CEN/CENELEC Workshop Agreements - A rapid way to standardization

This CEN-CENELEC Guide provides mechanisms and details the characteristics and development process of the CEN/CENELEC deliverable known as the 'CEN/CENELEC Workshop Agreement'.

Dogovori z delavnic CEN/CENELEC - Hiter način do standardizacije

General Information

Status
Published
Publication Date
18-Oct-2020
Technical Committee
Current Stage
6060 - National Implementation/Publication (Adopted Project)
Start Date
15-Oct-2020
Due Date
20-Dec-2020
Completion Date
19-Oct-2020

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SLOVENSKI STANDARD
SIST-V CEN/CLC Guide 29:2020
01-december-2020
Dogovori z delavnic CEN/CENELEC - Hiter način do standardizacije
CEN/CENELEC Workshop Agreements - A rapid way to standardization
Ta slovenski standard je istoveten z: CEN/CLC Guide 29:2020
ICS:
01.120 Standardizacija. Splošna Standardization. General
pravila rules
SIST-V CEN/CLC Guide 29:2020 en,fr,de

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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SIST-V CEN/CLC Guide 29:2020
CEN-CENELEC
GUIDE
CEN/CENELEC Workshop
Agreements – A rapid way to
standardization
Edition 2, October 2020

CEN and CENELEC decided to adopt this new CEN-CENELEC Guide 29 through CEN/BT Decision C168/2020 and

CENELEC BT Decision D166/C082 respectively.
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European Committee for Standardization
Tel: +32 2 550 08 11
Fax: +32 2 550 08 19
European Committee for Electrotechnical Standardization
Tel: +32 2 519 68 71
Fax: +32 2 550 08 19
Rue de la Science 23
1040 Brussels – Belgium
www.cen.eu
www.cenelec.eu
www.cencenelec.eu
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Contents Page

European foreword ............................................................................................................................................. 4

Introduction ......................................................................................................................................................... 5

1 Scope ...................................................................................................................................................... 7

2 Terms and definitions ........................................................................................................................... 7

3 Purpose and main elements of the CWA concept ............................................................................. 7

4 Initiation .................................................................................................................................................. 7

4.1 Allocation of CEN/CENELEC Workshop secretariat .......................................................................... 7

4.2 Preparation of proposal form ............................................................................................................... 8

4.3 Preparation of draft project plan .......................................................................................................... 8

4.4 CEN/CENELEC Workshop announcement ......................................................................................... 9

5 Operation ................................................................................................................................................ 9

5.1 Launching the CEN/CENELEC Workshop .......................................................................................... 9

5.2 Responsibilities of the Chair and the secretariat ............................................................................... 9

5.3 Co-existence of CEN/CENELEC Workshops and Technical Bodies in the same domain ........... 10

5.4 Drafting and Commenting phase ....................................................................................................... 10

5.5 Approval and availability .................................................................................................................... 10

5.6 CWA Lay-out ........................................................................................................................................ 11

5.7 Lifetime, review and conversion into another CEN/CENELEC deliverable ................................... 11

6 Copyright, exploitation rights and other IPR .................................................................................... 12

7 Limitation of liability ............................................................................................................................ 12

(informative) Templates for CEN/CENELEC Workshop Proposal Form ...................................... 13

(informative) Standard text for cover page and foreword of a CWA ............................................ 18

(informative) Overview of actions, responsibilities, and timeframes throughout the

CEN/CENELEC Workshop Agreement process ............................................................................... 20

Bibliography ...................................................................................................................................................... 24

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European foreword

This document (CEN-CENELEC Guide 29:2020) has been prepared under the supervision of the CEN and

CENELEC Technical Boards and Administrative Boards.

This second edition cancels and replaces the first edition (CEN-CENELEC Guide 29:2014), which has been

amended.

Among editorial modifications, structural improvements, setting timeframes for certain process phases, the

following changes were made: Introduction of preparing the proposal form stage before preparing a draft project

plan, inclusion of a risk analysis for projects dealing with security matters.

Results incorporated in this document received funding from the European Union’s Horizon 2020 research and

innovation programme under grant agreement No 853853 (project STAIR4SECURITY).

