ballast2016.schedule

	A	B	C	D	E	F
1	Person	Action	Suggested Dates		Amended Dates
2		Ballast Water - ballast2016	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		Communications Planning
16		Preplanning for Hearings
17		EQC Facilitated Hearings
18		Initial Rule Work
19		Advisory Committee
20		Fees
21		Public Notice
22		Rule Publication Work
23		Preview Period
24		Notifications
25		Public Comment and Testimony
26		Public Comment Closes
27		EQC Preparation
29		Abbreviations
31	ARC	Agency Rules Coordinator
32	DA	Division Administrator
33	EQCC	EQC Coordinator
34	PL	Program Lead
35	RGL	Rules Group Lead
36	SIPC	SIP Coordinator
37	UMGR	Unit Manager
38	SP	SharePoint
39	Director	DEQ Director
40		Background
42	Temporary or Permanent	T/P
43	Rule proposal complexity	Simple/Average/Complex
44	Advisory Committee	Y/N
45	Fees	Y/N
46	Fees- DAS approval required	Y/N
47	SIP	Y/N
48	EQC involvement before hearing	Y/N
49	EQC faciliated hearing?	Y/N
50		Overview of Key Dates
52	Director	Added to Rulemaking Plan
53	`	Notice Packet due to RGL and UMGR for review	3/3/2016
54	PL	Notice Packet due to DA and Communications for review	3/17/2016
55	RGL	File notice with SOS/open comment period	4/14/2016
56		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	5/1/2016
57	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 17 days after Bulletin Notice published	5/18/2016
58	RGL/PL	close public comment - 3 days after hearing	5/21/2016


59	PL	Staff report due to EQCC (5 weeks before EQC)	6/27/2016
60		EQC Meeting	8/1/2016
61	RGL	file rules
62	Rules become effective	On date filed or later specified date
64	Director's report	Director's Report
65	Information item	Information Item
67		Rulemaking Process
69		Concept Development
71	UMGR	contacts ARC about a potential rulemaking
72	ARC	explains add concept to plan process
73	Unit manager	approves completing Resources and Considerations worksheets
74	ARC	adds to Rules Idea list/workload spreadsheet
75		establishes new Rule_Development folder system
76		adds TEMPLATES to 1. Planning folder and adapts to concept: CONSIDERATIONS, RESOURCES, SCHEDULE
77		Meets with PL to discuss completing workbooks
78	PL	With ARC help, drafts workbooks using what she or he knows now
79	PL and UMGR	Calculate rule priority based on DRIVERS and RISKS tables from Rulemaking SP page
80	UMGR	shares workbooks and prioritization info with DA
81	UMGR	emails DA approval or disapproval to ARC, UMGR, PL
82	Units	conduct internal rule prioritization process
83	ARC	Uses WORKBOOKS, DRIVERS and RISKS info to rank rulemaking on WORKLOAD spreadsheet
84	Rules Group	Meet and prioritize projects; create unitary agency-wide prioritized list
85	Rules group	resources prioritized projects
86	ARC	presents prioritized list to Director (3 times/yr.; Jan., May, Sept.)
87	ARC	adds prioritized, Director-aproved projects to agency rulemaking plan
88	ARC	notifies DA, PL, UMGR of Director's decision
89		posts DEQ Rulemaking Plan on Rules and Regulations web page and Rulemaking SP page
90		send draft notification email to Director for approval, include: - Web page link - DEQ Rulemaking Plan - CONSIDERATIONS and RESOURCES Summary pages
91		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
93		Start Rulemaking
95	ARC:
96		saves email Rule_Development \| 1-Planning \| APPROVAL.ToMoveForward
97		establishes SharePoint sub-site -simple email to web support (Michele T. - 4.2015)
98		moves SCHEDULE from Rule_Development into SharePoint
99		moves other workbooks from Rule_Development into SharePoint
100	DA, UMGR, PL & RGL	decide whether to expand team
101	UMGR	is responsible for:
102		· getting new team members' manager approval
103		· adding rulemaking to work plans as appropriate
104	ARC	gets Qtime number from ISS Fiscal Coordinator (Robert Beall 12.14)
105	RGL	drafts SCHEDULE and SUMMARY
106	PL & RGL	refine & agree on draft schedule
107	PL	schedules/holds team meeting(s) for consensus on:
108		· RESOURCES workbook, identifies rulemaking and implementation need
109		· CONSIDERATIONS workbook, reflects scope of work accurately
110		· CONSIDERATIONS workbook identifies potential risks accurately
111		· SCHEDULE of tasks and deadlines
112	UMGR	ensures program staff meets agreed upon dates in SCHEDULE
114		Communications Planning
116	PL	schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:	12/16/2015


117		· Communications Plan
118		· Social Media
119		· Message Map
120		· Newspaper advertisements (SIP or local rulemaking only)
121		· Newspaper release
122		· Program Web page
123		· Information Meetings before hearing
124	RGL
125		verifies Web content meets team expectations
126		works with WebRep to make adjustments
127	PL/RGL	Publication Table:
128		· identifies newspaper and publication date
129		· develops an AD.STANDARD for each hearing if required
130		· develops AD.LEGAL for each hearing if required
131		· saves as NOTICE.AD.Hearing1, etc. on Rule_Development folder
132		· determines when ADs need to be submitted to contractor
133		· shares contents of HearingAndAdDates TAB with UMGR
134		· obtains UMGR email approval
136		Preplanning for Hearings (90 days before 1st hearing)	2/18/2016
138	PL and RGL	discuss requirements for hearings
139	PL	identifies hearing locations, dates and times
140		Meeting 1 Location, Time
141		Meeting 2 Location, Time
142	PL	reserves venues/equipment for hearings
144		EQC Facilitated Hearings
146	RGL and PL	discuss requirements for EQC faciliated hearing
147	PL	observe EQC quorum notification requirements (ORS 192.630)
148		identifies EQC facilitated hearing, coordinate with commissioner
149		gathers all planning emails for the Rule Record and saves PDF to Rule_Development:\|1-Planning\|EMAILS.Planning.pdf
151		Initial Rule Work (4 mos. Before filing notice)	12/19/2015
153		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
154	PL	coordinates with Team to:
155		· determine need for a crosswalk
156		· identify rules to amend or repeal
157		· identify new rules to adopt
158		· identify land use rules
159		· identify SIP rules, talk with SIP Coordinator
160	RGL	pulls rules to amend or repeal from SOS-Archives
161		determines availability of any new (adopted) rule or division
162		adds PROPOSED.RULES.Pristine template to Rule_Development
163		copies subject rules from SOS into template
164		saves PROPOSED.RULES.Pristine
165		uploads a copy to SharePoint under Topic: Public Notice
166		protects PROPOSED.RULES.Pristine on Rule_Development
167		obtains, verifies, provides previously unused rule numbers
168		shares information about rules that may be involved in other rulemakings
169		performs 1st plain language, style guide edits on SharePoint
170		offers organizational comments and examples
171	PL	leads rule writing on SharePoint CodeName.RULES to:
172		· consider regulations, policies, programs and systems that may affect subject rules


173		· validate/correct all citations, tables, formulas and document references within rule
174		· validate/correct statutory authorities at bottom of each rule
175		· validate/correct statutes implemented at bottom of each rule
176		· validate/correct NOTE(s)
177		· does not delete or change Hist. or ED.NOTES for any rule
178		· SIP note is at bottom of all SIP rules and it is accurate
179	All drafters and reviewers	work on SharePoint Codename.RULES
180	PL	before submitting Notice Packet and EQC Packet:
181		· verifies each rule in Codename.RULES is current with SOS compilation
182		· verifies no rule adoptions could affect Codename.RULES
184		Advisory Committee
186	SAVE DOCUMENTS ON:	SharePoint Topic: Public Notice
187	DEADLINE:	Notice committee meetings 2 weeks before meeting
188	RGL
189		Advisory Committee work session (120 days before meeting)	10/17/2015
190		adapts Advisory Committee PowerPoint to rulemaking
191		asks team to prepare for work session by reviewing:
192		· advisory committee guidelines
193		· Public Involvement Resources
194		· EQC quorum notification requirements (ORS 192.630)
195		· examples of the required Advisory Committee Web pages
196		· optional committee AC.CHARTER
197		· CONSIDERATIONS workbook in SharePoint Topic: Planning
198		asks PL to prepare the following work session items:
199		· add potential committee members to draft AC.ROSTER
200		· list potential meeting dates and venues
201		· draft AC.MEMBER.INVITATION
202		· identify all GovDelivery topics that include affected parties
203		· draft AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery notices
204		· draft AC.EQC.INVITATION to sign up for GovDelivery notices
205		· draft AC.WebPage
206		facilitates Advisory Committee work session that follows PowerPoint discussion and decision items
207		discusses need to engage Communications (BrianW, Jennifer F.)
