Change Management Process (CMP) for Canadian Emergency Management Communications Specifications (CEMCS)

Change Management Process (CMP) for Canadian Emergency Management Communications Specifications (CEMCS) PDF Version (640 KB)

Notice

This document specifies a change management process for emergency management communication specifications overseen by Canada's Federal/Provincial/Territorial (F/P/T) Senior Officials Responsible for Emergency Management (SOREM). It is distributed to the Canadian Emergency Management Communications Specifications (CEMCS) Specification Committee (SC) members and other interested persons for review and comment and is subject to change without notice.

Recipients of this document are invited to submit their comments, to advise the SOREM F/P/T Interoperability Working Group (IWG) of any relevant intellectual property rights that they are aware of, and to provide supporting documentation. This information should be provided to:

Public Safety Canada
Interoperability Development Office
interoperability@ps-sp.gc.ca

Foreword

The Federal/Provincial/Territorial (F/P/T) Interoperability Working Group (IWG), authorized by the Communications Interoperability Strategy for Canada (CISC), sets goals and identifies key national priorities to enhance governance, planning, technology, training and exercises to promote national and bilateral interoperable voice and data communications. The F/P/T IWG reports to Senior Officials Responsible for Emergency Management (SOREM). The F/P/T IWG is the owner and manager of this document.

The Interoperability Development Office (IDO) at Public Safety Canada (PS) oversees the CISC and supporting Action Plan approved by F/P/T Ministers Responsible for Emergency Management and published in January 2011. The PS IDO provides support to F/P/T IWG in its role as owner and manager of this document. This document and the communication specifications managed by it are overseen through the SOREM governance structure detailed in the CISC.

This work is licensed under a Creative Commons Attribution-NoDerivs 2.5 Canada Licence. For more information on Creative Common Canada legal code, visit http://creativecommons.org/licenses/by-nd/2.5/ca/.

Proposed changes must be made freely, without any intellectual property considerations, including attribution.

Introduction

Purpose

This Change Management Process (CMP) for Canadian Emergency Management Communications Specifications (CEMCS) was developed as a basis to establish a common practice for the management of CEMCS to benefit all stakeholders who may want to propose changes, comment on draft specifications, or volunteer their time to the CMP for CEMCS document. The principles to the CMP separates the management of the process from the management of specification content requirements, with the objectives of allowing subject matter experts serving on Specification Committees (SC) to focus on the particular CEMCS they work on, and improving the efficiency of managing CEMCS of interest to the national emergency management community.

History

In October 2010, with Defence Research and Develop Canada – Centre for Security Science study funding support, the Common Alerting Protocol – Canadian Profile (CAP-CP) Governance, Management and Compliance Study Team presented their preliminary recommendations, which included the development of a single CMP for all CEMCS. They did so recognizing that the CAP-CP was but one of many CEMCS that needed governance and management, and a separation of process management from requirements management.

In January 2011, the Communications Interoperability Strategy for Canada (CISC) and supporting Action Plan identified an action item to shape a common interoperability environment for voice and data communication. This action item requires that the CMP take shape through a task to develop F/P/T standards for interoperable data communication and to adopt open data standards for the emergency management community.

In March 2011, in the closing days of their CAP-CP Study, the CAP-CP Study Team put forward a CMP straw-man document to the Public Safety Canada (PS) Interoperability Development Office (IDO). This document was further developed through a PS IDO commissioned study with the Canadian General Standards Board, which concluded in March 2012.

The 2012 CISC Action Plan, published in April 2012, included a task to “Develop a Change Management Process (CMP)...which could be used to manage communications specifications of national interest, including CAP-CP”.

1 Scope and intended users

1.1 Scope

This document specifies the Change Management Process (CMP) requirements for the development and maintenance of specification documents (SD). It describes the participants to the CMP, as well as the formation and maintenance of Canadian Emergency Management Communications Specifications (CEMCS) Specification Committees (SCs).

The key words "MUST", "REQUIRED", "SHALL", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this document are to be interpreted as described in IETF RFC 2119 (see clause 2.1).

