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CISC Administrative Guidelines

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Appendix 2 - Task Information

All work performed will be tracked on TASK INFORMATION FORMS (TIF) (see Attachment). This form will be used to manage the task and to record its progress. The task sponsor must ensure that a form is prepared for each task that will progress efficiently and is completed. All TIFs and revisions must be forwarded to all members of the WG and to the CRTC Website Administrator for inclusion in the public record and an electronic version for placement on the Commission Website at procedure@crtc.gc.ca.

Any party may originate (i.e. sponsor) a TIF and present it to the WG considered appropriate to deal with the task. The proposed TIF is to be circulated to the members of the WG at least 5 business days before the next scheduled meeting and the Chair should be asked to place it on the Agenda.

The WG should determine whether or not the subject of the TIF is appropriate based on the mandate of the WG and if not, provide advice to the originator regarding the WG to which it should be directed or the SC for review and consideration. If the task is accepted, the group should agree on its Priority, identify the Cross-Impacts and develop a Work Plan and Time-Frames for its completion. The TIF should then be forwarded to the SC.

In the event that an originator cannot have a TIF accepted by any WG he/she may forward it to the SC for guidance.

Work is carried out on the task and contributions are made and recorded on the TIF. Meetings are held and the details of the discussion as well as a record of all contributions is recorded on the TIF. If an impasse is reached on an issue, the dispute resolution process may be initiated by any party. The work on a task is complete when a WG meeting comes to that conclusion. At least 5 business days prior notice has to be provided to all the WG members that the decision regarding the completion of a task will be considered at a meeting of the WG.

When work on a task is considered complete, a Report shall be prepared by the TIF sponsor in the format set out in Appendix 6. The complete TIF shall be attached to the report.

The TIF should be completed as follows:

Working Group: Self-explanatory
Date Originated: Self-explanatory
Last Date Updated: Self-explanatory
Task Title: Self-explanatory
Task #: Sequential number assigned by the WG Chair
File ID:

File name with the structure CCTTXXXX.EXT where:

  • CC is the Committee identifier
  • TT is the Document Type, in this case TF
  • XXXX is the Task # assigned above
  • EXT is the extension for the software used for the document
Task Description: Must identify the deliverable, which must be expressed in an objective manner
Critical Path: If the task is on the critical path for a project or another task, it should be noted here
Priority: Assigned by the WG or directed by the Steering Committee
Due Date: Due date for task completion
Cross Impacts: If this task is impacted by, or impacts other tasks it should be noted here
Work Plans and Time-Frames: Self-explanatory
Current Status: Self-explanatory
Task Originator: Self-explanatory
Task Team: Only members (and their affiliation) regularly participating in the completion of the task should be identified
Activity Diary:
  • this contains the record of all activities associated with the TIF
  • the substance of discussions and findings at meetings are recorded here
  • minutes of meetings need only record that the TIF was accepted, that discussions were held and perhaps that a TIF was closed and the outcome
  • the diary portion of the form must be completed regularly. In essence, this part of the form is the place where any significant events are recorded
  • when the diary is updated, the updated electronic version must be forwarded to the Commission so that the Website version can be kept current
  • the last serial should be marked "DRAFT" until it is approved as final by the WG.
Action Register: The Action Register is used to record actions which a member is to take. The Serial is a sequential number assigned by the WG. The Prime is the name of the individual responsible for the Action item. The P-Date is the date on which the action is planned to be completed and the A-Date is the actual date on which it was complete. The Status records the status of the action at the last meeting where it was discussed. The status could be underway, delayed, deferred, complete, or the like.
Contribution Register: All contributions received by the WG will be recorded as they are received and accepted at a meeting. The contributions will be recorded on the contribution registration form. The Contribution # is a sequence number assigned by the WG chair. One sequence is used for all contributions to all tasks. The TIF reference is the File ID of the TIF(s) to which the contribution applies. File ID is the File name as assigned to the contribution. Title is a descriptive title of the contents of the Contribution.
Report Register: All reports issued by the WG will be recorded as they are agreed to at a meeting. The Report # is a sequence number assigned by the WG chair. One sequence is used for all reports to all tasks. The TIF reference is the File ID of the TIF(s) to which the report applies. File ID is the File name as assigned to the report. Title is a descriptive title of the contents of the Contribution.

Appendix 2 - Attachment - Task Information Form

CRTC INTERCONNECTION STEERING COMMITTEE

TASK INFORMATION FORM

Date Originated:                                                     Last Date Updated:

WORKING GROUP:

TASK #:                                                                                File ID:

TASK TITLE: (Short descriptive title for the issue)

TASK DESCRIPTION:

CRITICAL PATH:                (Y or N) 


PRIORITY:                                                    DUE DATE:

CROSS IMPACTS:

WORK PLAN AND TIME-FRAMES:

CURRENT STATUS: (Initiation/Underway/Pending/Completed)

TASK SPONSOR:

            Name:                                                            Tel. No.:

            Company:                                          FAX No.:

            Address:                                            E-mail:

                        TASK TEAM:          
ACTIVITY DIARY:                                               

Serial

Date

ACTIVITY

1

2

.

“DRAFT”

ACTION REGISTER:

  Serial

Action

Prime

P-Date

A-Date

STATUS

1

2

.

.

TIF CONTRIBUTION REGISTER:

CONTRIB #

DATE

RECEIVED

ORIGINATOR

TIF

REFERENCE

FILE ID

TITLE

DESCRIPTION

TIF REPORT REGISTER:

REPORT #

DATE

RECEIVED WG APPROVAL

DATE

RECEIVED SC APPROVAL

DATE

RECEIVED COMMISSION APPROVAL

TIF

REFERENCE

FILE ID

TITLE

DESCRIPTION
Date modified: