A B C D E F
1 Person Task Instructions Suggested Dates Amended Dates  
2 RULEMAKING NAME  
3   Klamath Limited Maintenance Plan for Carbon Monoxide 2017 - klamathlmp2017  
4 Instructions  
5 Calculate Dates  
6
-Enter notice publication date in Suggested "Notice Published" date
-Enter EQC date in suggested "EQC Meeting" date
-Worksheet will populate all other dates
-Manually fill in desired dates under "Amended Dates"		  
7 Expand & Collapse Sections - Find Terms  
8
-Find any term on sheet using control + F (find)
-Expand or collapse all sections by clicking on 1 or 2 in small box at the top left of this page
-Expand or collapse individual sections by clicking on + or - to the left of column A




 
9 Filtering  
10 You can filter this worksheet to display only tasks assigned to a particular person.
-Expand all sections by clicking on the 2 inside a small box at the top left of this sheet
-Click on the drop down arrow in the bottom right of cell A1 - labeled "Person"
-Uncheck "select all"
-Check the box next to the term you want to filter for
-Click "ok"
-To return to full display, click on "Data" in the top ribbon. Then click on "Clear."		  
11 Hyperlink Instructions  
12
Hyperlinks in cells look like this: 		 
13 Links to Task Headings  
14   Overview of Key Dates        
15   Concept Development        
16   SIP        
17   Fees        
18   Start Rulemaking        
19   Communications Planning        
20   Preplanning for Hearings        
21   EQC Facilitated Hearings        
22   Initial Rule Work        
23   Advisory Committee        
24   Advisory Committee Presentation        
25   Keep Management Informed        
26   Public Notice        
27   Rule Publication Work        
28   Preview Period        
29   Notifications        
30   Public Comment and Testimony        
31   Public Comment Closes        
32   EQC Preparation        
33   Post EQC        
34   Document Preparation        
35   Filing        
36   Legislative Counsel Notification        
37   DAS Fee Approval - Part 2        
38   Closing Records and Archival        
39 Abbreviations  
40 ARC Agency Rules Coordinator        
41 DA Division Administrator        
42 EQCC EQC Coordinator        
43 PL Program Lead        
44 RGL Rules Group Lead        
45 SIPC SIP Coordinator        
46 PMGR Program Manager        
47 SP SharePoint        
48 Director DEQ Director        
49 Background  
50 Temporary or Permanent T/P        
51 Rule proposal complexity Simple/Average/Complex        
52 Advisory Committee Y/N        
53 Fees Y/N        
54 Fees- DAS approval required Y/N        
55 SIP Y/N        
56 EQC involvement before hearing Y/N        
57 EQC faciliated hearing? Y/N        
58 Overview of Key Dates  
59 PMGR Get director approval (Jan/May/Sept)        
60 Director Added to Rulemaking Plan
     
61 PL Advisory committee meeting   #    
62 PL Notice Packet due to RGL and PMGR for review   #    
63 PL Notice Packet due to DA and Communications for review   #    
64 RGL File notice with SOS/open comment period (no later than 15th of the month before the month notice will be published)   #    
65 RGL NOTICE PUBLISHED in Oregon Bulletin (DEQ standard 90 days before EQC) (Notice always publishes on the 1st of the month)        
66 PL first public hearing - at least 30 days AFTER comment opens; DEQ standard 17 days after Oregon Bulletin Notice published   1/17/1900    
67 RGL/PL close public comment (3-10 days )after hearing   1/20/1900    
68 PL Staff report due to EQCC (5 weeks before EQC)   #    
69   EQC MEETING        
70 RGL file rules        
71 Rules become effective On date filed or later specified date        
72 PL EQC - Director's Report - information item        
73 Concept Development (time frame optional)  
74 PMGR contacts ARC about a potential rulemaking        
75 ARC explains "add concept to plan" process        
76 PMGR
approves completing Resources and Considerations worksheets and Schedule



