A B C
1 Person Action Suggested Dates
14   Overview of Key Dates  
15 JI Notice Packet due to EH and LF for review 4/3/2017
16 JI Notice Packet due to DA and Communications for review 4/17/2017
17 EH File notice with SOS/open comment period 5/15/2017
18 EH Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC) 6/1/2017
19 JI first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published 6/18/2017
20 EH/JI close public comment - 3 days after hearing 6/21/2017
21 JI Staff report due to SC 11/10/2017
22   EQC Meeting 12/15/2017
23   SIP  
24 EH Submit SIP development plan to EPA 1/0/1900
25   Submit draft rules and notice to EPA 11/18/2016
26   Submit adopted rules and SIP info to EPA 4/2/2017
27   Fees  
28 JI Lead development of fee approval packet 2/16/2017
29   Obtain review of fee packet by LF and EH 2/16/2017
30   Finalize fee packet 4/2/2017
31 EH Submit Part I of fee packet to DAS 4/10/2017
32   Submit Part II of fee packet to DAS 4/17/2017
33   Initial Work  
34 JI/EH Advisory Committee - work session (120 days before meeting) 11/16/2016
35 LF approves AC deliverables including AC.ROSTER (97 days before meeting) 12/16/2016
36 LF/JI/EH emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) 1/15/2017
37 JI Communications Planning:
schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-communications plan; message map; newspaper ads; news release; social media; rulemaking/program web page;informational meetings
 1/15/2017
38   Pre Notice Tasks  
39 EH/JI Start rule writing 1/18/2017
40 JI coordinates with Team to:  
41   ·       determine need for a crosswalk  
42   ·       identify rules to amend or repeal  
43   ·       identify new rules to adopt  
44   ·       identify land use rules  
45   ·       identify SIP rules, talk with SIP Coordinator  
46   Public Notice-begin 90 days before filing notice 2/14/2017
47 JI begin drafting rules and notice  
48 JI asks WW Assistant to schedule future time on DA Schedule for reviewing notice package  
49 JI schedules time on LF calendar to review Notice Package  
50 EH/JI send web request to create rulemaking web pages 5/15/2017
51 JI SUBMIT FINAL VERSIONS OF ALL ADVISORY COMMITTEE DOCUMENTS FOR PUBLICATION 2/23/2017
52 EH emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting) 3/2/2017
53 EH sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting) 5/15/2017
54 JI Advisory Committee meeting (min. 60 days before filing notice) 3/16/2017
55   Fee Approval Packet, with team and BudgetAnalyst  
56 JI/EH Preplanning for Hearings (90 days before 1st hearing) 3/20/2017
57 JI notify LF documents are ready for review (5 weeks before filing notice) 4/10/2017
58 JI on LF approval, notify WW documents are ready for review (4 weeks before filing notice) 4/19/2017
59 JI on DA approval, notify communications documents are ready for review (3 weeks before filing notice) 4/24/2017
60 EH/JI draft newspaper ads 4/19/2017
61 EH send web request to create rulemaking, comment web pages; and post notice on DEQ public notice page 4/19/2017
62 EH submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing) 5/4/2017
63   Preview Period  
64 EH Preview Period:
(leadership review) - 5-7 days
sends EMAIL.PREVIEW to Director, WW, Leadership Team, Legislature Coordinator, SC
-Cc… all contributing and affected staff
-saves Email.Preview .pdf to Rule_Development - 2 weeks before filing notice		 5/1/2017
65   Notice Period  
66 JI COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION 5/8/2017
67 EH submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month) 5/15/2017
68 JI Public hearing 6/18/2017
69 EH close public comment 6/21/2017
70   EQC Preparation  
71 JI Completes EQC packet = staff report, draft rules, attachments (EQC-9 weeks) 10/13/2017
72 JI LF completes review (EQC-8 weeks) 10/20/2017
73 JI WW completes review (EQC-7 weeks) 10/27/2017
74 JI Communications completes review (EQC-6 weeks) 11/3/2017
75 JI discusses need for 1|1 commissioners briefings with LF/WW/SC  
76 JI COMPLETE FINAL VERSION OF ALL DOCUMENTS 11/3/2017
77 JI/EH submits EQC packet to SC (EQC-5 weeks) 11/10/2017
78 JI EQC meeting 12/15/2017

Schedule summary

  A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA AB AC AD AE AF AG
1 Person Task Instructions Suggested Dates Amended Dates                                                        
2 Air Toxics 2016 Permanent                                                        
3                                                          
4                                                                  
5                                                                  
6  
                                                             
7                                                                  
8  
                                                           
9                                                                  
10                                                                  
11                                                                  
12    
                                                           
13                                                                  
14                                                                  
15                                                                  
16                                                                  
17                                                                  
18                                                                  
19                                                                  
20                                                                  
21                                                                  
22                                                                  
23                                                                  
24                                                                  
25                                                                  
26                                                                  
27                                                                  
28                                                                  
29                                                                  
30                                                                  
31                                                                  
32                                                                  
33                                                                  
34                                                                  
35                                                                  
36                                                                  
37                                                                  
38                                                                  
39                                                                  
40                                                                  
41                                                                  
42                                                                  
43                                                                  
44                                                                  
45                                                                  
46                                                                  
47                                                                  
48                                                                  
49 Background                                                        
50 Permanent P                                                              
51 Rule proposal Complex                                                              
52 Advisory Committee Y - Fiscal                                                              
53 Fees Y                                                              
54 Fees- DAS approval Y                                                              
55 SIP Y/N                                                              
56 EQC before hearing Y                                                              
57 EQC facilitated hearing Y                                                              
58 Overview of Key Dates                                                        
59                                                                  
60    
                                                           
61 JI Advisory committee meeting   3/16/2017                                                          
62 JI Notice Packet due to EH and LF for review   4/3/2017                                                          
63 JI Notice Packet due to DA and Communications for review   4/17/2017                                                          
64 EH File notice with SOS/open comment period (no later than 15th of the month before the month notice will be published)   5/15/2017                                                          
65 EH NOTICE PUBLISHED in Oregon Bulletin (DEQ standard 90 days before EQC) (Notice always publishes on the 1st of the month)  
6/1/2017		                                                          
66 JI first public hearing - at least 30 days AFTER comment opens; DEQ standard 17 days after Oregon Bulletin Notice published   6/18/2017                                                          
67 EH/JI close public comment (3-10 days )after hearing   6/21/2017                                                          
68 JI Staff report due to SC (5 weeks before EQC)   11/10/2017                                                          
69   EQC MEETING  
12/15/2017		                                                          
70 EH file rules                                                              
71 Rules become effective On date filed or later specified date                                                              
72 JI EQC - Director's Report - information item                                                              
73 Concept Development (time frame optional)                                                        
74                                                                  
75                                                                  
76 LF
approves completing Resources and Considerations worksheets and Schedule



                                                           
77    
                                                           
78                                                                  
79                                                                  
80 MG JI Meets with JI to discuss completing Resources, Considerations, Schedule                                                              
81 JI With MG help, drafts Resources, Considerations, Schedule using what she or he knows now                                                              
82 LF shares workbooks and prioritization info with DA                                                              
83                                                                  
84                                                                  
85 MG Uses Considerations and Resources info to rank rulemaking on WORKLOAD spreadsheet                                                              
86                                                                  
87                                                                  
88    
                                                           
89 SIP (optional - some air quality only)                                                        
90    
                                                           
91 SIP Coord Submit SIP development Plan to EPA   11/18/2016                                                          
92 SIP Coord Submit draft rules and notice to EPA   4/2/2017                                                          
93 SIP Coord Submit adopted rules and SIP info to EPA   12/25/2017                                                          
94 Fees                                                        
95 JI Leads development of Fee Approval Packet


2/16/2017                                                          
96 JI Obtains review of fee packet by LF and EH   4/2/2017                                                          
97 JI LF Finalizes fee packet   4/10/2017                                                          
98 EH Submits Part I of fee packet to DAS (30 days before filing notice)   4/17/2017                                                          
99 EH Submits Part II of fee packet to DAS ( not later than 10 days after EQC)   12/20/2017                                                          
100   Start Rulemaking                                                              
101    
                                                           
102 LF JI EH decide whether to expand team                                                              
103 LF Prepares for rulemaking -getting new team members' manager approval
-adding rulemaking to work plans as appropriate
-get new, unique Q time number for this rulemaking from ISS fiscal coordinator		                                                            
104 JI EH LF refine & agree on draft schedule                                                              
105                                                                  
106 MG JI LF -Discuss if Planning documents fully capture issues:
-RESOURCES workbook, identifies rulemaking and implementation need
-CONSIDERATIONS workbook, reflects scope of work accurately
-SCHEDULE of tasks and deadlines complete, accurate		                                                              
107 LF ensures program staff meets agreed upon dates in SCHEDULE                                                              
108 Communications Planning                                                        
109 JI/EH If needed, sets up meeting to discuss communications Plan -schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-Communications Plan
-Social Media
-Message Map
-Newspaper ads (SIP or local rulemakings only)
-Newspaper release
-Program web page
-Information meetings before hearing		 1/15/2017                                                          
110 EH verifies Web content meets team expectations                                                              
111 JI EH Plan newspaper ads if necessary Publication Planning :
-identifies newspaper and publication date
-develops an AD.STANDARD for each hearing if required
-determines when ADs need to be submitted to contractor		                                                            
112   Preplanning for Hearings (90 days before 1st hearing)   3/20/2017                                                          
113    
                                                           
114                                                                  
115 JI identifies hearing locations, dates and times                                                              
116   Meeting 1 Location, Time                                                              
117                                                                  
118 JI reserves venues/equipment for hearings                                                              
119 EQC Facilitated Hearings (Optional)                                                        
120 EH and JI LF discuss need for EQC facilitated hearing                                                              
121 JI observe EQC quorum notification requirements                                                              
122 JI identifies EQC facilitated hearing, coordinate with EQC coordinator                                                              
123   Initial Rule Work (4 mos. Before filing notice)   1/18/2017                                                          
124 JI Complete first rule tasks coordinates with Team to:
-determine need for a crosswalk
-identify rules to amend or repeal
-identify new rules to adopt
- identify land use rules
-identify SIP rules, talk with SIP Coordinator
-identify rules that affect other divisions or other rulemakings		                                                            
125 EH Sets up draft rules -gets SOS approval for new rule numbers
-pulls rules to amend or repeal from SOS-Archives
-copies subject rules from SOS into template
-places draft rules template on SP under topic "Public Notice"
-Saves copy of proposed rules in pristine form
-performs first plain language and style edits		                                                            
126 EH shares information about rules that may be involved in other rulemakings                                                              
127 JI Completes initial rule validation and review leads rule writing on SharePoint 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 NOTE(s)
- validate/correct statutes implemented at bottom of each rule
-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		                                                            
128 Advisory Committee                                                        
129    
                                                           
130 JI/EH Advisory Committee work session (120 days before meeting)   11/16/2016                                                          
131 EH adapts Advisory Committee PowerPoint to rulemaking


                                                           
132 EH/JI Prepare for AC work session asks team to prepare for work session by reviewing:
-advisory committee guidelines
-consult with other internal resources as needed (OCE, OPA, Regions, DOJ)
-Review legal requirements for AC meetings
-review the required Advisory Committee Web pages
-optional committee AC.CHARTER
-CONSIDERATIONS workbook 		                                                           
133 JI Draft documents for AC work session prepares the following work session items:
-add potential committee members to draft AC.ROSTER
-draft AC.MEMBER.INVITATION
-list potential meeting dates and venues
-identify all GovDelivery topics that include affected parties
-Discuss need for draft AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery notices concerning AC meetings
-draft AC.EQC.INVITATION to sign up for GovDelivery notices
-(Optional) - draft AC. Charter		                                                            
134 EH/JI facilitates pre-Advisory Committee Planning work session that follows PowerPoint discussion and decision items
-advises JI on deliverables		                                                              
135 EH/JI discusses need to engage Communications (Jennifer, Joanie) concerning AC meetings                                                              
136 JI Obtains management approval for AC deliverables coordinates with team & LF for agreement on:
-AC.WebPage
-AC.CHARTER to include AC.ROSTER, meeting dates, venues
-AC.MEMBER.INVITATION (includes URL and reminder to Sign-up
-GovDelivery which topic subscribers should receive AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery
-AC.EQC.INVITATION to sign up for GovDelivery notices
-meeting dates and venues		                                                            
137 LF approves deliverables including AC.ROSTER (90 days before meeting)   12/16/2016                                                          
138 JI coordinates with Team to:
- finalize AC.ROSTER based on responses
-talk with potential committee members to determine interest 		                                                             
139 EH Sets up rulemaking web pages




works with WebRep to establish:
-Rulemaking Home Page
-Advisory Committee page:
-Advisory Committee meeting page:
-Advisory Committee GovDelivery sign up
-Have web team provide preview file (.mht file) of the web page before publishing web page		 2/14/2017                                                          
140 JI   DRAFT: (Document templates posted on SharePoint page)
-Formal AC documents:
-agenda
-charter
-roster
-description of AC member roles
-obtains team and LF input on agenda and GovDelivery notice		                                                            
141 EH AC.GovDelivery.NOTICE
-submits web request to post to AC Web page at least 2 weeks before meeting		                                                              
142 JI releases unneeded venues                                                              
143 JI emails AC.MEMBER.INVITATION with links and instructions to AC members (60 days before meeting)   1/15/2017                                                          
144 EH Sends notices of AC and rulemaking -sends GovDelivery notice to all possible interested groups, giving notice that rulemaking is starting, and advising interested parties to sign up for GovDelivery assigned to this rulemaking
-(optional) sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)
 3/2/2017                                                          
145 JI -drafts optional AC.PRESENTATION
-involves stakeholder presenters, if any		                                                              
146 JI DEADLINE TO SUBMIT FINAL VERSION OF ALL AC DOCUMENTS FOR PUBLICATION ON AC WEB SITE (3 weeks before meeting)   2/23/2017                                                          
147 EH submits Web Request to post presentation materials                                                              
148 JI -Leads: Advisory Committee meeting (min. 60 days before filing notice)
-drafts AC summary		   3/16/2017                                                          
149 EH posts meeting summary and any related documents to ac web page                                                              
150 Public Notice Preparation
 (not required for temporary rules)		                                                        
151   (begin 90 days before filing notice)   2/14/2017                                                          
152 JI Begin drafting public notice documents


NOTE - Notice Template is posted on SharePoint site

Leads core team in developing Notice Packet that includes:
-Codename.RULES.NOTICE (template)
-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
-INVITATION.TO.COMMENT (after Notice approved)
-Notify (email) LF and DA to have them save time on their schedules to review documents		                                                            
153 Pre-Publication DA Briefing (Optional - for more challenging or controversial rulemakings)                                                        
154 JI If necessary - brief DA about notice documents determines with EH and LF whether DA needs pre-publication review briefing - based on complexity and challenges of rulemaking
-asks DA Assistant to schedule future time on DA Schedule for briefing meeting (if necessary) with JI, LF and EH
-asks DA Assistant to schedule future time on DA Schedule for reviewing notice package
-schedules time on LF calendar to review Notice Package
-verifies/adjusts previously scheduled briefing & review
-keeps LF informed about progress, risks & delays		 3/27/2017                                                          
155 LF keeps management teams informed about progress                                                              
156 Prepare public notice documents                                                        
157 EH Remind JI to start finalizing rule documents
Send notice filing email to JI that describes steps necessary to get notice documents ready for publication.		 4/2/2017                                                          
158 JI Prepare notice documents for management review -prepares NOTICE, PROPOSED.RULES & optional SUPPORTING.DOCUMENTS
-addresses all comments, but does not delete them
-ensure track changes is on
-accepts and rejects language as team agrees
-notify EH documents are ready for review
                                                            
159 EH Review notice documents -determines whether NOTICE & SUPPORTING DOCUMENTS are ready for Rule Publication
-applies Publication Checklist review
-determines whether work products meet DEQ formatting and publication standards
-leads review to determine fiscal and economic impact analysis sufficiency
-notify JI review is complete		                                                            
160 JI Notify LF documents are ready for review (5 weeks before filing notice)   4/12/2017                                                          
161 LF complete review and notify JI review is complete                                                              
162 LF, JI & EH -discuss
-outstanding work due
-need for AAG review
-need to adjust schedule
-review suggested edits
 -addresses outstanding edits and comments
-if need is agreed on, asks AAG for legal review
-confers with EH and LF for agreement on rule changes
-notifies EH and LF when documents ready for preview		                                                            
163 JI Finalize notice documents -finalizes draft rules by:
o addressing and deleting all comments
o rejecting all proposed edits that will not be kept in final draft rules
o leaving untouched in redline/strikeout all proposed edits that will be kept in the final rules
o Review final appearance of rules by changing review status to display “no markup”; after review complete, change display status back to “all markup”
-draft rules remain in redline/strikethrough

