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==========================================
Project Team Lead (PTL) Responsibilities
==========================================
==================================
Becoming a Project Team Lead (PTL)
==================================
Have you been approached about becoming a Project Team Lead (PTL) for an
OpenStack project?
Are you considering running for PTL and are unsure about the workload?
Are you speaking with your management about the benefits of running for
PTL and your potential candidacy?
Or, does the project you have been working on not have a candidate for the
upcoming PTL election?
If any of the above is true, the following document is designed to help you
understand the responsibilities that a PTL of an Openstack project is
expected to undertake.
So you want to be a PTL? Here is a list of items that you can expect to perform.
This document is meant to serve as a general guide for current and future PTLs.
It is not all encompassing, nor are all sections required, it is simply a guide
that you may refer to. Each OpenStack project is different and will release,
plan, and delegate differently, too.
that you may refer to. Each OpenStack project is different and releases,
plans, and delegates differently.
If you are unfamiliar with some of the concepts, terms, or action items
suggested below, do not hesitate to reach out to the current PTL of your
project. If you are unable to do so, you can reach out to any of the
members of `the current serving Technical Committee (TC) <https://governance.openstack.org/tc/>`_
for further guidance on next steps.
Weekly Tasks
============
.. important::
#. Organize the team meeting agenda. Most teams will use a wiki or etherpad.
It is important to note that there is a lot of content in this document
that can be considered an overwhelming amount of work. We (the community)
recommend that any individual considering running for PTL is fully aware
of the responsibilities, and is comfortable delegating any tasks if they
are unable to fulfill the entire spectrum of tasks.
Recurrent tasks
===============
The recurrent tasks outlined below are a minimum expectation that the community
believes the serving PTL should be capable of as the serving team leader.
Keep in mind that the items listed below are *optional* and dependent entirely
on your team's function.
#. Organize the team meeting agenda. Most teams use a wiki or etherpad.
.. note::
Not all teams require a weekly meeting. This is a recommended cadence.
#. Follow the weekly `[release]` guidelines email to keep track of the
development cycle tasks (unless you have an appointed release liaison to
follow it for you). It is also very useful to subscribe into the `release
follow it for you). It is also useful to subscribe to the `release
calendar`_.
#. Attend Technical Committee and Cross-Project meetings when possible. For
#. Attend relevant cross-project meetings when possible. For
more information see `meetings`_.
#. If the team does not have an appointed bug czar, then perform a bug triage.
Ensure all `new` bugs that have been reported are triaged. The below is a
URL to view all `new` bugs for keystone.
::
https://bugs.launchpad.net/keystone/+bugs?orderby=status&start=0
#. If the team does not have an appointed bug czar, then remember to also
tag bugs accordingly. The below is a URL to view all untagged bugs for
keystone.
::
https://bugs.launchpad.net/keystone/+bugs?field.tag=-*
#. The PTL should make sure the team regularly triages incoming bugs. For example,
to view all `new` bugs for `keystone <https://bugs.launchpad.net/keystone/+bugs?orderby=status&start=0>`_
on Launchpad or `Ironic <https://storyboard.openstack.org/#!/project/openstack/ironic>`_
on Storyboard.
Core member maintenance
=======================
This will vary greatly from team to team, but here is a general guide you may
consider.
This will vary greatly from team to team, but the following provides a general
guide you may consider.
Criteria when considering new cores
-----------------------------------
@ -87,10 +109,6 @@ Once a person is ready, perform the following:
#. Announce new core member on mailing list
#. Give them voice on IRC (if applicable)::
/msg chanserv flags <room> <irc_handle> +V
#. Add them to the project drivers group in launchpad.
#. Update the core team in Gerrit.
@ -99,7 +117,8 @@ Once a person is ready, perform the following:
Criteria when removing new cores
---------------------------------
#. Is the core reviewer reviewing enough? Use data (i.e. stackalytics) to
#. Is the core reviewer reviewing enough? Use data (i.e. `stackalytics <https://www.stackalytics.com/>`_
or `reviewstats <https://github.com/openstack/reviewstats>`_) to
determine if the core reviewer is among the other core members in terms of
overall review count.
