<p> Common Database Maintenance Procedures</p><p>To Ensure Consistency In X12N Work Products</p><p>X12N Implementation Guides Task Group Version 3.0 - November 2010</p><p>Permission is granted to copy this document Common Database Maintenance Procedure</p><p>The X12N Implementation Guides Task Group (TG4) developed these procedures to improve consistency in X12N work products. This document will be used by Implementation Guide Development Group (IGDG) Delegates as a supplement to other X12N processes, including the X12N Implementation Guide Handbook.</p><p>The current published version of this document is used for all maintenance activities. If a new version of this document is published after a maintenance activity commences but before it is completed, the Delegate and the TG4 co-chairs will determine which version will be followed for the maintenance task.</p><p>Common Database</p><p>X12N has created a Common Database (CDB) to enforce consistency across work products. Items in the CDB appear in books, such as Implementation Guides, Dictionaries, and Foundation documents. Items may be shared across books and groups. </p><p>The CDB Maintenance Procedures are intended to accomplish the following objectives:</p><p> The same loop will be used to meet the same business requirement in all IGs.  The same segment(s) will be used to meet the same business requirement in all IGs.  The same element(s) will be used to meet the same business requirement in all IGs.  The same industry names, and their attendant definitions, will be used to meet the same business requirement in all IGs.  The same code subset will be used to meet the same business requirement in all IGs. Code notes will be consistent within each code subset.  The same situational rule(s) will be used to meet the same business requirement in all IGs.</p><p>All CDB items are either unique or shared. Unique items are used in one Implementation Guide (IG), whether used once or multiple times. Shared items are used in multiple current IGs. Modification to unique CDB items is at the discretion of the single IGDG. Modification to shared CDB items must be accepted by all affected IGDGs.</p><p>Maintenance Procedures</p><p>The CDB Maintenance Procedures use the OnlyConnect (OC) tool to document and track maintenance activity and provide a voting mechanism to ensure review by all impacted groups. </p><p>During the IG development cycle the Delegate identifies the need to change or add a CDB item in their IG. </p><p>The Delegate will email WPC and ask for a report containing all the entries for the same category (for example: Situational rules, examples, or data dictionary definitions). Specific filtering may be available to simplify the review, depending on the situation (for example: </p><p>Page 2 Common Database Maintenance Procedure situational rules that include the word “provider”, segment examples for “AMT” segments).</p><p>The Delegate reviews existing items and identifies an existing item that meets their business need or verifies that no existing item meets their business need. The Delegate follows the appropriate procedure below.</p><p>A. When a new item is needed: 1) The Delegate confirms the need for a new item with the TG4 Assignee. 2) The Delegate creates an OC topic defining the new item at a specific location in the IG. 3) The Delegate calls the topic selecting the resolution. 4) OC closes the thread with the status of “approved”. 5) If the new item is unique to one TR3, done. 6) If the new item is to be shared in multiple TR3s or locations, go to B and include comments in each instance that the note is shared.</p><p>B. When an existing item can be used as defined: 1) The Delegate creates an OC topic to add the existing CDB Item. 2) The Delegate posts the CDB Item Number to be inserted at this specific location in the IG. 3) After the initial comment is posted, other comments may be posted to conduct a discussion of the topic. At any time the Delegate may select the resolution by “calling” the topic. 4) OC closes the thread with the status of “approved”.</p><p>C. When an existing item can be used if it is modified: 1) The Delegate locates an existing location in an IG or Dictionary that already uses the CDB item. 2) The Delegate creates an OC topic at this location suggesting the modification. 3) After the initial comment is posted, other comments may be posted to conduct a discussion of the topic. At any time the Delegate may select the resolution by “calling” the topic. 4) If the content affects only the IGDG’s work group: a) OC closes the thread with the status of “approved”. b) The Delegate proceeds to Procedure B above and uses the existing CDB item (note: modification of the CDB item does not occur immediately) 5) If the content affects other work groups: a) OC: i) Casts the calling group’s ballot with the selected resolution ii) Posts the selected resolution iii) Sends an email to all eligible voters iv) Closes the thread, preventing additional posts b) If all other eligible groups approve the resolution, OC: i) Ends the voting</p><p>Page 3 Common Database Maintenance Procedure</p><p> ii) Closes the thread with the status of “approved” iii) The Delegate proceeds to Procedure B above and uses the existing CDB item (note: modification of the CDB item does not occur immediately). c) If any other eligible group vetoes the resolution, OC: i) Sends an email to all eligible voters ii) Posts the reason for the veto iii) Reopens the discussion d) If consensus cannot be reached: i) The TG4 Assignee will contact disapprovers and non-voters to discuss the issue(s) individually. ii) If necessary, the TG4 Assignee will convene a meeting, or meetings, with all affected Delegates. Discussion will continue until all parties agree on a determination. (1)If the determination is that the modification is approved: (a) The TG4 Assignee will enter an approval for the modification. (b) The Delegate proceeds to Procedure B above and uses the existing CDB item (note: modification of the CDB item does not occur immediately). (2)If the determination is that the modification is not appropriate for all users: (a)The Originating Delegate will work with the IGDG to determine their next step: (b)If the IGDG decision is to use the item without the modification: (i) The Delegate will note the decision in OC and close the entry. (ii) The Delegate proceeds to Procedure B above and uses the existing CDB item. (3)If the determination is that the modification is required to meet the group’s business requirements the Delegate proceeds to Procedure A and creates a new CDB item.</p><p>Glossary</p><p>Current IG – the latest version of an Implementation Guide, either published or in development, for each unique business purpose.</p><p>Delegate – The IGDG Delegate as recorded in the IG Registry, no proxies allowed.</p><p>Page 4</p>