-finalizes Rulemaking Notice by:
o turn track changes off
o addressing and deleting all comments
o rejecting any edits that will not be kept in the final document
o accepting all edits that will be kept in the final document
o Results in clean copy of Rulemaking Notice with no redline/strikeout
o turn track changes on		                                                            
164 JI on LF approval, notify DA documents are ready for review (4 weeks before filing notice)   4/19/2017                                                          
165 DA completes review and emails approval to JI, LF, EH                                                              
166 JI On DA approval, notify communications documents are ready for review (3 weeks before filing notice)   4/24/2017                                                          
167 Communications completes review and emails approval to JI EH (2 weeks before filing notice                                                              
168 JI EH check documents are ready to publish Final notice package contains:
-Invitation to Comment
-Notice of rulemaking and hearing
-Two versions of the rules:
-Draft rules (redline/strikethrough)
-Draft rules (final, clean, all edits accepted, with DRAFT
watermark)
-Supporting documents		                                                            
169 Preview Period
(pre-publication leadership team review)
(allow 5 days - begins 2 weeks before filing notice)		                                                        
170 EH Prepare documents for LT preview


The preview period is a period that starts two weeks before notice is published and that lasts five days, during which Leadership Team can review and comment on the rulemaking notice package.

The preview package consists of:
-explanatory email to LT
-email includes links to SharePoint documents:
-Invitation to Comment
-Notice
-Draft rules (clean and redline/strikethrough)
-Supporting documents		                                                            
171 EH Start preview period sends EMAIL.PREVIEW to:
-Director, DA, Leadership Team, Legislature Coordinator, SC
-Cc… all contributing and affected staff

 5/1/2017                                                          
172 JI, EH, LF address any feedback from preview                                                              
173 EH verifies PROPOSED.RULES are still based on current compilation                                                              
174 JI finalizes public documents with LF                                                              
175 LF emails JI & EH approval to move forward with NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS                                                              
176 EH drafts INVITATION.TO.COMMENT using information from approved NOTICE                                                              
177 EH Complete pre-notice release tasks drafts request for Web Request:
-Online public comment form
-has notice documents uploaded to rulemaking home page
-reviews to see if prior edits included
-on rulemaking SharePoint page, publish a major version of each document included in notice package		                                                            
178 Open Public Notice and Comment Period                                                        
179    
                                                           
180 EH JI If necessary, draft newspaper ads draft newspaper ads; designate newspapers
ADS are not always required. They are only required for SIP rulemakings (40 CFR 51.102) - notice 30 days before hearing - ("notice given to the public by prominent advertisement in the area affected, announcing the dates, times, and Places of such hearings"); or for rules that affect a specified geographical area.		 4/19/2017                                                          
181 JI DEADLINE TO COMPLETE FINAL REVIEW OF ALL DOCUMENTS BEFORE WEB PUBLICATION   5/8/2017                                                          
182 EH Prepare newspaper ads and email notice to legislators
-send web request to create rulemaking, comment web pages
-has hearing date added to DEQ calendar
-drafts EMAIL.NOTICE.TO.KEY.LEGISLATORS
-obtains leg. Liaison approval of email notice to legislators
-Asks leg. Liaison to identify Ors 183.335(5) key legislators
-submits newspaper notices to contractor (14 days before filing notice - min. 30 days before hearing)-verifying accuracy of newspaper ads
-validates web page, comment page
-submits notice to EPA if required
-emails DAS notification of fees that don't require DAS approval
-contacts communications to draft news release and social media postings
-send web request to post information on DEQ Active Public Notice page:
5/4/2017                                                          
183 EH Publish notice and open public comment period -opens public comment by notifying agency rulemaking list that includes:
-checking public comment page opened
-check news release and social media postings distributed
-GovDelivery
-SC
-advisory committee
-program specific lists
-GovDelivery to affected parties (optional)
-DEQ communications - social media and news release
-Email key legislators
-submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)		 5/15/2017                                                          
184 Public Comment and Testimony                                                        
185 EH JI Prepare for hearing


-meets with JI and hearings officer to discuss hearing procedures
-If hearing after hours at DEQ HQ, request guard using Guard Request Procedure		 6/1/2017                                                          
186 EH Send JI email describing next steps
Remind JI of upcoming tasks:
-Revise rules to address comments
-Respond to comments
-Draft staff report
-Management review of staff report
-submit staff report to SC 5 weeks before EQC meeting		 6/1/2017                                                          
187 JI Prepare for hearing -verifies venues and equipment, gathers supplies
-modifies message map
-develops informational presentation (optional)
-obtains LF approval of presentation		                                                            
188 LF reviews/approves optional presentation                                                              
189 Hearings Officers Prepare for hearing -reviews responsibilities of hearings officer
-develops introductory and logistics script
-holds the following hearings (identified under Planning section) with assigned team		                                                            
190 JI Hearing 1 - Location, Time   6/18/2017                                                          
191                                                                  
192 JI Complete after-hearing procedures -Send audio file of hearing to EH
-for comments received by mail or at hearings:
-date stamps and scans to PDF
-adds commenter and comments to comment Excel spreadsheet EH creates
-scans mailed comments and envelopes and saves to Rule_Development folder		                                                            
193 Public Comment Closes 6/21/2017                                                          
194 EH Close public comment period
-check that comment web page has closed
-downloads online public comments to Excel
-convert text url's for attachments to live links
-turn on word wrap
-upload to SharePoint
                                                            
195 EQC Preparation                                                        
196 JI Begin drafting EQC staff report



develops response to comments by:
-organizing comments into categories
-developing one response to each category of comments
-obtains LF and EH review of draft responses

-draft EQC staff report
-copy and paste applicable sections from Public Notice into staff report
-Check to ensure language from Public Notice is still accurate and properly reflects timing of future/past events
-edit rules as necessary
-ask EH for publication review		                                                            
197 JI complete staff report Finalizes proofing of EQC Staff report:
-staff report
-rules
-supporting documents
-notify EH staff report is ready for review		                                                            
198 EH Review staff report, notify JI when complete leads initial Rule Publication work that includes:
-prepare two versions of rules; redline/strikethrough and clean
-review, consolidate, approve or reject all proposed edits
-compare Notice with Staff Report for accuracy to check that language correctly reflects timing of future/past events
-notify JI review is complete		                                                            
199 JI (EQC -9 weeks)
-address reviewer edits and comments
-notify LF staff report is ready for review		   10/13/2017                                                          
200 LF completes review and emails approval to JI (EQC-8 weeks)   10/20/2017                                                          
201 JI on LF approval, notify DA documents are ready for review                                                              
202 DA completes review and emails approval to JI LF EH (EQC-7 weeks)   10/27/2017                                                          
203 JI On DA approval, notify communications documents are ready for review                                                              
204 Communications completes review and emails approval to JI LF EH (EQC-6 weeks)   11/3/2017                                                          
205 JI LF (optional) discusses need for 1 on 1 commissioners briefings                                                              
206 JI DEADLINE TO SUBMIT FINAL VERSION OF ALL EQC DOCUMENTS (EQC-6 weeks)   11/3/2017                                                          
207 EH Distribute EQC staff report and prepare rules for filing -submits EQC packet to SC (EQC-5 weeks)
-retain one copy of rules in redline/strikethrough for filing with legislative counsel
-create a clean copy of the rules, with tables, to keep for informational purposes - add a DRAFT watermark
-Staff report should have two copies of rules - one showing all markup, one with DRAFT watermark with all changes accepted
-remove tables from another copy of the rules, and accept all changes to get a clean copy of the rules to file with secretary of state
-create pdf version of tables, one document for each rule that has a table, to submit to secretary of state
-complete draft version (do not submit) of secretary of state online filing system using information from staff report and draft rules
-on SharePoint, publish a major version of:
-rules
-staff report
-save PDF of published staff report to Rule_Development
-upload copy of EQC presentation materials to SharePoint
 11/10/2017                                                          
208 JI (Optional) Notify interested parties staff report is available notifies the following according to division's standard practice:
-key stakeholders
-advisory committee members
-commenters
-interested parties
                                                            
209 JI EQC Preparation -develop EQC presentation
-conduct dry run EQC presentation (in front of internal audience)		                                                            
210 JI Present rule package at EQC MEETING   12/15/2017                                                          
211 Post EQC                                                        
212 Document Preparation                                                        
213 EH (only for SIP) coordinates EPA.SIP.SUBMITAL with SIP Coordinator                                                              
214 Filing adopted rules                                                        
215   DEADLINE: No Oregon deadline for filing rules after adoption - check EPA                                                              
216 EH File adopted rules with Secretary of State


-check information in secretary of state online rule filing form against most recent information in staff report and draft rules
-submit/file rules on secretary of state online system
-must print out, sign, scan, then upload to SOS filing page, copy of Authorization
-rule text uploaded as Word file, and pdf of tables submitted separately
-SOS will auto email two documents - Certificate and Authorization, in two separate emails - save the emails and attached documents		                                                            
217   Filed Date                                                              
218   Effective Date                                                              
219 Legislative Counsel Notification                                                        
220 EH MG DEADLINE - LC must receive notification within 10 days after CERTIFICATE date (date rules are filed)                                                              
221 EH MG DEQ PRACTICE - Put in shuttle on day of SOS filing                                                              
222 MG EH Submit legislative counsel notification
prepares Legislative Counsel notification:
-notification consists of copy of SOS filing Certificate and hard copy printed version of redline/strikethrough rules
-prints CERTIFICATE
-print redl;ing/strikethrough
-self-addressed envelope, send two copies of certificate so LC can date stamp one and return it
-write "please date stamp certificate and return." on underside of flap
-prepares/scans return receipt shuttle envelope, saves as SHUTTLE.RECEIPT-LC.pdf
-sends via shuttle
-email DEQ Procurement a scanned image of SHUTTLE.RECEIPT-LC		                                                            
223 DAS Fee Approval - Part 2                                                        
224 MG EH DEADLINE DEQ must send notification or DAS Part 2 within 10 days of EQC action                                                              
225 EH JI Complete fee paperwork and submit to DAS -gets signatures on Part 2 of signed DAS Fee Approval
-scans/saves as DAS.PART2.pdf
-excerpts fee sections from RULES, saves as FEE.RULES-DAS, print
-excerpts fee sections from STAFF.REPORT, saves as FEE.REPORT-DAS, print
-emails PART2-DAS.pdf to DAS (requests delivery receipt)
-get preprinted return receipt shuttle envelope from MG
-prepares/scans shuttle envelope, saves as SHUTTLE.RECEIPT-DAS.pdf
-sends all fee documents to DAS via shuttle
-sends Procurement a scanned image of SHUTTLE.RECEIPT-DAS		                                                            
226 EH Send post-EQC GovDelivery notice about rule adoption -Template in EQC Preparation folder
-EH sends GovDelivery notice to same parties that prior notices for this rulemaking were sent to
-This notice states EQC adopted the rules and explains where to find copies of EQC staff report and the adopted rules		                                                            
227 Closing Records and archival                                                        
228 MG Complete post adoption document archiving procedures -verifies Web page is current and accurate
-saves copy of all web pages to Rule_Development/web pages folder
-ensures the final version of every document on SharePoint is Major (Published)
-leads verification that published rules in Oregon Bulletin are correct
-Coordinates SIP submittal with EH
-emails optional STAKEHOLDER.NOTIFICATION that links to Web page
-coordinates AC.THANK.YOU email or letter that links to Web page
-scans physical records and save to Rule_Development
-PDF emails in rulemaking Outlook mailbox to Rule_Development folder
-ask helpdesk to delete rulemaking Outlook inbox after all emails copied to Development folder		                                                            
229 EH submits SIP to EPA within 60 days AFTER adoption                                                              
230 MG Wrap up -asks Web team to move all SharePoint files to Rule_Development/sharepointafterclose folder
-asks web team to delete SharePoint page
-moves Rule_Development folder to Archives folder
-coordinates retiring Q-Time number(s) with Budget Analyst 		                                                           
231                                                                  

Schedule

  A B C D
1 Person Action Suggested Dates
|
 Amended Dates
|
2   Section headings hyperlink to main Schedule worksheet    
3   CodeName (abbreviated name)    
4   Abbreviations    
5 ARC Agency Rules Coordinator    
6 DA Division Administrator    
7 EQCC EQC Coordinator    
8 PL Program Lead    
9 RGL Rules Group Lead    
10 SIPC SIP Coordinator    
11 PMGR Program Manager    
12 SP SharePoint    
13 Director DEQ Director    
14   Overview of Key Dates    
15 PL Notice Packet due to RGL and PMGR for review 4/3/2017  
16 PL Notice Packet due to DA and Communications for review 4/17/2017  
17 RGL File notice with SOS/open comment period 5/15/2017  
18   Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC) 6/1/2017  
19 PL first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published 6/18/2017  
20 RGL/PL close public comment - 3 days after hearing 6/21/2017  
21 PL Staff report due to EQCC 11/10/2017  
22   EQC Meeting 12/15/2017  
23   SIP    
24 SIP Coord Submit SIP development plan to EPA 11/18/2016  
25   Submit draft rules and notice to EPA 4/2/2017  
26   Submit adopted rules and SIP info to EPA 12/25/2017  
27   Fees    
28 PL Lead development of fee approval packet 2/16/2017  
29   Obtain review of fee packet by PMGR and RGL 4/2/2017  
30   Finalize fee packet 4/10/2017  
31 RGL Submit Part I of fee packet to DAS 4/17/2017  
32   Submit Part II of fee packet to DAS 12/20/2017  
33   Communications Planning    
34 PL schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-communications plan
-message map
-newspaper ads
-news release
-social media
-rulemaking/program web page
-informational meetings
 1/15/2017  
35   Preplanning for Hearings (90 days before 1st hearing) 3/20/2017  
36   Initial Rule Work
(4 mos. Before filing notice)		 1/18/2017  
37 RGL and PL discuss requirements for EQC faciliated hearing    
38 PL coordinates with Team to:    
39 ·       determine need for a crosswalk    
40 ·       identify rules to amend or repeal    
41 ·       identify new rules to adopt    
42 ·       identify land use rules    
43 ·       identify SIP rules, talk with SIP Coordinator    
44   Advisory Committee
(4 mos. before filing notice)		    
45   Advisory Committee work session (120 days before meeting) 11/16/2016  
46 PMGR approves deliverables including AC.ROSTER (97 days before meeting) 12/16/2016  
47 PMGR, PL, RGL emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) 1/15/2017  
48 PL SUBMIT FINAL VERSION OF ALL DOCUMENTS FOR PUBLICATION 2/23/2017  
49 RGL send web request to create rulemaking, advisory committee web pages 5/4/2017  
50   emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting) 3/2/2017  
51 RGL sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting) 5/15/2017  
52   Advisory Committee meeting (min. 60 days before filing notice) 3/16/2017  
53   Public Notice
- not required for temporary rules
(begin 90 days before filing notice)		 2/14/2017  
54 PL begin drafting rules and notice    
55   asks DA Assistant to schedule future time on DA Schedule for reviewing notice package    
56   schedules time on PMGR calendar to review Notice Package    
57   Rule Publication Work    
58 PL notify PMGR notice package is ready for review (5 weeks before filing notice) 4/12/2017  
59 PL on PMGR approval, forwards notice package to DA for review (4 weeks before filing notice) 4/19/2017  
60 PL On DA approval, notify communications notice package is ready for review (3 weeks before filing notice) 4/24/2017  
61   Preview Period
(leadership review) - 5-7 days - 2 weeks before filing notice		    
62 RGL sends EMAIL.PREVIEW to:
-Director, DA, Leadership Team, Legislature Coordinator, EQCC
-Cc… all contributing and affected staff
-saves Email.Preview .pdf to Rule_Development - 4- Notice
 5/1/2017  
63   Notifications    
64 RGL/PL draft newspaper ads 4/19/2017  
65 RGL send web request to create rulemaking, comment web pages; and post on DEQ public notices page 4/19/2017  
66 RGL submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing) 5/4/2017  
67 PL COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION 5/8/2017  
68 RGL submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month) 5/15/2017  
69   Public Comment and Testimony    
70 PL Public hearing 6/18/2017  
71   Public Comment Closes 6/21/2017  
72   EQC Preparation    
73 PL Completes EQC package = staff report, draft rules, attachments (EQC-9 weeks) 10/13/2017  
74 PL PMGR completes review (EQC-8 weeks) 10/20/2017  
75 PL DA completes review (EQC-7 weeks) 10/27/2017  
76   discusses need for 1|1 commissioners briefings with PMGR/DA/EQCC    
77 PL COMPLETES FINAL VERSION OF ALL DOCUMENTS (EQC-6 weeks) 11/3/2017  
78 PL/RGL submits EQC packet to EQCC (EQC-5 weeks) 11/10/2017  
79 PL EQC meeting 12/15/2017  