208		decides whether to use optional AC.CHARTER Y/N
209		advises PL on deliverables
210	PL	coordinates with team & UMGR for agreement on:
211		· AC.WebPage
212		· AC.CHARTER to include AC.ROSTER, meeting dates, venues
213		· AC.MEMBER.INVITATION (includes URL and reminder to Sign-up
214		· GovDelivery topic subscribers to get AC.AFFECTED.PARTIES.IN
215		· AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery
216		· AC.EQC.INVITATION to sign up for GovDelivery notices
217		· meeting dates and venues
218
219	UMGR and PL	share Advisory Committee deliverables and decisions with DA
220		team addresses any concerns and validates accuracy of how addressed
221	UMGR	approves deliverables including AC.ROSTER (90 days before meeting)	11/16/2015
222	PL	coordinates with team to:
223		· talk with potential committee members to determine interest
224		· finalize AC.ROSTER based on responses


225	RGL	works with WebRep to establish:	1/15/2016
226		Advisory Committee page: http://www.oregon.gov/deq/RulesandRegulations/Pages/Advisory/A
227		Advisory Committee meeting page: http://www.oregon.gov/deq/RulesandRegulations/Pages/Advisory/A
228		Advisory Committee GovDelivery sign up
230	PL	identifies meeting roles
231		coordinates or leads drafting:
232		AC.AGENDA
233		AC.GovDelivery.NOTICE
234		AC.WebRequest.ATTACHMENT
235		obtains team and UMGR input on agenda and GovDelivery notice
236	RGL	submits Web Request 2 weeks before meeting using AC.WebRequest	1/31/2016
237		sends AC.GovDelivery.NOTICE to committee Web page
238	PL	releases unneeded venues
240	UMGR, PL, RGL	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) to AC members	12/16/2015
241		emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	1/31/2016
242	RGL	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	1/31/2016
243		submits Web Request when Advisory Committee Web page needs updating
244	PL	maintains Advisory Committee record
246		Advisory Committee Presentation
248	PL	drafts optional AC.PRESENTATION
249		involves stakeholder presenters, if any
250	Team	approves presentation materials
251	RGL	submits Web Request to post presentation materials
252	Team practices presentation
253	PL	facilitates, leads or supports:
254		Advisory Committee meeting (min. 60 days before filing notice)	2/14/2016
255		drafting of AC.MINUTES
256	team	debrief meeting
257	PL	gathers all advisory committee emails for the Rule Record - in Rule_Development\|3-FeesApproval\|EMAILS.Fees.pdf
259		Public Notice not required for temporary rules
260		(begin 90 days before filing notice)	1/15/2016
261		SAVE DOCUMENTS ON:SharePoint Topic: Public Notice
262		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
263	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
265		RESOURCE INPUT - THIS IS NOT A REVIEW
267	PL	asks RESOURCES for help and input, especially:
268		RGL for process, organization, edits, plain language
269		Affected staff, including regional staff, for subject matter
270		SIP Coordinator for SIP consultation
271		UMGR: for direction and subject consultation, especially to meet program goals for rulemaking, align with section, division and agency goals
272		Communications (BrianW, Jennifer F.): for any updates to communication plan, message map, news release, social media
273		ARC: for legal consultation and discuss need for AAG input
274		Advisory Committee: for fiscal impact
275	PL	continually refines draft Notice Packet and considers RESOURCES input
276		validates approach with staff who provided input
277		asks AAG for input if needed & copies ARC on all AAG emails
278		addresses legal concerns and discusses with UMGR as needed
279		informs UMGR about the approach, issues and potential delays, raises unanticipated rulemaking and implementation risks to appropriate level
280		informs RGL about potential delays and develop contingency, if needed
281		asks contributors, including UMGR for consensus on subject completeness and accuracy


283		Keep Management Informed
285	PL	determines with RGL and UMGR whether DA needs pre-publication review briefing
286	PL	asks DA Assistant to schedule future time on DA Schedule for briefing meeting (if necessary) with PL, UMGR and RGL
287		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package	2/25/2016
288		schedules time on UMGR calendar to review Notice Package	2/25/2016
289		verifies/adjusts previously scheduled briefing & review
290		keeps UMGR informed about progress, risks & delays
291	UMGR	keeps management teams informed about progress
293		Rule Publication Work
295	PL	prepares NOTICE, PROPOSED.RULES & optional SUPPORTING.DOCUMENTS
296		addresses all comments, but does not delete them
297		saves each document as Major version to capture all comments and tracked changes in NOTICE & optional SUPPORTING.DOCUMENTS:
298		accepts and rejects language changes as team agrees
299		ensures Word's track changes is turned on
