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From sebb <seb...@gmail.com>
Subject Re: Legal Requirements for using Apache JIRA to track iCLAs
Date Thu, 23 Apr 2009 12:00:52 GMT
On 23/04/2009, Sam Ruby <rubys@intertwingly.net> wrote:
> On Thu, Apr 23, 2009 at 6:46 AM, Niclas Hedhman <niclas@hedhman.org> wrote:
>  > On Thu, Apr 23, 2009 at 3:08 PM, Richard Hirsch <hirsch.dick@gmail.com> wrote:
>  >
>  >> I'd like to make a suggestion that emails be sent to people to submitting
>  >> iCLAs so that they have idea of the status of their submission. I'd suggest
>  >> sending emails when an iCLA has been received, when it has been acknowledged
>  >> and finally when it has been registered.
>  >
>  > I think this is largely a 'lack of resources' situation. I have seen
>  > the secretary being experimenting with more automated processes, and
>  > if that materializes I would guess that mail notifications would come
>  > out of it.
> At the moment, we have paid staff which handles this.  What we will be
>  experimenting with, over the course of the next month, is whether this
>  can be better (or even adequately) handled by volunteers.  Depending
>  on the outcome of that experiment, we may revert to the previous
>  approach, transform radically the definition of the task, or continue
>  entirely with volunteers.  (Note: the previous list of options is
>  decidedly *not* ordered).
>  What's being automated at the moment is a very modest part of this:
>  detaching attachments as they are being received (either from eFax or
>  email) and committing them to a "received" area of our private SVN.
>  At that point, all officers of the foundation will have access to this

s/all officers/all officers and members/ ?

>  data, and the task for any one document is very straightforward:
>  moving the document itself to the appropriate entry and enter a single
>  line in a simple text file.  That data includes an email address.  It
>  is possible that PMC chairs will be interested in helping out here,
>  out of enlightened self interest.

The PMC chair is also more likely to be able to decipher hard-to-read
entries, as they should already know the person's correct name and
e-mail address. In extremis, I guess that they could even ask for a
replacement ICLA to be sent.

> It is possible that a set of
>  volunteers will emerge.  It is possible that I will do it myself.
>  That's the subject of next month's experiment.
>  Some of the people who do this may very well send an email.  If,
>  instead, we wanted to automate this, Jim's script(*) which publishes
>  that web page could be updated to also send an email.
>  Whether that is done or not, the experiment next month will introduce
>  one significant change.  At the moment, if you send a fax or an email,
>  the expectation is that such will be processed in batches two or three
>  times a week, so a delay of a couple days is not uncommon.  In its
>  place will be a process by which -- at the very least -- the PMC chair
>  will have access to this file within an hour, and can elect to process
>  it immediately.  I don't know if that will eliminate the desire for an
>  email, but certainly will have the potential to distribute the
>  workload and provide an opportunity for more immediate feedback.
>  - Sam Ruby
>  (*) I've lost track where it currently resides, but some amusing
>  history of this can be found here:
>  <http://intertwingly.net/blog/2002/12/04/Making-Decisions-Online>
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