Tasks summary

  A B C D E F G H I J K L M N O P Q
1 ID Title Location Start Time End Time Description All Day Event Recurrence Workspace Category Resources Free/Busy Check Double Booking Comments URL Attachments Attendees
2   Air Toxics 2016 Permanent 11/16/2016 11/16/2016 Advisory Committee
-work session (120 days before meeting)		 TRUE                    
3   Air Toxics 2016 Permanent 12/16/2016 12/16/2016 approves AC deliverables including AC.ROSTER (97 days before meeting) TRUE                    
4   Air Toxics 2016 Permanent 1/15/2017 1/15/2017 emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) TRUE                    
5   Air Toxics 2016 Permanent 1/15/2017 1/15/2017 Communications Planning:
schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-communications plan
-message map
-newspaper ads
-news release
-social media
-rulemaking/program web page
-informational meetings
 TRUE                    
6   Air Toxics 2016 Permanent 1/18/2017 1/18/2017 Start rule writing
-4 mos. before filing notice
discuss requirements for EQC faciliated hearing		 TRUE                    
7   Air Toxics 2016 Permanent 4/2/2017 4/2/2017 SIP - submit rule package to EPA (at least 90 days before notice) TRUE                    
8   Air Toxics 2016 Permanent 2/14/2017 2/14/2017 Public Notice
-not required for temporary rules
-begin 90 days before filing notice		 TRUE                    
9   Air Toxics 2016 Permanent #REF! #REF! send web request to create rulemaking, advisory committee web pages TRUE                    
10   Air Toxics 2016 Permanent 3/2/2017 3/2/2017 emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting) TRUE                    
11   Air Toxics 2016 Permanent #REF! #REF! sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting) TRUE                    
12   xxxx   #REF! #REF! SUBMIT FINAL VERSIONS OF ALL DOCUMENTS FOR PUBLICATION TRUE                    
13   Air Toxics 2016 Permanent 3/16/2017 3/16/2017 Advisory Committee meeting (min. 60 days before filing notice) TRUE                    
14   Air Toxics 2016 Permanent 2/16/2017 2/16/2017 Fees - leads development of: TRUE                    
15   Air Toxics 2016 Permanent 3/20/2017 3/20/2017 Preplanning for Hearings (90 days before 1st hearing) TRUE                    
16   Air Toxics 2016 Permanent 4/2/2017 4/2/2017 initiates UMGR Fee Approval Packet review, addresses suggestions TRUE                    
17   Air Toxics 2016 Permanent #REF! #REF! forwards notice package to UMGR for review (6 weeks before filing notice) TRUE                    
18   xxxx                              
19   Air Toxics 2016 Permanent 4/17/2017 4/17/2017 sends EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice) TRUE                    
20   Air Toxics 2016 Permanent 4/19/2017 4/19/2017 draft newspaper ads TRUE                    
21   Air Toxics 2016 Permanent 4/19/2017 4/19/2017 send web request to create rulemaking, comment web pages TRUE                    
22   Air Toxics 2016 Permanent #REF! #REF! submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing) TRUE                    
23   Air Toxics 2016 Permanent 5/1/2017 5/1/2017 Preview Period:
(leadership review) - 5-7 days
sends EMAIL.PREVIEW to:
-Director, DA, Leadership Team, EQCC
-Cc… all contributing and affected staff
-saves Email.Preview .pdf to Rule_Development - 4- Notice
 TRUE                    
24       5/8/2017 5/8/2017 COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION                      
25   Air Toxics 2016 Permanent 5/15/2017 5/15/2017 submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month) TRUE                    
26   Air Toxics 2016 Permanent 6/1/2017 6/1/2017 Notice published in Oregon Bulletin                      
27   Air Toxics 2016 Permanent 6/18/2017 6/18/2017 Public hearing TRUE                    
28   Air Toxics 2016 Permanent 6/21/2017 6/21/2017 close public comment TRUE                    
29   Air Toxics 2016 Permanent 10/13/2017 10/13/2017 PL completes staff report = staff report, draft rules, attachments (EQC-9 weeks) TRUE                    
30   Air Toxics 2016 Permanent 10/20/2017 10/20/2017 UMGR completes review (EQC-8 weeks) TRUE                    
31   xxxx   10/27/2017 10/27/2017 DA completes review (EQC-7 weeks)                      
32       11/3/2017 11/3/2017 Communications completes review (EQC-6 weeks)                      
33       11/3/2017 11/3/2017 COMPLETE FINAL VERSION OF ALL DOCUMENTS (EQC-6 weeks)                      
34   Air Toxics 2016 Permanent 11/10/2017 11/10/2017 submits EQC packet to EQCC (EQC-5 weeks) TRUE                    
35   Air Toxics 2016 Permanent 12/15/2017 12/15/2017 EQC meeting TRUE                    
36   xxxx   11/18/2016 11/18/2016 Submit SIP development plan to EPA TRUE                    
37   xxxx   4/2/2017 4/2/2017 Submit draft rules and notice to EPA TRUE                    
38   xxxx   12/25/2017   Submit adopted rules and SIP docs to EPA TRUE                    
39   xxxx   2/16/2017 2/16/2017 Lead development of Fee approval packet TRUE                    
40   xxxx   4/2/2017 4/2/2017 Obtain UMGR and RGL review of fee packet TRUE                    
41   xxxx   4/10/2017 4/10/2017 Finalize fee packet TRUE                    
42   xxxx   4/17/2017 4/17/2017 Submit fee packet Part I to DAS TRUE                    
43   xxxx   12/20/2017 12/20/2017 Submit fee packet Part II to DAS TRUE                    

