Development System (UL CSDS)

Transcription

1 UL Collaborative Standards Development System (UL CSDS) s UL CSDS Basics What is UL CSDS? The UL Collaborative Standards Development System (CSDS) was created to further enhance the maintenance of UL's existing standards and the creation of new ones. This process is accomplished through the distribution of proposals to revise a standard and the collaborative approval process surrounding it, as well as the collaboration around any number of topics. As a participant you may use this site to view information regarding UL standards and meetings, to comment and/or vote on proposals or to propose changes to a standard via a proposal request. How do you participate in UL CSDS? You can participate by submitting Proposal Requests; viewing Meeting Topics and submitting your attendance requests; and commenting on proposals in areas you have access to. Is there a Training Material? Yes. Click on "Training Material" on the Help menu near the top of the screen to view recorded examples of various actions within the system. In addition, there is an STP Info menu available which provides information on UL s Consensus process. Is there Online Help Available? Yes. Click on the "Help" icon on the top right of any screen to access an online version of the Help. Page 1 of 15

2 Where do I find items? The User Home page provides a general overview of the user s account. This screen is the first to appear following the user successfully logging in. Within the User Home the default tab is for the Work Areas. You may navigate to three other areas using the tabs across the top of the screen: Below the tabs in the User Home there is a Filter area. The Filter options are dependent on your CSDS user role. The Filter may be hidden by clicking on the Hide Filter button. It can then be restored by clicking on the Show Filter button. In addition, each time a Work Area or Meeting Area is opened, you will receive an notification containing a link that will take you directly to the referenced Work Area or Meeting Area once you are logged into CSDS. Also on the User Home page is a Calendar feature displaying items such as meeting and ballot/comment due dates. The calendar defaults to a month view, but can be changed to a weekly view, by selecting week view. Page 2 of 15

3 Login 1. Click Login to begin. 2. Enter your Username and Password. Click the Login button. Tip: For Standards Technical Panel Members, Technical Harmonization Committee Members, and Subscribers (both paid and complimentary) the address and password are the ones provided to you in the CSDS Welcome . Page 3 of 15

4 Proposal Requests How do I submit a proposed change to a UL Standard? 1. From the Proposals Menu, click Submit Proposal Request to begin the process of submitting your Proposal Request to UL. This action may be performed from any screen within the system. When selected from the User Home page, more information will be required on the part of the Proposal Submitter. Tip: This action may also be performed from within the desired standard Proposal Request Area, by also clicking Submit Proposal Request. When selected from a specific Proposal Request Area, the Standard number will default to the Standard that you are currently located in. A blank Proposal Request Form will open. Tip: Click sample proposal to view a correctly completed Proposal Request. 2. Fill in Standard and Subject of Proposal Information. Enter the Subject of Proposal. This subject should be text, which easily identifies the nature and/or contents of the proposal you are submitting. This field allows 600 characters. The Requested By field automatically defaults to your name, as the logged in user. This cannot be changed. By clicking on your name, you may view a summary, known as your User Profile. Enter the Standard, by selecting the magnifying glass, if a standard number was not automatically generated for you. Tip: Fields marked with an (*) are required. 3. Enter the Rationale. This field should contain the rationale for your proposal. A good rationale includes the reasons for (the Why, such as a statement of the problem) and the objective of the proposed change. Tip: You may copy and paste from another word processing source, such as Microsoft Word, however, the formatting may not copy. If a table is copied and pasted the format may not be maintained. However, if you attach a file using the supporting document feature, all formatting should be maintained. Page 4 of 15

5 4. Enter the Proposal Text. This field should contain the exact text of your proposal. Include the specific section or paragraph that you are proposing to change, if appropriate. The field is formatted to aid in the proper formatting of the text of the proposals, and includes buttons within the field. Tip: You may copy and paste from another word processing source, such as Microsoft Word, however, the formatting may not copy. 5. Attach any Supporting Documentation. This allows you to attach files to use as support for, or in conjunction with, your Proposal Request. This is optional. To attach a file, select Add File. An area will appear which will allow you to either type the file name and location of the supporting file, or browse via a Browse button, enabling you to search for the desired file. A box will also appear to allow you to enter a brief Document Description. Tip: When attaching a supporting document, a list of valid file types appears. Only these valid file types will be accepted as attachments to your Proposal Request Form. Once the file has been located, and the description entered, select Upload to attach the document to your Proposal Request form, or Cancel to cancel the action. Tip: If you receive the following error: Contact Deborah.R.Prince@us.ul.com, providing the standard # you want to submit a proposal to. 6. Click the Save as Draft, Submit, or Cancel button. Save as Draft Page 5 of 15

