Liaison Process

Process Narrative
 
Created: 03/31/2008
Last Modified: 07/30/2008




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Table of Contents

   1.0   Internal Liaison Request
1.1   Start Process
1.2   Internal group
1.3   Draft Work Register
1.4   Submit Liaison Activity Request
1.5   Request for ITU Recommendation?
1.6   Prepare approval requests
1.7   Request Approval
1.8   Approval Decision
1.9   Approval Committee
1.10   Reject Request
1.11   Submit Documentation to ITU
1.12   Monitor Liaison
1.13   Existing Liaison Agreement?
1.14   Circulate request to IGAC
1.15   Final Work Register
1.16   Develop Liaision Agreement
1.17   Draft Liaison Agreement
1.18   Negotiate Liaison Agreement
1.19   End process
   2.0   External Liaison Request
2.1   Start Process
2.2   Liaison Request Received
2.3   Circulate request to IGAC
2.4   IGAC review
2.5   Proceed with Liaison
2.6   Maps to Existing Work Group
2.7   Send Request to Team(s)
2.8   Project Team(s) Reviews Liaison
2.9   Develop Work Register
2.10   Work Register Review
2.11   Monitor Liaison
2.12   Send to TPC for Review
2.13   Maps to existing project teams(s)
2.14   Intiate new project?
2.15   Project initiation process
2.16   External industry body
2.17   Reject liaison request
2.18   End process
2.19   Raise New Requirements
2.20   CP flow - Requirements Capture & Analysis


1.0  
Internal Liaison Request Process Narrative

Internal Liaison Request
Description This process handles liaison activity requests originating from inside the TM Forum membership
Internal Liaison Request

Purpose

This process explains how liaison requests from external bodies are processed and how the TM Forum intiaties liaison requests.

Approval List

Name Description Type
Approval Committee Group
IGAC Group

Distribution List

Name Description Type
Approval Committee Group
IGAC Group
Liaison Director Role
TPC Group


1.1   Start Process 

This process handles requests for liaison from inside the TM Forum membership. This process is in accordance to the TM Forum Operating Guide GB919.  Errors, omissions, and request for changes can be directed to Debbie Burkett dfburkett@tmforum.org.

Owner

Name Description Type
IGAC Group
Liaison Director Role


1.2   Internal group 

May consist of TM Forum project teams, program groups, councils, board committees, and staff

Owner

Name Description Type
Liaison Director Role


1.3   Draft Work Register 

Internal working teams may initiate liaison activity for a variety of reasons including, but not limited to::

- attempts to leverage existing work from an external organization

- Exchange draft documents for comments and collaborative development

- Submit completed work for accredited standards recognition

Requests are documented using the Work RegisterTemplate found in the Industry Group Liaison and Advisory Council document workspace in the Industry Group Templates folder.  http://www.tmforum.org/cws/helper_controls/download.aspx?ID=10713&team_ID=180.

Owner

Name Description Type
Project team(s) Group


1.4   Submit Liaison Activity Request 

Incoming liaison requests are logged into the Liaison Master Tracking database, the correspondence is copied to the Industry Group Liaison & Advisory Council CWS. A courtesy reply is sent to the initiator with an estimated formal response date.  

Linked Resources

Name Description Type
Liaison Request Received Circulate request to IGAC Activity

Owner

Name Description Type
Liaison Director Role


1.5   Request for ITU Recommendation? 

Additional information can be retrieved from the TM Forum Operating Guide - GB919, Reference 35, and the ITU website.  

Incoming Links

Name Description Link Label
Submit Liaison Activity Request Request for liaison received from external body

Outgoing Links

Name Description Decision
Prepare approval requests The project team will prepare the required ITU cover letter and Approval Committee Submission Form Yes
Existing Liaison Agreement? Is there an existing relationship with the external organization? No


1.6   Prepare approval requests 

All requests for ITU recommendations must be approved by the TM Forum Approval Committee.  The project team's Liaison Point of Contact (LPOC) will ensure the required ITU cover letter and complete documentation related to the requests is posted in the submitted document folder of the Techical Program Council and the requesting team's document workspace.  An Approval Committee Submission Form is prepared and forwarded to the Liaison Director to initiate the approval process.

References:   Operating Guide GB919, Ref 35.  AC Submission Form - TMF413, Version 1.0

Performed By

Name Description Type
Liaison Director Role
LPOC Liaison Point of Contact representing TM Forum for this work register Role


1.7   Request Approval 

Send request to Approval Committee

Owner

Name Description Type
Liaison Director Role


1.8   Approval Decision 

The approval committee reviews the details of the request to determine if the scope, objectives and work plan is reasonable and the work items appear to have adequate resources.  The maturity of the document being submitted weighs heavily on the decision to grant authorization to submit.  

