titlevcpi2016.schedule

	A	B	C	D	E	F
1	Person	Action	Suggested Dates		Amended Dates
2		Title V CPI 2016	Start	End	Start	End
4		Instructions
6		Enter notice publication date under Suggested "Notice Published" Date
7		Enter EQC date under Suggested "EQC Meeting" Date
8		Worksheet will populate dates under "Suggested Start Dates" If desired, manually fill in dates in "End" column Manually fill in desired dates under "Amended Dates" Find any term on sheet using control + F (find) *"Summary" tab is overview of critical tasks and dates
10		Links to Task Headings
12		Overview of Key Dates
13		Concept Development
14		Start Rulemaking
15		SIP
16		Communications Planning
17		Preplanning for Hearings
18		EQC Facilitated Hearings
19		Initial Rule Work
20		Advisory Committee
21		Fees
22		Public Notice
23		Rule Publication Work
24		Preview Period
25		Notifications
26		Public Comment and Testimony
27		Public Comment Closes
28		EQC Preparation
30		Abbreviations
32	ARC	Agency Rules Coordinator
33	DA	Division Administrator
34	EQCC	EQC Coordinator
35	PL	Program Lead
36	RGL	Rules Group Lead
37	SIPC	SIP Coordinator
38	UMGR	Unit Manager
39	SP	SharePoint
40	Director	DEQ Director
41		Background
43	Temporary or Permanent	T/P	P
44	Rule proposal complexity	Simple/Average/Complex	S
45	Advisory Committee	Y/N
46	Fees	Y/N	Y
47	Fees- DAS approval required	Y/N	N
48	SIP	Y/N	N
49	EQC involvement before hearing	Y/N	N
50	EQC faciliated hearing?	Y/N	N
51		Overview of Key Dates
53	Director	Added to Rulemaking Plan	9/14/2015
54	`	Notice Packet due to RGL and UMGR for review
55	PL	Notice Packet due to DA and Communications for review
56	RGL	File notice with SOS/open comment period	1/14/2016
57		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	2/1/2016
58	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 17 days after Bulletin Notice published	2/18/2016


59	RGL/PL	close public comment - 3 days after hearing	2/21/2016
60	PL	Staff report due to EQCC (5 weeks before EQC)	5/6/2016
61		EQC Meeting	6/10/2016
62	RGL	file rules	6/14/2016
63	Rules become effective	On date filed or later specified date	6/14/2016
65	Director's report	Director's Report
66	Information item	Information Item
68		Rulemaking Process
70		Concept Development
72	UMGR	contacts ARC about a potential rulemaking	8/25/2015
73	ARC	explains add concept to plan process	8/25/2015
74	Unit manager	approves completing Resources and Considerations worksheets	8/25/2015
75	ARC	adds to Rules Idea list/workload spreadsheet	8/25/2015
76		establishes new Rule_Development folder system	8/25/2015
77		adds TEMPLATES to 1. Planning folder and adapts to concept: CONSIDERATIONS, RESOURCES, SCHEDULE	8/25/2015
78		Meets with PL to discuss completing workbooks	8/25/2015
79	PL	With ARC help, drafts workbooks using what she or he knows now	9/2/2015
80	PL and UMGR	Calculate rule priority based on DRIVERS and RISKS tables from Rulemaking SP page	9/2/2015
81	UMGR	shares workbooks and prioritization info with DA	9/7/2015
82	UMGR	emails DA approval or disapproval to ARC, UMGR, PL	9/9/2015
83	Units	conduct internal rule prioritization process	9/15/2015
84	ARC	Uses WORKBOOKS, DRIVERS and RISKS info to rank rulemaking on WORKLOAD spreadsheet	9/15/2015
85	Rules Group	Meet and prioritize projects; create unitary agency-wide prioritized list	9/15/2015
86	Rules group	resources prioritized projects	9/15/2015
87	ARC	presents prioritized list to Director (3 times/yr.; Jan., May, Sept.)	9/16/2015
88	ARC	adds prioritized, Director-aproved projects to agency rulemaking plan	9/16/2015
89	ARC	notifies DA, PL, UMGR of Director's decision	9/22/2015
90		posts DEQ Rulemaking Plan on Rules and Regulations web page and Rulemaking SP page	9/22/2015
91		send draft notification email to Director for approval, include: - Web page link - DEQ Rulemaking Plan - CONSIDERATIONS and RESOURCES Summary pages	9/22/2015
92		after director approval, sends informational email to: - Leadership Team - all managers who make rules - Communications -EQC coordinator to include in monthly Director's Report -Cc… DA, PL, RGL	9/22/2015
93		SIP
94	SIP Coord	Submit SIP development plan to EPA	7/21/2015
95		Submit draft rules and notice to EPA	12/3/2015
96		Submit adopted rules and SIP info to EPA	6/20/2016
97		Fees
98	PL	Leads development of Fee Approval Packet	10/19/2015
99		Obtains review of fee packet by UMGR and RGL	12/3/2015