1.2 Intended Users

This document is intended for use primarily by:

• The Federal/Provincial/Territorial (F/P/T) Interoperability Working Group (IWG) of Senior Officials Responsible for Emergency Management (SOREM);
• The Public Safety Canada (PS) Interoperability Development Office (IDO); and
• Specification Committee (SC) members who have the responsibility to meet the requirements of this document.

2 Referenced Documents

The following referenced documents may be obtained from the sources noted below.

2.1 Internet Engineering Task Force

Internet Engineering Task Force (IETF) Request for Comments (RFC): 2119 – Key words for use in RFCs to Indicate Requirement Levels. This document may be obtained from the IETF at http://www.ietf.org/rfc/rfc2119.txt.

3 Terms and Definitions

For the purpose of this document, the following terms and definitions shall apply. A list of Acronyms is also included at Appendix A.

3.1 Change Management Process (CMP)

A set of policies and procedures for administering changes, in a controlled way, to a specification document (SD).

3.2 Consensus

A general agreement, characterized by the absence of sustained opposition to substantial issues by any important part of the concerned interests and by a process seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments.

Note 1: Consensus need not imply unanimity.

Note 2: The absence of sustained opposition is not intended to provide a 'veto' to any one party.

3.3 Federal/Provincial/Territorial Interoperability Working Group (F/P/T IWG)

A working group reporting to Senior Officials Responsible for Emergency Management (SOREM) and responsible for setting goals and identifying key national priorities to enhance governance, planning, technology, training and exercises to promote national and bilateral interoperable voice and data communications.

3.4 Interoperability Development Office (IDO) of Public Safety Canada (PS)

The Office that oversees the Communications Interoperability Strategy for Canada (CISC) and supporting Action Plan.

3.5 Major Revision

An update or correction which requires system engineering changes.

3.6 Minor Revision

An update or correction which does not require system engineering changes.

Note: For example, the addition, subtraction or correction of a non-technical editorial revision.

3.7 Reference Implementation

The application of a specification document (SD), which serves as a source for consultation and learning.

3.8 Specification Committee (SC)

A Canadian Emergency Management Communications Specification (CEMCS) committee responsible for developing, approving and maintaining the technical content requirements of a specification document (SD) in accordance with the Change Management Process (CMP).

3.9 Specification Document (SD)

A document which details the precise rules and reference values that define a Canadian Emergency Management Communications Specification (CEMCS).

4 General Principles of the Change Management Process (CMP)

4.1 Participants to the Change Management Process

Participants to the Change Management Process (CMP) shall consist of Specification Committees (SC) and observers and the Public Safety Canada Interoperability Development Office (PS IDO). Community stakeholders may also participate in the CMP if specified in the Terms of Reference and/or during the public review period.

4.1.1 Specification Committees and Observer Participation

The responsibilities of the SCs and observers as participants to the CMP are specified at clauses 6.1 through 6.11 .

4.1.2 Public Safety Canada Interoperability Development Office (PS IDO) Participation

The PS IDO, in support of the F/P/T Interoperability Working Group (IWG), shall be responsible to:

• Maintain this CMP document;
• Ensure that SCs approved by F/P/T IWG meet the CMP requirements as specified in this document and the TOR;
• Ensure that there is a Chair and Secretary assigned to serve on each SC. The same individual may serve both positions;
• Provide training and education to the SC Chair and Secretary on how to manage a specification document (SD) in accordance with this CMP;
• Oversee the activities of the SC and provide feedback to the F/P/T IWG;
• Establish and maintain a records management system related to the activities specified in this CMP;
• Establish and maintain the communications systems used by the SCs;
• Translate into both official languages any SC document advanced for public review or to the F/P/T IWG; and
• Arbitrate issues between and within SCs.

