# 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](./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 ```bash 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](../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 ```bash 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 ```bash 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 ```bash mv proposals/approved/PROPOSAL-YYYY-MMDD-NNN.md proposals/implemented/ ``` ### 10.3 Update Amendment Log If constitutional change: - Update [CANONICAL_AMENDMENT_LOG.md](../CANONICAL_AMENDMENT_LOG.md) - Increment version numbers - Update effective dates ### 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 - **[CANONICAL_GOVERNANCE_GUIDE.md](../CANONICAL_GOVERNANCE_GUIDE.md)** - Comprehensive guide - **[CANONICAL_CHANGE_CONTROL_PROCESS.md](../CANONICAL_CHANGE_CONTROL_PROCESS.md)** - Detailed process - **[GOVERNANCE_QUICK_REFERENCE.md](./GOVERNANCE_QUICK_REFERENCE.md)** - Quick reference ### 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