6 If you are not yet ready to submit your completed Proposal Request Form, and wish to save it in draft form so you can return to it later, you may click the Save as Draft button at the bottom or top of your Proposal Request Form. A Proposal Request must have the Standard and Subject of Proposal fields completed in order to be saved as a draft. Once selected, you will see the Proposal Request Form as you have completed it, with one new field added. Below the Standard field, there will appear a Requested Status field. If you have saved the Proposal Request Form as a draft, the word Draft will appear in this field. The top of the form will say, "The Proposal Request was successfully submitted". That only means it is submitted into the CSDS system but is still in the "Draft" form and must be submitted using the "Submit" button before it is actually sent to the Project Manager for the Standard. Tip: Click on Draft to open a description of all the possible proposal statuses. Tip: Once you have saved your document as a draft, you are now free to navigate within the system, and may return to your draft proposal at any time. To retrieve a Proposal Request that you have saved as a Draft, from the User Home page, select the Proposal Requests tab. A list of available UL Standards will appear. Select the standard for which you have drafted your proposal, and a list of all your proposals for this standard should appear, indicating the subject, the related parent PR number, the status (in this case it would be Draft), the date you were last in the Proposal Request, and your name in the Created By field. Tip: If you have created multiple proposals, this table can be sorted clicking the headings of any of the columns. Click once for ascending, and twice for descending order. Using the Filter box at the top, it s also possible to view proposals only of a certain status, or to search for a particular proposal by its date. Page 6 of 15

7 To filter by Status, select the status from the drop down menu, and only Proposal Requests of the selected status will appear. You may also use the calendar feature to enter a start date and an end date, to search for Proposal Requests over a selected time frame. Select the Refresh button to enter your Filter options and refresh the screen. Select the Reset button to clear your previous selections. Tip: Dragging your cursor over the desired Proposal Request will highlight it, allowing you to click on the subject to open the document. Once selected and opened, to begin working on the document, you must first click on the Edit button at either the top or bottom of the Proposal Request Form. This will unlock the document, allowing you to add text, or modify what has already been entered. Once complete, you have the same options as when you first created the document. You may once again select Save as Draft, or you may choose Submit, Delete, or Cancel. Submit Click the Submit button to send the Proposal Request to UL for processing. Once submitted, a Proposal Request may no longer be revised by the Proposal Submitter. You can once again view your submitted proposal the same way you would access a draft proposal, through the Proposal Requests tab on your User Home, then selecting the corresponding standard to view a list of your proposals. Tip: Once submitted, the status of your proposal changes. This status will be indicated on the proposal, and when the status is clicked on, a box will open explaining, in detail, the definition of the status terminology. After a Proposal Request is submitted, when you open this submitted proposal, there is no longer an option to Edit the proposal. Instead you now simply may view your submitted proposal, and have the option to select the button at the top or bottom of the form labeled Withdraw Proposal Request. Cancel Select the Cancel button to cancel the current updates you have made to the document and return you to the saved draft as it appeared when it was first saved. A Proposal Request must have the Standard Number and Subject fields completed in order to be saved as a draft. Page 7 of 15