Owner

Name Description Type
Approval Committee Group

Incoming Links

Name Description Link Label
Approval Committee
Request Approval Send request to Approval Committee

Outgoing Links

Name Description Decision
Submit Documentation to ITU Send the cover letter and associated documentation to the appropriate ITU Study Group
Reject Request Approval Committee Rejects the Liaison Requests


1.9   Approval Committee 

1.10   Reject Request 

The Approval Committee coordinator will send the Approval Committee decision to reject the request, along with any comments and suggestions for improving the approval chances.


1.11   Submit Documentation to ITU 

Upon receipt of the approval to proceed, the team will submit the material to the ITU.


1.12   Monitor Liaison 

The master database is updated and progress monitoring begins.  The primary contact person will provide routine status reports to the IGAC, participate on the IGAC conference calls; and represent the views of the TM Forum on external liaison meetings.  If the liaison activity stalls or fails to make progress, the IGAC will take necessary action.

Owner

Name Description Type
IGAC Group


1.13   Existing Liaison Agreement? 

The Liaison Tracking data base is consulted to determine if an existing liaison agreement is in place with this organization.  

Owner

Name Description Type
Liaison Director Role

Incoming Links

Name Description Link Label
Request for ITU Recommendation? Requests to submit TM Forum documents to the ITU for official recommendations must follow the ITU A5 Process (for non-ITU member organizations) No

Outgoing Links

Name Description Decision
Circulate request to IGAC Circulate the request to IGAC for review Yes
Develop Liaision Agreement Includes necessary steps to establish a new liaison agreement with another organization No


1.14   Circulate request to IGAC 

.An email is sent to the Industry Group Liaison & Advisory Council to describe the nature of the request, a “reply by” date, and the link to the correspondence posted on the CWS.

Owner

Name Description Type
Liaison Director Role


1.15   Final Work Register 

The terms of the work register are agreed with the affected industry groups, including detailed work plan, document exchange, and meeting frequency.


1.16   Develop Liaision Agreement 

Includes necessary steps to establish a new liaison agreement with another organization


1.17   Draft Liaison Agreement 

The Liaison Agreement is used to set the overall business context within which the parties agree to cooperate.  Liaison Agreements have a long-life which will be alternately active or passive over a period of time.  Liaison Agreements do not contain details about specific work projects (which are documented using the Work Register).  

Owner

Name Description Type
Liaison Director Role
LPOC Liaison Point of Contact representing TM Forum for this work register Role


1.18   Negotiate Liaison Agreement 

The terms and conditions of the business relationship is negotiated to satisfaction with the other organization.  In cases where the other industry group may have processes which make this difficult, but there is strong interest with both parties, all reasonable attempts should be made to develop a working relationship without compromising the TM Forum members.   After the business terms have been agreed to, the next step is to finalize the work register.  

Owner

Name Description Type
Liaison Director Role


1.19   End process 



2.0  
External Liaison Request Process Narrative

External Liaison Request
Description this process handles requests for liaison activities that originate from outside the TM Forum
External Liaison Request

Purpose

Thios process explains how the TM Forum initiates a liaison with an external body and how it handles liaison requests from external bodies

Approval List

Name Description Type
Approval Committee Group
IGAC Group

Distribution List

Name Description Type
Approval Committee Group
IGAC Group
Liaison Director Role
TPC Group


2.1   Start Process 

This process handles requests for liaison from inside the TM Forum membership. This process is in accordance to the TM Forum Operating Guide GB919.  Errors, omissions, and request for changes can be directed to Debbie Burkett dfburkett@tmforum.org.

Owner

Name Description Type
IGAC Group
Liaison Director Role


2.2   Liaison Request Received 

Incoming liaison requests are logged into the Liaison Master Tracking database, the correspondence is copied to the Industry Group Liaison & Advisory Council CWS. A courtesy reply is sent to the initiator with an estimated formal approval date.  An email is sent to the Industry Group Liaison & Advisory Council to describe the nature of the request, a “reply by” date, and the link to the correspondence posted on the CWS.  In some cases, a specific team may also be included in the initial circulation.

Owner

Name Description Type
Liaison Director Role


2.3   Circulate request to IGAC 

.An email is sent to the Industry Group Liaison & Advisory Council to describe the nature of the request, a “reply by” date, and the link to the correspondence posted on the CWS.

Owner

Name Description Type
Liaison Director Role


2.4   IGAC review 

Members of the Industry Group Liaison & Advisory Council will evaluate the request against the TM Forum Strategic Plan, active collaboration programs, objectives, and existing liaison activities.

Owner

Name Description Type
IGAC Group
Liaison Director Role


2.5   Proceed with Liaison 

The decision to proceed is influenced by whether the liaison is strategically important to the TM Forum.  If the liaison is determined to be out of scope to the TM Forum or mis-aligned with the strategic importance to the TM Forum, then the Liaison Director will send an official rejection notice to the originator.  If the liaison is of interest, the next step is determine team placement.

Owner

Name Description Type
IGAC Group

Incoming Links

Name Description Link Label
IGAC review Formal IGAC review

Outgoing Links

Name Description Decision
Maps to Existing Work Group Does the liaison map to the work of an exisitng program or project team?