300		saves documents as Minor versions
301		emails RGL for Rule Publication work when complete
302	RGL	determines whether NOTICE & SUPPORTING DOCUMENTS are ready for Rule Publication
303	IF INCOMPLETE
304		notifies UMGR who works with PL
305		renegotiates schedule with UMGR & PL as needed
306		reminds PL to reschedule managers' briefing if needed
307		suspends Rule Publication work until PL resubmits documents
308	IF COMPLETE
309	PL	asks RGL to apply CHECKLIST review to PROPOSED.RULES
310	RGL	leads review to determine fiscal and economic impact analysis sufficiency
311		determines whether work products meet DEQ publication standards
312	PL	asks Communications, EQC Coordinator, ARC SIP Coordinator for input as needed
313		discusses/resolves any editorial differences
314		addresses input to ensure edits and comments speak with one voice
315		accepts non substantive edits
316		asks UMGR & PL for input/concurrence as needed
317	UMGR, PL & RGL discuss:
318		outstanding work
319		need for AAG review
320		need to renegotiate schedule
321	PL
322		addresses outstanding edits and comments
323		asks AAG for review, if indicated, copies ARC and addresses input
324		asks RGL & UMGR for concurrence on changes if indicated
325		addresses outstanding edits and comments
326		notifies RGL & UMGR when complete and ready for preview
327	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	3/3/2016
328	PL	on UMGR approval, forwards notice package to DA for review
329	DA	completes review and emails approval to PL, UMGR, RGL
331		Preview Period (leadership review) - 5-7 days
333	RGL	drafts EMAIL.PREVIEW (instructions in template)
334	PL, UMGR	Brief DA – only if necessary; controversial, complex, unusually challenging rulemaking
335	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	3/31/2016
336	PL. RGL, UMGR	decide how to address any feedback from preview
337	PL	modifies documents as needed


338	RGL	verifies PROPOSED.RULES are still based on current compilation
339	PL	finalizes public documents with UMGR
340	UMGR	emails PL & RGL approval to move forward with NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS
341	RGL	saves email as Rule_Development \| 4-Notice \| MGR.APPROVAL.Notice.PDF
342	PL/RGL	drafts INVITATION.TO.COMMENT using information from approved NOTICE
343	RGL	establishes the following using Web Request:
344		External Web page
345		Online public comment form
346		University Student Comment Account - helpdesk request with PL & RGL co-owning account; CodeName = “Alias”
347		compares work products to earlier reviews to determine need for additional edits
348		obtains additional Rule Publication edits on changes if needed
349		verifies/clarifies additional edits with PL & UMGR as warranted
350		notifies UMGR & PL when finished
351		sets Outlook auto reply - instructions in Rulemaking Manual
353		Notifications
355	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.	3/19/2016
356		send web request to create rulemaking, comment web pages	4/3/2016
357	RGL	drafts EMAIL.NOTICE.TO.KEY.LEGISLATORS - instructions in template
358		sends draft to Leg.Liason
359	Leg. Liason	determines key legislators requiring ORS 183.335(5) notification
360	RGL	adapts email as needed
361	RGL	leads:
362		submitting newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	3/31/2016
363		verifying newspaper advertisements are correct
364		obtaining copies of affidavits of publication from Accounting
365		adding hearings to DEQ Event Calendar
366		creating an auto reply to Outlook account for University students
367		validating Web page, comment form and Outlook account
368		if no advisory committee, submit web request for rulemaking and comment web page	3/31/2016
369	PL	submits Notice to EPA, if required
370	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	4/14/2016
371		emails DAS notification of fees that don't require DAS approval
372		saves all evidence on Rule_Development \| 4-Notice using naming convention
373		opens public comment by notifying agency rulemaking list that includes:
374		GovDelivery
375		EQCC
376		advisory committee
377		program-specific lists
378		DEQ communications - publications and social media
379		saves all evidence, lists and affidavits on Rule_Development \| 4 Notice
380	RGL	emails Key Legislators with Return Receipt (redirects receipt to PL)
381		copies PL
382		saves receipts under Rule_Development\|4-Notice
383	RGL & WebRep	maintain Rukemaking Web page
384	PL	gathers and saves all emails on Rule_Development\|4-Notice using naming conventions
386		Public Comment and Testimony
388		Review version history to help maintaining rulemaking record
389		SAVE DOCUMENTS ON: SharePoint Topic: Public Notice
390	RGL	meets with PL and Hearings Officers to discuss hearing procedures
391	PL	verifies venues and equipment, gathers supplies


392		develops INFO.MEETING.TEXT
393		modifies MESSAGE.MAP
394		develops INFO.PRESENTATION
395		practices presentation
396		makes presentation adjustments
397		initiates UMGR review/approval, addresses suggestions
398	UMGR	reviews/approves optional presentation
399	Hearings Officers
400		reviews responsibilities of hearings officer
401		develops introductory and logistics script
402		holds the following hearings (identified under Planning section) with assigned team
403	Hearing 1	Location, Time	5/18/2016
404		save audio as Rule_Development\|5-PublicComment\|HEARING.1.mp3
405	PL	for comments received by mail or at hearings:
406		stamps DEQ receipt date on address-side of envelope and on first page of letter
407		adds commenter and comment to COMMENTS
408		scans mailed comments and envelopes and saves as ID###.pdf
409		PUBLIC COMMENT CLOSES	5/21/2016
410	RGL	downloads online public comments to Excel, Codename.public.comment; save in Development \| Public Comment and Testimony
411		Downloads email comments from student email box to Excel; Codename.student.comment; save in Development \| Public Comment and Testimony
412	PL	coordinates with team to:
413		develop category titles to bundle similar comments
414		organize comments into categories
415		draft DEQ responses to each categories of comments
416		leads team work finalizing DEQ responses to public comment
417		DO NOT MAIL TO COMMENTERS UNTIL EQC ASSISTANT FINALIZES STAFF REPORT
418	PL	asks RGL for Rule Publication review
419	RGL	coordinates Rule Publication work:
420		edits for plain English, style guide & tone because this is part of EQC packet
421		contacts PL with questions, clarifications and suggestions
422		notifies PL when complete
423	PL	shares comments/responses to comments with UMGR & DA
424		team modifies responses to get to approval
425	PL
426		gathers emails ABOUT comments, not actual comments, for Rule Record
427		saves them as Rule_Development\|5-PublicComment...\|EMAIL.Comment.pdf
429		EQC Preparation
431		Review version history to help maintaining rulemaking record
432		SAVE DOCUMENTS ON: SharePoint TopicL EQC Preparation
433	PL
434		finalizes EQC Packet with core team:
435		codename.staff.rpt
436		codename.rules
437		SUPPORTING.DOCUMENTS
438		notifies RGL that EQC packet is ready for Rule Publication
439	RGL	leads initial Rule Publication work that includes:
440		comparing NOTICE to STAFF.REPORT to determine what needs review
441		obtaining/consolidating Communications, EQC Coordinator, SIP Coordinator edits, including style guide, grammar, plain English, organization
442		accepting all style guide and format edits
443		getting ARC review of PROPOSED.RULES- SOS/LC and CHECKLIST review


444		contacts PL with questions or modifications and when work is complete
445	PL
446		addresses rule publication edits and comments
447		prepares EQC packet
448		initiates management review and approval: UMGR and DA	6/13/2016
449		obtains approval from UMGR to submit EQC packet	6/20/2016
450		discusses need for 1\|1 commissioners briefings with UMGR/DA/EQCC
451		submits EQC packet to EQCC (5 weeks before EQC)	6/27/2016
452		notifies the following according to division's standard practice:
453		· staff contributors
454		· key stakeholders
455		· advisory committee members
456		· commenters
457		· interested parties (optional)
458		leads team development of EQC presentation
459		coordinates presentation practices
460		makes any presentation adjustments
461	Presentation team	ATTENDS EQC MEETING	8/1/2016
462	PL	saves emails about EQC preparations for Rule Record in Rule_Development\|6-EQCPreparation\|EMAILS.EQC.Prep.pdf
464		Post EQC
465	Review version history to help maintaining rulemaking record
466		Document Preparation
468	RGL	saves following documents to 7.PostEQC folder on Rule_Develpment:
469		gets documents as presented to EQC from EQC Coordinator
470		STAFF.REPORT.pdf
471		STAFF.REPORT.ADDENDUM.pdf (if presented to EQC)
472		downloads documents as presented to EQC from SharePoint:
473		PROPOSED.RULES (showing changes)
474		saves as REDLINE.docx (showing changes in strikethrough and
475		saves as RULES.docx (clean version), accepts all changes, saves again
476		TABLES.340-###-####.docx (1 .docx per rule contains ALL tables)
477		coordinates EPA.SIP.SUBMITAL with SIP Coordinator
479		Filing
481		DEADLINE: No Oregon deadline for filing rules after adoption - check EPA
482	ARC
483		logs onto Secretary of State online filing form
484		uses information in STAFF.REPORT & ADDENDUM to populate form
485		reviews, prepares and uploads:
486		RULES.docx (clean version in Word)
487		TABLES.340-###-####-SOS.pdf (1 .docx per rule contains ALL tables
488		develops, scans and uploads AUTHORIZATION-SOS.pdf into online SOS form
489		completes SOS form, verifies and submits
490	Filed Date
491	Effective Date
492	ARC	saves certificate that SOS sent via email as CERTIFICATE-SOS.pdf
493		notes sequence for Certificate and Administrative Order No.