     
77 ARC

adds to Rules Idea list/workload spreadsheet


     
78 ARC establishes new Rule_Development folder system        
79 ARC adds TEMPLATES to Rulemaking_Develpoment/Current Plan/ 1. Planning folder and adapts to concept: CONSIDERATIONS, RESOURCES, SCHEDULE        
80 ARC PL Meets with PL to discuss completing Resources, Considerations, Schedule        
81 PL With ARC help, drafts Resources, Considerations, Schedule using what she or he knows now        
82 PMGR shares workbooks and prioritization info with DA        
83 PMGR emails DA approval or disapproval to ARC, PL        
84 Programs conduct internal rule prioritization process        
85 ARC Uses Considerations and Resources info to rank rulemaking on WORKLOAD spreadsheet        
86 Rules Group Meet and prioritize projects; create unitary agency-wide prioritized list        
87 Rules group resources prioritized projects        
88 ARC Obtains Director approval - adds to Rulemaking Plan



-presents prioritized list (Draft DEQ Rulemaking Plan and Place Mat) to Director (3 times/yr.; Jan., May, Sept.)
-adds prioritized, Director-aproved projects to agency rulemaking plan
-notifies DA, PL, PMGR, EQCC of Director's decision
-posts DEQ Rulemaking Plan on Rules and Regulations web page and Rulemaking SP page
-send draft Leadership team notification email to Director for approval, include:
- Web page link
- DEQ Rulemaking Plan
- CONSIDERATIONS and RESOURCES Summary pages
-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		      
89 SIP (optional - some air quality only)  
90    
     
91 SIP Coord Submit SIP development plan to EPA   #    
92 SIP Coord Submit draft rules and notice to EPA   #    
93 SIP Coord Submit adopted rules and SIP info to EPA   1/10/1900    
94 Fees  
95 PL Leads development of Fee Approval Packet


#    
96 PL Obtains review of fee packet by PMGR and RGL   #    
97 PL PMGR Finalizes fee packet   #    
98 RGL Submits Part I of fee packet to DAS (30 days before filing notice)   #    
99 RGL Submits Part II of fee packet to DAS ( not later than 10 days after EQC)   1/5/1900    
100   Start Rulemaking        
101 ARC Set up rulemaking SharePoint and email


Sets up SharePoint and Rulemaking email account
-establishes SharePoint site
-moves Schedule to SharePoint site
-ask helpdesk to create Outlook mailbox for this rulemaking
-help PL create Outlook email rules to forward rule-related emails to Outlook inbox
-email PL and PMGR instructions on creating rulemaking Outlook email rules		      
102 PMGR PL RGL decide whether to expand team        
103 PMGR 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 PL RGL PMGR refine & agree on draft schedule        
105 PL schedules/holds team meeting(s) for consensus on:        
106 ARC PL PMGR -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 PMGR ensures program staff meets agreed upon dates in SCHEDULE        
108 Communications Planning  
109 PL/RGL If needed, sets up meeting to discuss communications plan -schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:
-Communcations plan
-Social Media
-Message Map
-Newspaper ads (SIP or local rulemakings only)
-Newspaper release
-Program web page
-Information meetings before hearing		 #    
110 RGL verifies Web content meets team expectations        
111 PL RGL 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)   #    
113    
     
114 PL and RGL discuss requirements for hearings        
115 PL identifies hearing locations, dates and times        
116   Meeting 1 Location, Time        
117   Meeting 2 Location, Time        
118 PL reserves venues/equipment for hearings        
119 EQC Facilitated Hearings (Optional)  
120 RGL and PL PMGR discuss need for EQC faciliated hearing        
121 PL observe EQC quorum notification requirements (ORS 192.630)        
122 PL identifies EQC facilitated hearing, coordinate with EQC coordinator        
123   Initial Rule Work (4 mos. Before filing notice)   #    
124 PL 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 RGL 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 RGL shares information about rules that may be involved in other rulemakings        
127 PL 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 PL/RGL Advisory Committee work session (120 days before meeting)   #    
131 RGL adapts Advisory Committee PowerPoint to rulemaking


