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Proposed Procedure: Nominating or Updating a Procedure, Standard or Guidance

NOTE: This is a DRAFT document and is not intended for public use.

About this proposed procedure

Category
Required or Recommended Required
Governing Policy Web Governance and Management
Tracking Number NT00000000

Comment on this item.

Brief description
(see the full document below for details)

This procedure lays out the process for nominating or updating a procedure, standard or guidance to the Web Council for consideration, review and approval. This also includes the process through which the Web Council deliberates on proposals. This applies to the EPA Web Community at large.

Comment on this proposed procedure through May 25, 2007.

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All standards and guidance


Definitions

Web Council: The Web Council consists of a National Web Content Manager in OPA and a National Web Infrastructure Manager in OEI, with corresponding Content and Infrastructure Coordinators in each Region and program office. The Web Council also includes the Chair of the EPA Web Workgroup.

Web Workgroup: The Web Workgroup (WWG) is the voluntary organization for EPA's Web community. Members join without a formal nomination. The Workgroup is led by an elected Chair and Steering Committee. The Web Council also includes the Chair of the EPA Web Workgroup.

Web Council Workgroup: The workgroup formed by the Web Council of Web Council and Web Workgroup members, to study the nominated or updated procedure, standard or guidance. They are responsible for drafting the proposed procedure, standard or guidance for review by the Web Council. They shepherd the document through the nomination and approval process. The chair of this workgroup is the nominating Web Council member.

EPA Web Community: Any EPA employee or contractor who works with the EPA Web site.

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Required Steps

1) Nomination:
Any EPA employee, including Web Council members, may nominate a new or suggest an existing procedure, standard or guidance be re-opened through their Web Council representative, or Web Workgroup Chair.

2) Web Council Case Presentation:
The employee seeking to propose/update a procedure, standard or guidance must meet with either the office or regional Web Council representative, or Web Work Group Chair to discuss the suggested procedure, standard or guidance. If the Web Council Representative deems it worthy of further consideration, they must request time on the Web Council meeting agenda to present it to the whole Web Council.

All presentations to the Council to either nominate or re-open a procedure, standard or guidance must contain the following information.  They must state:

  1. Which Procedure, Standard or Guidance the request is targeting.
  2. The nature of the desired change and an explanation why the current Procedure, Standard or Guidance is no longer viable.
  3. How the requestor is impeded by the current status.
  4. How the changes would benefit their work and the EPA web site as a whole.
  5. Examples of how the changes would show improvement.

3) Web Council Workgroup:
If the Web Council decides the issue should be looked into further, a Web Council Workgroup will be formed to study the issue and make a formal recommendation to the Web Council.

The Web Council reserves the right to table the issue until a later date, or indefinitely.

Unless other arrangements are worked out, the Web Council representative who presents the case for the procedure, standard or guidance is the default chair of the Web Council Workgroup.

The Web Council Workgroup will study the need for the proposed/updated procedure, standard or guidance and how it applies to EPA.

The Web Council Workgroup will draft and submit the proposed/updated procedure, standard or guidance for full Web Council review, in the appropriate format.

In some cases, the Web Council Workgroup may decide the proposed/updated procedure; standard or guidance should not be adopted or amended after further review. In that case, the workgroup will present those findings to the full Web Council.

4) Web Council Deliberation:
After drafting a complete proposed/updated procedure; standard or guidance, the Chair of the Web Council Workgroup will email the document to the National Managers for distribution to the Web Council, and request time on the next Web Council meeting agenda.

During this deliberation period, Web Council members are expected to inform the appropriate stakeholders within their AA or RA-ship of the proposed/updated procedure; standard or guidance.

Web Council Workgroup is expected to track the original document, comments and the proposed edits based on the comments and present that document along with updated versions to the Web Council. This should be presented in a matrix with the following:

  1. the comment itself
  2. any Web Council Workgroup thoughts on it
  3. The Web Council Workgroup's recommended response (adoption, modification, rejection, etc.)

This process has no time limit and will continue until a consensus is reached or it is determined that a consensus cannot be reached and must therefore be tabled until a later date.

Upon approval of the final draft, a comment period must be assigned. The comment period should be no less than two weeks and not more than 30 days.

If the Web Council decides to table the issue until later, that date will be determined at the time of that decision.

The Web Council may also decide at any time to table the issue indefinitely because there is no longer a need for the procedure/standard/guidance to be developed. In such a case, the chair of Web Council Workgroup will notify the original submitter of the decision. A notice will also be posted to the Workgroups section of the Web Governance Web site.

5) EPA Web Community Deliberation:
The final Web Council approved draft and length of comment period for the Web Community will be:

Comments are welcome from anyone involved with the EPA Web site, including EPA employees and support contractors.

Comments will be submitted through the comments form in the Web Guide. Commenters will be identified by name, office or region and date of submission. The comments will be available to the members of the Web Council Workgroup for collection and reconciliation.

6) Web Council Review and Approval:
The Chair of the Web Council Workgroup will present an updated version of the proposed/updated procedure, standard or guidance to the Web Council for deliberation.

The Web Council Workgroup is expected to present the comments and the proposed edits to the Web Council final draft based on comments from the EPA Web Community.  This should be presented in a matrix with the following:

  1. the comment itself
  2. any Web Council Workgroup thoughts on it
  3. The Web Council Workgroup's recommended response (adoption, modification, rejection, etc.)

Web Council members will deliberate on the suggested changes and the Web Council Workgroup will reconcile them and re-present them until a consensus is reached.

This process has no time limit and will continue until a consensus is reached.

When consensus has been reached, the final Web Council approved version will be:

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Rationale

helpful to all participants in the discussion to know exactly what the review and approval process is for a new or updated procedure, standard or guidance for the EPA Web site

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Exemptions

The Web Council acting on its own authority and with consensus may choose to bypass the formal review process outlined herein when the Web Council determines that this will be in the best interest of the EPA web governance process.

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See Also

Web Governance and Management (PDF) policy (4 pp, 339K, About PDF)

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URLs referred to when writing this standard

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Related governance documents

EPA

Related Policies

Related Procedures

Related Standards

Related Guidance

Non-EPA

None

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