@ -115,10 +134,6 @@ Criteria when removing new cores
At the beginning of a new cycle
===============================
#. Add placeholder migrations, these should be the first things to merge once
the n-1 stable branch has been created. *Do not merge any migrations before
this is done*
#. Appoint `cross project liaisons`_ (Docs, release, QA, Oslo, etc.).
#. Appoint `FirstContact SIG liaisons`_ (By default, the liaison will be the PTL).
@ -135,7 +150,10 @@ At the beginning of a new cycle
#. Track removed and deprecated features, for example using
`deprecated-as-of-<series>` and `removed-as-of-<series>` blueprints.
#. Organize the specifications page.
#. Organize the specifications page (if any).
#. If the TC has approved community goals, check the relevance of the goal to
the project and assess work items for the team.
During the cycle
@ -143,14 +161,24 @@ During the cycle
#. Help first time contributors, they will be struggling the most.
.. note::
It is not your job as a PTL to full-time mentor an individual. If a
new contributor is significantly struggling, point them in the direction
of the `First Contact SIG <https://wiki.openstack.org/wiki/First_Contact_SIG>`_
(#openstack-upstream-institute on IRC) so they can receive appropriate onboarding.
#. Lack of reviews? Reach out to the core team and remind them.
#. Release libraries as necessary but don't wait too long! Some teams will
release after 4 weeks even if the changes are minor. *More often is
better than less often.*
#. `Release libraries as necessary <https://releases.openstack.org/reference/release_models.html#cycle-with-intermediary>`_,
but don't wait too long! Some teams will release after 4 weeks even if the changes are
minor. *More often is better than less often.*
Conference and event tasks
==========================
Before the Forum
================
----------------
#. Start an etherpad to brainstorm potential session topics. For example:
http://lists.openstack.org/pipermail/openstack-dev/2017-March/114123.html
@ -159,7 +187,7 @@ Before the Forum
every session, prime the content. List these etherpads in the Wiki.
During the Forum
================
----------------
#. Reach out to potential new contributors to the project, participate in
project on-boarding sessions.
@ -174,6 +202,42 @@ During the Forum
#. After the discussion, post a summary of the session outcome to the ML, for the
benefit of those who could not be present.
#. Towards the end of the Forum, ensure a summary of all discussions are sent to the ML for
individuals who did not attend the event.
Before the PTG
--------------
#. Decide if your team will hold a team meeting at the PTG, and communicate
with the events organizers. An email is sent out beforehand by the
Foundation - keep an eye out.
#. If your team gathers at the PTG, create an etherpad to dynamically build
the room agenda, and list it on the event wiki page.
#. Create a tentative time schedule so that people from other projects who are interested
in a certain topic know when to join in the discussion.
During the PTG
--------------
#. Be as flexible as possible, attend inter-project sessions as appropriate.
#. Keep the event schedule up to date on what the current topics of discussion
in your team room is.
#. Towards the end of the PTG, ensure a summary of all discussions are sent to the ML for
individuals who did not attend the event.
Attending events
----------------
Whilst attending the Summit and PTG as a PTL is preferential, it is not the
end of the world if you are unable to do so for personal or professional reasons.
The community is here to support you, and is available to help plan
team orientated events and tasks if you are unable to make the trip.
If you are unable to attend, see our section on `How to successfully delegate`_.
At the end of the cycle
=======================
@ -181,10 +245,8 @@ At the end of the cycle
#. Clean up release notes.
#. Coordinate with the `release management`_ team for deliverables, unless a
liaison has been appointed
#. Expect queries from the release marketing staff to name release highlights
and major features
liaison has been appointed and make sure release-highlights are documented in
the release files.
#. Perform a retrospective via an etherpad. Suggested sections include:
`What went well?`, `What didn't go well`.
@ -193,27 +255,11 @@ At the end of the cycle
Horizon support? