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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. Groups are encouraged to make this an agenda item of topic to discuss together. Chairs and Organizers ensure that reports are complete, accurate, and submitted to the Steering Committee.

2021 and on:

  1. Steering Committee liaison reaches out to group leads to kick off
  2. Chairs/Organizers will:
  • share with their groups (see tips below) and begin to compile the doc due April 8th - final version
  • use this question template
  • submit a pull request with at least the template questions against the set issue to the groups documentation in the community repo by March 8th
  • verify that Steering Liaison has reviewed
  • post a call for comments period with your groups mailing list and a complete questionnaire; you can follow your charter communication period if you have one but no less than 72 hours
  • if there are private matters to address with Steering before submitting the pull request, share a copy with your liaison and wait until comments are addressed before submitting.
  1. The March edition of the "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
  2. The Steering Committee liaison will work directly with groups that have follow up items and update Steering during regular monthly meetings. The liaison will also coordinate time with the Chairs (as a group). If you'd like to meet 1:1 instead, please let your liaison know. We'd like to hear about the following:
  • goals you have for the group, your experience in the role so far - challenges, wins, things you didn’t know before but wish you did,
  • continue in the role or help finding a replacement if you've already asked the group,
  • any feedback you have for us as a body and how we can help Chairs and Organizers succeed and feel comfortable in your role.

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.

Tips for Chairs and Working Group Organizers:

  • Work together with your groups roles and community members to complete; suggestion: schedule a dedicated meeting or intentional agenda item to go over project health with the goal of compiling this report, delegate to subproject owners or other community members
  • All questions require a response.
  • End users and other members of the community will read these. Err on the side of being more explicit than using our upstream shorthand or abbreviations.
  • If there are any private matters that you'd like to discuss as part of the questions, share the document with us at [email protected] before submitting the pull request.
  • The question template can be forked into whatever medium you wish to collaborate with your community: gdocs, hackmd, etc - it will all land back into a pull request at the end.

Questions for report:

Special Interest Groups:

Operational
  • How are you doing with operational tasks in SIG-governance.md?
    • Is your README accurate? have a CONTRIBUTING.md file?
    • All subprojects correctly mapped and listed in sigs.yaml?
    • What’s your meeting culture? Large/small, active/quiet, learnings? Meeting notes up to date? Are you keeping recordings up to date/trends in community members watching recordings?
  • How does the group get updates, reports, or feedback from subprojects? Are there any springing up or being retired? Are OWNERS.md files up to date in these areas?
  • Same question as above but for working groups.
  • When was your last public community-wide update? (provide link to deck and/or recording)
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? Can end users/companies contribute in some way that they currently are not?
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?
  • Year to date KEP work: What's now stable? Beta? Alpha? Road to alpha?
  • What initiatives are you working on that aren't being tracked in KEPs?
  • What areas and/or subprojects does the group need the most help with?
  • What metrics/community health stats does your group care about and/or measure? Examples?

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, the many PMCs that have shared their experiences, and the Kubernetes community for collaboration. https://www.apache.org/foundation/board/reporting