100		Finalizes fee packet	12/11/2015
101	RGL	Submits Part I of fee packet to DAS	12/18/2015
102	RGL	Submits Part II of fee packet to DAS ( not later than 10 days after EQC)	6/15/2016
104		Start Rulemaking
106	ARC:
107		saves email Rule_Development \| 1-Planning \| APPROVAL.ToMoveForward	9/22/2015
108		establishes SharePoint sub-site -simple email to web support (Michele T. - 4.2015)	9/22/2015
109		moves SCHEDULE from Rule_Development into SharePoint	9/22/2015
110		moves other workbooks from Rule_Development into SharePoint	9/22/2015
111	DA, UMGR, PL & RGL	decide whether to expand team	9/22/2015
112	UMGR	is responsible for:	10/16/2015
113		· getting new team members' manager approval	10/16/2015
114		· adding rulemaking to work plans as appropriate	10/16/2015


115	ARC	gets Qtime number from ISS Fiscal Coordinator (Robert Beall 12.14)	10/1/2015
116	RGL	drafts SCHEDULE and SUMMARY	10/13/2015
117	PL & RGL	refine & agree on draft schedule	10/16/2015
118	PL	schedules/holds team meeting(s) for consensus on:	10/21/2015
119		· RESOURCES workbook, identifies rulemaking and implementation need	10/21/2015
120		· CONSIDERATIONS workbook, reflects scope of work accurately	10/21/2015
121		· CONSIDERATIONS workbook identifies potential risks accurately	10/21/2015
122		· SCHEDULE of tasks and deadlines	10/21/2015
123	UMGR	ensures program staff meets agreed upon dates in SCHEDULE
125		Communications Planning
127	PL	schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:	10/21/2015
128		· Communications Plan	10/21/2015
129		· Social Media	10/21/2015
130		· Message Map	10/21/2015
131		· Newspaper advertisements (SIP or local rulemaking only)	10/21/2015
132		· Newspaper release	10/21/2015
133		· Program Web page	10/21/2015
134		· Information Meetings before hearing	10/21/2015
135	RGL
136		verifies Web content meets team expectations
137		works with WebRep to make adjustments
138	PL/RGL	Publication Table:
139		· identifies newspaper and publication date
140		· develops an AD.STANDARD for each hearing if required
141		· develops AD.LEGAL for each hearing if required
142		· saves as NOTICE.AD.Hearing1, etc. on Rule_Development folder
143		· determines when ADs need to be submitted to contractor
144		· shares contents of HearingAndAdDates TAB with UMGR
145		· obtains UMGR email approval
147		Preplanning for Hearings (90 days before 1st hearing)	11/20/2015
149	PL and RGL	discuss requirements for hearings	10/20/2015
150	PL	identifies hearing locations, dates and times	10/20/2015
151		Meeting 1 Location, Time	10/20/2015
152		Meeting 2 Location, Time	10/20/2015
153	PL	reserves venues/equipment for hearings	10/20/2015
155		EQC Facilitated Hearings
157	RGL and PL	discuss requirements for EQC faciliated hearing	N/A
158	PL	observe EQC quorum notification requirements (ORS 192.630)	N/A
159		identifies EQC facilitated hearing, coordinate with commissioner	N/A
160		gathers all planning emails for the Rule Record and saves PDF to Rule_Development:\|1-Planning\|EMAILS.Planning.pdf	N/A
162		Initial Rule Work (4 mos. Before filing notice)	9/20/2015
164		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
165	PL	coordinates with Team to:	10/21/2015
166		· determine need for a crosswalk	N/A
167		· identify rules to amend or repeal	10/21/2015
168		· identify new rules to adopt	N/A
169		· identify land use rules	10/21/2015
170		· identify SIP rules, talk with SIP Coordinator	N/A
171	RGL	pulls rules to amend or repeal from SOS-Archives	10/21/2015
172		determines availability of any new (adopted) rule or division	10/21/2015


173		adds PROPOSED.RULES.Pristine template to Rule_Development	10/21/2015
174		copies subject rules from SOS into template	10/21/2015
175		saves PROPOSED.RULES.Pristine	10/21/2015
176		uploads a copy to SharePoint under Topic: Public Notice	10/21/2015
177		protects PROPOSED.RULES.Pristine on Rule_Development	10/21/2015
178		obtains, verifies, provides previously unused rule numbers	N/A
179		shares information about rules that may be involved in other rulemakings	10/21/2015
180		performs 1st plain language, style guide edits on SharePoint	10/21/2015
181		offers organizational comments and examples	10/21/2015
182	PL	leads rule writing on SharePoint CodeName.RULES to:	10/21/2015
183		· consider regulations, policies, programs and systems that may affect subject rules	10/21/2015
184		· validate/correct all citations, tables, formulas and document references within rule	10/21/2015
185		· validate/correct statutory authorities at bottom of each rule	10/21/2015
186		· validate/correct statutes implemented at bottom of each rule	10/21/2015
187		· validate/correct NOTE(s)	10/21/2015
188		· does not delete or change Hist. or ED.NOTES for any rule	10/21/2015
189		· SIP note is at bottom of all SIP rules and it is accurate	N/A
190	All drafters and reviewers	work on SharePoint Codename.RULES	10/21/2015
191	PL	before submitting Notice Packet and EQC Packet:	10/21/2015
192		· verifies each rule in Codename.RULES is current with SOS compilation	10/21/2015
193		· verifies no rule adoptions could affect Codename.RULES	10/21/2015
271		Public Notice not required for temporary rules
272		(begin 90 days before filing notice)	10/17/2015
273		SAVE DOCUMENTS ON:SharePoint Topic: Public Notice	10/22/2015
274		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
275	PL	leads core team in developing Notice Packet that includes: -Codename.RULES SharePoint Topic: Public Notice -NOTICE SharePoint Topic: 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	10/22/2015
277		RESOURCE INPUT - THIS IS NOT A REVIEW
279	PL	asks RESOURCES for help and input, especially:	10/29/2015
280		RGL for process, organization, edits, plain language	10/29/2015
281		Affected staff, including regional staff, for subject matter	10/29/2015
282		SIP Coordinator for SIP consultation	N/A
283		UMGR: for direction and subject consultation, especially to meet program goals for rulemaking, align with section, division and agency goals	10/29/2015
284		Communications (BrianW, Jennifer F.): for any updates to communication plan, message map, news release, social media	10/29/2015
285		ARC: for legal consultation and discuss need for AAG input	10/29/2015
286		Advisory Committee: for fiscal impact	N/A
287	PL	continually refines draft Notice Packet and considers RESOURCES input	11/2/2015
288		validates approach with staff who provided input	11/2/2015
289		asks AAG for input if needed & copies ARC on all AAG emails	11/2/2015
290		addresses legal concerns and discusses with UMGR as needed	11/5/2015
291		informs UMGR about the approach, issues and potential delays, raises unanticipated rulemaking and implementation risks to appropriate level	11/5/2015
292		informs RGL about potential delays and develop contingency, if needed	11/5/2015
293		asks contributors, including UMGR for consensus on subject completeness and accuracy	11/5/2015
295		Keep Management Informed
297	PL	determines with RGL and UMGR whether DA needs pre-publication review briefing	11/9/2015
298	PL	asks DA Assistant to schedule future time on DA Schedule for briefing meeting (if necessary) with PL, UMGR and RGL	11/9/2015
299		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package	11/9/2015
300		schedules time on UMGR calendar to review Notice Package	11/9/2015
301		verifies/adjusts previously scheduled briefing & review	11/9/2015
302		keeps UMGR informed about progress, risks & delays	11/9/2015
303	UMGR	keeps management teams informed about progress	11/9/2015


305		Rule Publication Work
307	PL	prepares NOTICE, PROPOSED.RULES & optional SUPPORTING.DOCUMENTS	11/10/2015
308		addresses all comments, but does not delete them	11/17/2015
309		saves each document as Major version to capture all comments and tracked changes in NOTICE & optional SUPPORTING.DOCUMENTS:	11/17/2015
310		accepts and rejects language changes as team agrees	11/17/2015
311		ensures Word's track changes is turned on	11/17/2015
312		saves documents as Minor versions	11/17/2015
313		emails RGL for Rule Publication work when complete	11/17/2015
314	RGL	determines whether NOTICE & SUPPORTING DOCUMENTS are ready for Rule Publication	11/18/2015
315	IF INCOMPLETE
316		notifies UMGR who works with PL	11/18/2015
317		renegotiates schedule with UMGR & PL as needed	11/18/2015
318		reminds PL to reschedule managers' briefing if needed	11/15/2015
319		suspends Rule Publication work until PL resubmits documents	11/18/2015
321	PL	asks RGL to apply CHECKLIST review to PROPOSED.RULES	11/25/2015
322	RGL	leads review to determine fiscal and economic impact analysis sufficiency	11/25/2015
323		determines whether work products meet DEQ publication standards	11/25/2015