NOTE When the expression CEN/CENELEC appears it refers according to the context to CEN or to CENELEC or to CEN

and CENELEC jointly.
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Introduction

CEN and CENELEC develop European Standards (EN) and other publications, including Technical

Specifications (TS), Technical Reports (TR) and Workshop Agreements (CWA). The European Standardization

System makes a significant contribution to the European market, embedded in a global economy, and

disseminates the knowledge incorporated in these publications through its network of CEN and CENELEC

(national) Members.

In innovative markets there is often a request for a reference document to be quickly developed as a

steppingstone to standardization deliverables, to facilitate interoperability and compatibility, enhance market

uptake of innovative solutions and facilitate further incremental innovations in the market. However, if

innovative technologies, including products, processes and services, have not yet achieved a sufficient degree

of stability, a European Standard may not be the best way of meeting this need, because of the nature of the

standardization process and the requirement that all CEN/CENELEC national members shall adopt the

resulting standard.

A CWA is a deliverable, which may take various forms such as text file or computer code, developed and agreed

by the participants in a temporary working group (CEN/CENELEC Workshop). It is designed to meet an

immediate need, can be quickly developed and can be used as fast track to future standardization activities.

The stakeholder involvement is limited to those directly interested in the subject. The process for initiating and

developing a CWA is illustrated in Figure 1. An overview of actions, responsibilities, and timeframes throughout

the CEN/CENELEC Workshop Agreement process is provided in Annex C.
Figure 1 — Illustration of the CWA process

The direct participation of interested parties, the possibility to indicate the participants and their organizations

in the foreword and the rapid development process offered by a CWA, are particularly attractive for European

research and innovation projects, which have to deliver results within the limited duration of their project

lifetimes. European Framework Programmes like Horizon 2020 and Horizon Europe focus(ed) more and more

on the impact of research and innovation in developing, supporting and implementing EU policies, and support

the uptake of innovative solutions in industry and society to address global challenges. Standardization is

recognized as a tool to support this strategic objective. Consequently, well suited solutions like the CWA must

be made available. More information about the interaction of research and innovation projects with

standardization activities can be found in CEN-CENELEC Guide 23.
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Although a CWA is developed outside the normal CEN/CENELEC Technical Body structure, it is important to

ensure the coherence of all the different CEN/CENELEC deliverables in order to protect the credibility of

European standardization. A CWA, therefore, shall not conflict with a European Standard (and a Harmonization

Document for CENELEC). However, interest and collaboration from the related Technical Bodies is encouraged

as these documents, especially covering innovative and emerging topics, can be seeding their future work

programmes or the creation of new standardization areas.
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1 Scope

This CEN-CENELEC Guide provides mechanisms and details the characteristics and development process of the

CEN/CENELEC deliverable known as the 'CEN/CENELEC Workshop Agreement'.
2 Terms and definitions
2.1
CEN/CENELEC Workshop

working platform open to the participation of any interested parties for elaboration of CEN/CENELEC Workshop

Agreements
2.2
CEN/CENELEC Workshop Agreement (CWA)

CEN/CENELEC deliverable, developed by a Workshop, which reflects an agreement between identified individuals

and organizations responsible for its contents, and which is made available by CEN/CENELEC in at least one of

the official languages

Note 1 to entry: The deliverable may take various forms such as text file or computer code.

[SOURCE: CEN/CENELEC Internal Regulations - Part 2, 2020, 2.10 and A.2.1, modified]

3 Purpose and main elements of the CWA concept

A CEN/CENELEC Workshop is considered as a body with a short-term task specified in its project plan. If the

proposed scope calls for a long-term activity, the possibility to propose a Technical Committee should be explored.

The operation of the CEN/CENELEC Workshops themselves is entirely separate from Technical Committees

responsible for the development of European Standards, although this shall not be interpreted as meaning there

cannot be an interface between CEN/CENELEC Workshops and Technical Committees.

As long as the innovative solutions have not reached a sufficient level of stability, a formal standard may be a less

suitable solution considering the process in place as well as the obligations on the CEN/CENELEC national

members to implement all European Standards. An established CWA can be proposed for conversion into a

European Standard to a Technical Committee (see CEN/CENELEC Internal Regulations – Part 2). If the proposal

is approved by the Technical Committee, the CWA will have to go through the standards development process

and follow the rules for the development of European Standards (CEN/CENELEC Internal Regulations – Part 2),

including the option to be submitted directly to CEN/CENELEC Enquiry. Similarly, the members of a Technical

Committee might encourage the creation of a CEN/CENELEC Workshop to address a market need it cannot meet

through the development (or revision) of a European Standard or a Technical Specification. Further guidance is

provided in CEN-CENELEC Guide 23 on addressing research and innovation in European standardization

activities and deliverables.

To safeguard the overall coherence of the deliverables adopted by the CEN/CENELEC Technical Bodies and the

credibility of European standardization in the market a CWA shall not conflict with European Standards. A CWA

can compete with another CWA.

A CWA is not designed to support European legislative requirements (e.g. the New Legal Framework). In

CENELEC, safety matters are excluded from being the subject of a CWA.
4 Initiation
4.1 Allocation of CEN/CENELEC Workshop secretariat

4.1.1 Every CEN/CENELEC Workshop has to be supported by a secretariat from a CEN/CENELEC national

member.

4.1.2 The proposer of a CEN/CENELEC Workshop shall either engage with a CEN/CENELEC national member

or contact CCMC indicating the concept of the intended CEN/CENELEC Workshop. If the proposal for the

CEN/CENELEC Workshop emanates from a research project, it is likely that such CEN/CENELEC national

member has been identified due to its involvement in the project.
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4.1.3 The CEN/CENELEC Workshop secretariat should be allocated to a particular CEN/CENELEC national

member if that CEN/CENELEC national member is the first point of contact with the proposer or if the proposal

clearly emanates from that Member's country.

4.1.4 In cases where a CEN/CENELEC national member cannot be identified, CCMC launches a 30-day call for

candidates among CEN/CENELEC BT members. Where there is a single candidate, the secretariat will be

allocated to that CEN/CENELEC national member without CEN/CENELEC BT consultation. Where there is more

than one candidate, the allocation will be made by CEN/CENELEC BT on the basis of the information provided by

the CEN/CENELEC national members as to their suitability and after consultation with the CEN/CENELEC

Workshop proposer. CCMC shall ensure that the implementation of this rule does not unduly delay the progress

of the CEN/CENELEC Workshop proposal. CCMC shall inform the CEN/CENELEC BT(s) about the allocated

secretariat.

4.1.5 The CEN/CENELEC Workshop proposer, in conjunction with the CEN/CENELEC Workshop secretariat,

shall be responsible for defining and agreeing any financial arrangements, including any participation fees,

necessary for the completion of the project plan.
4.2 Preparation of proposal form

The proposer of the CEN/CENELEC Workshop, with the support of the CEN/CENELEC Workshop secretariat,

shall prepare a CEN/CENELEC Workshop proposal form (see Annex A, A.1 and A.2). This form aims to facilitate

consultations of the relevant stakeholders and bodies on the launch of the CEN/CENELEC Workshop, by allowing

for a quick review of the main aspects of the project.

The CEN/CENELEC Workshop proposal form shall be submitted by the CEN/CENELEC Workshop secretariat to

the Director Standardization of CCMC for allocation to a CCMC project manager.

If CEN/CENELEC Technical Bodies were identified in the CEN/CENELEC Workshop proposal form, the form shall

be submitted to them by the CEN/CENELEC Workshop secretariat for a 30-day consultation, as well as to other

relevant groups such as CEN/CENELEC Sector Fora, Focus Groups and Coordination Groups for information (see

CEN/CENELEC Internal Regulations – Part 2, Annex G).

The existence of a related CEN/CENELEC Technical Body does not preclude the launch of a CEN/CENELEC

Workshop. Indeed, it can be a suitable solution to pre-standardize a new topic in the CEN/CENELEC Workshop.

There will be also the possibility for the Technical Bodies to participate in the CEN/CENELEC Workshop or to be

kept informed about the progress. Once published, if the topic shows to be market relevant, the CWA can be the

source for a future work item within a Technical Body's work programme. Therefore, the existence of a related

Technical Body is not a justification to stop a CEN/CENELEC Workshop. In particular, if the Technical Body has

not addressed the same topic in its current work programme, no objections should be posed against the creation

of the CEN/CENELEC Workshop.

If the Technical Body responds positively and has no objections to the CWA being developed, the CEN/CENELEC

Workshop proposal may go forward. If the Technical Body is opposed to the launch of the CEN/CENELEC

Workshop, the CEN/CENELEC Workshop proposal shall be submitted to the CEN/CENELEC BT(s) for decision.

If the CEN/CENELEC Workshop proposal form reveals the need for a CEN/CENELEC BT decision, CCMC shall

submit the proposal including the proposer's and CEN/CENELEC Technical Bodies' arguments, if any, to the

CEN/CENELEC BT(s) and launch the decision-making process.

If during the CEN/CENELEC BT decision process, concerns are raised about the CEN/CENELEC Workshop

proposal, CCMC shall consult the relevant CEN/CENELEC BT member, the proposed Workshop secretariat and

the CEN/CENELEC Workshop proposers within 15 days, in order to resolve the problem.

4.3 Preparation of draft project plan

The proposer of the CEN/CENELEC Workshop shall prepare a draft project plan with the assistance of the

CEN/CENELEC Workshop secretariat, preferably in parallel to the preparation of the proposal form.

The draft project plan

– is used to conduct a reflection on how to disseminate and involve a wider range of interested parties throughout

the development of the CWA and after its publication. It is recommended to include a strategy defining how

and when participants, other standardization bodies and other stakeholders can be informed of the work and

contribute to it.
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– shall set out the process by which new participants can join the CEN/CENELEC Workshop up to and including

the end of the drafting phase; participation fees, if any, shall also be mentioned.

– shall specify voting rules if such voting is necessary in the CEN/CENELEC Workshop.

– shall specify in which official CEN/CENELEC language the CWAs shall be developed and in which additional

languages the CWA is to be drafted and published, if required.

– should include the intention to conduct an open commenting phase, which is highly recommended as a means

of enhancing transparency, but this does not preclude the CEN/CENELEC Workshop participants agreeing to

do so at a later stage. An open commenting phase is only mandatory if the CWA deals with safety aspects.

The draft project plan as well as the agenda of the kick-off meeting shall then be submitted to CCMC by the

Workshop secretariat.
4.4 CEN/CENELEC Workshop announcement

Within 15 days after completion of the stages described in 4.2 and 4.3, CCMC announces the kick-off meeting on

the CEN/CENELEC website(s) and posts the draft project plan there for a 30-day commenting period. The

CEN/CENELEC Workshop secretariat is encouraged to announce the kick-off meeting on any other relevant

channels. Stakeholders may declare their intention to participate in the CEN/CENELEC Workshop. The

CEN/CENELEC BTs are informed of the launch of the CEN/CENELEC Workshop by CCMC.

NOTE CEN-CENELEC standstill (as defined in Clause 5 of the CEN/CENELEC Internal Regulations - Part 2) does not

apply to CWAs.
5 Operation
5.1 Launching the CEN/CENELEC Workshop

5.1.1 The kick-off meeting shall take place at least 30 days after the publication of the draft project plan on the

CEN/CENELEC website(s). In addition to the mandatory publication on the website, CEN/CENELEC Workshop

proposer(s) and secretariat are strongly encouraged to reach out to relevant stakeholders at this stage. Any

comments received during this period shall be considered with the Workshop secretariat and CEN/CENELEC

Workshop proposers.

5.1.2 At the kick-off meeting the project plan shall be agreed on by those participants wishing to proceed. The

CEN/CENELEC Workshop chair is appointed by the CEN/CENELEC Workshop secretariat. All the elements of the

adopted project plan shall be respected by the CEN/CENELEC Workshop and its participants.

5.1.3 Joining the CEN/CENELEC Workshop after the kick-off meeting is possible but subject to the agreement

of the CEN/CENELEC Workshop.

