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From Suresh Marru <sma...@apache.org>
Subject Re: The report/review cycle
Date Sun, 13 Jan 2013 23:53:09 GMT
Thanks Benson for the clarification, now the timeline fully makes sense to me.

Suresh

On Jan 13, 2013, at 6:50 PM, Benson Margulies <bimargulies@gmail.com> wrote:

> On Sun, Jan 13, 2013 at 6:34 PM, Suresh Marru <smarru@apache.org> wrote:
>> Hi Benson,
>> 
>> + 1 for this time line, it really helps to have shepherds a day or two. I am sorry
I couldn't get my shepherd reports in this time with post-holiday catchup and sickness.
>> 
>> I do not want to add too much to the process, but want to understand the buffer between
shepherd comments and your consolidated summary to the board.
>> 
>> Working backwards:
>> * Friday (before the board meeting week) VP IPMC submits the consolidated report
to the board.
>> * Shepherds review the mentor signed off reports and other activity and add comments
- Tentatively Due by ?
>> * Podling's draft the report and mentors sign off by Wednesday (a week before the
board meets).
>> 
>> I do think we have to leave it to each podling how they work through the reporting
process, but having a suggested timeline and workflow at [1] might help the new podlings understand
how the report funnels to the board.
> 
> I don't think that shepherds need to wait around for mentors.
> 
> Try this timeline:
>                   T1                     T2            T3
>              T4
>                    |                        |              |
>                    |
>                 friday before        wed    friday before                 wed
>                 friday before                 board meeting
> board meeting
>                 board meeting
> 
> T1: podlings deliver report content
> T1->T2: mentors and shepherds review, comment, signoff
> T2->T3: chair summarizes, IPMC reviews
> T3->T4: chair makes small repairs in case of last minute comments or input
> 
> As you write below, how projects get their reports together, and
> whether they anticipate the need for mentor signoff, is up to them.
> 
> 
>> 
>> Something like... PPMC drafts the reports in the dev list -> Mentors iterate any
comments and sign off -> Shepherds review and provide any kudos external advice/comments
-> IPMC chair compiles the report with a over all summary (with an appendix of all podling
reports) -> Added to the board agenda -> Board members shepherd through the IPMC report
-> (feedback follows back?)
>> 
>> It might be also helpful to explain in the same document, once the project graduates
how the process cuts short into ...TLP PMC chair drafts the report (with feedback from PMC)
->  Added to the board agenda -> Board members shepherd the PMC report -> feedback
is sent to PMC private list
>> 
>> Cheers,
>> Suresh
>> [1] - http://incubator.apache.org/guides/ppmc.html
>> 
>> On Jan 13, 2013, at 7:52 AM, Benson Margulies <bimargulies@gmail.com> wrote:
>> 
>>> This time around, the timing was as follows:
>>> 
>>> Wed 09-01-2013: Deadline for podling reports
>>> 
>>> Friday 11-01-2013: Practical board deadline
>>> 
>>> Wed 16-01-2013: Board meeting
>>> 
>>> In other words, we had a two day window for shepherds to digest
>>> reports, then go dig around to fill in their picture.
>>> 
>>> Now, maybe things were unusually bad because of folks out for the new
>>> year until 07-01-2013. But, still, I feel as if we don't have enough
>>> time to react to reports (or the lack of reports) before we need to
>>> have the board report in place.
>>> 
>>> What do people think of making the podling reporting deadline be a
>>> full week before the board's deadline? The board wants a weekend to
>>> review reports before they meet; I'd like a weekend for us to review
>>> reports before we need to get them delivered to the board.
>>> 
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>> 
>> 
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