324	PL	asks Communications, EQC Coordinator, ARC SIP Coordinator for input as needed	12/2/2015
325		discusses/resolves any editorial differences	12/9/2015
326		addresses input to ensure edits and comments speak with one voice	12/9/2015
327		accepts non substantive edits	12/9/2015
328		asks UMGR & PL for input/concurrence as needed	12/9/2015
329	UMGR, PL & RGL discuss:
330		outstanding work	12/9/2015
331		need for AAG review	12/9/2015
332		need to renegotiate schedule	12/9/2015
333	PL
334		addresses outstanding edits and comments	12/9/2015
335		asks AAG for review, if indicated, copies ARC and addresses input	12/9/2015
336		asks RGL & UMGR for concurrence on changes if indicated	12/16/2015
337		addresses outstanding edits and comments	12/16/2015
338		notifies RGL & UMGR when complete and ready for preview	12/16/2015
339	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	12/16/2015
340	PL	on UMGR approval, forwards notice package to DA for review	12/23/2015
341	DA	completes review and emails approval to PL, UMGR, RGL	12/30/2015
343		Preview Period (leadership review) - 5-7 days
345	RGL	drafts EMAIL.PREVIEW (instructions in template)	1/4/2016
346	PL, UMGR	Brief DA – only if necessary; controversial, complex, unusually challenging rulemaking	1/4/2016
347	RGL	sends EMAIL.PREVIEW to: -Director, DA, Leadership Team, EQCC -Cc… all contributing and affected staff -saves Email.Preview .pdf to Rule_Development - 4- Notice	1/4/2016
348	PL. RGL, UMGR	decide how to address any feedback from preview	1/7/2016
349	PL	modifies documents as needed	1/7/2016
350	RGL	verifies PROPOSED.RULES are still based on current compilation	1/7/2016
351	PL	finalizes public documents with UMGR	1/7/2016
352	UMGR	emails PL & RGL approval to move forward with NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS	1/7/2016
353	RGL	saves email as Rule_Development \| 4-Notice \| MGR.APPROVAL.Notice.PDF	1/7/2016
354	PL/RGL	drafts INVITATION.TO.COMMENT using information from approved NOTICE	1/7/2016
355	RGL	establishes the following using Web Request:	1/7/2016
356		External Web page	1/7/2016
357		Online public comment form	1/7/2016
358		University Student Comment Account - helpdesk request with PL & RGL co-owning account; CodeName = “Alias”	1/7/2016


359		compares work products to earlier reviews to determine need for additional edits	1/7/2016
360		obtains additional Rule Publication edits on changes if needed	1/7/2016
361		verifies/clarifies additional edits with PL & UMGR as warranted	1/7/2016
362		notifies UMGR & PL when finished	1/7/2016
363		sets Outlook auto reply - instructions in Rulemaking Manual	1/7/2016
365		Notifications
367	RGL/PL	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 gegraphical area.	12/20/2015
368	PL	COMPLETES FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION	1/8/2016
369		send web request to create rulemaking, comment web pages	1/4/2016
370	RGL	drafts EMAIL.NOTICE.TO.KEY.LEGISLATORS - instructions in template	1/4/2016
371		sends draft to Leg.Liason	1/4/2016
372	Leg. Liason	determines key legislators requiring ORS 183.335(5) notification	1/7/2016
373	RGL	adapts email as needed	1/7/2016
374	RGL	leads:	1/7/2016
375		submitting newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	12/30/2015
376		verifying newspaper advertisements are correct	1/14/2016
377		obtaining copies of affidavits of publication from Accounting	1/14/2016
378		adding hearings to DEQ Event Calendar	1/14/2016
379		creating an auto reply to Outlook account for University students	1/14/2016
380		validating Web page, comment form and Outlook account	1/14/2016
381		if no advisory committee, submit web request for rulemaking and comment web page	1/4/2015
382	PL	submits Notice to EPA, if required	1/14/2016
383	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	1/14/2016
384		emails DAS notification of fees that don't require DAS approval	1/14/2016
385		saves all evidence on Rule_Development \| 4-Notice using naming convention	1/14/2016
386		opens public comment by notifying agency rulemaking list that includes:	1/14/2016
387		GovDelivery	1/14/2016
388		EQCC	1/14/2016
389		advisory committee	N/A
390		program-specific lists	1/14/2016
391		DEQ communications - publications and social media	1/14/2016
392		saves all evidence, lists and affidavits on Rule_Development \| 4 Notice	1/18/2016
