Logistics
2022-02-15T14:00:00Z→2022-02-15T14:50:00Z
Google meet room: https://meet.google.com/nuq-pztb-asu
- If you’d like access, send a message to the @maintainers group.
Agenda
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- Who will take notes? 
To take notes, all’s you got to do is make a riseup note pad here: https://pad.riseup.net/ - Today’s Riseup pad: Riseup Pad
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Anyone needs any specific time to discuss ongoing work?- Add here
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Documentation Corner- Add here
- Add here
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Fredrik files (review of recent releases , active dev tasks/bugs)- Add here
- Add here
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Adoptor Maintainer Corner (if we have multiple adopters in the call please keep updates on adoptor specific features as brief as possible! 
)- Add here
- Add here
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UX Design Corner- Add here
- Add here
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PM Corner- Eriol: The re-proposals for:
- Maintainers SOW: WIP
- Monthly Ideation : WIP
- Q1 Rebasing: 3 parts over 3 days: 2022-03-30T09:00:00Z→2022-03-30T13:00:00Z 2022-03-31T09:00:00Z→2022-03-31T13:00:00Z 2022-04-01T09:00:00Z→2022-04-01T13:00:00Z
- Starting conversations with Gunner from Aspiration tech tomorrow re. Summit 2022. Hypha Summit 2022
- Eriol: The re-proposals for:
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Any Other Business or ‘Proposals ongoing’- Add here
- Add here
Notes
- Copy paste Rise Up Pad notes here once meeting is finished.
Maintainer’s Call 15th Feb 2022 GMT 13.00 - 13.50 // CET 14.00 - 14.50 // EST 09.00 - 09.50 // PST 06.00 - 06.50
Google meet room: https://meet.google.com/nuq-pztb-asu
Attending: Emily, Eriol, Di, Georgia, Slammer, Bernard
Apologies: Blah, Fredrik
Agenda
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Does anyone needs any specific time to discuss ongoing work?
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Add notes here
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Add notes here
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Documentation Corner
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No asks right now
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Adopter onboarding & FAQ working session moved from last friday to Wednesday this week
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Seth- compiled dev related needs for Hypha Core to figure out contract/SOW -
Need to recruit NEW developer/technical document writer
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AP: Eriol talk to OTS + Karl - public Zulip or email - ask about tech docs person.
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List of tech docs needs tbd by Eriol
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Fredrik files (review of recent releases ( https://github.com/HyphaApp/hypha/releases ) active dev tasks/bugs)
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Draft: https://github.com/HyphaApp/hypha/releases/tag/untagged-10528dca91ee01bb8939
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Adoptor Maintainer Corner (if we have multiple adopters in the call please keep updates on adoptor specific features as brief as possible!)
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Di:
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GH issue automated notifications User notification(slack/email) transition in submission flow · Issue #2709 · HyphaApp/hypha · GitHub
Bernard: I think there was an issue for configurable notifications (from memory) -
Two issues:
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Making the messages currently ‘hard coding’ more generic
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New issue: How do we make comms flexible and configurable in Hypha/Wagtail
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Who then owns this?
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Who leads this work?
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How important is this in comparison to other issues?
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Bernard: I think there was an issue for configurable notifications (from memory)
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Maintainers are seeking operational and technical input/feedback from Adopters and Implementers using different communication vehicles. The goal of this inventory is to document the workflow and identify potential challenges in current processes (see below)
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Questions about the voting/wishlist process
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UX Design Corner
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Add notes here
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Add notes here
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PM Corner
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Eriol: The re-proposals for:
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Maintainers SOW : WIP
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What is this?: unclear what/how/that decisions get made during meetings but these decisions (process?) have not been documented. Hypha PM to write a we post, blog or something else.
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How decisions get made likely related to governance documentation too (currently being developed)
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Monthly Ideation : WIP
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Q1 Rebasing /triage : 3 parts over 3 days:
This process is for collaborate for others to give input and tag or ping folks in GitHub so they are could give more feedback.
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Hypha PM sits on googlemeet during these times for others to join and give feedback:
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March 30, 2022 11:00 AM → March 30, 2022 3:00 PM CET (5am-9am EST)
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March 31, 2022 11:00 AM → March 31, 2022 3:00 PM CET
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April 1, 2022 11:00 AM → April 1, 2022 3:00 PM CET
Will give updates and communication on Zulip related to rebase.
Includes merging similar issues or collecting like issues in METAS/EPICS
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Starting conversations with Gunner from Aspiration tech tomorrow re. Summit 2022. Hypha Summit 2022 Hypha Summit 2022
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scope out work expected over next (time period?)
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other adopters have already shared some comments, suggestions, ideas
Tuesday, February 22nd - next Ideation meeting will be on headless Hypha [[META/EPIC] Discovery with Adopters re. expectations of Hypha.app / 'headless' Hypha · Issue #2707 · HyphaApp/hypha · GitHub]
Could we try out Maintainers Call on a bi-weekly basis? First and Third week of the month ← Safe enough to try revisit in 3 months to see if it’s working for us. June 2022.
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Any Other Business or ‘Proposals ongoing’
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Add notes here
Overview: Maintainers are seeking operational and technical input/feedback from Adopters and Implementers using different communication vehicles. The goal of this inventory is to document the workflow and identify potential challenges in current processes.
Objectives:
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Ensure information on releases, and updates related to critical releases, maintenance, and security patches are shared with relevant stakeholders, including adopters, implementers, etc.
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Ensure documentation/guidance/protocols related to operations and technical development related to Hypha are current and accurate on Hypha’s Website and GitHub repo.
Questions
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How are we doing it right now?
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How are maintainers engaging with the community?
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Which communication channels are used for decision-making?
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Which channels are used to raise questions or request support?
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How are we tracking feature development discussions, operational decision-making, etc. on virtual forums or meetings?
Yes, we have notes in we.hypha.app/
- Do we have an organizational system to save/store meeting notes/minutes?
Next Step:
Summit - present a workflow or mapping of how documents are stored and organized. Ask adopters if this process is working for them?
Governance - drafting Hypha’s governance documents revealed a need to raise questions to a space where a conversation can be had in a more “retreat” style setting.
Maintainers Call - what could we discuss or answer regarding this process?
Meetings (face-to-face with key stakeholders)
Bi-weekly Maintainers
Working Groups:
Documentation
Ideaton
Monthly Adopters
Onboarding NEW Adopters
Annual Meeting/Summit
Are there other meetings or check-ins related to hypha core?
Published Information (Drafted and published by Maintainers)
Website
- Vision statement, core values, product overview, lead to GitHub
GitHub Read Me [GitHub - HyphaApp/hypha: Submission management software for open calls] and GitHub Insights
Contributor Guidelines, e.g., Bug Reports
Code of Conduct
Security Protocol
Governance, e.g., decision-making, standard operating procedures
Technical Review Process - Hypha Enhancement Proposal
Newsletter
Documentation (Drafted by Hypha PM, Documentation/Technical Writers, other contributors)
Developer and user documentation
New Adopters Onboarding
Frequently Asked Questions
Communication Channels (initiated by Adopters, Implementers, and others?)
Emails - who checks and maintains email communication?
Discourse we.hypha.app/
Zulip
Technical Decisions
Meetings
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Maintainers Call - What is/are commonly discussed during Maintainers call? What is the decision-making process? What have typically been decided during previous meetings?
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Adopers Call - What is/are commonly discussed during Adopters call? What is the decision-making process? What have typically been decided during previous meetings?
GitHub Repo as bug report, feature request, pull requests, etc.
Release Notes (Fredrik Files)
Discourse we.hypha.app/ - Maintainers reach out to Adopters/Implementers for design input or ask about security improvements
Zulip - Adopter raise question about existing features, request tech support
Operational Decisions
Meetings
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Maintainers Call - What is/are commonly discussed during Maintainers call? What is the decision-making process? What have typically been decided during previous meetings?
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Adopers Call - What is/are commonly discussed during Adopters call? What is the decision-making process? What have typically been decided during previous meetings?
Discourse we.hypha.app/ - Maintainers reach out to Adopters/Implementers with proposals for operational changes. Examples: Meeting changes, Sociocracy, ZenHub, Triage issues
Zulip - Maintainers reach out to Adopters/Implementers with notes related to meetings
Case Study 1: Sociocracy was raised as a proposal on we.hypha.app/ and presented at an Adopters meeting. It was decided or determined during the Adopters call to implement this proposal.
Case Study 2: Triage issues [3 proposals for adopter and maintainer input: Open Roadmap, voting / 'wish list' and Quarterly Milestone Rebase process] was proposed on we.hypha.app/ early January. It was discussed February 8 during a Maintainers call. The final decision was to implement this process.
Case Study 3: Pull requests from other adopters are committed, and often shared in Release Notes (Fredrik Files). Is this sufficient for adopters?
Voting Process
Questions about the voting/wishlist: 3 proposals for adopter and maintainer input: Open Roadmap, voting / 'wish list' and Quarterly Milestone Rebase process
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What is the general workflow of?
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Which individuals or organizations will carry out the design and development of features that will be voted on or selected during this process?
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Could you provide specific examples of problems/challenges other adopters have that this voting mechanism will mitigate?
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Do you have a metric for success or results you hope to achieve in the short-term and long-term?