5.1.4 The kick-off meeting shall be held in one of the CEN/CENELEC national members’ countries.

5.1.5 The Work Item(s) included in the adopted project plan is/are to be registered in the CEN/CENELEC

database. CCMC allocates an identifier in the format 'CWA xxxx'.
5.2 Responsibilities of the Chair and the secretariat

5.2.1 The CEN/CENELEC Workshop Chair is responsible for ensuring that the development of the CWA follows

the principles and content of the adopted project plan and the requirements of this Guide. The CEN/CENELEC

Workshop Chair may take decisions on the conduct of the CEN/CENELEC Workshop on the basis of the comments

expressed by the participants and of this Guide.

5.2.2 The CEN/CENELEC Workshop secretariat shall ensure, in coordination with the CEN/CENELEC Workshop

Chair, that this Guide is followed. The CEN/CENELEC Workshop secretariat shall bring any major problems

encountered in the development of the CWA to the attention of CCMC in order to find solutions. Irrespective of the

above, any CEN/CENELEC national member may exercise the right of appeal in accordance with the

CEN/CENELEC Internal Regulations - Part 2, Clause 7 including in cases where this Guide is not observed.

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5.2.3 The CEN/CENELEC Workshop secretariat shall notify CCMC of any possible conflict with a European

Standard (either existing or under development as active work item) that could arise from adoption of the CWA

under development.

5.2.4 The CEN/CENELEC Workshop secretariat should engage with identified European and international

Technical Bodies. The CEN/CENELEC Workshop secretariat shall record the organizations and participants

involved in the work. In order to ensure transparency, the documents of the CEN/CENELEC Workshop should be

uploaded on an electronic platform provided by CEN/CENELEC.

5.3 Co-existence of CEN/CENELEC Workshops and Technical Bodies in the same domain

CEN/CENELEC Workshops and Technical Bodies can co-exist in the same domain, especially in the frame of

research and innovation projects. In such a case, the following applies:

• The CEN/CENELEC Workshop secretariat, in collaboration with the CEN/CENELEC Workshop Chair, shall

provide regular reporting to the relevant Technical Body, either in meeting or by correspondence. The report

will need to highlight the most important issues, including any conflicts;

• The Technical Body may also send one representative as observer in the CEN/CENELEC Workshop (without

any obligation for financial contributions).

Once the CWA is published, it can then be submitted to the existing CEN/CENELEC Technical Bodies for

assessment in view of its transformation into another deliverable. Moreover, upon agreement of the Technical

Body on the same domain, the CWA can be allocated to the existing Technical Body, which shall be responsible

for the review of the CWA, being able to transform it into another deliverable or to withdraw it following this Guide

(see 5.7).
5.4 Drafting and Commenting phase
5.4.1 CEN/CENELEC Workshop participants draft the CWA.

5.4.2 The draft CWA shall be sent to CEN/CENELEC Workshop participants for comments. In case the CWA is

being developed while there is a Technical Body in the same domain, the final draft CWA shall be sent to the

Technical Body for comments at the same time as to the CEN/CENELEC Workshop participants. In such cases,

a commenting period of 30 days is recommended. Comments shall be sent to the CEN/CENELEC Workshop

secretariat. These comments shall be considered by the CEN/CENELEC Workshop participants. The drafting

phase shall be considered complete once the CEN/CENELEC Workshop Chair believes agreement has been

reached among the CEN/CENELEC Workshop participants.

5.4.3 A public commenting phase is highly recommended, to ensure as transparent a process as possible, but

is not mandatory except when the CWA deals with safety issues. The duration of the public commenting phase

shall be 30 days, but for safety matters the duration shall be 60 days. In such a case, the CEN/CENELEC national

members will be notified of the draft's availability on the CEN/CENELEC website. The CEN/CENELEC national

members may undertake further necessary actions to make the draft available nationally. The CEN/CENELEC

Workshop may decide that this public commenting phase is organized in parallel with the CEN/CENELEC

Workshop’s commenting round on the final draft, and this with the aim to speed up the delivery of the resulting

CWA.
NOTE In CENELEC, safety matters are excluded from being the subject of CWAs.