393	RGL	emails Key Legislators with Return Receipt (redirects receipt to PL)	1/14/2016
394		copies PL	1/14/2016
395		saves receipts under Rule_Development\|4-Notice	1/18/2016
396	RGL & WebRep	maintain Rukemaking Web page	1/18/2016
397	PL	gathers and saves all emails on Rule_Development\|4-Notice using naming conventions	1/18/2016
399		Public Comment and Testimony
401		Review version history to help maintaining rulemaking record	1/18/2016
402		SAVE DOCUMENTS ON: SharePoint Topic: Public Notice	1/18/2016
403	RGL	meets with PL and Hearings Officers to discuss hearing procedures	2/15/2016
404		If hearing after hours at DEQ HQ, request guard using Guard Request Procedure	1/18/2016
405	PL	verifies venues and equipment, gathers supplies	2/8/2016
406		develops INFO.MEETING.TEXT	2/8/2016
407		modifies MESSAGE.MAP	2/8/2016
408		develops INFO.PRESENTATION	2/8/2016
409		practices presentation	2/8/2016
410		makes presentation adjustments	2/8/2016
411		initiates UMGR review/approval, addresses suggestions	2/8/2016
412	UMGR	reviews/approves optional presentation	2/15/2016


413	Hearings Officers
414		reviews responsibilities of hearings officer	2/15/2016
415		develops introductory and logistics script	2/15/2016
416		holds the following hearings (identified under Planning section) with assigned team	2/17/2016
417	Hearing 1	Location, Time
418		save audio as Rule_Development\|5-PublicComment\|HEARING.1.mp3	2/18/2016
419	PL	for comments received by mail or at hearings:	2/22/2016
420		stamps DEQ receipt date on address-side of envelope and on first page of letter	2/22/2016
421		adds commenter and comment to COMMENTS	2/22/2016
422		scans mailed comments and envelopes and saves as ID###.pdf	2/22/2016
423		PUBLIC COMMENT CLOSES	2/22/2016
424	RGL	downloads online public comments to Excel, Codename.public.comment; save in Development \| Public Comment and Testimony
425		Downloads email comments from student email box to Excel; Codename.student.comment; save in Development \| Public Comment and Testimony
426	PL	coordinates with team to:
427		develop category titles to bundle similar comments
428		organize comments into categories
429		draft DEQ responses to each categories of comments
430		leads team work finalizing DEQ responses to public comment
431		DO NOT MAIL TO COMMENTERS UNTIL EQC ASSISTANT FINALIZES STAFF REPORT
432	PL	asks RGL for Rule Publication review
433	RGL	coordinates Rule Publication work:
434		edits for plain English, style guide & tone because this is part of EQC packet
435		contacts PL with questions, clarifications and suggestions
436		notifies PL when complete
437	PL	shares comments/responses to comments with UMGR & DA
438		team modifies responses to get to approval
439	PL
440		gathers emails ABOUT comments, not actual comments, for Rule Record
441		saves them as Rule_Development\|5-PublicComment...\|EMAIL.Comment.pdf
443		EQC Preparation
445		Review version history to help maintaining rulemaking record
446		SAVE DOCUMENTS ON: SharePoint TopicL EQC Preparation
447	PL
448		finalizes EQC Packet with core team:
449		codename.staff.rpt
450		codename.rules
451		SUPPORTING.DOCUMENTS
452		notifies RGL that EQC packet is ready for Rule Publication
453	RGL	leads initial Rule Publication work that includes:
454		comparing NOTICE to STAFF.REPORT to determine what needs review
455		obtaining/consolidating Communications, EQC Coordinator, SIP Coordinator edits, including style guide, grammar, plain English, organization
456		accepting all style guide and format edits
457		getting ARC review of PROPOSED.RULES- SOS/LC and CHECKLIST review
458		contacts PL with questions or modifications and when work is complete
459	PL
460		addresses rule publication edits and comments
461		prepares EQC packet
462		initiates management review and approval: UMGR and DA	4/22/2016
463		obtains approval from UMGR to submit EQC packet	4/29/2016
464		discusses need for 1\|1 commissioners briefings with UMGR/DA/EQCC


465	PL	COMPLETES FINAL VERSION OF ALL DOCUMENTS	4/29/2016
466		submits EQC packet to EQCC (5 weeks before EQC)	5/6/2016
467		notifies the following according to division's standard practice:
468		· staff contributors
469		· key stakeholders
470		· advisory committee members
471		· commenters
472		· interested parties (optional)
473		leads team development of EQC presentation
