PERMANENT Rulemaking

P

Rule proposal complexity (1=Minimal, 2= Moderate, 3=Complex)

1

Advisory Committee - not involved

N

i

1/0/00

1/0/00

Fees - not involved

N

0

1/0/00

1/0/00

-blank-

Y

i

0

-blank-

30

1/0/00

State Implementation Plan (AQ rules)

Y

0

EPA - submit SIP Development Plan 6 months before comment period opens

12/18/14

EPA - submit at least 90 days before submittig notice to SOS

0

3/16/15

Public Notice

Y

Adj

3/20/15

7/20/15

Due to DavidC - approval to submit Notice Packet to Rule Publication

10

4/7/15

4/17/15

Due to Rule Publication (RGLead) - final edits and validations

14

4/29/15

5/13/15

Due to WendyW for input and approval to publish Notice Packet

5

5/27/15

6/1/15

SOS - submit on workday no later than 15th of month BEFORE Bulletin

6/15/15

SOS - Oregon Bulletin always publishes on the 1st of month

Drop down list >

7/1/15

Public Comment and Testimony

Y

6/16/15

7/20/15

Open public comment

6/16/15

Hold 1st hearing at least 30 days AFTER open comment - EPA SIP requirement

Y

7/16/15

Close public comment - DEQ best practice, 3 days after last hearing

7/20/15

EQC Preparation

6/16/15

10/14/15

No EQC involvement before Action Item meeting

Option 1 ↓

Option 2 ↓

No Director's report requested

N

i

1/0/00

1/0/00

No information item requested

N

i

1/0/00

1/0/00

No facilitated hearing requested

N

1/0/00

1/0/00

Rule Publication - submit STAFF.REPORT.permanent

9/3/15

EQC meeting - PERMANENT Rulemaking Action Item

Drop down list >

10/14/15

Post EQC Activities

10/14/15

1/12/16

SOS - file rules

10/16/15

Rules become effective select 'Y' if effective upon filing >

Y

10/16/15

START RULEMAKING

- Newspaper advertisements 'Y' to develop

Y

- Newspaper release 'Y' to develop

Y

- Program Web page 'Y' to develop

Y

- Information Meetings before hearing 'Y' to develop

Y

ProgLead leads communication option review and approval loops for:

* drafting COMMUNICATION.PLAN with BrianW using information

i

3/20/15

3/20/15

from CONSIDERATIONS and RESOURCES workbooks

* drafting MESSAGE.MAP with BrianW

i

3/20/15

3/20/15

* drafting PROGRAM.WEB.PAGE content with team and WebRep

3/20/15

3/20/15

DavidC shares information with DA.Program

ProgLead:

3/20/15

3/20/15

* submits Web Request for program Web page

* verifies Web content meets team expectations

* works with WebRep to make adjustments

3/20/15

6/16/15

ProgLead:

Publication Table

* identifies newspaper and publication date

#

Publication

Pub Date

NOTICE.AD1Oregonian

1

Oregonian

6/16/15

NOTICE.AD2None

2

None

6/16/15

NOTICE.AD3None

3

None

6/16/15

NOTICE.AD4None

4

None

6/16/15

NOTICE.AD5None

5

None

6/16/15

NOTICE.AD6None

6

None

6/16/15

NOTICE.AD7None

7

None

6/16/15

NOTICE.AD8None

8

None

6/16/15

* develops an AD.STANDARD for each hearing if required

e

* develops AD.LEGAL for each hearing if required

t

* saves as NOTICE.AD.Hearing1, etc. on Rule_Development folder 4

* determines when ADs need to be submitted to contractor

AD to contractor >

7/6/15

* shares contents of HearingAndAdDates TAB with DavidC

i

3/20/15

6/16/15

* obtains DavidC's email approval

3/20/15

6/16/15

PREPLANNING FOR HEARINGS

Hearing Table

Team identifies hearing locations, dates and times

#

Date

Time

Portland

Y

1

7/16/15

6 p.m.

Enter city name

N

2

1/0/00

6 p.m.

