Maintainer’s Call 15th February 2022

Logistics

:calendar: 2022-02-15T14:00:00Z2022-02-15T14:50:00Z

:tv: Google meet room: https://meet.google.com/nuq-pztb-asu

  • If you’d like access, send a message to the @maintainers group.

Agenda

  • :speaking_head: Anyone needs any specific time to discuss ongoing work?

    • Add here
  • :notebook: Documentation Corner

    • Add here
    • Add here
  • :file_cabinet: Fredrik files (review of recent releases , active dev tasks/bugs)

    • Add here
    • Add here
  • :couch_and_lamp: Adoptor Maintainer Corner (if we have multiple adopters in the call please keep updates on adoptor specific features as brief as possible! :bowing_man: )

    • Add here
    • Add here
  • :art: UX Design Corner

    • Add here
    • Add here
  • :triangular_ruler: PM Corner

    • Eriol: The re-proposals for:
      • Maintainers SOW: WIP
      • Monthly Ideation : WIP
      • Q1 Rebasing: 3 parts over 3 days: 2022-03-30T09:00:00Z2022-03-30T13:00:00Z 2022-03-31T09:00:00Z2022-03-31T13:00:00Z 2022-04-01T09:00:00Z2022-04-01T13:00:00Z
    • Starting conversations with Gunner from Aspiration tech tomorrow re. Summit 2022. Hypha Summit 2022
  • :business_suit_levitating: Any Other Business or ‘Proposals ongoing’

    • Add here
    • Add here

:page_facing_up: 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

  • Does anyone needs any specific time to discuss ongoing work?

  • Add notes here

  • Add notes here

  • Documentation Corner

  • No asks right now

  • Adopter onboarding & FAQ working session moved from last friday to Wednesday this week

  • Seth - compiled dev related needs for Hypha Core to figure out contract/SOW

  • Need to recruit NEW developer/technical document writer

  • AP: Eriol talk to OTS + Karl - public Zulip or email - ask about tech docs person.

  • List of tech docs needs tbd by Eriol

  • Fredrik files (review of recent releases ( https://github.com/HyphaApp/hypha/releases ) active dev tasks/bugs)

  • Draft: https://github.com/HyphaApp/hypha/releases/tag/untagged-10528dca91ee01bb8939

  • Adoptor Maintainer Corner (if we have multiple adopters in the call please keep updates on adoptor specific features as brief as possible!)

  • Di:

  • 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:

  • Making the messages currently ‘hard coding’ more generic

  • New issue: How do we make comms flexible and configurable in Hypha/Wagtail

  • Who then owns this?

  • Who leads this work?

  • How important is this in comparison to other issues?

  • Bernard: I think there was an issue for configurable notifications (from memory)

  • 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)

  • Questions about the voting/wishlist process

  • UX Design Corner

  • Add notes here

  • Add notes here

  • PM Corner

  • Eriol: The re-proposals for:

  • Maintainers SOW : WIP

  • 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.

  • How decisions get made likely related to governance documentation too (currently being developed)

  • Monthly Ideation : WIP

  • 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.

  • Hypha PM sits on googlemeet during these times for others to join and give feedback:

  • March 30, 2022 11:00 AM → March 30, 2022 3:00 PM CET (5am-9am EST)

  • March 31, 2022 11:00 AM → March 31, 2022 3:00 PM CET

  • 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

  • Starting conversations with Gunner from Aspiration tech tomorrow re. Summit 2022. Hypha Summit 2022 Hypha Summit 2022

  • scope out work expected over next (time period?)

  • 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.

  • Any Other Business or ‘Proposals ongoing’

  • 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:

  • Ensure information on releases, and updates related to critical releases, maintenance, and security patches are shared with relevant stakeholders, including adopters, implementers, etc.

  • 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

  1. How are we doing it right now?

  2. How are maintainers engaging with the community?

  3. Which communication channels are used for decision-making?

  4. Which channels are used to raise questions or request support?

  5. How are we tracking feature development discussions, operational decision-making, etc. on virtual forums or meetings?

Yes, we have notes in we.hypha.app/

  1. 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

  • Maintainers Call - What is/are commonly discussed during Maintainers call? What is the decision-making process? What have typically been decided during previous meetings?

  • 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

  • Maintainers Call - What is/are commonly discussed during Maintainers call? What is the decision-making process? What have typically been decided during previous meetings?

  • 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

  • What is the general workflow of?

  • Which individuals or organizations will carry out the design and development of features that will be voted on or selected during this process?

  • Could you provide specific examples of problems/challenges other adopters have that this voting mechanism will mitigate?

  • Do you have a metric for success or results you hope to achieve in the short-term and long-term?

@Maintainers Please add any agenda items you might want on this meeting!

@Adopters welcome to add too!

@dluong Would you be ok with me dropping your communications inventory into a separate we.hypha post? there’s a lot of content there and I’m worried it might get ‘lost’ in the maintainers call notes.

Hi @eriol No need to drop the inventory into a separate we.hypha post. It’s still in the working draft/brainstorm phase. I will refine it for discussion/feedback at another Maintainer’s call. Thank you for checking in.

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