494		submits Web request to update Web page
495		moves share drive folder system:
496		FROM: \\deqhq1\Rule_Development\Current
497		TO: \\deqhq1\Rule_Development\Filed


499		Legislative Counsel Notification
500	DEADLINE	LC must receive notification within 10 days after CERTIFICATE date
501	DEQ PRACTICE	Put in shuttle on day of SOS filing
502	ARC
503		prepares Legislative Counsel notification - see Rulemaking Manual:
504	prints	CERTIFICATE and saves copy as CERTIFICATE-LC.pdf
505	prints	REDLINE and saves copy as REDLINE-LC.pdf
506		self-addressed envelope, fold underside of flap over a 2nd certificate
507		write "Please date stamp certificate and return." on underside of flap
508		prepares/scans return receipt shuttle envelope, saves as SHUTTLE.RECEIPT-LC.pdf
509		sends via shuttle
510		sends Procurement a scanned image of SHUTTLE.RECEIPT-LC
511		DAS FEE APPROVAL - PART 2
512	DEADLINE	DEQ must send notification or DAS Part 2 within 10 days of EQC action
513	PL
514		gets signatures on Part 2 of signed DAS Fee Approval
515		scans/saves as DAS.PART2.pdf
516		excerpts fee sections from RULES, saves as FEE.RULES-DAS, print
517		excerpts fee sections from STAFF.REPORT, saves as FEE.REPORT-DAS, print
518		emails PART2-DAS.pdf to DAS (requests delivery receipt)
519		get preprinted return receipt shuttle envelope from ARC
520		prepares/scans shuttle envelope, saves as SHUTTLE.RECEIPT-DAS.pdf
521		sends all fee documents to DAS via shuttle
522		sends Procurement a scanned image of SHUTTLE.RECEIPT-DAS
524		Closing Records and Archival
526	RGL
527		verifies Web page is current and accurate
528		coordinates meeting to discuss lessons learned
529		ensures the final version of every document on SharePoint is Major (Published)
530		verifies Outlook student comment account is empty/asks helpdesk to close account
531		leads verification that published rules in Oregon Bulletin are correct
532		If errors, PL works with ARC to correct and selects
533	SIPC	submits SIP to EPA within 60 days AFTER adoption
534		emails optional STAKEHOLDER.NOTIFICATION that links to Web page
535		coordinates AC.THANK.YOU email or letter that links to Web page
536		scans physical records and save to Rule_Development
537		gathers emails about post EQC activities for the Rule Record and saves as: Rule_Development \| 7-PostEQC \| EMAILS.PostEQC.pdf
538	ARC
539		coordinates moving major versions from SharePoint to Rule_Development
540		coordinates closing SharePoint sub-site
541		archives folders when record is complete by moving:
542		FROM: \\deqhq1\Rule_Development
543		TO: \\deqhq1\Rule_Archives
544		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		CodeName (abbreviated name)
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	3/3/2016
15	PL	Notice Packet due to DA and Communications for review	3/17/2016
16	RGL	File notice with SOS/open comment period	4/14/2016
17		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	5/1/2016
18	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published	5/18/2016
19	RGL/PL	close public comment - 3 days after hearing	5/21/2016
20	PL	Staff report due to EQCC	6/27/2016
21		EQC Meeting	8/1/2016
22		Schedule of Tasks
23
24		Communications Planning
25	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	12/16/2015
26		Preplanning for Hearings (90 days before 1st hearing)	2/18/2016
27		Initial Rule Work (4 mos. Before filing notice)	12/19/2015
28	RGL and PL	discuss requirements for EQC faciliated hearing
29	PL	coordinates with Team to:
30		· determine need for a crosswalk
31		· identify rules to amend or repeal
32		· identify new rules to adopt
33		· identify land use rules
34		· identify SIP rules, talk with SIP Coordinator
35		Advisory Committee (4 mos. before filing notice)
36		Advisory Committee work session (120 days before meeting)	10/17/2015
37	UMGR	approves deliverables including AC.ROSTER (97 days before meeting)	11/16/2015
38	UMGR, PL, RGL	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)	12/16/2015
39	RGL, PL	send web request to create rulemaking, advisory committee web pages	1/31/2016
40		emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	1/31/2016
41	RGL	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	1/31/2016
42		Advisory Committee meeting (min. 60 days before filing notice)	2/14/2016
