Difference between revisions of "Maintenance Process"

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(New page: The purpose of this process step is to actively seek and periodically respond to feedback on use of published documents. It is important to put this into context with other activities tha...)
 
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The purpose of this process step is to actively seek and periodically respond to feedback on use of published documents.  It is important to put this into context with other activities that may seem similar at first: Whereas the review and public comment steps that are part of the Drafting phase focus on the document itself, prior to its use, and the Collect Feedback step as part of the Field Test phase collects feedback on the initial use of the document given that it has been placed into trial implementation, this step is where longer-term, extended use of the document allows for actual assessment of its performance in practice.  That is, over the course of time clinical trials may complete that had been designed with this, and/or other results from field usage may become evident either with the user or supplier base.  As such, comments are solicited periodically for a wide range of the public that may connect with it in some way.
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''<<This is adapted from DICOM.  We can decide if QIBA wants to be as rigorous as a Standard.>>''
  
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A procedure is outlined below listing what is done (by whom).
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Profiles are published with the belief that they are fully adequate for their task.  Despite the best efforts of the Authoring and Modality Committee, documents may contain text that is unclear, incomplete or incorrect.  
  
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'''Change Proposals''' (CPs) are the way stable, published technical documents can be modified. 
  
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Period: 30 days
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Users, vendors or Committee members submit CPs based on experiences implementing, testing or using Profiles.
  
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* Periodically, collect list of people that may have used the document and/or professional societies that may have a particular relationship to the document (secretariat)
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* Finalize comment form that will be used in the survey (secretariat with technical committee)
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A '''Submitted Change Proposal''' has been documented using the latest change proposal template and emailed to a Cochair of the Modality Committee that published the document (or if not known, emailed to the QIBA Secretariat). 
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* Send announcement to mailing lists (secretariat)
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** reminder copy of document that has been placed into field test
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The Change Proposal '''should include''':
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** provide a link to the [[:Media:QIBA_Maintenance_Phase_Feedback_Template-2011.01.doc | QIBA Maintenance Phase Feedback Template]]
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:* a problem description,
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* Email comments to secretariat (Commenters)
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:* a rationale why the change is necessary,
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** commenters include full range of users of the document, e.g., vendors/suppliers, clinical oncologists, imaging scientists, pharma, CRO’s, etc. However, only people who have used document are included.
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:* a proposed solution or approach to the problem,
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** please use the provided comment form
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:* and the parts of the document requested to be changed.
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* Collate all comments into a spreadsheet (secretariat)
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** Summarize range of feedback to the questions into a report for review by the technical committee provided by the secretariat.
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The Modality Committee periodically reviews submitted Change Proposals which are then either assigned or rejected.  
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** Technical Committee decides what changes to make (if any) to the document and whether to refer it to the Modality Committee for re-publication of an updated version, whether to branch the document leaving the current version in place but spawning a derivative, or to retire the document
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* Record resolution in spreadsheet
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** Regardless of recommended status for this document, ensure that the results are made available to related activities
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A '''Rejected Change Proposal''' has been rejected by the Modality Committee and will not be assigned. It is archived with an explanation of the reason for rejection (it is an inappropriate change, it duplicates another CP, it is out of scope, etc.).
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An '''Assigned Change Proposal''' has been accepted by the Modality Committee and assigned to a member of the Authoring Committee for further investigation with the goal to produce adequate clarifications or corrections.
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A '''Cancelled Change Proposal''' has been cancelled by the Modality Committee after being assigned and will not be completed. It is archived with an explanation of the reason for cancellation (investigation/development showed it to be inappropriate, it has been combined with another CP, it has been withdrawn, etc.)
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A '''Completed Change Proposal''' has been reviewed and the editing judged complete by the Authoring Committee. 
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A '''Final Text Change Proposal''' has been approved by the Modality Committee.  It is published and considered effective.  Implementors are expected to implement Final Text Change Proposals as described below.  <<QIBA could just skip Final Text and go straight to publishing the Incorporated Change>>
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An '''Incorporated Change Proposal''' has been folded into an updated version of the Profile.

Revision as of 03:31, 28 January 2011

<<This is adapted from DICOM. We can decide if QIBA wants to be as rigorous as a Standard.>>

Profiles are published with the belief that they are fully adequate for their task. Despite the best efforts of the Authoring and Modality Committee, documents may contain text that is unclear, incomplete or incorrect.

Change Proposals (CPs) are the way stable, published technical documents can be modified.

Users, vendors or Committee members submit CPs based on experiences implementing, testing or using Profiles.


A Submitted Change Proposal has been documented using the latest change proposal template and emailed to a Cochair of the Modality Committee that published the document (or if not known, emailed to the QIBA Secretariat).

The Change Proposal should include:

  • a problem description,
  • a rationale why the change is necessary,
  • a proposed solution or approach to the problem,
  • and the parts of the document requested to be changed.

The Modality Committee periodically reviews submitted Change Proposals which are then either assigned or rejected.


A Rejected Change Proposal has been rejected by the Modality Committee and will not be assigned. It is archived with an explanation of the reason for rejection (it is an inappropriate change, it duplicates another CP, it is out of scope, etc.).

An Assigned Change Proposal has been accepted by the Modality Committee and assigned to a member of the Authoring Committee for further investigation with the goal to produce adequate clarifications or corrections.

A Cancelled Change Proposal has been cancelled by the Modality Committee after being assigned and will not be completed. It is archived with an explanation of the reason for cancellation (investigation/development showed it to be inappropriate, it has been combined with another CP, it has been withdrawn, etc.)

A Completed Change Proposal has been reviewed and the editing judged complete by the Authoring Committee.

A Final Text Change Proposal has been approved by the Modality Committee. It is published and considered effective. Implementors are expected to implement Final Text Change Proposals as described below. <<QIBA could just skip Final Text and go straight to publishing the Incorporated Change>>

An Incorporated Change Proposal has been folded into an updated version of the Profile.

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