474		coordinates presentation practices
475		makes any presentation adjustments
476	Presentation team	ATTENDS EQC MEETING	6/10/2016
477	PL	saves emails about EQC preparations for Rule Record in Rule_Development\|6-EQCPreparation\|EMAILS.EQC.Prep.pdf
479		Post EQC
480	Review version history to help maintaining rulemaking record
481		Document Preparation
483	RGL	saves following documents to 7.PostEQC folder on Rule_Develpment:
484		gets documents as presented to EQC from EQC Coordinator
485		STAFF.REPORT.pdf
486		STAFF.REPORT.ADDENDUM.pdf (if presented to EQC)
487		downloads documents as presented to EQC from SharePoint:
488		PROPOSED.RULES (showing changes)
489		saves as REDLINE.docx (showing changes in strikethrough and
490		saves as RULES.docx (clean version), accepts all changes, saves again
491		TABLES.340-###-####.docx (1 .docx per rule contains ALL tables)
492		coordinates EPA.SIP.SUBMITAL with SIP Coordinator
494		Filing
496		DEADLINE: No Oregon deadline for filing rules after adoption - check EPA
497	ARC
498		logs onto Secretary of State online filing form
499		uses information in STAFF.REPORT & ADDENDUM to populate form
500		reviews, prepares and uploads:
501		RULES.docx (clean version in Word)
502		TABLES.340-###-####-SOS.pdf (1 .docx per rule contains ALL tables
503		develops, scans and uploads AUTHORIZATION-SOS.pdf into online SOS form
504		completes SOS form, verifies and submits
505	Filed Date
506	Effective Date
507	ARC	saves certificate that SOS sent via email as CERTIFICATE-SOS.pdf
508		notes sequence for Certificate and Administrative Order No.
509		submits Web request to update Web page
510		moves share drive folder system:
511		FROM: \\deqhq1\Rule_Development\Current
512		TO: \\deqhq1\Rule_Development\Filed
514		Legislative Counsel Notification
515	DEADLINE	LC must receive notification within 10 days after CERTIFICATE date
516	DEQ PRACTICE	Put in shuttle on day of SOS filing
517	ARC
518		prepares Legislative Counsel notification - see Rulemaking Manual:
519	prints	CERTIFICATE and saves copy as CERTIFICATE-LC.pdf


520	prints	REDLINE and saves copy as REDLINE-LC.pdf
521		self-addressed envelope, fold underside of flap over a 2nd certificate
522		write "Please date stamp certificate and return." on underside of flap
523		prepares/scans return receipt shuttle envelope, saves as SHUTTLE.RECEIPT-LC.pdf
524		sends via shuttle
525		sends Procurement a scanned image of SHUTTLE.RECEIPT-LC
526		DAS FEE APPROVAL - PART 2
527	DEADLINE	DEQ must send notification or DAS Part 2 within 10 days of EQC action
528	PL
529		gets signatures on Part 2 of signed DAS Fee Approval
530		scans/saves as DAS.PART2.pdf
531		excerpts fee sections from RULES, saves as FEE.RULES-DAS, print
532		excerpts fee sections from STAFF.REPORT, saves as FEE.REPORT-DAS, print
533		emails PART2-DAS.pdf to DAS (requests delivery receipt)
534		get preprinted return receipt shuttle envelope from ARC
535		prepares/scans shuttle envelope, saves as SHUTTLE.RECEIPT-DAS.pdf
536		sends all fee documents to DAS via shuttle
537		sends Procurement a scanned image of SHUTTLE.RECEIPT-DAS
539		Closing Records and Archival
541	RGL
542		verifies Web page is current and accurate
543		coordinates meeting to discuss lessons learned
544		ensures the final version of every document on SharePoint is Major (Published)
545		verifies Outlook student comment account is empty/asks helpdesk to close account
546		leads verification that published rules in Oregon Bulletin are correct
547		If errors, PL works with ARC to correct and selects
548	SIPC	submits SIP to EPA within 60 days AFTER adoption
549		emails optional STAKEHOLDER.NOTIFICATION that links to Web page
550		coordinates AC.THANK.YOU email or letter that links to Web page
551		scans physical records and save to Rule_Development
552		gathers emails about post EQC activities for the Rule Record and saves as: Rule_Development \| 7-PostEQC \| EMAILS.PostEQC.pdf
553	ARC
554		coordinates moving major versions from SharePoint to Rule_Development
555		coordinates closing SharePoint sub-site
556		archives folders when record is complete by moving:
557		FROM: \\deqhq1\Rule_Development
558		TO: \\deqhq1\Rule_Archives
559		Save copy of rulemaking Home Page as .mht file in "Web Pages" folder in this rulemaking's folder in the Rulemaking Development drive.