main sharepoint

  A B C D E F G H I J K L M N O
1 ID Title Location Start Time End Time Description All Day Event Recurrence Workspace Category Resources Free/Busy Check Double Booking Attachments Attendees
2   SIP - submit SIP development plan to EPA (6 mos. before notice)   11/18/2016 11/18/2016   TRUE                
3   Advisory Committee
-work session (120 days before meeting)		   11/16/2016 11/16/2016   TRUE                
4   approves AC deliverables including AC.ROSTER (97 days before meeting)   12/16/2016 12/16/2016   TRUE                
5   emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)   1/15/2017 1/15/2017   TRUE                
6   Communications Planning:
schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-communications plan
-message map
-newspaper ads
-news release
-social media
-rulemaking/program web page
-informational meetings
   1/15/2017 1/15/2017   TRUE                
7   Start rule writing
-4 mos. before filing notice
discuss requirements for EQC faciliated hearing		   1/18/2017 1/18/2017   TRUE                
8   SIP - submit rule package to EPA (at least 90 days before notice)   4/2/2017 4/2/2017   TRUE                
9   Public Notice
-not required for temporary rules
-begin 90 days before filing notice		   2/14/2017 2/14/2017   TRUE                
10   SUBMIT FINAL VERSION OF ALL DOCUMENTS FOR PUBLICATION   2/23/2017 2/23/2017   TRUE                
11   send web request to create rulemaking, advisory committee web pages   2/14/2017 2/14/2017   TRUE                
12   emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)   3/2/2017 3/2/2017   TRUE                
13   Advisory Committee meeting (min. 60 days before filing notice)   3/16/2017 3/16/2017   TRUE                
14   Fees - leads development of:   2/16/2017 2/16/2017   TRUE                
15   Preplanning for Hearings (90 days before 1st hearing)   3/20/2017 3/20/2017   TRUE                
16   initiates PMGR Fee Approval Packet review, addresses suggestions   4/2/2017 4/2/2017   TRUE                
17   notify PMGR notice package ready f for review (5 weeks before filing notice)   4/12/2017 4/12/2017   TRUE                
18   on PMGR approval, notify DA notice package ready for review (4 weeks before filing notice)   4/19/2017 4/19/2017                    
19   on DA approval, notify communications notice package ready for review (3 weeks before filing notice)   4/24/2017 4/24/2017                    
20   sends EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice)   4/17/2017 4/17/2017   TRUE                
21   draft newspaper ads   4/19/2017 4/19/2017   TRUE                
22   send web request to create rulemaking, comment web pages   4/19/2017 4/19/2017   TRUE                
23   submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)   4/19/2017 4/19/2017   TRUE                
24   Preview Period:
(leadership review) - 5-7 days
sends EMAIL.PREVIEW to:
-Director, DA, Leadership Team, EQCC
-Cc… all contributing and affected staff
-saves Email.Preview .pdf to Rule_Development - 4- Notice
   5/1/2017 5/1/2017   TRUE                
25   COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION   5/8/2017 5/8/2017   TRUE                
26   submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)   5/15/2017 5/15/2017   TRUE                
27   Notice published in Oregon Bulletin   6/1/2017 6/1/2017                    
28   Public hearing   6/18/2017 6/18/2017   TRUE                
29   close public comment   6/21/2017 6/21/2017   TRUE                
30   PL completes staff report = staff report, draft rules, attachments (EQC-9 weeks)   10/13/2017 10/13/2017   TRUE                
31   pmgr completes review (EQC-8 weeks)   10/20/2017 10/20/2017   TRUE                
32   DA completes review (EQC-7 weeks)   10/27/2017 10/27/2017                    
33   Communications completes review (EQC-6 weeks)   11/3/2017 11/3/2017                    
34   COMPLETE FINAL REVIEW OF ALL DOCUMENTS (EQC-6 weeks)   11/3/2017 11/3/2017   TRUE                
35   submits EQC packet to EQCC (EQC-5 weeks)   11/10/2017 11/10/2017   TRUE                
36   EQC meeting   12/15/2017 12/15/2017   TRUE                
37   Submit SIP development plan to EPA   11/18/2016 11/18/2016   TRUE                
38   Submit draft rules and notice to Epa   4/2/2017 4/2/2017   TRUE                
39   Submit adopted rules and SIP docs to EPA 12/25/2017 12/25/2017   TRUE                
40   Lead development of fee approval packet 2/16/2017 2/16/2017   TRUE                
41   Obtain review of pmgr and RGL review of fee packet 4/2/2017 4/2/2017   TRUE                
42   Finalize fee packet   4/10/2017 4/10/2017   TRUE                
43   Submit fee Packet Part I to DAS   4/17/2017 4/17/2017   TRUE                
44   Submit fee packet part II to DAS   12/20/2017 12/20/2017   TRUE                

ind SP