Task #2164

Procedure for selecting persons to participate in temporary sub-groups

Added by Michael Lutz over 6 years ago. Updated over 5 years ago.

Status:ClosedStart date:12 Jun 2014
Priority:NormalDue date:
Assignee:Michael Lutz% Done:

0%

Category:-
Proposed change or action:

Description

Clarify detailed procedure for selecting persons to participate in temporary sub-groups and publish it on the INSPIRE & MIG web sites.

ToR_MIG_temp_sub-group_template.docx - Template for MIG temporary sub-groups ToR (105 KB) Michael Lutz, 30 Jul 2014 06:31 pm

ToR_MIG_temp_sub-group_template_LBT.doc (106 KB) Marc Leobet, 05 Aug 2014 04:44 pm

ToR_MIG_temp_sub-group_template_v2.docx - v2 of the ToR template for MIG temporary sub-groups (106 KB) Michael Lutz, 03 Sep 2014 12:35 pm

ToR_MIG_temp_sub-group_template_v3.docx - ToR for temporary MIG sub-groups updated after 2014 London MIG-T meeting (107 KB) Michael Lutz, 13 Oct 2014 04:47 pm

History

#1 Updated by Michael Lutz over 6 years ago

Here's a proposal for the workflow:

  1. Draft terms of reference (ToR) for a MIG sub-group to address one or several of the issues in the MIWP [MIG representative(s)]
  2. Review and comment on ToR [MIG]
  3. Endorse ToR (meeting or electronic vote) [MIG]
  4. Publish call for participation [MIG]
  5. Apply for participation / nominate experts [experts / MIG representatives]
  6. Select experts (if appropriate) [MIG]
  7. Kick-off work [MIG temporary sub-group]
Open issues:
  • Can anyone propose to set up a MIG sub-group? Do we need a decision from the MIG to start this process?
  • Do we need to actively vote/approve the ToR?
  • Will nomination from MIG representatives and application of experts be in parallel? Or does this depend case-by-case?
  • How to organise selection of experts?
  • How to determine the lead of a sub-group?

#2 Updated by Michael Lutz over 6 years ago

On the open questions, the following was agreed at the MIG meeting on 2014-06-17:
  • A sub-group can only be set up by one of the permanent MIG sub-groups.
  • The terms of reference for a sub-group are adopted by consensus, i.e. all submitted comments should be considered. If there are no further comments, the ToR can be considered adopted.
  • The method and criteria for the selection of sub-group members (e.g. nomination by MIG representatives, appliction of experts from the PoE, or a combination of both) should be defined in the ToR. The ToR should also define criteria for the exclusion of members (e.g. conflict of interest, maximum group size).
  • The sub-group lead should be a MIG representative or someone nominated by the MIG.
  • It is important to have at least on MIG representative in the sub-group in order to ensure that the MIG stays informed.
  • Requirements for funding of certain activities of the sub-group (e.g. the development of the dashboard for MIWP-16) as well as possible sources of funding should be clearly stated in the ToR.

JRC/EEA have an action to prepare a template for ToR for sub-groups that takes these points into account.

#3 Updated by Michael Lutz about 6 years ago

As discussed, please find a draft for a ToR document for MIG temporary sub-groups attached. Comments and suggestions are welcome, in particular on the funding part, but also suggestions for things that are missing.

#4 Updated by Marc Leobet about 6 years ago

Please find here my proposals. The first is related to the rolling aspect of the work programme and the necessity to note if the temporary sub-group is part of a endorsed programme ot not yet.

The second is to precise the scope : INSPIRE covers a huge area of feautures and services, and it is always perillous for a project to have fuzzy borders.

#5 Updated by Daniela Hogrebe about 6 years ago

Can we specify the process more precisely and define time-frames for some steps in the process, especially for steps 2, 5 and 6? Actually it was not quite clear to me that the MIG-T should already comment the draft ToR for updating the Metadata ToR. I understood that the draft was reviewed by the group working on the ToR and not yet submitted to the MIG-T. In any case it would be helpful if the editor of the ToR would send an email to MIG-T and ask for comments to start the review in step 2.

#6 Updated by Michael Lutz about 6 years ago

Fair point. Any proposals for timeframes for the different steps in the process are more than welcome.

On the MD ToR, maybe I misunderstood the "delivery" in #2202 as the official submission to the MIG - also because we already discussed the ToR in the Aalborg meeting. If more time than the one week we discussed today is needed for comments, I guess this is also fine.

#7 Updated by Michael Lutz about 6 years ago

Please find attached a new version of the ToR template taking into account Marc's comments.

#8 Updated by Daniela Hogrebe about 6 years ago

Thanks a lot for allowing a bit more time to give feedback to the MD ToR. I would like to involve some stakeholders of our national SDI. If it is feasible we will provide our comments till end of next week (12/09/14).

Michael Lutz wrote:

Fair point. Any proposals for timeframes for the different steps in the process are more than welcome.

On the MD ToR, maybe I misunderstood the "delivery" in #2202 as the official submission to the MIG - also because we already discussed the ToR in the Aalborg meeting. If more time than the one week we discussed today is needed for comments, I guess this is also fine.

#9 Updated by Christina Wasström about 6 years ago

In the ToR it says that "Travel and subsistence expenses incurred by participants in the activities of the temporary sub-group shall be reimbursed by the Commission". I was aware of the travel expenses, but could someone give me an exampla of "subsistence expenses". Thanks.

#10 Updated by Michael Lutz about 6 years ago

"Subsistence expenses" refer to the daily subsistence allowance (I think 92 EUR currently) that we reimburse for meetings (in addition to the flat allowance of 100 EUR for covering hotel costs).

#11 Updated by Michael Lutz about 6 years ago

On 09/09/2014 11:46, wrote:

Michael,

I think I have found a flaw in Article 4 of the new ToR template. I copy the first 2 points to illustrate my point.

1. The members of the temporary sub-group shall be selected by the INSPIRE MIG permanent sub-groups, in agreement with the Commission, from the INSPIRE pool of experts1.
2. The selection shall be based on proposals of experts by the members of the MIG permanent sub-groups.

Reading these 2 lines it implies that MIG-T members can nominate people from the pool of experts but not members of the MIG-T who are not in the Pool of Experts.

This can be remedied in one of 2 ways:
1. Add all MIG-T members to the Pool of Experts or
2. Modify line 1 to read: "The members of the temporary sub-group shall be selected by the INSPIRE MIG permanent sub-groups, in agreement with the Commission, from the INSPIRE pool of experts or from the membership of the MIG-T, or MIG-P."

#12 Updated by Michael Lutz about 6 years ago

Good point. I would prefer your proposal (2), but unfortunately, the sentence "The members of the temporary sub-group shall be selected by the INSPIRE MIG permanent sub-groups, in agreement with the Commission, from the INSPIRE pool of experts." is taken directly from the MIG's ToR, so we would have to amend that as well.

So, in order not to have to change too many documents, maybe your option (1) would be the easier way.

#13 Updated by Michael Lutz about 6 years ago

Please find attached a new version of the template for MIG temporary sub-groups, with the following changes agreed during the London MIG-T meeting:
  • Include MIG-T permanent sub-groups in Art. 4(1) as proposed by Alex (the MIG ToR still need to be updated accordingly)
  • Highlight common boilerplate text in grey.

#14 Updated by Michael Lutz over 5 years ago

  • Description updated (diff)
  • Status changed from Assigned to Closed

Also available in: Atom PDF