own vote calculation rules (non-weighted simple majority), or use presence to previous.


1.2 https://portal.etsi.org/webapp/tbdecision3/QueryformDb.asp?mode=CREATE

Technical body: change name to "Group" in the field name and in the text below the drop-down button


Sept2024.png

Category

Remove "Type" from the User Interface and use only the terminology "Category". See figure below.


Voting001.png


Category drop-down menu:

  • in last option "Vote for draft TS, TR, ES, EG or GS", add GR
  • For consensus measuring ETSI uses the Remote Consensus application, so hide the 2 following options:
  • Consensus measuring for Draft EN
  • Consensus measuring for Draft TS, TR, ES or EG


Period: for vote by correspondence delete the time zone printed on the right-hand side of the starting time and ending time (as shown on screen print below).


Voting002.png

Time zone:

  • If it is easily achievable, delete the cities from the drop-down menu (since the indication is incorrect during summertime)
Voting003.png


  • If the change above is not easy,

o  When the vote is during the meeting, modify text to "Select the time zone where the meeting takes place - Select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/- xx:xx) and ignore the indication of cities as this indication is only valid in winter time"

o  when vote by correspondence is selected, replace "select the time zone where the meeting takes place" with "Vote by correspondence always uses the GMT[SC1] time zone"

  • Note:  a supplementary request is included in annex A, going beyond minimum necessary changes but which would enhance user friendliness. ITC is requested to consider it for a potential future enhancement and provide an initial quote.
  • for vote by correspondence, change the time zone to "GMT" (and not GMT+1)


1.3 https://portal.etsi.org/webapp/tbdecision3/SelectEmail.asp

The TB/ISG email templates are outdated. If ITC can provide the file defining the rules to generate the email templates, SDC proposes to review them to be in line with Directives.

note: SDC doesn't have access to all emails templates so it is difficult to comment and suggest changes.


1.4 Bug correction

When the user configures a vote and first selects a vote category which has the secret flag imposed as checked (ex: election 1st ballot) and then selects another category where the Secret flag can be manually set (ex: "Ordinary decision") the secret flag remains ticked and cannot be manually toggled.


2. Help files of TB decision tool

2.1 https://portal.etsi.org/webapp/TBDecision3/Help/help.asp

The Decision Support Application is designed to help the Technical Bodies with their decision making processes. It has predefined types of decisions for

  • approving a draft,
  • selecting option,
  • electing officials
  • ordinary decisions.

Each type has been defined in accordance with the ETSI Rules of Procedure in terms of who can vote, calculation of results etc.).

Each decision will normally have 3 phases

Phase 1 - Creating (also modifying, deleting or closing a vote

Phase 2 - Voting

Phase 3 - Results

In addition, you may be interested in Validating your voting rights.

2.2 https://portal.etsi.org/webapp/TBDecision3/Help/creating.asp

Creating/Modifying

Creation/Modification of a Decision.

CONTENTS:

  • Technical Body
  • Category
  • Secret Vote Flag
  • Subject
  • Details/description
  • Voting Period
  • Document Location
  • Candidates
  • Email notification

Officials (Chair and Vice Chair) and support staff are allowed to manage votes for their Groups: the "Create" and "Modify" options are visible to them.

Modifying a vote configuration is no longer possible after the first vote has been cast. However, Deletion is still possible.

Select the group available to you from the list proposed in the "Group" field. Note that after creation of the procedure, the Group can no longer be modified. However, deletion is still possible.


Who can vote? See https://portal.etsi.org/webapp/tbdecision3/Menu.asp

The following predefined Categories of decision are supported by the application (Details of Categories).

  • Election 1st Ballot
  • Election 2nd Ballot with 2 Candidates
  • Election 2nd Ballot with more than 2 Candidates
  • Election 3rd Ballot
  • Vote on Draft EN
  • Vote on Draft TS, TR, ES, EG, GR or GS
  • Selection of an option
  • Ordinary decision

Once the vote has been created, the Category may not be modified any longer, however deletion is still possible.

The Secret flag determines whether the individual votes and comments will be visible or not.

For several categories this choice is imposed by the application (following ETSI Directives). For others, the Secret flag may be toggled manually.


The outcome (e.g.draft approved/not approved,) and the percentage of votes will always be available on closure of a decision process.

The Title must clearly identify the decision to be taken (e.g.

  • Approval of DTS/CYBER-0014 (TS 103 486) final draft v0.05 for publication
  • Election of a vice chair-Chairman for ISG NFV Working Group IFA

The Description  or details can add additional information if required. "Before voting, a clear definition of the issues shall be provided by the chair" [ETSI TWP]

The Voting period must be defined.

For a vote by correspondence, the vote will be opened from 00:00:01 GMT on the starting date.

It will close at midnight GMT on the closing date.

For a vote during a meeting, select the number of hours by which the meeting time zone is ahead of or behind GMT (GMT+/-xx:xx)

  • Officials and others who have rights to manage votes, may also close a vote manually at any time before the end date and time specified at the creation time.
  • If the start date is configured in the past, the vote will start immediately after being created.

THEN

When satisfied with the details entered, click on the "Create" Button

On the next screen you will find:


The Document Location which may be used to provide a hyperlink to a copy of the draft for approval, the CVs of the candidates etc. It may be a word document, zipped file, HTML page other file type, or a folder. This field is optional and may remain blank.

In the case of an election or selection of a technology , the Candidates or options  must be specified. Enter each one, then use the "Add" button to create another. The option to "abstain" will be added automatically.

In the case of an approval of a draft, the options "yes", "no" and "abstain" will be automatically created.

