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Kubernetes Community Group Annual Reports

This document outlines the bootstrap process for an annual reporting and communication structure for Special Interest Groups (SIGs), Working Groups (WGs) , User Groups (UGs), and Committees All policy updates will be in their respective SIG, WG, and UG governance docs as well as the general governance guidance.

Goals

  • Paint a complete project health picture for all of our community groups
  • Create a feedback loop between Chairs, Tech Leads, Subproject Owners, WG and UG Organizers, the community groups at large, and the Steering Committee to move the project forward
  • Encourage dialogue about the wellbeing of the projects contributors and offer suggested guidance and coaching
  • Promote healthy, active, engaged community groups
  • Understand and have context before issues arise and celebrate wins where they
    should be highlighted
  • Help reshape project priorities at a high level

Reporting Process

Chairs and Organizers are responsible for compiling a yearly public report but may be completed with the help of members of that group. Chairs and Organizers ensure that reports are complete, accurate, and submitted to the Steering Committee.

2020:

Due to playing catch up with 37 community groups, we will have a slightly modified timeline bootstrap process this year and then will follow the process outlined for 2021. Working Groups, due to their temporary nature, will be the only group to submit for 2020.

  1. Steering Committee will assign one member as a liaison to each community group for kick off, help, or guidance needed throughout the process during the first week of July
  2. Working Group Organizers create one report and send it to/share it with [email protected] for review; reports should take ~30 days to complete (work with your liaison on timeline)
  3. Steering will schedule private meetings to follow up on anything denoted as a private matter on the report; reports are not made public until all private comments have been addressed
  4. Once reviewed and follow ups are completed, the liaison will ask the organizer(s) of the group to submit a pull request to that groups documentation in the community repo
  5. The Steering Committee liaison will work directly with groups that have follow up items and update Steering during regular monthly meetings
  6. The September Chairs, Tech Leads, and Organizers meetings will be used as follow up for the working groups that have questions from/to Steering and a retrospective

2021 and on:

  1. Steering Committee will assign one member as a liaison to each community group for kick off, help, or guidance needed throughout the process
  2. Chairs/Organizers create one report and send it to/share it with [email protected] for review; reports are due at the end of February
  3. Steering will schedule private meetings to follow up on anything denoted as a private matter on the report; reports are not made public until all comments have been addressed
  4. Once reviewed and follow ups are completed, the liaison will ask the chair(s)/organizer(s) of the group to submit a pull request to that groups documentation in the community repo
  5. The Steering Committee liaison will work directly with groups that have follow up items and update Steering during regular monthly meetings
  6. The March Chairs, Tech Leads, and Organizers meetings will be used as follow up for the community groups that have questions from/to Steering and a retrospective

Tips for Chairs and Working Group Organizers:

  • Work together with your groups roles and community members to complete; suggestion: schedule a dedicated meeting to go over project health with the goal of compiling this report
  • All questions are require a response. If something isn't applicable, n/a is fine.
  • This report will be considered private until Steering reviews and follows up with next steps of a pull request; however, please include any and all explicit private matters between [private] tags [/private]. We will absolutely not release information between private tags. If Chairs and/or Organizers would like to do the Your Role section individually and privately, please send to us at [email protected]
  • Use this question template

Questions for report:

You and your role:

When did you become a chair and do you enjoy the role?
What do you find challenging?
Do you have goals for the group?
Do you want to continue or find a replacement? If you feel that you aren’t ready to pass the baton, what would you like to accomplish before you do?
Is there something we can provide that would better support you?
Do you have feedback for Steering? Suggestions for what we should work on?

Special Interest Groups:

  • How are you doing with operational tasks in [yourgroup]-governance.md?
  • Is your README accurate? have a CONTRIBUTING.md file?
  • All subprojects correctly mapped and listed in sigs.yaml?
  • How does the group get updates, reports, or feedback from subprojects? Are there any that are being retired?
  • Are OWNERs files up to date?
  • Tell us about your meetings: large/small, active/quiet? learnings? up to date on the Kubernetes community YouTube under a community group playlist? Meeting notes up to date?
  • When was your last public community update? (provide link)
Membership
  • Are all listed SIG leaders (chairs, tech leads, and subproject owners) active?
  • How do you measure membership? By mailing list members, OWNERs, or something else?
  • How does the group measure reviewer and approver bandwidth? Do you need help in any area now? What are you doing about it?
  • Is there a healthy onboarding and growth path for contributors in your SIG? What are some activities that the group does to encourage this? What programs are you participating in to grow contributors throughout the contributor ladder?
  • What programs do you participate in for new contributors?
  • Does the group have contributors from multiple companies/affiliations?
Current initiatives and project health
  • What are initiatives that should be highlighted, lauded, shout outs, that your group is proud of? Currently underway? What are some of the longer tail projects that your group is working on?
  • What areas does the group need the most help with?
  • Whats the average open days of a PR and Issue in your group? / what metrics does your group care about and/or measure?

Working Groups:

Working Group Organizers are responsible for submitting this report but may delegate to members to curate

  • What was the initial mission of the group and if it's changed, how?
  • What’s the current roadmap until completion?
  • Have you produced any artifacts, reports, white papers to date?
  • Is the group active? healthy? contributors from multiple companies and/or end user companies?
  • Is everything in your readme accurate? posting meetings on youtube?
  • Do you have regular check-ins with your sponsoring SIGs?

Thanks

Thanks to the Apache Software Foundation for their open guidance on PMC reporting https://www.apache.org/foundation/board/reporting