Merge pull request #5388 from parispittman/wgprocessupdates

2021 annual report process updates and formatting

Author: k8s-ci-robot

committee-steering/governance/annual-reports.md

@@ -21,83 +21,88 @@ should be highlighted
 ## 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
+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 at the end of February 
+  - use this [question template]
+  - submit a pull request to the groups documentation in the community repo
+  - 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.
+3. 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
+4. 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)
+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
-6. The September Chairs, Tech Leads, and Organizers meetings will be used as follow up for 
-the working groups that have questions from/to Steering and a retrospective
-
-### 2021 and on:
-1. Steering Committee will assign one member as a liaison to each community group for kick 
-off, help, or guidance needed throughout the process
-2. Chairs/Organizers create one report and send it to/share it with [email protected]
- for review; reports are due at the end of February 
-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 comments have 
-been addressed
-4. Once reviewed and follow ups are completed, the liaison will ask the chair(s)/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
-6. The March 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
+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 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
- [email protected]    
-- Use this [question template]
+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:
 
-#### 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)
+##### 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?
@@ -109,15 +114,18 @@ in any area now? What are you doing about it?
 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?
+- 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?
-- 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?   
+- 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
@@ -132,7 +140,9 @@ user companies?
 
 
 ### Thanks   
-Thanks to the Apache Software Foundation for their open guidance on PMC reporting
+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