2.6   Maps to Existing Work Group 

The contents of the liaison requests, along with any IGAC recommendations for moving forward, will be reviewed against the existing project teams listed on the Technical Program pages of the tmforum.org website, including open calls for new projects.  If one or more active projects are found, the liaison request is forwarded to the team leader(s).  If no working team exists or the IGAC is not sure how to proceed,  then the technical Program Council will be consulted.

Owner

Name Description Type
IGAC Group

Incoming Links

Name Description Link Label
Proceed with Liaison IGAC decides whether the request is appropriate

Outgoing Links

Name Description Decision
Send to TPC for Review If IGAC is not sure if there is a project team or if it needs guidance on whether to proceed it will seek the advise of the TPC
Send Request to Team(s) Send the request to the project team for their review CRs or New Requirements


2.7   Send Request to Team(s) 

Send the request to the project team for their review

Owner

Name Description Type
Liaison Director Role


2.8   Project Team(s) Reviews Liaison 

The project team reviews the liaison request against its current charter and work plan.  If the work is accepted, the team will respond to IGAC with a best guess estimate for completing the work items and identify a primary contact who will work with the IGAC to create a work register.  If the work is not accepted, then the project team will provide suggested modifications for reworking the liaison request through the IGAC.  The team will follow the normal process for charter updates.  

Owner

Name Description Type
Liaison Director Role
Project team(s) Group

Incoming Links

Name Description Link Label
Send Request to Team(s) Send the request to the project team for their review

Outgoing Links

Name Description Decision
Develop Work Register The details of liaison must be captured in a work register
Send Request to Team(s) Send the request to the project team for their review Re-work liaison request


2.9   Develop Work Register 

A work register describing the scope, deliverables, high level work plan and primary contact information is created according using the Liaison Process templates (provide link).  

Owner

Name Description Type
Liaison Director Role
Project team(s) Group


2.10   Work Register Review 

IGAC reviews the work register and if necessary refers it back to the team for updating

Owner

Name Description Type
IGAC Group
Liaison Director Role


2.11   Monitor Liaison 

The master database is updated and progress monitoring begins.  The primary contact person will provide routine status reports to the IGAC, participate on the IGAC conference calls; and represent the views of the TM Forum on external liaison meetings.  If the liaison activity stalls or fails to make progress, the IGAC will take necessary action.

Owner

Name Description Type
IGAC Group


2.12   Send to TPC for Review 

The TPC will review the liaison request and determine whether or not the liaison fits within current roadmaps.  

Owner

Name Description Type
Liaison Director Role


2.13   Maps to existing project teams(s) 

TPC will also attempt to map the request to existing project team(s).  If any working groups are found, the appropriate team lead(s) will take the liaison request to their team for further consideration.  If no working teams are found, then TPC may initialize a new project or return the request to IGAC with a recomendation to start a new project or offer alternative proposals.

Owner

Name Description Type
TPC Group

Incoming Links

Name Description Link Label
Send to TPC for Review If IGAC is not sure if there is a project team or if it needs guidance on whether to proceed it will seek the advise of the TPC

Outgoing Links

Name Description Decision
Send Request to Team(s) Send the request to the project team for their review CRs or New Requirements
Intiate new project? IGAC decides whether to start a new project to handle the request No


2.14   Intiate new project? 

If the liaison agreement does not map to an exisiting team, IGAC may decide to initiate a new project to support the work item.  Where there are multiple teams affected by the liaision request, an adhoc coordination team may be assembled under either TPC or IGAC.  In some cases, the TM Forum may be necessary to reject the liaison work items.

Owner

Name Description Type
IGAC Group

Incoming Links

Name Description Link Label
Maps to existing project teams(s) The TPC decides whether the request maps to an exisiting project team No

Outgoing Links

Name Description Decision
Project initiation process This is the current process documented elsewhere
Raise New Requirements Instead of directly initiating a new project IGAC may raise CRs or new requirements No


2.15   Project initiation process 

Follow the normal project initiation for project charter creation, and develop nessary work register.

Owner

Name Description Type
Approval Committee Group


2.16   External industry body 

Owner

Name Description Type
Liaison Director Role


2.17   Reject liaison request 

IGAC wil reject the liaison if it is 'undesriable' or there are no resources availbale to work it

Owner

Name Description Type
IGAC Group
Liaison Director Role


2.18   End process 

2.19   Raise New Requirements 

Based on a liaison request IGAC may, instead of intiating a new project IGAC may raise new requirements based on the request and submit them through the requirements capture process.

Incoming Links

Name Description Link Label
Intiate new project? IGAC decides whether to start a new project to handle the request No

Outgoing Links

Name Description Decision
CP flow - Requirements Capture & Analysis Yes
Reject liaison request IGAC wil reject the liaison if it is 'undesriable' or there are no resources availbale to work it No


2.20   CP flow - Requirements Capture & Analysis