Network Working Group M. Wasserman
Internet-Draft ThingMagic
Expires: April 17, 2005 L. Daigle
VeriSign
October 17, 2004
Structure of the IETF Administrative Support Activity (IASA)
draft-wasserman-iasa-bcp-00.txt
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Copyright Notice
Copyright (C) The Internet Society (2004).
Abstract
This document describes the structure of the IETF Administrative
Support Activity (IASA) as an IETF-controlled activity housed within
the Internet Society (ISOC) legal umbrella. It defines the roles and
responsibilities of the IETF Administrative Oversight Committee
(IAOC), the IETF Administrative Director (IAD) and the ISOC Board of
Trustees in the fiscal and administrative support of the IETF
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standards process. It also defines how the IAOC will be comprised
and selected.
Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 3
2. Structure of the IASA . . . . . . . . . . . . . . . . . . . . 4
2.1 IAD Responsibilities . . . . . . . . . . . . . . . . . . . 4
2.2 IAOC Responsibilities . . . . . . . . . . . . . . . . . . 6
2.3 Relationship of the IAOC to Existing IETF Leadership . . . 6
3. IAOC Membership, Selection and Accountability . . . . . . . . 7
4. IASA Funding . . . . . . . . . . . . . . . . . . . . . . . . . 8
5. IASA Budget Process . . . . . . . . . . . . . . . . . . . . . 9
6. ISOC Responsibilities for IASA . . . . . . . . . . . . . . . . 10
7. Security Considerations . . . . . . . . . . . . . . . . . . . 11
8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 11
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . 11
10. Change Log . . . . . . . . . . . . . . . . . . . . . . . . . 12
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 12
11.1 Normative References . . . . . . . . . . . . . . . . . . . . 12
11.2 Informative References . . . . . . . . . . . . . . . . . . . 12
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . 13
Intellectual Property and Copyright Statements . . . . . . . . 14
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1. Introduction
This document describes the structure of the IETF Administrative
Support Activity (IASA) as an IETF-controlled activity housed within
the Internet Society (ISOC) legal umbrella. It defines the roles and
responsibilities of the IETF Administrative Oversight Committee
(IAOC), the IETF Administrative Director (IAD) and the ISOC Board of
Trustees in the fiscal and administrative support of the IETF
standards process. It also defines how the IAOC is comprised and
selected.
The IETF undertakes its technical activities as an ongoing, open,
consensus-based process. The Internet Society has long been a part
of the IETF's standards process, and this document does not affect
the ISOC-IETF working relationship concerning standards development
or communication of technical advice. The purpose of this memo is to
define an administrative support activity that is responsive to the
administrative needs of the IETF technical community, as well as
consistent with ISOC's operational, financial and fiduciary
requirements.
The IETF Administrative Support Activity (IASA) provides
administrative support for the technical work of the IETF. This
includes, as appropriate, undertaking or contracting for the work
described in (currently, [RFC3716] but the BCP will eventually
include the detail as an appendix), covering IETF document and data
management, IETF meetings, any operational agreements or contracts
with the RFC Editor and IANA. The IASA provides the administrative
structure required to support the IETF standards process and to
support technical activities of the IETF, including the IESG, the
IAB, IETF working groups and the IRTF. This includes the financial
activities associated with IETF administrative support (collecting
IETF meeting fees, payment of invoices, appropriate financial
management, etc). The IASA is responsible for ensuring that the
IETF's administrative activities are done and done well; it is not
the expectation that the IASA will undertake the bulk of this work
directly, but rather that IASA will contract this work from others,
and manage the contractual relationships in line with key operating
principles such as efficiency, transparency and cost effectiveness.
The IASA is distinct from other IETF-related technical functions,
such as the RFC editor, the Internet Assigned Numbers Authority
(IANA), and the IETF standards process itself. The IASA has no
influence on the technical decisions of the IETF or on the technical
contents of IETF work.
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2. Structure of the IASA
The IASA will be structured to allow accountability and transparency
of the IETF administrative and fiscal activities to the IETF
community. The IASA will be directed and overseen by the IETF
Administrative Oversight Committee (IAOC). The IAOC will consist of
volunteers, all chosen directly or indirectly by the IETF community,
as well as appropriate ex officio appointments from ISOC and IETF
leadership. The IAOC will be accountable to the IETF community for
the effectiveness, efficiency and transparency of the IASA.