Near the bottom of this screen is a link to the Membership list of the Group concerned. This is the list of people who have voting rights when it is a vote by Technical Body for a vote by correspondence. If a person is not in the list, or if the last column says "No voting rights" they will not be able to vote for a vote by correspondence. People representing Full and Associate Member Organizations may get voting rights via the TB Membership Lists application.

For vote during a meeting, the list of all Full and Associate members voting weights applies.

For voting rules for TB and ISG, see https://portal.etsi.org/webapp/tbdecision3/Menu.asp

Click on the Accept button when ready.

A summary of the details you have entered will be displayed. Click on the confirm button to create the vote.

Templates for email notification to inform the group exploder list will be created in the application. You may access it by clicking on the NOTIFICATIONS menu.

The possible actions on a pre-configured notification email are:

  • Delete
  • Update
  • Send

The "Notifications" menu option provides links to all notifications which have not been deleted or sent.


See also:

Close a vote

Notification

Delete a vote

2.3 https://portal.etsi.org/webapp/TBDecision3/Help/rights.asp

Voting rights

Validating your voting rights.

CONTENTS:


Who may vote

See https://portal.etsi.org/webapp/tbdecision3/Menu.asp

How to check your rights

You first need a username and password.

For voting by correspondence in a Technical Body, open the TB Membership/Exploder Lists application.

Step 1 check that you have (been) registered to the list.

The right side of the screen shows the email exploders lists to which you are registered. Technical Body Membership lists are highlighted. (You may also subscribe to a list for email only. In this case the exploder list will not be shown on the screen and you will not have voting rights.)

If you don't see the list, follow the instructions for Registering to a Technical Body List below.

Step 2 Check that your voting rights are correct.

Click on the name of the membership list. Search for your name or email address (Use the Browser "search" or "find"  functions). The last column shows your voting rights. If you have "No Voting Rights" check that your Organization and the Organization status is correct. If the organization is not correct or if you think the status is not correct, then email the membership cell at membership@etsi.org .

For voting in an Industry Specificcation Group, specific rules may apply according to the ISG agreement. To know your voting rights, contact the person supporting the ISG.


Registering to a Technical Body Membership List

Open the TB Membership/Exploder Lists application.

Select the Technical Body from the list on the left side of the page and click to view its email exploder lists.

Tick the list indicated as the Membership list and specify the email address(es) you would like this list to use.

Click the "Add me" button. The list owner will receive a message indicating that you wish to join the list.


2.4 https://portal.etsi.org/webapp/TBDecision3/Help/voting.asp

Voting

How to Vote

a) Select IN PROGRESS from the menu.

b) Select the particular vote from the list. (Green indicates consensus gathering and Blue indicates votes.)


If you find you can't vote it may be because:.

1) There are currently no open votes in which you are allowed to participate.

2) The organization you  represent  does not have voting rights.

3) You are not correctly registered in the Membership List of the appropriate Group in case of vote by correspondence.

c) If you represent more than one organization, you will be able to select the appropriate organization from the list at the top of the screen. You will only be able to vote on behalf of ONE of these Organizations. If you represent more than one organization, but do not have the option to select the organization, or if the list is not complete, please contact the Technical Body Support Team

https://portal.etsi.org/People/Commitee-Support-Staff

d) Make your selection and click on the "Submit" button

You may change your vote until the close of the voting period.

If someone else from your organization has already voted, you will see who has voted and if the vote is not secret, you can also see how they voted.

You may, in exceptional circumstances, change the vote of another representative of your organization. However, it is strongly recommended that you contact the person first. If you change the vote of another person that person will be informed by email of your action.


2.5 https://portal.etsi.org/webapp/TBDecision3/Help/Notification.asp

Notification

When a vote is created or closed, an email template is created. It is addressed to the exploder list for the Group concerned and provides the details including a link to the voting form or results page as appropriate.

You may modify the message providing any additional information required.

You may send it immediately or save it and send it later.

The "Notifications" menu item provides access to all notifications which have not been sent or deleted.

2.6 https://portal.etsi.org/webapp/TBDecision3/Help/Results.asp

Results

Viewing the Results

CONTENTS

All account holders have access to the results of all decisions. The results can be displayed in three levels of detail.

The outcome (e.g. if a draft was accepted or rejected, if a person was elected) is available to all EOL account holders.

The percentage of votes cast for each option is also available to all EOL account holders. The percentages may also be shown for Full Members and Associate Members. This is available for all decisions.

The third level of detail is the individual votes cast and the comments made. This is only available for consensus gathering and voting on drafts. This is not available for ballots for election. nor for votes where the secret flag has been set (see Vote Creation)

Results dissemination to the mailing list or during the meeting is manual.

2.7 https://portal.etsi.org/webapp/TBDecision3/Help/more.asp

Delete

Deleting a vote

This is intended for use, only when the vote has been created in error.

The people who may create a vote process for a Group may also delete them.

Once deleted, a vote cannot be restored. No results are available for a deleted vote.

Choose "Delete" from the menu. Select the vote to be deleted. Click on the "Delete" button.

2.8 https://portal.etsi.org/webapp/TBDecision3/Help/category.asp

Voting004.png


* "... see clause 1.7 of Technical Working Procedures for calculation of voting result in Technical Body. See clauses 1.7, 3.3 and 3.7 for ISGs.


** "... the opinions of Counsellors (and in the case of ENs or regulatory documents, associate members) should be noted..."TWP 1.7.1 In these cases Counsellors and Associate members may participate and may provide comments with a voting weight of zero.

Annex A:

Supplementary request related to the Time zone field


Proposed change to the User Interface:

1) Remove the cities from the dropdown

2) Display the current GMT time value

→ the user can then easily evaluate the time difference between their location and GMT
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