4.1.3 Community of Stakeholders Participation

The community of stakeholders may submit comments and proposed changes to Specification Documents (SD) during public review periods

4.2 Specification Committees (SCs)

4.2.1 Specification Committee (SC) Formation

A proposal to establish an SC may be made by any individual, any organization, or any community of stakeholders, to the PS IDO for consideration by the F/P/T IWG, in accordance with its procedures. The proposal may recommend the mandate of the proposed SC and the names of candidates to serve as SC Chair or Vice-Chair. The F/P/T IWG shall have the authority to establish an SC through its approval of the Terms of Reference (TOR) for the SC (see Appendix B for a sample TOR).

4.2.2 Specification Committee (SC) Maintenance

The F/P/T IWG shall have oversight for the maintenance of an SC through approval of the TOR.

5 Specification Documents (SD)

5.1 Reference Implementation

This Change Management Process (CMP) document shall serve as the reference implementation for Canadian Emergency Management Communications Specifications (CEMCS) Specification Committees (SC).

5.2 Specification Document (SD) Structure

SDs shall be formatted in the same manner as this document.

At a minimum, an SD shall include the following sections:

• Foreword
• Introduction (Purpose and History)
• Scope
• Referenced Documents
• Terms and Definitions
• Objectives
• Specification
• Conformance

5.3 Official Language Version

The specification draft documents which are advanced for public review or to the F/P/T Interoperability Working Group (IWG) for publication approval will be translated into both official languages by the Public Safety Canada Interoperability Development Office (PS IDO). The Terms of Reference (TOR) for the SC will indicate the committee's working language / original drafting language for the SD, and clearly indicate in published SDs where translation has occurred from an original source document in the other official language. 

5.4 Proposing Changes

Proposals for change to SDs shall conform with the criteria set out in this CMP document related to public review, and with any submission instructions on the CEMCS website where SDs are posted for review.

5.5 Revision Control

• Until such time as an SD has met all requirements of the CMP, the word “DRAFT” shall appear in capital letters as a watermark at the centre of each page of the SD.
• A version number of 0.x shall be used in combination with the draft version being worked on. Ex. Version 1.0 – 0.2.
• The version control number of an SD shall begin with 1.0.
• A minor revision will be identified with an incremental version change. Ex. 1.1, 1.2 and shall be approved by the F/P/T IWG.
• A major revision will be identified as a full version change. Ex. 2.0, 3.0 and shall be approved by SOREM.

5.6 Meetings

• Meetings may take place in person, however it is assumed that most or all meetings of an SC will take place using telecommunications services.
• Meetings may be called with a minimum of 10 consecutive days notice.

6 Development and Maintenance of Specification Documents (SD)

6.1 Change Management Process (CMP)

The development and maintenance of specification documents (SD) shall meet the requirements of the CMP development stages specified at clauses 6.2 through 6.11. The Specification Committee (SC) Secretary shall complete the SD Version Log, Appendix C, at each stage of the development of the SD.

Note: Refer to the following informative appendices:

• Appendix D - Flowchart of Specification Document (SD) Development and Maintenance Process;
  
• Appendix E - List of Candidate Documents for Application of the CMP; and
  
• Appendix F - Specification Documents Developed and Maintained in Accordance with the CMP

6.2 Drafting Stage – First Draft

• The SC shall develop a First Draft. The SD shall be assigned a version number in accordance with clause 5.5.
• The SC members shall vote to approve the First Draft.
  • Quorum for votes is 1/2 of SC members eligible to cast ballots, as documented in the TOR.
  • If approved by 50% plus 1 of voting members, the document shall advance to the public review and F/P/T consultation stage.
  • If disapproved, the reasons shall be documented and the SD shall be referred back to the SC for revision.
• The SC Secretary shall arrange to have the approved First Draft translated into the other official language.

6.3 Public Review Stage and F/P/T Consultation – First Draft

• The SC Secretary shall upload the First Draft to specification webpage for a minimum 30 consecutive days, or longer if specified in the TOR.
  • Notification of public review of the SD shall be in an email to individuals registered to receive updates to the SD as part of a CEMCS web service. A comment form shall be provided.
  • Where a proposed change to the SD is specific to a province/territory (e.g. location code), that province's/territory's designated official shall be directly notified about the public review notification.
• The SC Secretary shall receive and review the comments and proposed changes and shall prepare a Summary of Comments Report for the SC review and consideration.
• The SC Secretary may address and respond to comments that would not require the SC to review and consider. These comments and the SC Secretary's response shall be recorded in the Summary of Comments Report.

