Polls and voting guidelines

Decisions in meetings

This page details the decision making process, escalation path and voting guidelines in ASAM projects.

Escalation of topics

From subgroup to project group

A topic must be presented at the next project group meeting if any of the following apply:

  • Changes to the underlying data model are involved

  • It is requested by one or more subgroup participants

  • It is requested by the project lead

  • It is requested by a project steering committee (e.g. the CCB)

  • A consensus-based decision is not feasible or possible

From project group to TSC meeting

If a project wishes to change its scope or timeline or requires a change to budget it should submit to the TSC for a decision. Prior to submitting to the TSC, project consensus on the request being submitted is required. See project controlling for requirements on reporting to and requesting changes from the TSC.

Guidelines for formal voting

An ASAM Office Responsible shall reference these rules prior to the initiation of project votes in any meeting.

Every project member may request that a topic be voted on. Additionally, the meeting initiator may set up a quick poll first to identify topics that require a formal voting.

About voting

In a voting, each project member has one vote, votes cannot be transferred to other project members. It is strongly recommended that if a project member has multiple participants in a project, they decide on their vote and who will cast it ahead of time. If a project member casts multiple votes (accidentally or intentionally) and their votes conflict, their vote is counted as abstention.

An abstention vote counts as a cast vote.

Failing to submit a vote does not count towards the number of voting project members.

Please try to avoid not submitting any vote at all. If you have any concerns or queries with respect to the votes or to the process, please reach out to your Office Responsible prior to casting your vote.

Both onsite and remote users shall be enabled to vote.

Choices can be voting-specific (for example if the project is deciding between two or more options). Abstention is a valid vote. For approval votes, the choices are yes, no, abstention.

Voting is decided by simple majority. Abstentions are not counted, other than for determining validity of a vote.

A voting is only valid if:

  • At least 50% of project members cast their vote

The exception to the above rule is a project release voting prior to submission to the ASAM TSC. For such a voting a two-thirds majority of all project members is needed. Any no-votes should be submitted with a justification by the project group to the next TSC meeting.

Failure to participate in a vote counts as a lack of attendance, see inactive project members. Note that the overall validity of the vote may be affected, see valid voting.

An invalid vote may be repeated. Should a repeated vote also be invalid, an escalation to the TSC shall take place by the OR.

Exceptions to the voting rules shall be subject to approval by the TSC.

When to conduct voting

Project group voting takes place during meetings. Results shall be made available in the corresponding meeting minutes.

By default, a voting is announced in the agenda (before a meeting takes place).

However, if spontaneous topics arise, ad hoc voting may be performed. An adhoc voting is only valid if the following is true:

  • At least 50% of project members cast their vote

  • All impacted project members are present (this may include issue responsibles or solution developers)

  • The voting result shall represent a majority opinion such that votes by absent participants could not influence the end result

Mandatory votings

Some topics require a formal voting:

  • Election of Project Lead

  • Changes of project scope

  • Budget request

  • Evaluation of service providers

  • Significant changes to deliverables

  • Escalation of topics to TSC

  • Release decision

Note that certain subgroup decisions require an escalation to a project voting. See tour_guide:meetings/decisions_and_escalations.adoc#_from_subgroup_to_project_group.