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Proposal Submission Walkthrough

Version: 1.0 Date: 2025-01-27 Purpose: Step-by-step guide for submitting Tier-1 proposals

Overview

This walkthrough guides you through the complete process of submitting a formal proposal to Tier-1 canonical systems.

Step 1: Determine If Proposal Is Required

Use the decision tree in GOVERNANCE_QUICK_REFERENCE.md to determine if a formal proposal is required.

Key Questions:

  • Is this a Tier-1 system change?
  • Does it affect constitution, architecture, interfaces, or policies?
  • Does it impact multiple systems?

If yes to any, proceed with formal proposal.

Step 2: Prepare Your Proposal

2.1 Copy Template

cd proposals/active
cp ../../CANONICAL_PROPOSAL_TEMPLATE.md PROPOSAL-YYYY-MMDD-NNN.md

Replace YYYY-MMDD-NNN with:

  • Current date (YYYY-MM-DD)
  • Sequential number (001, 002, etc.)

2.2 Complete Proposal Sections

Fill in all required sections:

  1. Executive Summary (2-3 sentences)
  2. Rationale and Justification
    • Problem statement
    • Proposed solution
    • Constitutional alignment
  3. Impact Assessment
    • Affected systems
    • Scope of change
    • Breaking changes
  4. Recognition Requirements (leave blank, filled during review)
  5. Implementation Plan
    • Phases
    • Timeline
    • Resources
  6. Risk Assessment
    • Technical risks
    • Governance risks
    • Mitigation strategies
  7. Testing and Validation
    • Testing strategy
    • Validation criteria
    • Rollback plan
  8. Documentation Updates
    • List required updates
  9. Constitutional Compliance Checklist
    • Complete all items
  10. Approval and Recognition Log (filled during review)

Step 3: Complete Compliance Checklist

  1. Use CANONICAL_COMPLIANCE_CHECKLIST.md
  2. Complete all applicable sections
  3. Verify no critical violations
  4. Attach completed checklist to proposal or include in proposal document

Step 4: Review and Refine

Self-Review Checklist

  • All sections completed
  • Executive summary clear
  • Rationale compelling
  • Impact assessment thorough
  • Implementation plan realistic
  • Risks identified and mitigated
  • Compliance verified
  • Documentation clear
  • Spelling/grammar checked

Peer Review (Recommended)

  • Colleague reviewed proposal
  • Feedback incorporated
  • Technical accuracy verified

Step 5: Submit Proposal

5.1 Move to Active Directory

mv PROPOSAL-YYYY-MMDD-NNN.md proposals/active/

5.2 Notify Tier-1 Systems

Submit proposal to all Tier-1 systems:

  1. DBIS: [Submission method/contact]
  2. ICCC: [Submission method/contact]
  3. SMOM/SMOA: [Submission method/contact]

Submission should include:

  • Proposal document
  • Completed compliance checklist
  • Any supporting materials

5.3 Update Tracking

Update proposal tracking system (spreadsheet, database, or issue tracker) with:

  • Proposal ID
  • Title
  • System affected
  • Submission date
  • Status: "Under Review"

Step 6: Review Period

6.1 Monitor Review Status

  • Track recognition status from each Tier-1 system
  • Respond to questions/clarifications promptly
  • Update proposal if amendments requested

6.2 Typical Timeline

  • Constitutional: 30-60 days
  • Architectural: 14-30 days
  • Interface: 14-21 days
  • Policy: 14-30 days
  • Emergency: 48-72 hours

Step 7: Recognition Responses

7.1 Document Recognition

Update proposal document with recognition status:

  • DBIS: [Status] - [Date] - [Notes]
  • ICCC: [Status] - [Date] - [Notes]
  • SMOM/SMOA: [Status] - [Date] - [Notes]

7.2 Handle Conditional Approval

If conditional approval:

  • Review conditions carefully
  • Address conditions in proposal
  • Resubmit updated proposal
  • Track condition satisfaction

7.3 Handle Rejection

If rejected:

  • Review rejection reasons
  • Decide on path forward:
    • Address concerns and resubmit
    • Request ICCC adjudication (if interpretation dispute)
    • Withdraw and reconsider

Step 8: Approval Decision

8.1 Check Recognition Status

Proposal approved if:

  • ✅ All Tier-1 systems recognize (unanimous)
  • ✅ No systems rejected
  • ✅ Conditions (if any) acceptable

8.2 Move to Approved Directory

mv proposals/active/PROPOSAL-YYYY-MMDD-NNN.md proposals/approved/

8.3 Update Tracking

Update status to "Approved" in tracking system.

Step 9: Implementation

9.1 Follow Implementation Plan

  • Execute phases per proposal
  • Update documentation
  • Complete testing
  • Deploy changes

9.2 Track Progress

  • Update implementation status
  • Document deviations (if any)
  • Note completion milestones

Step 10: Completion

10.1 Verify Implementation

  • Confirm implementation meets proposal requirements
  • Verify documentation updates complete
  • Validate testing passed

10.2 Move to Implemented Directory

mv proposals/approved/PROPOSAL-YYYY-MMDD-NNN.md proposals/implemented/

10.3 Update Amendment Log

If constitutional change:

10.4 Final Documentation

  • Update all required documentation
  • Archive proposal if appropriate
  • Close tracking entries

Common Pitfalls to Avoid

  1. Incomplete Proposal: Missing sections or incomplete information
  2. Skipping Compliance Check: Not completing compliance checklist
  3. Unclear Rationale: Not clearly explaining why change is needed
  4. Insufficient Impact Assessment: Underestimating impact
  5. Unrealistic Timeline: Timeline doesn't account for review period
  6. Poor Documentation: Unclear documentation updates
  7. Ignoring Feedback: Not addressing review questions/concerns

Getting Help

Resources

Questions

  • Process Questions: See governance guide
  • Template Questions: Review proposal template
  • Compliance Questions: Use compliance checklist
  • Specific Questions: Contact Tier-1 system representatives

Last Updated: 2025-01-27

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