Merge pull request kubernetes#4687 from parispittman/commhealth

adding community group annual report/health check

committee-steering/governance/annual-reports.md

@@ -0,0 +1,134 @@
+# 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 40 community groups, we will have a slightly
+modified timeline bootstrap process this year and then will follow the process
+outlined in 2021. This means that Chairs will be reporting twice in n months and
+not a year. A yearly cadence will be followed post 2021.
+
+TODO outline time line for 2020  
+
+### 2021 and on:
+1. Chairs create one report and send it to steering-private@kubernetes.io for
+review; reports are due at the end of February and will use a template with the
+questions listed below TODO: to be created
+2. Steering Committee will assign one member as a liaison to each community group before the
+reports are submitted so there is an established point of contact for any help or
+guidance needed
+3. The March SIG Chairs and Tech Leads meetings will be used as follow up for
+the community groups that have questions from/to Steering and report
+retrospectives
+4. 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
+5. Once reviewed and follow ups are completed, Steering will ask the chair(s)
+of the group to submit a pull request to that groups documentation in the
+community repo.
+6. 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 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
+ steering-private@kubernetes.io    
+- [insert a google doc template here for the questions] //TODO
+
+## Questions for report:
+
+//A copy of these questions will be provided in a template
+
+#### 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
+
+
+[SIG]: https://git.k8s.io/community/committee-steering/governance/sig-governance.md
+[WG]: https://git.k8s.io/community/committee-steering/governance/wg-governance.md
+[UG]: https://git.k8s.io/community/committee-steering/governance/ug-governance.md
+[governance]: https://git.k8s.io/community/governance.md

committee-steering/governance/sig-governance.md

@@ -131,6 +131,8 @@ Run operations and processes governing the SIG:
 - *MUST* provide quarterly updates through our community channels: twice a year
 to kubernetes-dev@googlegroups.com mailing list and twice a year presenting at
 the monthly community meeting  
+- *MUST* present yearly [annual report] for the group but *SHOULD* get help with
+curation from other SIG participants
 
 ### Tech Lead
 
@@ -250,6 +252,7 @@ Issues impacting multiple subprojects in the SIG should be resolved by either:
 [sig-wg-lifecycle]: /sig-wg-lifecycle.md
 ["member" on our contributor ladder]: /community-membership.md
 [Kubernetes Community YouTube playlist]: https://www.youtube.com/channel/UCZ2bu0qutTOM0tHYa_jkIwg
+[annual report]: ./annual-reports.md
 [contributor guide]: /contributors/guide/README.md
 [devel]: /contributors/devel/README.md
 [#tech-lead]: #Tech-Lead

committee-steering/governance/ug-governance.md

@@ -19,6 +19,10 @@ Example User Groups:
 - Creating Kubernetes project roles.
 - Claiming ownership of any specific topic.
 
+## UG Activities
+- Present yearly [group health check] to Steering Committee
+
+
 ## UG Example Activities
 - Facilitating collaboration between user group members - which may result in the production of - blogs, docs, guides, demos, presentations, prototypes, external contributions, etc. (UG is itself not responsible to create any such content, it merely facilitate members creating them).
 - Anything produced within the context of the user group can be ultimately owned by a SIG as a subproject or is owned by individuals in the user group.
@@ -37,3 +41,4 @@ Example User Groups:
 The process for setting up a User Group (UG) is listed in the [sig-wg-lifecycle] document.
 
 [sig-wg-lifecycle]: /sig-wg-lifecycle.md
+[group health check]: ./annual-reports.md

committee-steering/governance/wg-governance.md

@@ -44,7 +44,10 @@ Working Groups are distinct from SIGs in that they are intend to:
 
 Working Groups will typically have stake holders whose participation is in the
 context of one or more SIGs.  These SIGs should be documented as stake holders of the Working Group
-(see Creation Process).
+(see Creation Process). Working Group Chairs are required to give yearly updates
+, at minimum, to their respective sponsoring SIG Chairs. SIG Chairs are
+responsible for presenting the Steering Committee with the yearly [group health
+check].
 
 ## Is it a Working Group? Yes, if...
 - It does not own any code
@@ -72,7 +75,8 @@ should eventually be reflected in a pull request on sigs.yaml:
 1. Who will chair the group, and ensure it continues to meet these requirements?
 1. Is diversity well-represented in the Working Group?
 
-Please note that all working group organizers and holders of other leadership roles must be [community members].
+Please note that all working group organizers and holders of other leadership
+roles must be [community members].
 
 Once the above questions have been answered, complete the rest of the checklist in the [SIG / WG Lifecycle] document
 
@@ -108,3 +112,4 @@ References
 [SIG / WG Lifecycle]: /sig-wg-lifecycle.md
 [repositories document]: https://github.com/kubernetes/community/blob/master/github-management/kubernetes-repositories.md
 [community members]: /community-membership.md
+[group health check]: ./annual-reports.md

governance.md

@@ -69,9 +69,9 @@ Each SIG must have a charter that specifies its scope (topics,
 subsystems, code repos and directories), responsibilities, areas of
 authority, how members and roles of authority/leadership are
 selected/granted, how decisions are made, and how conflicts are
-resolved. See the [SIG charter process] for details on how charters are managed. 
-SIGs should be relatively free to customize or change how they operate, 
-within some broad guidelines and constraints imposed by cross-SIG processes 
+resolved. See the [SIG charter process] for details on how charters are managed.
+SIGs should be relatively free to customize or change how they operate,
+within some broad guidelines and constraints imposed by cross-SIG processes
 (e.g., the release process) and assets (e.g., the kubernetes repo).
 
 A primary reason that SIGs exist is as forums for collaboration.
@@ -162,6 +162,15 @@ User Groups.
 To facilitate discoverability and engagement,
 user groups are documented in [sigs.yaml]
 
+## Community Group Annual Reports   
+As you can see in the descriptions above, the project is robust with diverse
+groups of contributors and their varying degrees of expected communications.     
+
+The annual community group health check will establish an opportunity for deeper
+ dialogue and broader communication across the chairs of each group and the
+ Steering Committee. By including this reporting with the existing community
+ meeting structure, we can focus on the goals outlined in the [Annual Report] doc.  
+
 ## Cross-project Communication and Coordination
 
 While most work shouldn’t require expensive coordination with other
@@ -214,4 +223,6 @@ All contributors must sign the CNCF CLA, as described [here](CLA.md).
 [working group governance]: /committee-steering/governance/wg-governance.md
 [user group governance]: /committee-steering/governance/ug-governance.md
 [SIG Governance Requirements]: /committee-steering/governance/sig-governance-requirements.md
+[Annual Report]: /committee-steering/governance/annual-reports.md
+[monthly community meeting]: /events/community-meeting.md
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