6.4 Drafting Stage – Second Draft

• The SC shall review all comments and proposed changes to the First Draft, and shall vote on how the comments will be disposed. The SC Secretary shall record one of the following decisions in a Summary of Comments Report for each comment received:
  • Approve
  • Approve in principle
  • Disapprove with rationale
  • Defer proposed changes
• The SC shall review any comments and proposed changes deferred and determine a plan of action with a timeline.
• The SC shall develop a Second Draft. The SD shall be assigned a version number in accordance with clause 5.5.
• The SC members shall vote to approve the Second Draft
• If approved, the document shall advance to the public review and P/T consultation stage.
• If disapproved, the rationale shall be documented and the SD shall be referred back to the SC for revision.
• The SC Secretary shall arrange to have the Second Draft translated into the other official language.

6.5 Public Review Stage and Provincial/Territorial Consultation – Second Draft

• The SC Secretary shall upload the Second Draft to the specification webpage for a minimum of 15 consecutive days or longer if specified in the TOR, clearly indicating that no new requirements shall be allowed.
• Notification of specification shall be in an email to any individual registered to receive updates to the SD as part of a web service.
• Where a proposed specification change has repercussions specific to a province/territory (Ex. Location code), that province's/territory's designated official shall be directly notified about the public review notification.
• The SC Secretary shall receive and review the comments and proposed changes.
• The SC Secretary may address and respond to comments that would not require the SC to review and consider. These comments and the SC Secretary's response shall be recorded in the Summary of Comments Report.

6.6 Drafting Stage – Final Draft

• The SC shall review all comments and proposed changes and shall vote on how the comments will be disposed. The SC Secretary shall record the decisions in a Summary of Comments Report.
  • Approve
  • Approve in principle
  • Disapprove with reason
  • Defer proposed changes
• The SC shall review any comments and proposed changes deferred in order to determine a plan of action with a timeline.
• The SC shall develop a Final Draft.
• The SC members shall vote to approve the Final Draft
  • If approved, the SD shall advance to the process review stage.
  • If disapproved, the rationale shall be documented and the document shall be referred back to the SC for revision.
• The SC Secretary shall arrange to have the Final Draft translated into the other official language.

6.7 Process Review Stage

• The SC Secretary shall provide the F/P/T IWG, via the PS IDO, with evidence that the process was followed (See Appendix C). The PS IDO will recommend to the F/P/T IWG acceptance or rejection of the SD based upon compliance with the CMP.
• Once notified by the PS IDO, the F/P/T IWG shall have a minimum 30 days to review the recommendation, the specification document, and supporting evidence of compliance with the CMP (upon request), and may only hold up the process with cause. e.g. Failure to have followed the process.
  • If accepted by the F/P/T IWG, documents with major changes shall be advanced to F/P/T Senior Officials Responsible for Emergency Management (SOREM) for publication approval.
  • If accepted by the F/P/T IWG, documents with minor changes shall be considered approved.
  • If rejected, the F/P/T IWG must identify any CMP shortcomings that must be addressed prior to advancement to SOREM for publication approval.
• The PS IDO shall advise the SC Secretary of the decisions made by the F/P/T IWG and SOREM, as stipulated at clause 6.7.2.

6.8 Publication Stage

• The SC Secretary shall publish the SD.
• The SC Secretary shall provide a copy to the PS IDO and the F/P/T IWG.

6.9 Process for Errata

• The SC shall develop proposed errata to an SD.
• The SC members shall vote to approve the proposed errata.
  • If approved, the document shall advance to the process review stage stipulated at clause 6.9.5.
  • If disapproved, the rationale shall be documented and the document shall be referred back to the SC for revision.
• The SC Secretary shall arrange to have the errata translated into the other official language.
• The SC Secretary shall provide the F/P/T IWG, via the PS IDO with evidence that the process was followed (See Appendix C).
• Once notified by the PS IDO, the F/P/T IWG shall have a minimum 30 days to review the recommendation, the errata, and the supporting documentation of compliance with the CMP (upon request), and may only hold up the process only with cause. e.g. Failure to have followed the process.
  • If accepted by the F/P/T IWG, the document shall advance to the notification and publication stages stipulated at clause 6.9.6 through 6.9.8.
  • If rejected by the F/P/T IWG, the F/P/T IWG must identify any CMP shortcomings that must be addressed prior to publication.
• The PS IDO shall advise the SC Secretary of the decision made by the F/P/T IWG as stipulated at clause 6.9.5.
• The SC Secretary shall publish the errata.
• The SC Secretary shall provide a copy to the PS IDO and the F/P/T IWG.

Appendix A: Acronym Table & Terms used in CMP

Appendix B: Sample Terms of Reference

Canadian Emergency Management Communications Specifications (CEMCS) Specification Committee (SC)

Introduction

Recognizing the importance of emergency communications to the safety and security of Canadians, the Senior Officials Responsible for Emergency Management (SOREM) Federal, Provincial and Territorial Interoperability Working Group (F/P/T IWG), is establishing the Specification Committee [SC]. The aim of the [SC] will be to develop [or revise] the specification document [SD] in accordance with the Change Management Process (CMP) for Canadian Emergency Management Communications Specifications (CEMCS) document under the oversight of the F/P/T IWG.

Roles and Responsibilities

Specification Committee (SC) Chair

• Shall be appointed by the F/P/T IWG.
• Should have moderate to high level of subject matter expertise
• Should have moderate to high level committee management experience
• Will govern SC meetings to the CMP requirements as specified in the CMP for CEMCS document, and any additional requirements stipulated by these TOR;
• Will report to the F/P/T IWG regarding SC activities as required and defined by these TOR;
• Will represent the SC to the F/P/T IWG;
• Will seek SC consensus;
• Will seek to resolve issues between SC members as they relate to SC activities;
• Will strive to uphold the integrity of the SD, the CMP, the F/P/T IWG, the PS IDO, the SC and its members; and
• Will support the maintenance of the CMP for CEMCS document.
  • When necessary, render process decisions required to fill any shortcomings not addressed by this CMP, and ensure they are captured in the minutes and brought to the attention of PS-IDO for further consideration in the next CMP revision.

Specification Committee (SC) Vice Chair

• Shall be appointed by the F/P/T IWG.
• Should have moderate to high level of subject matter expertise.
• Should have moderate to high level committee management experience
• Will serve as SC Chair on an interim basis at the request of the SC Chair or F/P/T IWG; and
• Will serve as SC Secretary on an interim basis at the request of the SC Chair or F/P/T IWG.

Specification Committee (SC) Secretary

• The SC Secretary shall be appointed by the F/P/T IWG.
• Should have strong administrative skills;
• Should have strong communication skills;
• Should be capable of working with the communications and collaboration tools used by the SC;
• Will schedule and arrange SC meetings and provide timely notices for SC members and the PS IDO;
• Will prepare draft SC meeting minutes and distribute to the SC members for approval;
• Will maintain the SC membership roster;
• Will maintain the SC membership records in accordance with this TOR;
• Will arrange for the translations of working materials as requested by the SC;
• Will serve as Acting Vice-Chair in the absence of the Chair and Vice-Chair; and
• Will respond on behalf of the SC to queries from the community.