The IASA will initially consist of a single full-time ISOC employee,
the IETF Administrative Director (IAD). The IAD will require a
variety of financial, legal and administrative support, and it is
expected that this support will be provided by ISOC support staff or
consultants following an expense and/or allocation model determined
by ISOC in consultation with the IAOC.
Although the IAD will be a full-time ISOC employee, he will work
under the direction of the IAOC. The IAD will be selected and hired
by a committee of the IAOC. The members of this committee will be
appointed by the IAOC, and will consist minimally of the ISOC
President and the IETF Chair. This same committee will be
responsible for periodically reviewing the performance of the IAD and
determining any changes to his employment and compensation. In
certain highly exceptional cases, such as cases where the IAD
violates ISOC's documented employment policies, the ISOC President
may make a unilateral decision regarding the IAD's employment status.
Any such decision will be reviewed by the IAD selection and review
committee as soon as practical.
Unless explicitly delegated with the consent of the IAOC, the IAD
will also fill the role of the IETF Executive Director, as described
in various IETF process BCPs.
All other administrative functions will be outsourced via
well-defined contracts or equivalent instruments. The IAD will be
responsible for negotiating and maintaining those contracts, as well
as providing any coordination that is necessary to make sure the IETF
administrative support functions are properly covered.
2.1 IAD Responsibilities
The IAD will be responsible for managing the IASA effort,
establishing an operating budget, negotiating contracts with service
providers, managing the business relationship with those providers
and establishing mechanisms to track their performance.
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The IAD will be responsible for running IASA in an open and
transparent manner and for producing regular (monthly, quarterly and
annual) financial and operational updates for IAOC and IETF community
review. The IAD may also manage ISOC support staff or other
IASA-related contractors or employees, as necessary.
The IAD will be responsible for administering the IETF finances,
managing a separate financial account for the IASA, and establishing
and administering the IASA budget. While it is understood that ISOC
will need to put some financial controls in place to protect ISOC's
fiscal stability, the IAD (with IAOC approval, as appropriate) should
have signing authority consistent with carrying out IASA work
effectively, efficiently and independently. Should the IAOC have
concerns about the levels of approval that are granted to the IAD and
IAOC, the IAOC and ISOC commit to working out a policy that is
mutually agreeable.
Service contracts will be negotiated by the IAD (with input from any
other appropriate bodies), and reviewed, as appropriate, by the IAOC.
It is expected that the IAOC will establish guidelines for what level
of review is expected based on contract type, size, cost and/or
duration. The contracts will be executed by ISOC, on behalf of the
IASA, after whatever review ISOC requires in order to ensure that the
contracts meet ISOC's legal and financial requirements.
Although the approval of the ISOC President/CEO or ISOC Board of
Trustees may be required for some contracts, their review should be
limited to protecting ISOC's liabilities and financial stability.
The IAD and IAOC are responsible for making all business decisions
regarding the IASA. In particular, the ISOC Board of Trustees will
not have direct influence over the choice of IASA contractors or IETF
meeting sponsors. This restriction is meant to enforce the
separation between fund raising and the actual operation of the
standards process.
The IAD will prepare an annual budget, which will be reviewed and
approved by the IAOC. The IAD will be responsible for presenting
this budget to the ISOC Board of Trustees, as part of ISOC's annual
financial planning process. In the budgeting process, the IAOC is
responsible for ensuring the suitability of the budget for meeting
the IETF community's administrative needs, but the IAOC does not bear
fiduciary responsibility for ISOC. Therefore, the ISOC Board also
needs to review and understand the budget and planned activity in
enough detail to properly carry out their fiduciary responsibility.
Each year, the complete IASA budget will published to the IETF
community.
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2.2 IAOC Responsibilities
The role of the IAOC is to determine the administrative needs of the
IETF, provide appropriate direction to the IAD, and oversee the IASA
functions. The IAOC is not expected to be regularly engaged in the
day-to-day administrative work, but rather to provide appropriate
direction, oversight and approval.
