Phase 2 Objective

“Co-establish and publish Core Committer program”

Building upon learnings from the pilot, in this phase we focus on officially establishing and publishing the CC program in collaboration with the participants in the pilot.

• Review. Review the status of Phase 1 goals and achievements.

• Retro. Collect feedback and input in the form of a retrospective of the pilot program.

• Rules. Co-establish rules for the future of the program.

  • Adjust. Based on learnings from the retro, make any adjustments to the program.

  • Selection. With the group, form a concrete proposal for the selection criteria of who can join as a CC.

  • Expectations. Establish what is reasonable to expect of CC members in the program.

• Publish. Document and publish updates to the CC program, along with its updated rights, responsibilities, and selection process. When published, communicate that the program is still in its infancy and yet to be fully developed (to be scalable in phase 3).

Phase 2 Planning

Shared Board: https://miro.com/app/board/o9J_lfwFZFQ=/ (For the password, see the Nov 15th email.)

Monday Agenda

• (15mns) Review - Nimisha Asthagiri (Deactivated)

  • (3-5mns) Synthesis / Summary

  • (10mns) Discussion

• (35mns) Retro - Xavier Antoviaque

  • (3mns) Synthesis / Summary

  • (30mns) Discussion

    • Liked - Existence of the program:

      • Energy it brings in the community, resulting from trust (given ownership) & being valued, giving confidence to contribute (+++)

      • Unblocked a lot of pending contributions by speeding up/helping with OSPR reviews (+++)

      • Ownership granted pushed to get the perspective of the project (“does this belong in the core”)

      • Deepened & established relationships (across organizations, including edX)

    • Learned:

      • Best value when organizational goals can be aligned with the pilot (+++)

      • Community knowledge of the project is strong, and can be trusted

      • Many deepened their knowledge of the Open edX project & of open source project management because of the CC/Champion duties

      • Communication with contributors on PRs can be hard (shown core committers the other side of OSPR reviews)

    • Lacked:

      • Time! Not enough allocated / prioritized by the participating organizations (+++++)

        • More time explicitly allocated by organizations to core committers (tickets in sprints, weekly quotas, etc.)

        • Leaderboard to provide clarity and organizational accountability (+ friendly competition )

      • More streamlined process: (+++)

        • Better PR descriptions

        • Make it clearer for contributors and simpler overall

        • Avoid/speedup the blocking product review

        • Better ways to get questions answered & obtain approvals (when missing context or unsure about a decision)

      • Better onboarding of contributors:

        • Better material for new contributors/devs (course, docs)

        • More reliable devstack (broken devstack often a time-consuming blocker, also for core committers)

      • More reviewers on each repository (extend responsibilities of core committers, add new core committers)

      • Information about tasks & projects corresponding to the PRs (access to roadmap, Jira tickets)

      • Non-developer core committers?

• (5mns) Break

• (60mns) Rules - Nimisha Asthagiri (Deactivated)

  • (5mns) Instructions

    • Choose which breakout room

    • Readout expectations

      • Will vote on the proposals afterward, becomes a talking-point

    • Group roles (choose within 2mns):

      • Note-taking: Could be one-person or shared

      • Spokesperson: Who’s going to do the readout

      • Facilitator: Optional

      • Proposal decision-making options (choose within 30secs):

        • Unanimous

        • Choose a decider

        • Majority ← default

  • (25mns) in breakout rooms

    • What

    • How

    • Who

  • (10mns x 3) Each group reads out and discusses with larger group

    • (2-3mns) Readout

      • Any decisions that they propose? → Capture and vote async on individual items

      • Open questions? → Follow-up activities/meetings/action-items

    • (7-8mns) Discuss

• (30mns) Social

Rules

1. What outcomes can we expect of Core Committers in the future? Reflect on what CCs already accomplished in the Pilot. How far can we stretch ourselves for future wins?

2. How can we improve the program going forward? Reflect on the Retro board and consider what actions we should take.

3. Who (not looking for specific names) should be invited to the program, with what selection criteria?

Action Items

• Right away

  • Xavier Antoviaque Sync meeting - getting that on people's calendar – DONE

    • Do a gotomeet survey to find out a common time (2.5 hours). – DONE

  • Xavier Antoviaque Reminding all CCs: Allocate time for async work next week – DONE

• By Friday

  • Nimisha Asthagiri (Deactivated) Prepare Miro Board DONE

  • Prepare HowTo Instructions DONE

• After Monday’s meeting

  • Nimisha Asthagiri (Deactivated) Update the CC announcement Discourse thread

• Emailing the group Xavier Antoviaque

  • congrats on 1st week

  • upgrade zoom

  • agenda