Version 2 (March 2012)
Source: Resolution BT 11/2004
This document describes the different interfaces between TC Secretariats and the CEN-CENELEC Management Centre (CCMC) in order to ensure the efficiency and transparency of the CEN System.
Good communication is essential for the efficiency of the CEN System.
The use of simple and effective communication tools saves time and efforts and enables to prevent errors in the treatment of requests, documents, etc ...
The Technical Committee Secretary should communicate with the CEN-CENELEC Management Centre through the ways described below (see clause 3), according to the type of document or information.
3.1 The sending of (draft) European Standards (ENs), Technical Specifications (CEN/TSs) or Technical Reports (CEN/TRs) shall be made via E-Trans according to the GD - CEN-CENELEC Translation Procedure, by the TC (or TC/SC) Secretary, at their various stages of production:
- draft first working documents;
- draft documents for submission to enquiry;
- FprENs for submission to formal vote or Unique Acceptance Procedure (UAP);
- FprCEN/TSs and/or FprCEN/TRs for submission to TC Approval
- ENs, CEN/TSs and/or CEN/TRs for publication.
3.2 Within the fixed deadlines of distribution, the TC and SC Secretaries should systematically communicate to CCMC, the following documents:
- Agendas of CEN TC and SC meetings, two months before the meeting;
- All CEN TC and SC decisions, at the latest two weeks after they are agreed. The decisions can be taken during a meeting or by correspondence and can relate to delegated decisions to TCs and/or other TC or SC type of decisions;
- When a decision is not self-standing (i.e. where supporting documentation is referred to in the decision), the additional information that CCMC needs to act on the decision should always be added to the decision. The checklists as given in the process for 'Delegated decisions' should also always be used;
- Minutes of CEN TC and SC meetings, at the latest four weeks after the meeting;
- Deliverables under Order Voucher, but not registered as CEN work item, when they are ready to be communicated and invoiced to the EC and to the secretariat of EFTA (Project teams reports, study reports, ...).
This communication shall be made by sending systematically the above-listed documents, as soon as available, as electronic files attached to an e-mail to the following address: firstname.lastname@example.org
NOTE: the content of the files shall of course be clearly identified.
3.3 In accordance with the guidance document 'Establishing the Business Plan of a Technical Committee', the TC Secretary sends the CEN/TC business plan, attached to an e-mail to the following address: email@example.com .
3.4 CCMC Programme Managers
Programme Managers are an important link between CCMC and CEN Technical Committees, Subcommittees and Working Groups for all issues of a technical nature, issues relating to Sectors, to EC directives and mandates, issues involving CENELEC/ETSI/ISO, … They contribute to the ongoing improvement in efficiency and effectiveness of the standards making process.
In such cases and for specific areas and/or for a defined period of time, CCMC may be more involved in the work of a particular CEN/TC, SC or Working Group (WG). There will then be a direct contact between the relevant Programme Manager appointed by CCMC and the CEN/TC Secretary.
Irrespective of these contacts between the CEN/TC Secretary and the relevant Programme Manager, the contact details given in clauses 3.1 to 3.3 always apply for the specific submissions referred to.