43		Public Notice - not required for temporary rules (begin 90 days before filing notice)	1/15/2016
44	PL	begin drafting rules and notice
45		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package
46		schedules time on UMGR calendar to review Notice Package
47		Rule Publication Work
48	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	3/3/2016
49	PL	on UMGR approval, forwards notice package to DA for review
50		Preview Period (leadership review) - 5-7 days


51	RGL	submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	3/31/2016
52	RGL	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	3/31/2016
53	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	4/14/2016
54	PL	Public hearing	5/18/2016
55	RGL	close public comment	5/21/2016
56	PL	Staff report - initiates management review and approval: UMGR and DA	6/13/2016
57	PL	obtains approval from UMGR to submit EQC packet	6/20/2016
58	PL	discusses need for 1\|1 commissioners briefings with UMGR/DA/EQCC
59	PL/RGL	submits EQC packet to EQCC (5 weeks before EQC)	6/27/2016
60	PL	EQC meeting	8/1/2016

	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		Ballast Water - ballast2016		#REF!	#REF!	SIP - submit SIP development plan to EPA (6 mos. before notice)	TRUE
3		Ballast Water - ballast2016		10/17/2015	10/17/2015	Advisory Committee -work session (120 days before meeting)	TRUE
4		Ballast Water - ballast2016		11/16/2015	11/16/2015	approves AC deliverables including AC.ROSTER (97 days before meeting)	TRUE
5		Ballast Water - ballast2016		12/16/2015	12/16/2015	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)	TRUE
6		Ballast Water - ballast2016		12/16/2015	12/16/2015	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
7		Ballast Water - ballast2016		12/19/2015	12/19/2015	Start rule writing -4 mos. before filing notice discuss requirements for EQC faciliated hearing	TRUE
8		Ballast Water - ballast2016		#REF!	#REF!	SIP - submit rule package to EPA (at least 90 days before notice)	TRUE
9		Ballast Water - ballast2016		1/15/2016	1/15/2016	Public Notice -not required for temporary rules -begin 90 days before filing notice	TRUE
10		Ballast Water - ballast2016		1/31/2016	1/31/2016	send web request to create rulemaking, advisory committee web pages	TRUE
11		Ballast Water - ballast2016		1/31/2016	1/31/2016	emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	TRUE
12		Ballast Water - ballast2016		1/31/2016	1/31/2016	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	TRUE
13		Ballast Water - ballast2016		2/14/2016	2/14/2016	Advisory Committee meeting (min. 60 days before filing notice)	TRUE
14		Ballast Water - ballast2016		#REF!	#REF!	Fees - leads development of:	TRUE
15		Ballast Water - ballast2016		2/18/2016	2/18/2016	Preplanning for Hearings (90 days before 1st hearing)	TRUE
16		Ballast Water - ballast2016		#REF!	#REF!	initiates UMGR Fee Approval Packet review, addresses suggestions	TRUE
17		Ballast Water - ballast2016		3/3/2016	3/3/2016	forwards notice package to UMGR for review (6 weeks before filing notice)	TRUE
18		Ballast Water - ballast2016		#REF!	#REF!	sends EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice)	TRUE
19		Ballast Water - ballast2016		3/19/2016	3/19/2016	draft newspaper ads	TRUE
20		Ballast Water - ballast2016		3/19/2016	3/19/2016	send web request to create rulemaking, comment web pages	TRUE
21		Ballast Water - ballast2016		3/31/2016	3/31/2016	submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	TRUE
22		Ballast Water - ballast2016		3/31/2016	3/31/2016	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		Ballast Water - ballast2016		4/14/2016	4/14/2016	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	TRUE
24		Ballast Water - ballast2016		5/1/2016	5/1/2016	Notice published in Oregon Bulletin
25		Ballast Water - ballast2016		5/18/2016	5/18/2016	Public hearing	TRUE
26		Ballast Water - ballast2016		5/21/2016	5/21/2016	close public comment	TRUE
27		Ballast Water - ballast2016		6/13/2016	6/13/2016	Staff report - initiates management review and approval: UMGR and DA	TRUE
28		Ballast Water - ballast2016		6/20/2016	6/20/2016	obtains approval from UMGR to submit EQC packet	TRUE
29		Ballast Water - ballast2016		6/27/2016	6/27/2016	submits EQC packet to EQCC (5 weeks before EQC)	TRUE
30		Ballast Water - ballast2016		8/1/2016	8/1/2016	EQC meeting	TRUE