governance/reference/distributed-project-leadership.rst

==============================
Distributed Project Leadership
==============================

The governing structure for OpenStack project teams has long been for a Project
Team Lead (PTL) to be elected to serve as a singular focus for its team.
While the PTL role varies significantly from team to team, the PTL has
many responsibilities for managing the development and release process for the
project deliverables as well as representing the project team both internally and
externally.

This document outlines the process for OpenStack project teams to opt in to a
"distributed leadership" model where there is no PTL. The responsibilities
normally held by the PTL are distributed to various liaisons, which may be held
by one or multiple contributors.

The responsibilities mentioned are related to day-to-day operations of the PTL.
In this model, the rest of the PTL duties, like driving the team goals or
resolve technical disputes, is trusted to the whole team. If necessary, project
teams can still contact the TC to resolve deadlocks in disputes.

How the PTL with liaisons works
-------------------------------

The DPL model will not change how the PTL with liaisons work:
the PTL is still encouraged to delegate responsibilities to
individuals. The PTL remains the single point of contact and responsibility for
all the duties.

Please also have a look at the `PTL page on the project team guide`_.

How Distributed Leadership Works
--------------------------------

The day to day responsibilities of the PTL have been broken down into the
following roles. Not all roles are required for the minimal viable health of a
project team. All these roles can be distributed amongst one or more individuals.

Required roles
~~~~~~~~~~~~~~

The project teams are expected to have at least the following required liaison
roles:

* Release liaison: The :repo:`openstack/releases/src/branch/master/data/release_liaisons.yaml`
  is responsible for requesting releases for deliverables produced by the
  project team.  In addition, release liaisons generally review requests for
  Feature Freeze Exception (FFE).

* tact-sig liaison: Historically named the "infra Liaison".  It is responsible for
  the health of the CI jobs run in the OpenStack Zuul CI.  In the event that there
  is an issue with those jobs, this liaison will be a point of contact for the
  `TaCT SIG`_.  Also, a +1 from at least one tact-sig liaison will be required
  for changes in the :repo:`openstack/project-config`.

* Security liaison: the security liaison is the contact person to help assessing
  the impact of any security reported issues in the project team deliverables,
  coordinate the development of patches, review proposed patches, and propose
  any eventual backport(s).

* TC liaison: the TC liaison is one of the TC members who will follow the project
  activities at regular intervals and make sure the DPL model is reset every cycle.
  Project team who is planning to adopt the DPL model can reach out to the TC to
  find the TC liaison for their project.

Additional recommended roles
~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Any other responsibilities of the PTL that are not addressed above are optional,
and are left to the project teams to determine.  The TC recommends project teams
opting in for distributed project leadership to assign people into the following
optional roles, to each project team's discretion:

* Events liaison: An Events liaison ensures that a project team has space
  reserved at a PTG or Summit that will be sufficient for the project team's
  meeting needs. The events liaison puts out an agenda for any of the team
  meetings, makes sure those meetings are organized and facilitated, and that
  the results are documented.  This is a temporary role, lasting only during the
  preparation time for the event and it's duration.  Due to the temporary aspect
  of this role, the liaison will not be recorded in governance, else it might
  quickly get outdated.

  At the beginning of the organisation of an event, the OpenStack Events teams
  will query on our openstack-discuss ML for participants ready to liaise for
  the event, for all the teams with distributed leadership.
  The project teams interested in being represented at the event can then opt-in to
  the event by assigning a liaison. The project teams are free to decide how and
  who will be assigned as the event liaison.  The project teams not answering on
  the ML or not assigning a liaison on time will not have representation in the
  event.

* Project Update/Onboarding liaisons: The Project Update Liaison is responsible
  for giving the project update showcasing team's achievements for the cycle to
  the community. The "Project Onboarding" liaison is responsible for
  giving/facilitating onboarding sessions during events for its projects'
  community.  Similarly to the events liaison, those two roles are opt ins.

* Meeting Facilitator: The Meeting Facilitator chairs the project team's regular
  periodic meetings and maintains their agenda.

* Bug Deputy: Ensures all incoming bugs are triaged.

* RFE Coordinator: This role would involve making sure that blueprint status and
  milestone targets are up to date, that RFEs are triaged and discussed before
  acceptance, and that the tracking LaunchPad or Storyboard items for RFEs are
  properly managed.

Liaison selection
~~~~~~~~~~~~~~~~~

The process by which each project team chooses these liaisons is left to the
discretion of the project teams, as long as it is public, open, and respectful
of the current TC guidelines.  The TC advocates the use of consensus decisions,
with polls or elections when consensus can not be reached.

DPL model & liaison duration
~~~~~~~~~~~~~~~~~~~~~~~~~~~~

DPL liaisons are assigned for a single release cycle. The assigned TC liaison
will follow the project activities at regular intervals. Before the next cycle
PTL election nominations start, the TC liaison will reset the project team
leadership model to PTL. A project team needs to opt-in to the DPL model
again, explicitly before the next cycle PTL election nominations start. This
can be done by either of the following options:

* All current liaisons are recording their -1 vote against the change to reset
  the leadership model. Once all liaisons have recorded -1 vote, the TC will
  not reset the DPL model and will consider continuing the DPL model for the
  next cycle as well.
* If the DPL model has already been reset, a new change to readopt the DPL
  model needs to be proposed. This change requires +1 from all the people
  volunteering as liaisons.

Points of Concern
-----------------

There are a few places where the project teams that choose the distributed
leadership model will need to innovate and solve problems:

* Discoverability: It will make harder to know whom to contact for a project team.
* Distributed Consensus: With an increased number of people accountable for
  aspects of the project team, the potential for miscommunications increases.
* Unclear responsibilities: As a project team moves to the distributed leadership
  model, it will lose the single point of contact (SPoC). This SPoC was useful
  for coordination on community topics, like the follow up/implementation of
  community goals or an official answer on project teams's questions on the
  mailing lists, to name a few.
  As mentioned in the distributed consensus above, an increased number of people
  accountable for the project team leads to consensus challenges, and also
  to unclear responsibilities for the liaisons.
  This could lead to a blurry situation where no one is actually doing the work
  for the community, as they might have expected "someone else" to do it.
  The TC expects and trusts the project teams to continue working on their
  community duties, and encourage projects teams to actively communicate on the
  mailing lists on community efforts, to remove any eventual misunderstandings
  and misconceptions.
* Inclusion: Since some of the liaisons will not be explicitly written in code -
  like the events liaisons - the project team members will need to actively
  contact the OpenStack events team. This is different than our usual opt out,
  and is less inclusive than before.
* Minimum Viable: This document is intended to assert the minimum set of roles
  the TC would require to consider the project team to be active and
  functioning.  It is not an exhaustive list of possible roles.  For example, a
  project team might assign someone at the end of each cycle to write the cycle
  highlights.  These responsibilities could also be collectively handled by the
  project team, as needed or rotated at intervals.  Teams have the freedom to
  choose what works best for them.

Process for Opting In to Distributed Leadership
-----------------------------------------------

Project teams that would like to opt in to a distributed leadership role should
make sure this change has a relative degree of consensus within the project
team.  To make the request, a change should be pushed to `projects.yaml` in the
`openstack/governance` repository to add the line "leadership_type: distributed"
to the team's definition.  The minimum required liaisons will also need to be
filled-in, in the appropriate fields in the "liaisons" section of the team.

This change to move to a distributed leadership model can only be accepted by
the TC when it will receive at least a +1 from the current PTL, and the future
liaisons.

Technical notes:

* The releases liaison will continue to be listed in the `releases` repository,
  to not impact the current delivery of the releases.

Once a project team has moved to the distributed leadership model, they can
revert to the PTL model by creating a change to `projects.yaml` to remove the
"leadership_type: distributed" line in the team's configuration. This change
should have at least a +1 from all the people currently serving as liaisons,
including the :repo:`openstack/releases/src/branch/master/data/release_liaisons.yaml`
for the project team, which might not be in the `governance` repo.
It must also get a +1 from the future PTL, listed in the same change.

.. note::

   In every release cycle, The TC liaison will reset the DPL model & liaison (see
   `DPL model & liaison duration`_).

A project team may change their opt-in status only once a release cycle, to
ensure that the elections officials have clarity on which project teams need PTL
elections. All requests should be merged before the election nominations start
otherwise request will be postponed to the next cycle.

The distributed leadership model is only requested explicitly.  If a project
team has no candidate for PTL, the TC will still evaluate the future of the
team and its deliverables, with now an extra option
(on top of stopping the project or appointing a PTL):
convert the project to a distributed leadership with the help of the project
team members.

.. _TaCT SIG: https://governance.openstack.org/sigs/tact-sig.html
.. _PTL page on the project team guide: https://docs.openstack.org/project-team-guide/ptl.html