560		coordinates retiring Q-Time number(s) with BudgetAnalyst

Schedule

	A	B	C	E
1	Person	Action	__Suggested Dates_ \| Start \| End	__Amended Dates__ \| Start \| End
2		TitleVCPI2016
3		Abbreviations
4	ARC	Agency Rules Coordinator
5	DA	Division Administrator
6	EQCC	EQC Coordinator
7	PL	Program Lead
8	RGL	Rules Group Lead
9	SIPC	SIP Coordinator
10	UMGR	Unit Manager
11	SP	SharePoint
12	Director	DEQ Director
13		Overview of Key Dates
14	PL	Notice Packet due to RGL and UMGR for review	1/0/1900
15	PL	Notice Packet due to DA and Communications for review	1/0/1900
16	RGL	File notice with SOS/open comment period	1/14/2016
17		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	2/1/2016
18	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published	2/18/2016
19	RGL/PL	close public comment - 3 days after hearing	2/21/2016
20	PL	Staff report due to EQCC	5/6/2016
21		EQC Meeting	6/10/2016
22		Schedule of Tasks
23
24		SIP
25	SIP Coord	Submit SIP development plan to EPA	7/21/2015
26		Submit draft rules and notice to EPA	12/3/2015
27		Submit adopted rules and SIP info to EPA	6/20/2016
28		Fees
29	PL	Lead development of fee approval packet	10/19/2015
30		Obtain review of fee packet by UMGR and RGL	12/3/2015
31		Finalize fee packet	12/11/2015
32	RGL	Submit Part I of fee packet to DAS	12/18/2015
33		Submit Part II of fee packet to DAS	6/15/2016
34		Communications Planning
35	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	10/21/2015
36		Preplanning for Hearings (90 days before 1st hearing)	11/20/2015
37		Initial Rule Work (4 mos. Before filing notice)	9/20/2015
38	RGL and PL	discuss requirements for EQC faciliated hearing
39	PL	coordinates with Team to:
40		· determine need for a crosswalk
41		· identify rules to amend or repeal
42		· identify new rules to adopt
43		· identify land use rules
44		· identify SIP rules, talk with SIP Coordinator
45		Advisory Committee (4 mos. before filing notice)
46		Advisory Committee work session (120 days before meeting)	N/A
47	UMGR	approves deliverables including AC.ROSTER (97 days before meeting)	8/18/2015
48	UMGR, PL, RGL	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)	9/17/2015
49	PL	SUBMIT FINAL VERSION OF ALL DOCUMENTS FOR PUBLICATION	10/26/2015
50	RGL, PL	send web request to create rulemaking, advisory committee web pages	11/2/2015


51		emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	11/2/2015
52	RGL	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	11/2/2015
53		Advisory Committee meeting (min. 60 days before filing notice)	11/16/2015
54		Public Notice - not required for temporary rules (begin 90 days before filing notice)	10/17/2015
55	PL	begin drafting rules and notice
56		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package
57		schedules time on UMGR calendar to review Notice Package
58		Rule Publication Work
59	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	12/16/2015
60	PL	on UMGR approval, forwards notice package to DA for review
61		Preview Period (leadership review) - 5-7 days
62	RGL	sends EMAIL.PREVIEW to: -Director, DA, Leadership Team, EQCC -Cc… all contributing and affected staff -saves Email.Preview .pdf to Rule_Development - 4- Notice	1/4/2016
63		Notifications
64	RGL/PL	draft newspaper ads	12/20/2015
65	RGL	send web request to create rulemaking, comment web pages	12/20/2015
66	RGL	submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	12/30/2015
67	PL	COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION	1/8/2016
68	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	1/14/2016
69		Public Comment and Testimony
70	PL	Public hearing	1/0/1900
71		Public Comment Closes	2/22/2016
72		EQC Preparation
73	PL	initiates management review and approval: UMGR and DA	4/22/2016
74	PL	obtains approval from UMGR to submit EQC packet	4/29/2016