8 Do I have to use UL CSDS to submit a proposal? Yes, you must use UL CSDS to submit any proposed change to a UL standard. How long are draft Proposal Requests held in the system? A draft will be deleted only if it is inactive in the system for 30 days. Do I see all Requests for Proposals submitted to UL? No, you only see those Proposal Requests that you submit. In addition, you will see other individuals proposals when they are put into a Proposal Review Work Area, at which time you will be able to comment and vote, if appropriate. What are the Proposal Request status terms? Accepted - A Proposal Request that has been determined to be fully developed, with a Rationale and proposal in legislative text, and submitted for the correct standard is identified as "Accepted" for inclusion in the next Proposal Review Work Area. This can be changed to the following statuses: Processed, Forward To Task Group, and Returned. In addition, at this status, the PR can be copied (by the owner) or withdrawn (by the Proposal Submitter). Copied - This function can be used by the owner to create a PR with the status of New in a different Proposal Request Area when the same PR applies to more than one standard. This function can be used from the following statuses: New, Pending, Accepted, Processed, Forwarded to Task Group, and Noted for Editorial Revision. Draft - A Proposal Request that is able to be edited by the Proposal Submitter, and has not yet been formally submitted. A Proposal Request can be returned as a draft or saved as a draft (a work in progress to be submitted later). If a Proposal Request remains in draft form on the system for 30 days, it will be deleted automatically. Using the Submit function changes the status to New. Forwarded to Task Group - The Proposal Request Area Owner or Proposal Request Area Host has the option of forwarding the Proposal Request to a task group if it is determined that the Proposal Request is not fully developed, but the concept is supported. However, in order to set the status to Forward, a Task Group Work Area must already be established. This can be changed to the following statuses: Pending, Accepted, Processed, Noted for Editorial Revision, and Moved. In addition, at this status, the PR can be copied (by the owner). Moved - The Proposal Submitter identifies which standard the Proposal Request applies to when the Proposal Request is prepared. In some cases, the Proposal Submitter may identify the wrong standard number on the Proposal Request. The Proposal Request is moved to another standard's Proposal Request Area and marked with a status of "Moved" in the original Proposal Request Area. Once moved, a new PR is created with the status of New in the other Proposal Request Area. The original PR cannot be acted on. New - A Proposal Request that has been formally submitted and stored in the Proposal Request Area. This can be changed to the following statuses: Returned, Pending, Accepted, Processed, Noted for Editorial Revision, Forward to Task Group, and Moved. In addition, at this status, the PR can be copied (by the owner) or withdrawn (by the Proposal Submitter). Noted for Editorial Revision - This status is selected when a Proposal Request is received for an editorial change that does not require balloting. UL staff may refer to the Editorial versus Substantive Comment document for guidance on how to make this determination. The change may be included with other balloted proposals or processed as separate revisions without proposal. Once the status has been set to "Noted for Editorial Revision" it can only be copied (by the owner). Pending - A Proposal Request can be "Pending" for various reasons including when it relates to a harmonized standard and the proposal is required to be approved by the THC or when the proposal is to be Page 8 of 15

9 discussed as part of a meeting. This can be changed to the following statuses: Returned, Accepted, Processed, Forward To Task Group, Noted for Editorial Revision, and Moved. In addition, at this status, the PR can be copied (by the owner). Processed - Work is being started to include the Proposal Request in a proposal for the standard, whether for ballot or preliminary review. Once the status has been set to Processed, it can only be copied (by the owner). Returned - The Proposal Request has been reviewed by the Proposal Request Area Owner or Proposal Request Area Host and returned to the Proposal Submitter for one of several reasons. The most likely reason for returning the Proposal Request is that it is not fully developed, however, the Proposal Request Area Owner or Proposal Request Area Host can also enter other reasons for returning the Proposal Request. Once returned, a new PR is created with the status Draft. The original PR cannot be acted on. Withdrawn - The Proposal Submitter has indicated that the Proposal Request is no longer necessary. Once the status has been set to withdrawn, the PR cannot be acted on. Meeting Areas What types of Meeting Areas are there? Industry This Meeting Area would be used UL to discuss certification issues or other industry specific issues. UL would also use this area for Meetings on standards that are not covered by an STP. STP This Meeting Area is used for STP Meetings. THC This Meeting Area will be used by the THC. The THC must first be in UL s MAL system to set-up a THC Meeting Area. Task Group This Meeting Area is for STP Task Groups as well as any other group that does not fall into the categories above. To set-up a Task Group Meeting Area, there must be a Task Group Work Area set-up first. How do I Request to Attend an STP Meeting? From the STP Info menu, select the Meetings. This will display the Meetings Available list. Click on a meeting from the list of available meetings to view the Public Announcement. Page 9 of 15

10 Click Submit Request. This will direct you to the Public Request to Attend table. You will then be asked to login to the system, if you have not already done so. Fill in required fields. Enter reason for attending meeting. Click the Update button to submit the request or the Cancel button to cancel the request. Tip: Fields marked with (*) are required. Tip: Name will default to current user. Page 10 of 15