     
132 RGL/PL 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 PL 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 RGL/PL facilitates pre-Advisory Committee planning work session that follows PowerPoint discussion and decision items
-advises PL on deliverables		        
135 RGL/PL discusses need to engage Communications (BrianW, Jennifer F.) concerning AC meetings        
136 PL Obtains management approval for AC deliverables coordinates with team & PMGR 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 PMGR approves deliverables including AC.ROSTER (90 days before meeting)   #    
138 PL coordinates with Team to:
- finalize AC.ROSTER based on responses
-talk with potential committee members to determine interest 		       
139 RGL 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		 #    
140 PL   DRAFT: (Document templates posted on SharePoint page)
-Formal AC documents:
-agenda
-charter
-roster
-description of AC member roles
-obtains team and PMGR input on agenda and govdelivery notice		      
141 RGL AC.GovDelivery.NOTICE (template on SharePoint page)
-submits web request to post to AC Web page at least 2 weeks before meeting		        
142 PL releases unneeded venues        
143 PL emails AC.MEMBER.INVITATION with links and instructions to AC members (60 days before meeting)   #    
144 RGL 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)
 #    
145 PL -drafts optional AC.PRESENTATION
-involves stakeholder presenters, if any		        
146 PL DEADLINE TO SUBMIT FINAL VERSION OF ALL AC DOCUMENTS FOR PUBLICATION ON AC WEB SITE (3 weeks before meeting)   #    
147 RGL submits Web Request to post presentation materials        
148 PL -Leads: Advisory Committee meeting (min. 60 days before filing notice)
-drafts AC summary		   #    
149 RGL 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)   #    
152 PL 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) PMGR 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 PL If necessary - brief DA about notice documents determines with RGL and PMGR 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 PL, PMGR and RGL
-asks DA Assistant to schedule future time on DA Schedule for reviewing notice package
-schedules time on PMGR calendar to review Notice Package
-verifies/adjusts previously scheduled briefing & review
-keeps PMGR informed about progress, risks & delays		 #    
155 PMGR keeps management teams informed about progress        
156 Prepare public notice documents  
157 PL 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:
      
158 PL Notify RGL documents are ready for review        
159 RGL 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 PL review is complete		      
160 PL Notify PMGR documents are ready for review (5 weeks before filing notice)   #    
161 PMGR complete review and notify PL review is complete        
162 PMGR, PL & RGL -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 RGL and PMGR for agreement on rule changes
-notifies RGL and PMGR when documents ready for preview		      
163 PL 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 PL on PMGR approval, notify DA documents are ready for review (4 weeks before filing notice)   #    
165 DA completes review and emails approval to PL, PMGR, RGL        
166 PL On DA approval, notify communications documents are ready for review (3 weeks before filing notice)   #    
167 Communications completes review and emails approval to PL RGL (2 weeks before filing notice        
168 PL RGL 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 RGL 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 RGL Start preview period sends EMAIL.PREVIEW to:
-Director, DA, Leadership Team, Legislature Coordinator, EQCC
-Cc… all contributing and affected staff

 #    
172 PL, RGL, PMGR address any feedback from preview        
173 RGL verifies PROPOSED.RULES are still based on current compilation        
174 PL finalizes public documents with PMGR        
175 PMGR emails PL & RGL approval to move forward with NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS        
176 RGL drafts INVITATION.TO.COMMENT using information from approved NOTICE        
177 RGL 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 RGL PL 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 gegraphical area.		 #    
181 PL DEADLINE TO COMPLETE FINAL REVIEW OF ALL DOCUMENTS BEFORE WEB PUBLICATION   #    
182 RGL 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. Liason approval of email notice to legislators
-Asks leg. Liason 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, student outlook inbox
-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
 #    
183 RGL 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
-EQCC
-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)		 #    
184 Public Comment and Testimony  
185 RGL PL Prepare for hearing


-meets with PL and hearings officer to discuss hearing procedures
-If hearing after hours at DEQ HQ, request guard using Guard Request Procedure		 1/31/1900    
186 PL Prepare for hearing -verifies venues and equipment, gathers supplies
-modifies message map
-develops informational presentation (optional)
-obtains PMGR approval of presentation		      
187 PMGR reviews/approves optional presentation        
188 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		      
189 PL Hearing 1 - Location, Time   1/17/1900    
190 PL Hearing 2 - Location, Time        
191 PL Complete after-hearing procedures -Send audio file of hearing to RGL
-for comments received by mail or at hearings:
-date stamps and scans to PDF
-adds commenter and comments to comment Excel spreadsheet RGL creates
-scans mailed comments and envelopes and saves to Rule_Development folder		      
192   Public Comment Closes   1/20/1900    
193 RGL 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
-forward student email comments to PL
-Save as PDF email comments from student email box; Codename.student.comment
-ask helpdesk to delete student comment inbox		      
194 PL Begin drafting EQC staff report



develops response to comments by:
-organizing comments into categories
-developing responses to catgegories of comments
-obtains PMGR and RGL review of draft responses

