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Subject: RE: [chairs] Chairs: Requesting your feedback on comment resolution logs

Attach is a spreadsheet template compiled from different TCs I've worked on (and saved in different formats, .xlsx, .xls, .ods).

It uses drop down pick lists for several items, such as issue status (all the reference values for these lists are stored 'off screen' on top row after column Z...
Columns can be hidden as needed.


-----Original Message-----
From: David Staggs [mailto:david.staggs@jerichosystems.com] 
Sent: Wednesday, 25 April, 2012 19:56
To: 'Patrick Durusau'
Cc: 'Chet Ensign'; chairs@lists.oasis-open.org; 'OASIS TAB'; 'Scott McGrath'; 'Jamie Clark'
Subject: RE: [chairs] Chairs: Requesting your feedback on comment resolution logs


Thanks you for your comment.  

The spreadsheet has been expeditious for me - not too much overhead and satisfying the need to complete and document the process.  The commented document section is in column C to quickly jump to each comment in order during the teleconference.  Each reviewer's comment is dropped directly into column D prior to the call.  The suggested change and explanatory comments are made prior or during the TC discussion are in column E.  The actual change to the document is listed in column F once the resolution has been agreed upon.  

The benefit is typical of Excel, you can conveniently sort by whatever the need (commenter, document section, unresolved, etc.) during the teleconference. The spreadsheet is also easy to follow if you are sharing your screen during the call.  

I'm not advocating spreadsheets over any other method or practice of any other member.  I do like the option to use a simple tool to complete my duty to the TC and move on without learning a specialized tool to capture and document changes.  Perfection is the enemy of good enough.

-----Original Message-----
From: Patrick Durusau [mailto:patrick@durusau.net]
Sent: Wednesday, April 25, 2012 9:08 PM
To: David Staggs
Cc: 'Chet Ensign'; chairs@lists.oasis-open.org; 'OASIS TAB'; 'Scott McGrath'; 'Jamie Clark'
Subject: Re: [chairs] Chairs: Requesting your feedback on comment resolution logs


On 04/24/2012 07:47 PM, David Staggs wrote:
> Chet
> Attached is the spreadsheet I used for the three OASIS XSPA profiles.  
> An example of the spreadsheet format can be found at:
> http://www.oasis-open.org/apps/org/workgroup/security/email/archives/2
> 00907/
> xls00000.xls
> I saw (then used) this approach in HL7 several years ago.  It was 
> helpful in tracking, disposing, and documenting comments received in 
> preparing profiles for ballot.  It organizes submitted comments and 
> can be used to focus discussion as the TC resolves each issue.  I hope 
> this helps others to preserve the process used to resolve comments.

Thanks for the spreadsheet!

Questions (to make sure I understand its use):

1) I take it the spreadsheet doesn't capture any discussion on the issue? In ODF, we are mostly working off the Jira issues but sometimes discussion strays back onto the mailing list.

2) I didn't see a way to automatically generate statistics such as open, closed, no change, typo, etc. Yes? Jira requires a lot of discipline to do that.

I would second the comment on the inability to configure Jira being a real issue. I understand and would argue for standardization, just not poor standardization.

Personally I don't think Jira is really appropriate to document work in any event. Driven by a different mind set than most document approaches.

There is at least one application that allows web based entry of comments such that the editor(s) can enter more comments and then the final text, capturing it all in one interface. So that users/commenters, etc. can see the history of both comments and editorial work in one interface. (More details if anyone is interested. Not from me. Software isn't what I sell.)

Hope you are having a great day!


> Regards,
> David
> David Staggs, JD, CISSP
> Chief Technology Officer
> Jericho Systems Corporation
> Local:  (972) 231-2000
> Direct:   (858) 433-1473
> -----Original Message-----
> From: Chet Ensign [mailto:chet.ensign@oasis-open.org]
> Sent: Tuesday, April 24, 2012 5:22 PM
> To: chairs@lists.oasis-open.org
> Cc: OASIS TAB; Scott McGrath; Jamie Clark
> Subject: [chairs] Chairs: Requesting your feedback on comment 
> resolution logs
> TC Chairs,
> Recently, I have had several discussions with people on comment 
> resolution logs. As I'm sure you know from the TC Process, TCs are 
> required to maintain logs of comments received and their resolution 
> and provide them at several different points throughout the process.
> Specifically, in section 3.2 Public Review of a Committee Draft 
> (http://www.oasis-open.org/policies-guidelines/tc-process#publicReview
> ),
> the process reads:
> "The TC must acknowledge the receipt of each comment, track the 
> comments received, and post to its primary e-mail list its disposition 
> of each comment at the end of the review period."
> Our growing liaisons with other standards bodies is making getting 
> this right even more important.
> I believe it is becoming more and more important that we accomplish 
> both the letter and the spirit of this requirement in order to make it 
> easier for commenters to learn of the disposition of their feedback, 
> for reviewers to learn what has happened between one public review and 
> the next, and for voters to get a full picture of the history of a 
> Committee Specification when it is advanced as a Candidate OASIS Standard.
> I would appreciate hearing your thoughts on how best to accomplish 
> this, how best to provide you with the flexibility you need while 
> ensuring that the record of comments and resolutions is maintained and 
> made available over time. For example,
> - Some TCs are using JIRA successfully to track, manage and report on 
> comments. Would training in using JIRA for this process be useful?
> - Some TCs are using spread sheets to track and report on feedback.
> Would template spread sheets help you adopt this approach?
> - Would a document on best practices help you and your TC put a 
> mechanism in place to successfully track and report on comments.
> Please take a minute to share your thoughts with me on how we can make 
> this work conveniently and securely. I want to gather the fruits of 
> your experience and thoughts, as well as the feedback from your TC, 
> before making any proposals for next steps.
> I look forward to hearing from you and meanwhile, thank you for all 
> the work that you do here at OASIS.
> Best regards,
> /chet
> ----------------
> Chet Ensign
> Director of Standards Development and TC Administration
> OASIS: Advancing open standards for the information society 
> http://www.oasis-open.org
> Primary: +1 973-996-2298
> Mobile: +1 201-341-1393
> Follow OASIS on:
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Patrick Durusau
Chair, V1 - US TAG to JTC 1/SC 34
Convener, JTC 1/SC 34/WG 3 (Topic Maps)
Editor, OpenDocument Format TC (OASIS), Project Editor ISO/IEC 26300 Co-Editor, ISO/IEC 13250-1, 13250-5 (Topic Maps) OASIS Technical Advisory Board (TAB) - member

Another Word For It (blog): http://tm.durusau.net
Homepage: http://www.durusau.net
Twitter: patrickDurusau

Attachment: TC-Issues-Template.ods
Description: TC-Issues-Template.ods

Attachment: TC-Issues-Template.xlt
Description: TC-Issues-Template.xlt

Attachment: TC-Issues-Template.xltx
Description: TC-Issues-Template.xltx

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