11 Tip: You request will be reviewed and an will be sent to you if you are accepted to this meeting. Where will I find the Meeting Agenda? You will get a CSDS announcement when the Meeting Agenda is posted in the Meeting Area. Once posted the Meeting Agendas will be able to be viewed from the Quick View menu on in the Meeting Area home. How do I let the Meeting Owner know I will be attending a Meeting that I was invited to? All individuals invited to the meeting should complete a response form. To access this form, the invitee will be provided with a link to the Meeting Area in the generated by the publication of the Meeting Announcement. Once in the Meeting Area, select My Attendance from the Meeting Area. Work Areas What are the Work Area Types? Proposal Review - This work area allows users to review, vote (if applicable), comment, and post responses to comments on proposals to UL Standards. Re-circulation - This work area is used to re-circulate proposals and/or responses to comments. Comment Resolution - This work area is used for collaborating on draft responses or draft proposals that are a result of comments from a Proposal Review or Re-Circulation Work Area. Page 11 of 15

12 THC - This area is used for Technical Harmonization Committees to review materials, comment and respond to comments. General - This area is used for all other collaborations. This may include but is not limited to code change, effective dates, guide card change, IEC groups, Interoffice review, SIs, TAGs, Task Group review, UL's review of another organizations standards, and US National Committees. How do I comment on Proposals? 1. From the User Home select the Work Areas tab to view your available Work Areas. 2. Select the Work Area by clicking on the Name of the desired Work Area. Selecting the desired Work Area will take you to the Work Area Home, and will display the Summary of Topics for the document posted. 3. View each topic within the Summary of Topics by moving your mouse over the desired topic. Once highlighted, click on the topic you wish to open. 4. Within the topic, comments may be submitted at any level. The document tree on the left side of the screen lists specific portions of the proposal topic in which comments may be made. A comment may be submitted for the entire topic you are viewing on-screen by selecting the topic in the document tree. However, if your comment is specific, and pertains to a single paragraph, table or figure, a comment may be submitted at that level as well by selecting the appropriate portion of the proposal topic. Each topic title, as well as each paragraph number, table number and figure number includes an Add Comment button in the proposal, to add a comment select this button. Page 12 of 15

13 6. Selecting Add Comment will open an additional screen, which will allow you to submit your comment. Atop the comment box will appear the topic title, or paragraph number, table number or figure number you have selected to comment on. Enter Subject, which should include text summarizing the nature of your comment. Enter in the Comment field the comment which you wish to make on the proposal. Enter in the Suggested Changes to the Proposal field changes that you suggest be made to the proposal to address the concerns raised by your comment. This box is formatted to allow you the tools to submit the text of your comment in the properly formatted style. If you have selected to comment on a particular paragraph, etc., notice the link atop this box allowing you to pull in the complete text of the paragraph so you can edit your changes without having to retype the original text. Tip: Besides using the click "here" function stated above to copy in text to the comment box, you may also use the Copy / Paste function using Ctrl-C and Ctrl-V. Upload Support Document if necessary by clicking the Add File button near the bottom of the comment form. At the bottom and top of the comment form are buttons to: Submit to complete submittal of your comment, Save As Draft to save your comment for future editing, or Close to cancel the submission of the comment. Page 13 of 15

14 Page 14 of 15

15 Bottom of Comment Form: 7. Once submitted, the comment remains open. Added atop the comment you will now see in addition to the topic title, or paragraph, table or figure number, the Author of the comment, and the date and time the comment was posted. 8. New options will appear at the bottom and top of your submitted comment, however if you have just submitted this comment (Reply, Supersede, Withdraw, Close), you will most likely choose to select Close to complete the process of submitting your comment. You will be directed to the proposal review you were originally reviewing. You may continue to comment on additional paragraphs, tables and figures, or return to the Work Area Home. Tip: The Comment Period closes at 11:59PM Central Standard Time in the U.S on the comment close date. Can I add a comment from the Comment Tree View? Yes. Upon selecting Add/View Comments from your Work Area, you will see a list of topics in the left pane. By selecting a topic you may Add Comment. Page 15 of 15