-draft EQC staff report
-copy and paste sections from Public Notice into staff report
-Check to ensure language from Public Notice is still accurate and tense is correct
-edit rules as necessary
-ask RGL for publication review		      
195 EQC Preparation  
196 PL complete staff report Finalizes EQC Staff report:
-staff report
-rules
-supporting documents
-notify RGL staff report is ready for review		      
197 RGL Review staff report, notify PL 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, currency		      
198 PL (EQC -9 weeks)
-address reviewer edits and comments
-notify PMGR staff report is ready for review		   #    
199 PMGR completes review and emails approval to PL (EQC-8 weeks)   #    
200 PL on PMGR approval, notify DA documents are ready for review        
201 DA completes review and emails approval to PL PMGR RGL (EQC-7 weeks)   #    
202 PL On DA approval, notify communications documents are ready for review        
203 Communications completes review and emails approval to PL PMGR RGL (EQC-6 weeks)   #    
204 PL PMGR discusses need for 1|1 commissioners briefings        
205 PL DEADLINE TO SUBMIT FINAL VERSION OF ALL EQC DOCUMENTS (EQC-6 weeks)   #    
206 RGL Distribute EQC staff report and prepare rules for filing -submits EQC packet to EQCC (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
-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
 #    
207 PL (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
-develop EQC presentation
-conduct practice EQC presentation		      
208 PL ATTENDS EQC MEETING   1/0/1900    
209 Post EQC  
210 Document Preparation  
211 RGL coordinates EPA.SIP.SUBMITAL with SIP Coordinator        
212 Filing adopted rules  
213   DEADLINE: No Oregon deadline for filing rules after adoption - check EPA        
214   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, 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		      
215 Filed Date          
216 Effective Date          
217 Legislative Counsel Notification  
218 DEADLINE LC must receive notification within 10 days after CERTIFICATE date (date rules are filed)        
219 DEQ PRACTICE Put in shuttle on day of SOS filing        
220 ARC 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		      
221 DAS Fee Approval - Part 2  
222 DEADLINE DEQ must send notification or DAS Part 2 within 10 days of EQC action        
223 RGL PL 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 ARC
-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		      
224 Closing Records and Archival  
225 RGL 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 SIPC
-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		      
226 SIPC submits SIP to EPA within 60 days AFTER adoption        
227 ARC   -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 BudgetAnalyst 		     
228            

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 #  
16 PL Notice Packet due to DA and Communications for review #  
17 RGL File notice with SOS/open comment period #  
18   Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC) 1/0/1900  
19 PL first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published 1/17/1900  
20 RGL/PL close public comment - 3 days after hearing 1/20/1900  
21 PL Staff report due to EQCC #  
22   EQC Meeting 1/0/1900  
23   SIP    
24 SIP Coord Submit SIP development plan to EPA #  
25   Submit draft rules and notice to EPA #  
26   Submit adopted rules and SIP info to EPA 1/10/1900  
27   Fees    
28 PL Lead development of fee approval packet #  
29   Obtain review of fee packet by PMGR and RGL #  
30   Finalize fee packet #  
31 RGL Submit Part I of fee packet to DAS #  
32   Submit Part II of fee packet to DAS 1/5/1900  
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
 #  
35   Preplanning for Hearings (90 days before 1st hearing) #  
36   Initial Rule Work
(4 mos. Before filing notice)		 #  
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) #  
46 PMGR approves deliverables including AC.ROSTER (97 days before meeting) #  
47 PMGR, PL, RGL emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) #  
48 PL SUBMIT FINAL VERSION OF ALL DOCUMENTS FOR PUBLICATION #  
49 RGL send web request to create rulemaking, advisory committee web pages #  
50   emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting) #  
51 RGL sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting) #  
52   Advisory Committee meeting (min. 60 days before filing notice) #  
53   Public Notice
- not required for temporary rules
(begin 90 days before filing notice)		 #  
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) #  
59 PL on PMGR approval, forwards notice package to DA for review (4 weeks before filing notice) #  
60 PL On DA approval, notify communications notice package is ready for review (3 weeks before filing notice) #  
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
 #  
63   Notifications    
64 RGL/PL draft newspaper ads #  
65 RGL send web request to create rulemaking, comment web pages; and post on DEQ public notices page #  
66 RGL submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing) #  
67 PL COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION #  
68 RGL submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month) #  
69   Public Comment and Testimony    
70 PL Public hearing 1/17/1900  
71   Public Comment Closes 1/20/1900  
72   EQC Preparation    
73 PL Completes EQC package = staff report, draft rules, attachments (EQC-9 weeks) #  
74 PL PMGR completes review (EQC-8 weeks) #  
75 PL DA completes review (EQC-7 weeks) #  
76   discusses need for 1|1 commissioners briefings with PMGR/DA/EQCC    
77 PL COMPLETES FINAL VERSION OF ALL DOCUMENTS (EQC-6 weeks) #  
78 PL/RGL submits EQC packet to EQCC (EQC-5 weeks) #  
79 PL EQC meeting 1/0/1900  