Therefore, the IAOC's responsibilities are:
o Work with the IESG and other members of the IETF community to
determine the IETF's administrative requirements and priorities,
and communicate those requirements and priorities to the IAD in a
structured and actionable manner.
o Track whether the IASA functions are meeting the IETF community's
administrative needs, and work with the IAD to determine a plan
for corrective action if they are not.
o Select and manage the IAD. To avoid a "management by committee"
effect, it is expected that this responsibility will be delegated
to a sub-committee of the IAOC as described above. The IAOC also
has responsibility for determining the size and structure of IASA,
and specifically for determine if/when additional IASA-specific
staff is required, subject to appropriate ISOC staffing and budget
approvals.
o Review the IAD's budget proposals to ensure that they will meet
the IETF's needs, approve the IAD's budget proposals and review
the IAD's regular financial reports.
o Ensure that the IASA is run in a transparent and accountable
manner. While the work may be delegated to the IAD and others,
the IAOC is responsible for ensuring that IASA finances and
operational status are appropriately tracked and that monthly,
quarterly and annual financial and operational reports are
published to the IETF community.
The IAOC's role is to direct and review, not perform, the work of the
IAD and IASA. As such, it is expected the IAOC will have monthly
teleconferences and periodic face to face meetings, probably
coincident with IETF plenary meetings, as needed for efficient and
effective operation.
2.3 Relationship of the IAOC to Existing IETF Leadership
The IAOC will be directly accountable to the IETF Community.
However, the nature of the IAOC's work will involve treating the IESG
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and IAB as internal customers. The IAOC should not consider its work
successful unless the IESG and IAB are satisfied with the
administrative support that they are receiving.
3. IAOC Membership, Selection and Accountability
The IAOC will consist of seven voting members who will be selected as
follows:
o 2 members chosen by the IETF Nominations Committee (NomCom)
o 1 member chosen by the IESG
o 1 member chosen by the IAB
o 1 member chosen by the ISOC Board of Trustees
o The IETF Chair (ex officio)
o The ISOC President/CEO (ex officio)
There will also be two non-voting, ex officio liaisons:
o The IAB Chair
o The IETF Administrative Director
The voting members of the IAOC will choose their own chair each year
using a consensus mechanism of their choosing. Any appointed voting
member of the IAOC may serve as the IAOC Chair (i.e., not the IETF
Chair or the ISOC President/CEO). The role of the IAOC Chair is to
organize the IAOC. The IAOC Chair has no formal duties for
representing the IAOC, except as directed by IAOC consensus.
The members of the IAOC will typically serve two year terms.
Initially, the IESG and ISOC Board will make one-year appointments,
the IAB will make a two-year appointment, and the NomCom will make
one one-year appointment and one two-year appointment to establish a
pattern where approximately half of the IAOC is selected each term.
The two NomCom selected members will be selected using the procedures
described in RFC 3777 [RFC3777]. For the initial selection, the IESG
will provide the list of desired qualifications for these positions.
In later years, this list will be provided by the IAOC. The IESG
will serve as the confirming body for IAOC appointments.
While there are no hard rules regarding how the IAB and the IESG
should select members of the IAOC, it is not expected that they will
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typically choose current IAB or IESG members, if only to avoid
overloading the existing leadership. They should choose people with
some knowledge of contracts and financial procedures who are familiar
with the administrative support needs of the IAB, the IESG and/or the
IETF standards process. It is suggested that a fairly open process
be followed for these selections, perhaps with an open call for
nominations and/or a period of public comment on the candidates. The
IAB and IESG are encouraged to look at the procedure for IAB
selection of ISOC Trustees for an example of how this might work.
After we gain some experience with IAOC selection, these selection
mechanisms should be more formally documented.
Although the IAB, IESG and ISOC BoT will choose some members of the
IAOC, those members will not directly represent the bodies that chose
them. All members of the IAOC are accountable directly to the IETF
community. To receive direct feedback from the community, the IAOC
will hold an open meeting at least once per year at an IETF meeting.
This may take the form of an open IAOC plenary or a working meeting
held during an IETF meeting slot. The form and contents of this
meeting are left to the discretion of the IAOC Chair. The IAOC
should also consider open mailing lists or other means to establish
open communication with the community.
Decisions of IAOC members or the entire IAOC are subject to appeal
using the procedures described in RFC 2026 [RFC2026]. Appeals of
IAOC decisions will go to the IESG and continue up the chain as
necessary (to the IAB and the ISOC Board). The IAOC will play no
role in appeals of WG Chair, IESG or IAB decisions.
In the event that an IAOC member abrogates his duties or acts against
the bests interests of the IETF community, IAOC members are subject
to recall. Any appointed IESG member, including those appointed by
the IAB, IESG or ISOC Board of Trustees, may be recalled using the
recall procedure defined in RFC 3777 [RFC3777]. IAOC members are not
subject to recall by the body that appointed them.