75		discusses need for 1\|1 commissioners briefings with UMGR/DA/EQCC
76	PL	COMPLETES FINAL VERSION OF ALL DOCUMENTS	4/29/2016
77	PL/RGL	submits EQC packet to EQCC (5 weeks before EQC)	5/6/2016
78	PL	EQC meeting	6/10/2016

	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		Title V CPI 2016		N/A	N/A	Advisory Committee -work session (120 days before meeting)	TRUE
3		Title V CPI 2016		8/18/2015	8/18/2015	approves AC deliverables including AC.ROSTER (97 days before meeting)	TRUE
4		Title V CPI 2016		9/17/2015	9/17/2015	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)	TRUE
5		Title V CPI 2016		10/21/2015	10/21/2015	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		Title V CPI 2016		9/20/2015	9/20/2015	Start rule writing -4 mos. before filing notice discuss requirements for EQC faciliated hearing	TRUE
7		Title V CPI 2016		#REF!	#REF!	SIP - submit rule package to EPA (at least 90 days before notice)	TRUE
8		Title V CPI 2016		10/17/2015	10/17/2015	Public Notice -not required for temporary rules -begin 90 days before filing notice	TRUE
9		Title V CPI 2016		11/2/2015	11/2/2015	send web request to create rulemaking, advisory committee web pages	TRUE
10		Title V CPI 2016		11/2/2015	11/2/2015	emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	TRUE
11		Title V CPI 2016		11/2/2015	11/2/2015	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	TRUE
12		xxxx		10/26/2015	10/26/2015	SUBMIT FINAL VERSIONS OF ALL DOCUMENTS FOR PUBLICATION	TRUE
13		Title V CPI 2016		11/16/2015	11/16/2015	Advisory Committee meeting (min. 60 days before filing notice)	TRUE
14		Title V CPI 2016		#REF!	#REF!	Fees - leads development of:	TRUE
15		Title V CPI 2016		11/20/2015	11/20/2015	Preplanning for Hearings (90 days before 1st hearing)	TRUE
16		Title V CPI 2016		#REF!	#REF!	initiates UMGR Fee Approval Packet review, addresses suggestions	TRUE
17		Title V CPI 2016		12/16/2015	12/16/2015	forwards notice package to UMGR for review (6 weeks before filing notice)	TRUE
18		Title V CPI 2016		#REF!	#REF!	sends EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice)	TRUE
19		Title V CPI 2016		12/20/2015	12/20/2015	draft newspaper ads	TRUE
20		Title V CPI 2016		12/20/2015	12/20/2015	send web request to create rulemaking, comment web pages	TRUE
21		Title V CPI 2016		12/30/2015	12/30/2015	submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	TRUE
22		Title V CPI 2016		1/4/2016	1/4/2016	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
23				1/8/2016	1/8/2016	COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION
24		Title V CPI 2016		1/14/2016	1/14/2016	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	TRUE
25		Title V CPI 2016		2/1/2016	2/1/2016	Notice published in Oregon Bulletin
26		Title V CPI 2016		1/0/1900	1/0/1900	Public hearing	TRUE
27		Title V CPI 2016		2/22/2016	2/22/2016	close public comment	TRUE
28		Title V CPI 2016		4/22/2016	4/22/2016	Staff report - initiates management review and approval: UMGR and DA	TRUE
29		Title V CPI 2016		4/29/2016	4/29/2016	obtains approval from UMGR to submit EQC packet	TRUE
30				4/29/2016	4/29/2016	COMPLETE FINAL VERSION OF ALL DOCUMENTS
31		Title V CPI 2016		5/6/2016	5/6/2016	submits EQC packet to EQCC (5 weeks before EQC)	TRUE
32		Title V CPI 2016		6/10/2016	6/10/2016	EQC meeting	TRUE
33		xxxx		7/21/2015	7/21/2015	Submit SIP development plan to EPA	TRUE
34		xxxx		12/3/2015	12/3/2015	Submit draft rules and notice to EPA	TRUE
35		xxxx		6/20/2016		Submit adopted rules and SIP docs to EPA	TRUE
36		xxxx		10/19/2015	10/19/2015	Lead development of Fee approval packet	TRUE
37		xxxx		12/3/2015	12/3/2015	Obtain UMGR and RGL review of fee packet	TRUE
38		xxxx		12/11/2015	12/11/2015	Finalize fee packet	TRUE
39		xxxx		12/18/2015	12/18/2015	Submit fee packet Part I to DAS	TRUE
40		xxxx		6/15/2016	6/15/2016	Submit fee packet Part II to DAS	TRUE