Proposed Rules

SIP2.5.2015

Start

End

3/20/15

10/14/15

Do not turn off track changes in PROPOSED.RULES

ProgLead coordinates with Team to:

3/20/15

3/20/15

* determine need for a crosswalk

* identify rules to amend or repeal

* identify new rules to adopt

* identify land use rules

i

* identify SIP rules, talk with AndreaG if unclear

ProgLead asks Meyer to:

* pull rules to amend or repeal from SOS-Archives

* determine availability of any new (adopted) rule or division numbers

Meyer:

* adds PROPOSED.RULES.Pristine template to Rule_Development | 0.ProposedRules

* copies subject rules from SOS into template

i

3/20/15

* saves PROPOSED.RULES.Pristine

* uploads a copy to SharePoint into 0.ProposedRules as PROPOSED.RULES

* protects PROPOSED.RULES.Pristine on Rule_Development | 0. Draft Rules

* obtains, verifies, provides previously unused rule numbers for new rules/divisions

* shares information about rules that may be involved in other rulemakings

Meyer or RGLead:

* performs 1st plain language, style guide edits on SharePoint PROPOSED.RULES

* offers organizational comments and examples

ProgLead leads rule writing on SharePoint PROPOSED.RULES to:

* consider regulations, policies, programs and systems that may affect subject rules

* validate/correct all citations, tables, formulas and document references within rule

* validate/correct statutory authorities at bottom of each rule

* validate/correct statutes implemented at bottom of each rule

* validate/correct and NOTE(s)

* does not delete or change Hist. or ED.NOTES for any rule

* SIP note is at bottom of all SIP rules and it is accurate

All drafters and reviewers work on SharePoint PROPOSED.RULES

ProgLead, before submitting Notice Packet and EQC Packet:

* verifies each rule in PROPOSED.RULES is current with SOS compilation

* verifies no rule adoptions could affect PROPOSED.RULES

ProgLead gathers all fee emails for the Rule Record and saves as:

i

1/0/00

1/0/00

Rule_Development|3-FeesApproval|EMAILS.Fees.pdf

Public Notice

SIP2.5.2015

Start

End

3/20/15

7/20/15

Review version history to help maintain rulemaking record >

i

SAVE DOCUMENTS ON: SharePoint folder 4-Public Notice

DRAFT NOTICE PACKET

ProgLead leads core team in developing Notice Packet that includes:

3/20/15

4/3/15

* PROPOSED.RULES SharePoint | 0 Proposed Rules

See Proposed Rules section above

Do not turn off track changes in PROPOSED.RULES

* NOTICE SharePoint | 4 Public Notice

- Overview

- Statement of Need

- Rules affected, authorities, supporting documents

- Fee Analysis

- Statement of fiscal and economic impact

- Federal relationship

- Land use

- Stakeholder and public involvement

* SUPPORTING.DOCS - optional SharePoint | 4 Public Notice

* INVITATION.TO.COMMENT (after Notice approved) SharePoint | 4 Public Notice

RESOURCE INPUT - THIS IS NOT A REVIEW

ProgLead asks RESOURCES for help and input, especially:

3/20/15

4/3/15

* RGLead for process, organization, edits, plain language

* Affected staff, including regional staff, for subject matter contributions

* AndreaG, for SIP consultation

* DavidC for direction and subject consultation, especially to ensure drafts:

- meet program goals for rulemaking

- align with section, division and agency goals

* BrianW for any updates to communication plan, message map, news release

* Meyer for legal consultation and discuss need for AAG input

* Enter custom resource here

* Enter custom resource here

* Enter custom resource here

ProgLead continually refines draft Notice Packet and

* considers RESOURCES input

* validates approach with staff who provided input

* asks AAG for input if needed & copies Meyer on all AAG emails

* addresses legal concerns and discusses with DavidC as needed

* informs DavidC about the approach, issues and potential delays

* raises unanticipated rulemaking and implementation risks to appropriate level

* informs RGLead about potential delays and develop contingency, if needed

ProgLead asks contributors, including DavidC for consensus on

3/20/15

4/3/15

subject completeness and accuracy

KEEP MANAGEMENT INFORMED

ProgLead asks DAAssistant to schedule future time on WendyW's calendar for:

Schedule by

3/27/15

* briefing meeting with ProgLead, DavidC and RGLead

Meeting will be

5/26/15

* decument review by blocking time to review Notice Packet during preview week

Review begins on

5/27/15

ProgLead schedules time on DavidC calendar to review Notice Packet

ProgLead verifies/adjusts previously scheduled briefing & review with management

ProgLead keeps DavidC informed about progress, risks & delays

Review begins on

4/7/15

DavidC keeps her or his management teams informed about progress, risks & delays

CUSTOM SEQUENCE

Name initiator and subject for custom review loop 1

N

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

Name initiator and subject for custom review loop 2

N

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

Name initiator and subject for custom review loop 3

N

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

* enter custom action word and reviewer

3/20/15

5/22/15

RULE PUBLICATION WORK

ProgLead prepares NOTICE, PROPOSED.RULES & optional SUPPORTING.DOCUMENTS:

4/28/15

* addresses all comments, but does not delete them

* saves each document as Major version to capture all comments and tracked changes

* in NOTICE & optional SUPPORTING.DOCUMENTS:

- accepts all changes

- deletes addressed comments

- ensures Word's track changes is turned on

- saves documents as Minor versions

* emails RGLead for Rule Publication work when complete

4/28/15

During Rule Publication work:

Rule Publication
Work Period

RGLead

Start

Complete by

* determines whether NOTICE & SUPPORTING DOCUMENTS

4/29/15

5/13/15

are ready for Rule Publication

- IF INCOMPLETE

> notifies DavidC who works with ProgLead

> renegotiates schedule with DavidC & ProgLead as needed

> reminds ProgLead to reschedule managers' briefing if needed

> suspends Rule Publication work until ProgLead resubmits documents

Loop 1 - Restart Rule Publication

N

1/0/00

Loop 2 - Restart Rule Publication

N

1/0/00

Loop 3 - Restart Rule Publication

N

1/0/00

- IF COMPLETE

> asks Meyer to apply CHECKLIST review to PROPOSED.RULES

i

> leads review to determine fiscal and economic impact analysis sufficiency

> determines whether work products meet DEQ publication standards

> asks BrianW, StephanieC & Meyer & AndreaG for input as needed

> discusses/resolves any editorial differences

> addresses input to ensure edits and comments speak with one voice

> accepts non substantive edits

> asks DavidC & ProgLead for input/concurrance as needed

DavidC, ProgLead & RGLead discuss the following:

* outstanding work

* need for AAG review

* need to renegotiate schedule

ProgLead:

4/29/15

5/27/15

* addresses outstanding edits and comments

* asks AAG for review, if indicated, copies Meyer and addresses input

* asks RGLead & DavidC for concurrence on changes if indicated

* addresses outstanding edits and comments

* notifies RGLead & DavidC when complete and ready for preview

* initializes DavidC's publication review

PREVIEW PERIOD

ProgLead drafts EMAIL.PREVIEW (instructions in template)

i

5/22/15

* sends draft to WendyW just before briefing - links to preview documents included

* reminds WendyW the review starts today

* copies DavidC & RGLead on email

ProgLead, DavidC brief WendyW

Meeting >

5/26/15

WendyW personalizes and sends EMAIL.PREVIEW 3 work days after briefing

Preview Period

To… Dick, DA.Program, Leadership Team & StephanieC

Start

End

Cc…to all contributing and affected staff

6/1/15

6/10/15

allow 5-7 days

ProgLead:

* saves EMAIL.PREVIEW.pdf to Rule_Development | 4-Notice

i

* talks with DavidC, decides how to address any feedback from preview

* modifies documents as needed

* verifies PROPOSED.RULES are still based on current compilation

* finalizes public documents with DavidC

DavidC:

* determines whether WendyW needs a second review 'Y' if 2nd review needed>

Y

6/10/15

6/10/15

* manages WendyW's 2nd review and approval

* emails ProgLead & RGLead approval to move forward with

Approval to publish notice

6/12/15

NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS

ProgLead:

* saves email as Rule_Development | 4-Notice | MGR.APPROVAL.Notice.pdf

* drafts INVITATION.TO.COMMENT using information from approved NOTICE

Meyer:

6/15/15

* establishes the following using Web Request ATTACHMENT

- External Web page

i

- Online public comment form

- University Student Comment Account - helpdesk request with

< ProgLead & Meyer co-owning account

< SIP2.5.2015 as 'Alias'

* compares work products to earlier reviews to determine need for additional edits

* obtains additional Rule Publication edits on changes if needed

* verifies/clarifies additional edits with ProgLead & DavidC as warranted

* notifies DavidC & ProgLead when finished

* reminds ProgLead to set Outlook auto reply - instructions in Rulemaking Manual

NOTIFICATIONS

ProgLead:

6/12/15

* submits of Notice to EPA, if required

Meyer:

6/12/15

* prepares and submits notice to SOS for publication in Oregon Bulletin

i

* emails DAS notification of fees that don't require DAS approval

* saves all evidence on Rule_Development | 4-Notice using naming conventions

i

ProgLead leads:

* submitting newspaper notices to contractor

Set under Planning

7/6/15

* verifying newspaper advertisements are correct

* obtaining copies of affidavits of publication from Accounting

* adding hearings to DEQ Event Calendar

i

6/16/15

* creating an auto reply to Outlook account for University students

i

* validating Web page, comment form and Outlook account

* opening public comment by notifying agency rulemaking list that includes:

6/16/15

- GovDelivery

- EQC members

- advisory committee

- program-specific lists

* saves all evidence, lists and affidavits on Rule_Development | 4-Notice

i

`

ProgLead drafts EMAIL.NOTICE.TO.KEY.LEGISLATORS - instruction in template:

i

6/9/15

* sends draft to Leg.Liason

Leg.Liason:

* determines key legislators requiring ORS 183.335(5) notification

i

* adapts email as needed

* emails to recipients with Return Receipt (redirects receipt to ProgLead)

6/16/15

* copies ProgLead

* saves receipts under Rule_Development|4-Notice

RGLead & WebRep maintain Rukemaking Web page

6/16/15

7/20/15

ProgLead gathers and saves all emails on

i

3/20/15

7/20/15

Rule_Development|4-Notice using naming conventions

Public Comment and Testimony

SIP2.5.2015

Start

End

6/16/15

7/20/15

Review version history to help maintaining rulemaking record >

i

SAVE DOCUMENTS ON: SharePoint folder 5-Public Comment

ProgLead verifies venues and equipment, gathers supplies

i

6/16/15

7/16/15

START INFORMATION MEETING OPTION

ProgLead:

6/16/15

6/16/15

* develops INFO.MEETING.TEXT

* modifies MESSAGE.MAP

i

* develops INFO.PRESENTATION

* practices presentation

* makes presentation adjustments

* initiates DavidC's review/approval, addresses suggestions

6/16/15

6/16/15

1st loop DavidC reviews/approves optional presentation

6/16/15

6/16/15

2nd loop DavidC reviews/approves optional presentation

N

1/0/00

1/0/00

3rd loop DavidC reviews/approves optional presentation

N

1/0/00

1/0/00

4th loop DavidC reviews/approves optional presentation

N

1/0/00

1/0/00

Hearings Officers:

6/16/15

7/16/15

* reviews responsibilities of hearings officer

* develops introductory and logistics script

i

* holds the following hearings (identified under Planning section) with assigned team:

1. Portland hearing

7/16/15

- save audio as Rule_Development|5-PublicComment|HEARING.1.mp3

ProgLead, for comments received by mail or at hearings

7/16/15

7/20/15

* stamps DEQ receipt date on address-side of envelope and on first page of letter

* adds commenter and comment to COMMENTS

* scans mailed comments and envelopes and saves as ID###.pdf

Close public comment

7/20/15

ProgLead:

7/16/15

7/20/15

* saves online public comment information to COMMENTS

* coordinates with team to:

- develop category titles to bundle similar comments

- organize comments into categories

- draft DEQ responses to each categories of comments

* leads team work finalizing DEQ responses to public comment

DO NOT MAIL TO COMMENTERS UNTIL EQC ASSISTANT FINALIZES STAFF REPORT

ProgLead asks RGLead for Rule Publication review

i

7/21/15

RGLead coordinates Rule Publication work:

7/21/15

7/21/15

* edits for plain English, style guide & tone because this is part of EQC Packet

* contacts ProgLead with questions, clarifications and suggestions

* notifies ProgLead when complete

ProgLead:

* shares comments/responses to comments with DavidC & WendyW

7/21/15

1st loop - team modifies responses to get to approval

7/21/15

7/21/15

2nd loop - team modifies responses to get to approval

N

1/0/00

1/0/00

3rd loop - team modifies responses to get to approval

N

1/0/00

1/0/00

Final loop - team modifies responses to get to approval

N

1/0/00

1/0/00

ProgLead:

* gathers emails ABOUT comments, not actual comments, for Rule Record

i

7/21/15

* saves them as Rule_Development|5-PublicComment...|EMAIL.Comment.pdf

EQC Preparation

SIP2.5.2015

Start

End

6/16/15

10/14/15

Review version history to help maintaining rulemaking record >

i

SAVE DOCUMENTS ON: SharePoint folder 6-EQC Preparation

DEADLINE: Submit to EQC Assistant

9/3/15

No EQC involvement prior to Action Item meeting

* no Director's Report

1/0/00

1/0/00

* no EQC Information Item

i

1/0/00

1/0/00

* blank row

1/0/00

1/0/00

ProgLead:

6/16/15

8/4/15

*finalizes EQC Packet with core team:

- STAFF.RPT.Permanent preloaded into folder 6 using instructions in template

- PROPOSED.RULES in folder 0

- SUPPORTING.DOCUMENTS moved from folder 4 to folder 6

* notifies RGLead that EQC packet is ready for Rule Publication work

RGLead leads initial Rule Publication work that includes:

8/5/15

8/14/15

* comparing NOTICE to STAFF.REPORT to determine what needs review

* obtaining/consolidating BrianW, StephanieC & AndreaG edits if needed

including style guide, grammar, plain English, organization, clarity, tone

* accepting all style guide and format edits

* getting Meyer's review of PROPOSED.RULES- SOS/LC and CHECKLIST review

* contacts ProgLead with questions or modifications and when work is complete

ProgLead:

8/17/15

9/2/15

* addresses rule publication edits and comments

* prepares EQC packet

* initiates management review and approval

- DavidC

- DA.Program, if indicated

- Enter custom reviewer and action

- Enter custom reviewer and action

* obtains approval from DavidC to submit EQC packet

* discusses need for 1|1 commissioners briefings with DavidC & WendyW

N

1/0/00

1/0/00

MEden@neea.org

JoKRanch@hotmail.com

EdArmstrong2@gmail.com

MorganRider@gmail.com

cjohnson@eou.edu

* submits EQC packet to StephanieC

9/3/15

* notifies the following according to division's best practice after EQC Web posting

6/16/15

10/13/15

- staff contributors

- key stakeholders

- advisory committee members

- commenters

- interested parties (optional)

* leads team development of EQC presentation

6/16/15

10/13/15

* coordinates presentation practices

6/16/15

10/13/15

* makes any presentation adjustments

6/16/15

10/13/15

Presentation team ATTENDS EQC MEETING

#######

10/14/15

ProgLead collects emails about EQC preparations for Rule Record and saves as:

i

10/14/15

Rule_Development|6-EQCPreparation|EMAILS.EQC.Prep.pdf

Post EQC

SIP2.5.2015

Start

End

10/14/15

1/12/16

Review version history to help maintaining rulemaking record >

i

DOCUMENT PREPARATION

ProgLead saves following documents to 7.PostEQC folder on Rule_Develpment:

* gets documents as presented to EQC from StephanieC:

10/14/15

- STAFF.REPORT.pdf

- STAFF.REPORT.ADDENDUM.pdf (if presented to EQC)

*downloads documents as presented to EQC from SharePoint:

10/14/15

- PROPOSED.RULES (showing changes)

> saves as REDLINE.docx (showing changes in strikethrough and underscore)

> saves as RULES.docx (clean version), accepts all changes, saves again

- TABLES.340-###-####.docx (1 .docx per rule contains ALL tables in rule)

- TABLES.340-###-####.docx (1 .docx per rule contains ALL tables in rule)

* coordinates EPA.SIP.SUBMITAL with AndreaG