Tasks summary

  A B C D
1 Person Action Suggested Dates

 Amended Dates
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 Unit Manager    
12 SP SharePoint    
13 Director DEQ Director    
14   Overview of Key Dates    
15 PL Notice Packet due to RGL and PMGR for review #  
16 PL Notice Packet due to DA and Communications for review #  
17 RGL File notice with SOS/open comment period #  
18 RGL Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC) 1/0/1900  
19 PL first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published 1/17/1900  
20 RGL/PL close public comment - 3 days after hearing 1/20/1900  
21 PL Staff report due to EQCC #  
22   EQC Meeting 1/0/1900  
23   SIP    
24 SIP Coord Submit SIP development plan to EPA 1/0/1900  
25   Submit draft rules and notice to EPA #  
26   Submit adopted rules and SIP info to EPA #  
27   Fees    
28 PL Lead development of fee approval packet #  
29   Obtain review of fee packet by PMGR and RGL #  
30   Finalize fee packet #  
31 RGL Submit Part I of fee packet to DAS #  
32   Submit Part II of fee packet to DAS #  
33   Initial Work    
34 PL/RGL Advisory Committee
-work session (120 days before meeting)		 #  
35 PMGR approves AC deliverables including AC.ROSTER (97 days before meeting) #  
36 PMGR, PL, RGL emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) #  
37 PL 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
 #  
38   Pre Notice Tasks    
39 RGL and PL Start rule writing
-4 mos. before filing notice
discuss requirements for EQC faciliated hearing		 #  
40 PL 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
-not required for temporary rules
-begin 90 days before filing notice		 #  
47 PL begin drafting rules and notice    
48 PL asks DA Assistant to schedule future time on DA Schedule for reviewing notice package    
49 PL schedules time on PMGR calendar to review Notice Package    
50 RGL, PL send web request to create rulemaking web pages #  
51 PL SUBMIT FINAL VERSIONS OF ALL ADVISORY COMMITTEE DOCUMENTS FOR PUBLICATION #  
52 RGL emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting) #  
53 RGL sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting) #  
54 PL Advisory Committee meeting (min. 60 days before filing notice) #  
55   Fee Approval Packet, with team and BudgetAnalyst    
56 PL/RGL Preplanning for Hearings (90 days before 1st hearing) #  
57 PL notify PMGR documents are ready for review (5 weeks before filing notice) #REF!  
58 PL on PMGR approval, notify DA documents are ready for review (4 weeks before filing notice) #  
59 PL on DA approval, notify communications documents are ready for review (3 weeks before filing notice) #  
60 RGL/PL draft newspaper ads #  
61 RGL send web request to create rulemaking, comment web pages; and post notice on DEQ public notice page #  
62 RGL submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing) #  
63   Preview Period    
64 RGL Preview Period:
(leadership review) - 5-7 days
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
2 weeks before filing notice		 #  
65   Notice Period    
66 PL COMPLETE FINAL REVIEW OF ALL DOCUMENTS FOR PUBLICATION #  
67 RGL submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month) #  
68 PL Public hearing 1/17/1900  
69 RGL close public comment 1/20/1900  
70   EQC Preparation    
71 PL Completes EQC packet = staff report, draft rules, attachments (EQC-9 weeks) #  
72 PL PMGR completes review (EQC-8 weeks) #  
73 PL DA completes review (EQC-7 weeks) #  
74 PL Communications completes review (EQC-6 weeks) #  
75 PL discusses need for 1|1 commissioners briefings with PMGR/DA/EQCC    
76 PL COMPLETE FINAL VERSION OF ALL DOCUMENTS #  
77 PL/RGL submits EQC packet to EQCC (EQC-5 weeks) #  
78 PL EQC meeting 1/0/1900  

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

ind SP