This checklist is an aide-memoire and guide to chairs (and vice-chairs in
most cases) and is derived from the OMA processes and procedures to assist chairs to
be familiar with the tasks they are expected to follow (note: interim chairs and
convenors roles are essentially the same as the role of a chair). While
reasonable endeavours have been taken regarding completeness it is not a substitute
for chairs requirement to be familiar with the latest approved OMA processes and
procedures.
General Roles of
Officers:
- The chair has overall responsibility for the management of the group
- Vice-Chairs can provide full cover for the Chair - the intent being continuity of
leadership to the group
- Chairs and vice-chairs are to behave as a single team generating the group's vision
- Vice-chairs provide the chair with a 2nd pair of eyes and ears to gauge the meeting
- Officers have to have visibility of all officers' communications to ensure
transparency in the leadership (e.g. a leadership mailing list)
- SWG chairs are not formal members but should be informal members of the parent group
leadership team
- Officers need to document all the tasks assigned to the members of the leadership
team (maybe more than the officers of the group, e.g. SWG chairs, liaison officers
etc.)
- The chair needs to drive the vice-chairs' support
General
Responsibilities:
- Read, understand and follow the OMA processes as defined in the OMA Process
Document, and ensure that all rules are followed. Where there is doubt, seek
advice from the parent group chair or TP Officers, Ops and Procs officers REL
officers etc. as appropriate.
- Read, understand and follow any other related OMA processes and procedures
- Familiarize themselves with IPR and Anti-Trust laws. The OMA Board Legal
Committee, and through it the OMA Attorney, can help as required if the
available material on the portal does not answer the questions.
- Ensure execution and fulfilment of the mandate bestowed on the group through
its charter and assigned work items
- Work closely with the officers of the parent group to ensure the integrated
approach required for OMA is achieved.
- Inform the parent group or Technical Plenary if the work of the group has been
completed and recommend closure of the group
- Interact with other groups as may be necessary to fulfil the group's own or
another group's, charter and work items
- Interact with external fora (consistent with the liaison process) as necessary
and report all interaction with external fora to the parent group and Technical
Plenary.
- At all times act fully impartially in conducting the group's mandate be
prepared to confidentially work with a group member if they wish to express any
concerns in private
- Support, promote and keep updated the work items as appropriate
- Support the parent group with the responsibilities delegated.
- Conduct all group business in a fair, reasonable and open manner in accordance
with the approved OMA processes and procedures.
- Chairs: Arrange for an agreed number of vice-chairs to support the chair in
the group leadership; arrange the task assignment for the chairs and
vice-chairs, delegate assigned tasks to, and supervise, the vice-chairs.
- Vice-chairs: Support the chair/convenor/interim chair in task assignment and
execute delegated tasks and stand-in for the chair as appropriate to fulfil the
roles of the group.
- Internally structure the group as appropriate (e.g. create/modify/close
sub-working groups, etc) to best fulfil the mandate.
- Conduct elections of and manage all sub-group officers consistent with officer
election rules, and act as an election officer in the strictest confidentiality.
- Regularly report group status and issues to the parent group, Technical
Plenary and members as required using the approved templates.
- Monitor and respond to the Chairs mail exploder (oma-officers@mail.openmobilealliance.org) (You should
receive an email indicating you have been added to the mailing list within one
week of notification of your appointment).
- Ensure the contact information shown on the OMA portal is corrected and
updated as necessary. The OMA Organization Chart and portal should be updated to
reflect the appointment.
- Ensure necessary officer access to the groups portal is enabled. Resolve
through the DSO/helpdesk (cc:
TP-Officers@mail.openmobilealliance.org ).
- Organize group meetings and phone conferences in a timely manner
- Monitor your email for requests to respond to questions from TECHNICAL
COMMENTS (technical-comments@mail.openmobilealliance.org) list
received and forwarded by the DSO and provide responses.
- The chair will act as the primary liaison to OMNA for that group domain and
proactively work to resolve any naming or numbering issues that OMA
encounters.
- The chair will manage the creation, regular maintenance and obsolescence of
their groups charter.
Meeting
Responsibilities:
- Moderate the meeting to ensure they work within the group progresses in a timely
manner. When issues are raised within the meeting that the chair considers editorial
and that may result in lengthy discussions, the chair should direct the editor to
handle these issues outside the face to face session or conference call session
subject to agreement on the resulting changes. For class 3 CRs these should be
pre-reviewed, then in the meeting, the chair should seek agreement and direct the
editor to incorporate them in the document without further discussion during the
meeting (unless non-editorial issues are raised).
- Organise and run the meetings in accordance with the processes and procedures
of OMA as defined in the OMA Process Document and other documents, and ensure
that all rules are followed. Where there is doubt, seek advice from the parent
group chair or TP Officers, Ops and Procs officers, REL officers etc. as
appropriate.
- Provide meeting room needs to OMA staff prior to meetings (as requested by OMA
staff on the chairs mail exploder)
- Issue a call for meeting agenda items in a timely manner as defined in the
process document.
- Ensure that an agenda is prepared for every meeting (face to face or by
conference call)
- When scheduling non-face-to-face real-time meeting such as phone conference,
it should be regarded that there is a potential problem of the start time
setting fairness from a geographical perspective. Take into account the approved
guidelines document,
OMA-WP-Confcall_Timing-V1_0-20040727-A and take appropriate
measures.
- Issue meeting agendas to fulfil the groups charter and assigned work items to
the portal prior to group meetings in a timely manner as defined in the process
document
- Monitor the discussion and activity of the group and facilitate to ensure that
decisions are reached through consensus in a timely manner
- Monitor the discussion and activity of the group to ensure that no anti-trust
violations occur
- Remind members regarding IPR and anti-trust at the beginning of each
meeting
- Ensure that meeting minutes are written, reviewed and published for all group
business
- Participate in other meetings as may be requested by the Technical
Plenary.
- Prepare group status for the parent or Technical Plenary meetings as required
and ensure there is a representative from the working group who will handle
these duties if the chair cannot be present, e.g. vice-chair.
- Ensure that group portal is kept up to date in a timely fashion
Manage the Specification Development Process (above and beyond those listed
above):
Administrative
Aspects:
- Ensure the technical activities of the group are progressed in a timely manner
in accordance with the processes and procedures of OMA.
- Organise and run the meetings in accordance with the processes and procedures
of OMA as defined in the OMA Process Document and other documents, and ensure
that all rules are followed. Where there is doubt, seek advice from the parent
group chair or TP Officers, OP officers, REL officers etc. as appropriate.
- Ensure the WISPRs are up to date with all intended documents, schedules, etc.,
and submitted by the required dates.
- Ensure Technical Plenary receives a presentation of the intended technical
content of an enabler prior to the submission of the candidate enabler to TP
R&A.
Technical Aspects:
- Complete all reviews (Requirements, Architecture and Consistency) and address
all issues raised in a timely manner.
- Conduct a full specification dependency analysis, and document the results in
the specification and ensure the reference policy and guidelines are adhered
to.
- Address all maintenance issues (CRs, problem reports etc.) in a timely
manner.
Interoperability
Aspects:
- Engage with the IOP working group re the interoperability aspects
- Ensure the ETR is completed for the enablers
- Create CRs as necessary to address IOP problems
- Address any CRs raised re IOP problems.