Comments shall be sent to the CEN/CENELEC Workshop secretariat. These comments shall be resolved by the

CEN/CENELEC Workshop participants.

The draft text may be revised following the resolution of comments. The revision stage shall be considered

complete once the CEN/CENELEC Workshop Chair believes agreement has been reached among the

CEN/CENELEC Workshop participants on the content of the revised draft.
5.5 Approval and availability

The CEN/CENELEC Workshop Chair shall decide when the CEN/CENELEC Workshop participants have reached

agreement on the final text of the CWA, on the basis of the comments received and any further consultation that

has taken place, at which point the CWA is approved.
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The CEN/CENELEC Workshop secretariat shall submit the agreed CWA document and foreword (see Annex B)

to CCMC in all the language versions agreed by the CEN/CENELEC Workshop participants. CCMC shall add the

cover page to the text before circulating the text to the CEN/CENELEC national members for publication.

The CEN/CENELEC national members notify CCMC on whether and how they will make the CWA available in

their country.
The distribution of CWAs is subject to CEN-CENELEC Guide 10.

The CWA is not assigned the status of a European Standard (as defined in EN 45020:2006). CEN/CENELEC

national members are not obliged to withdraw national standards in conflict with this CWA.

5.6 CWA Lay-out

In case of an intended adoption as European Standard it is recommended that a CWA is developed in accordance

with the CEN/CENELEC Internal Regulations, Part 3.

A CWA does not have the status of a European Standard, so the cover page or foreword of the CWA shall include

the following statements, as appropriate (see Annex B):
The CWA:

– is an agreement, developed and approved by an open independent CEN/CENELEC Workshop structure within

the framework of the CEN-CENELEC system;

– does not meet the requirements of consensus and transparency required for a European Standard developed

by CEN/CENELEC and shall not be represented as a European Standard or as equivalent to a European

Standard;

– reflects the agreement of the registered CEN/CENELEC Workshop participants responsible for its content;

– should not be construed as legal advice authoritatively endorsed by CEN/CENELEC.

The organizations and/or participants approving the CWA shall be listed in its foreword.

5.7 Lifetime, review and conversion into another CEN/CENELEC deliverable

On publication, the CWA shall be submitted to the relevant CEN/CENELEC Technical Bodies, if any, for information

and for consideration of potential uptake into a European Standard or another CEN/CENELEC deliverable.

A CWA shall be withdrawn if the publication of a European Standard (and Harmonization Document for CENELEC)

brings the CWA into conflict with the European Standard (and Harmonization Document for CENELEC).

During the CWA lifetime a CEN/CENELEC Technical Body may decide to be responsible for the maintenance of

the CWA if the responsible CEN/CENELEC Workshop was disbanded.
A CWA is valid for 3 years, after which:

– either the former CEN/CENELEC Workshop secretariat shall consult at least the former CEN/CENELEC

Workshop Chair and the relevant CEN/CENELEC Technical Bodies, if any, and related CEN/CENELEC

advisory and coordination groups, in parallel to CEN/CENELEC BT consultation by CCMC;

– or in case the maintenance of CWA is allocated to a CEN/CENELEC Technical Body, its secretary shall consult

the Technical Body

to determine if the CWA shall be confirmed for another 3 years, revised or withdrawn. Either the former

CEN/CENELEC Workshop secretariat or the CEN/CENELEC Technical Body Secretary shall inform CCMC of the

result of the query.
If the CWA is proposed for revision, the process described in Clause 4 applies.
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After 6 years from initial publication, even where the CWA has been revised during this time, the CWA is submitted

to the CEN/CENELEC BT(s) for decision regarding its transformation into another deliverable or its withdrawal,

taking into consideration the recommendations from relevant CEN/CENELEC Technical Bodies, if any, and related

CEN/CENELEC Sector Fora, Focus Groups and Coordination Groups.

Transformation into another deliverable may be proposed by anyone through a CEN/CENELEC national member

at any time during the 6 years lifetime. This conversion shall follow the rules for the development of European

Standards (see CEN/CENELEC Internal Regulations – Part 2). The CEN/CENELEC Technical Body shall asse

...

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