4. IASA Funding
The IASA is supported financially in 3 ways:
1. IETF meeting revenues. The IAD, in consultation with the IAOC,
sets the meeting fees as part of the budgeting process. All
meeting revenues go into the IASA account.
2. Designated ISOC donations. The IETF and IASA undertake no fund
raising activities; this maintains separation between fund
raising and standards activities. Any organization interested in
supporting the IETF activity will continue to be directed to
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ISOC, and any funds ISOC receives specifically for IETF
activities (as part of any ISOC program that allows for specific
designations) will also be put into the IASA account.
3. Other ISOC support. ISOC will deposit in the IASA account, each
quarter, other funds that ISOC has committed to providing as part
of the IASA budget (where the meeting revenues and specific
donations do not cover the budget).
Note that the goal is to achieve and maintain a viable IETF support
function based on meeting fees and specified donations, and the IAOC
and ISOC are expected to work together to attain that goal. (I.e.,
dropping the meeting fees to $0 and expecting ISOC to pick up the
slack is not desirable; nor is raising the meeting fees to
prohibitive levels to fund all non-meeting-related activities).
In normal operating circumstances, the IASA would look to have a
operating reserve for its activities sufficient to cover 6-months of
non-meeting operational expenses, plus twice the recent average for
meeting contract guarantees. Rather than having the IASA attempt to
accrue that reserve in its separate account, the IASA looks to ISOC
to build and provide that operational reserve (through whatever
mechanisms ISOC deems appropriate -- line of credit, financial
reserves, meeting cancellation insurance, etc). Such reserves do not
appear instantaneously; the goal is to reach this level of reserves
by 3 years after the creation of the IASA. It is not expected that
any funds associated with such reserve will be held in the IASA
account, just that ISOC will have them on-hand for use in the event
of IETF meeting cancellation or other unexpected fiscal emergencies.
5. IASA Budget Process
While the IASA sets a budget for the IETF's administrative needs, its
budget process clearly needs to be closely coordinated with ISOC's.
The specific timeline will be established each year. A general
annual timeline for budgeting will be:
July 1: The IAD presents a budget proposal (for the following fiscal
year, with 3 year projections) to the IAOC.
August 1: The IAOC approves the budget proposal for IETF purposes,
after any appropriate revisions. As the ISOC President is part of
the IAOC, the IAOC should have a preliminary indication of how the
budget will fit with ISOC's own budgetary expectations. The
budget proposal is passed to the ISOC Board of Trustees for review
in accordance with their fiduciary duty.
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September 1: The ISOC Board of Trustees approves the budget proposal
provisionally. During the next 2 months, the budget may be
revised to be integrated in ISOC's overall budgeting process.
November 1: Final budget to the ISOC Board for approval.
The dates described above are subject to change, and will most likely
be modified based on the dates of the summer and fall IETF meetings.
The IAD will provide monthly accountings of expenses, and will update
forecasts of expenditures quarterly. This may necessitate the
adjustment of the IASA budget. The revised budget will need to be
approved by the IAOC, the ISOC President/CEO and, if necessary, the
ISOC Board of Trustees.
6. ISOC Responsibilities for IASA
Within ISOC, support for the IASA should be structured to meet the
following goals:
Transparency: The IETF community should have complete visibility into
the financial and legal structure of the ISOC standards activity.
In particular, the IETF community should have access to a detailed
budget for the entire standards activity, quarterly financial
reports and audited annual financials. In addition, key contract
material and MOUs should be publicly available. Most of these
goals are already met by ISOC today. The IAOC will be responsible
for providing the IETF community with regular overviews of the
state of affairs.
Unification: As part of this arrangement, ISOC's sponsorship of the
RFC Editor, IAB and IESG will be managed as part of the IASA under
the IAOC.
Independence: The IASA should be financially and legally distinct
from other ISOC activities. IETF meeting fees should be deposited
in a separate IETF-specific financial account and used to fund the
IASA under the direction and oversight of the IAOC. Any fees or
payments collected from IETF meeting sponsors should also be
deposited into this account. This account will be administered by
the IAD and used to fund the IASA in accordance with a budget and
policies that are developed as described above.
Support: ISOC may, from time to time, choose to transfer other funds
into this account to fund IETF administrative projects or to cover
IETF meeting revenue shortfalls. There may also be cases where
ISOC chooses to loan money to the IASA to help with temporary cash
flow issues. These cases should be carefully documented and
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tracked on both sides. ISOC will work to provide the operational
reserve for IASA functioning described above.
