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(Excerpt) Report to the Task Team on Continuous Improvement
Jack Hayes and Geoff Love
DRAFT
Continuous Improvement of the Documents Task 3(a)
Improvement of the WMOs technical documents does not, and cannot start with documents for EC 64. The documents for EC 64 are built up through a process starting with the outputs from meetings of Task Teams, Open Programme Groups and other working mechanisms of the RAs and TCs (probably largely from the TCs) and EC WGs. The documents from these basic working mechanisms must contain four vital ingredients if the documents that go to the Executive Council are to be improved:
An assessment of requirements to achieve the Organizations Expected Results;
An indication of priorities based on expected outcomes;
Decisions that need to be taken to move the Organization forward; and,
Details of implementation activities already undertaken and their outcomes.
If the documents from the working mechanisms are largely discussion of issues, then unfortunately what we will continue to see coming to EC is a consolidation of these discussions as proposed draft text.
It is recognized that many of the decisions/recommendations of the working mechanisms are at a level of detail greater than the EC needs to consider. As the RAs and TCs seek to consolidate groups of detailed decisions into higher level issues for decision by EC as they will need to use the generic nature of the Expected Results to set them in a context for prioritization.
Furthermore, where the report of a meeting of a technical working mechanism is relevant to a decision to be taken that report should referenced (including a link to the document on the web), thus avoiding at best summarizing of the report in the EC document (and at worst cutting and pasting slabs of text from the report into the draft text for inclusion in the Report of EC).
It is proposed here that EC technical documents be built along the following lines:
The cover page give the usual document information in the header (Meeting title, date of preparation, language etc;
The box on the Cover Page to have three pieces of information;
The priorities related to the Expected Result (prepared by the relevant EC WGs);
The Financial Implications of the Decisions/Actions
A summary of the Decisions/Actions required
The box on the second page to list the contents of the remainder of the document;
Appendix A to be the Draft Text for Inclusion prepared using the following criterion:
- The draft text must lead to a decision, implementation action, request for a new action by the Secretary-General, or Adoption of a Resolution. [Application of this criterion to Doc 4.2 from EC 62 reduced the word count of the draft text from 5224 to 1200 and the paragraph count from 51 to 12]
After the Draft Resolutions would come any Annexes to Paragraphs
The last Appendix to the document would be a PROGRESS/ACTIVITY Report containing more of the descriptive material currently found in the draft text [We would need to set a page limit / word limit on this].
Finally it is proposed that the WMO Presidents Report and the Secretary-Generals Report for EC be used to carry the more important descriptive material (in a condensed form) that currently is found throughout the Draft Text for Inclusion. At TC and RA sessions the presidents report could highlight the work of the Association/Commission and point to preferred future directions with the technical areas confined to seeking decisions on the priorities and implementation decisions and actions.
Conclusions
In this Discussion Paper the issue of aligning the WMOs working mechanisms with the documentation so that RAs asses requirements and monitor implementation against these. TCs implement against the requirements endorsed by EC and EC WGs provide a global balancing of the requirements provided by the RAs. Finally the EC WG SOP maintains an overview of the ERs and advises Congress on refinements needed based upon experience in the inter-sessional period.
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