Specification Committee (SC) Members

• SC Members shall be appointed by the F/P/T IWG.
• Shall support the SC objectives as defined in these TOR and the CMP for CEMCS document as stipulated in its introduction;
• Shall advise the SC Secretary of changes to contact information and changes in the organization's representation where representation is designated to an organization rather than a person;
• Will participate in at least three of the past five SC meetings to retain voting status;
• Will strive to uphold the integrity of the SD, the CMP, the F/P/T IWG, the PS IDO, and the SC;
• Should stay current in the activities of the SC;
• Should provide notice of non-particiaption in meetings;
• Should participate fully in SC meetings; and
• Should review and return comments regarding SC efforts and documents as requested by the SC Chair.

Membership in this SC is subject to the support of the SC Chair and/or the F/P/T IWG in accordance with these TOR. Notice of loss of membership privileges shall be sent by email and takes effect immediately.
Specification Committee (SC) Observers

• The F/P/T IWG and SC Chair may grant observer status (non-voting) to a person and/or organization for one or more meetings to:
  • New applicants who have not been granted SC member status;
  • Former SC voting members who have not met the participation requirements stated above; and
  • Others interested with the approval of the SC Chair or Vice Chair.
• Observers may:
  • Participate in SC discussions if invited by an SC member and permitted by the SC Chair; and
  • Provide support to SC members when called upon and permitted by the SC Chair.
• Observers shall:
  • Support the SC objectives and the CMP for CEMCS document as stipulated in its introduction; and
  • Not vote nor participate in decisions of the SC.

F/P/T IWG Oversight
The F/P/T IWG shall have the authority to make decisions that:

• Establish and support the SC in accordance with the duties of the F/P/T IWG defined herein;
• Wind down and disband the SC;
• Identify and approve the SC's mandate;
• Appoint the SC Chair, Vice-Chair and Secretary; and
• Ensure that the CMP for CEMCS document has been followed prior to the publication of the SD.

Consultation Process

The SD shall contain a provision for comments which clearly states the intellectual property considerations associated with the submission of comments and contributions to the SD.

The SD's website URL shall also be included within these TOR (See Deliverables).

Deliverables

In consultation with private sectors, provincial and territorial stakeholders, the [SC] shall develop, maintain, and publish the [SD] in accordance with the CMP for CEMCS document. The draft and final versions of the SD shall be published to the SD's website [website URL] and stakeholders shall be contacted as stipulated in section 6.8 of the CMP for CEMCS document.

Renewal/Effective Date

These TOR may be amended from time to time by mutual written consent of the F/P/T IWG and the SC Chair.

These TOR shall become effective on the [effective date].

Appendix C: Specification Document (SD) Version Log

Note: Insert additional rows as necessary.

Appendix D: Flowchart of Specification Document (SD) Development

Image Description

This flowchart provides an overview of the process for publication of major versions of SDs (e.g. CAP-CP Rules 1.0, 2.0). The process for minor versions and errata (e.g. CAP-CP Rules 1.1, 1.2) will differ from the above in that the ultimate approval body for publishing will be the F/P/T IWG.

Appendix E: Candidate Specification Documents for application of the CMP

The following documents have been identified as candidates for use of this CMP:

E.1 Canadian Profile of the Common Alerting Protocol (CAP-CP)

E.1.1 Canadian Emergency Management Event References
(referred to as the CAP-CP Event References)
Description
The managed list of event types and codes used with the CAP-CP and other emergency management communications specifications.

E.1.2 Canadian Emergency Management Location References
(referred to as the CAP-CP Location References)
Description
The managed list of location codes to be used to the CAP-CP and other emergency management communications specifications.

E.1.3 Canadian Profile of the Common Alerting Protocol (CAP-CP)
Implementation Rules (referred to as the CAP-CP Introduction and Rule Set)
Description
The Canadian requirements and constraints associated with the use of the Common Alerting Protocol in Canada.

E.1.4 Canadian Profile of the Common Alerting Protocol (CAP-CP)
Translation Table
Description
The managed list of translations for standard CAP-CP element values and definitions.

E.1.5 Source
The above referenced documents may be obtained from the Canadian Profile of the Common Alerting Protocol.

Appendix F: Specification Documents developed and maintained in accordance with the CMP

The following documents have been developed and are maintained in accordance with the CMP

Date modified:

2022-08-09