Removability: While there is no current plan to transfer the legal
and financial home of the IASA to another corporation, the IASA
should be structured to enable a clean transition in the event
that the IETF community decides, through BCP publication, that
such a transition is required. In that case, the IAOC will give
ISOC a minimum of six-months notice before the transition formally
occurs. During that period, the IAOC and ISOC will work together
to create a smooth transition that does not result in any
significant service outages or missed IETF meetings. All
contracts that are executed by ISOC as part of the IASA should
either include a clause allowing termination or transfer by ISOC
with six months notice, or should be transferrable to another
corporation in the event that the IASA is transitioned away from
ISOC in the future. Any accrued funds, and IETF-specific
intellectual property rights (concerning administrative data
and/or tools) would also be expected to be transitioned to the new
entity, as well.
Within the constraints outlined above, all other details of how to
structure this activity within ISOC (e.g. as a cost center, a
department or a formal subsidiary) shall be determined by ISOC in
consultation with the IAOC.
7. Security Considerations
This document describes the structure of the IETF's administrative
support activity. It introduces no security considerations for the
Internet.
8. IANA Considerations
This document has no IANA considerations in the traditional sense.
However, some of the information in this document may affect how the
IETF standards process interfaces with IANA, so IANA may be
interested in the contents.
9. Acknowledgements
The authors would like to thank the following people for their
feedback on the original "Scenario O" e-mail message and/or
intermediate versions of this document: Harald Alvestrand, Brian
Carpenter, Dave Crocker, Tony Hain, Joel Halpern, Eliot Lear, Bert
Wijnen
This document was written using the xml2rfc tool described in RFC
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2629 [RFC2629].
10. Change Log
We are using an issue tracker to track the editorial and substantive
feedback on this document. It can be found at:
https://rt.psg.com (user: ietf, password: ietf, queue: scenario-o).
Origination of the -00 Version:
This document is derived from an e-mail message written by the
authors and posted to the IETF by Leslie Daigle. The original
message can be found at:
http://www1.ietf.org/mail-archive/web/ietf/current/msg31326.html
This document was derived from the "Draft BCP" portion of that
message and has been updated based on comments received.
11. References
11.1 Normative References
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision
3", BCP 9, RFC 2026, October 1996.
[RFC3716] Advisory, IAB., "The IETF in the Large: Administration and
Execution", RFC 3716, March 2004.
[RFC3777] Galvin, J., "IAB and IESG Selection, Confirmation, and
Recall Process: Operation of the Nominating and Recall
Committees", BCP 10, RFC 3777, June 2004.
11.2 Informative References
[RFC2629] Rose, M., "Writing I-Ds and RFCs using XML", RFC 2629,
June 1999.
[RFC3667] Bradner, S., "IETF Rights in Contributions", BCP 78, RFC
3667, February 2004.
[RFC3668] Bradner, S., "Intellectual Property Rights in IETF
Technology", BCP 79, RFC 3668, February 2004.
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Authors' Addresses
Margaret Wasserman
ThingMagic
One Broadway, 14th Floor
Cambridge, MA 02142
USA
Phone: +1 617 758-4177
EMail: margaret@thingmagic.com
URI: http://www.thingmagic.com
Leslie Daigle
VeriSign
21355 Ridgetop Circle
Dulles, VA 20176
USA
EMail: leslie@verisignlabs.com, leslie@thinkingcat.com
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Intellectual Property Statement
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pertain to the implementation or use of the technology described in
this document or the extent to which any license under such rights
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on the procedures with respect to rights in RFC documents can be
found in BCP 78 and BCP 79.
Copies of IPR disclosures made to the IETF Secretariat and any
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specification can be obtained from the IETF on-line IPR repository at
http://www.ietf.org/ipr.
The IETF invites any interested party to bring to its attention any
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rights that may cover technology that may be required to implement
this standard. Please address the information to the IETF at
ietf-ipr@ietf.org.
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This document and the information contained herein are provided on an
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Copyright Statement
Copyright (C) The Internet Society (2004). This document is subject
to the rights, licenses and restrictions contained in BCP 78, and
except as set forth therein, the authors retain all their rights.
Acknowledgment
Funding for the RFC Editor function is currently provided by the
Internet Society.
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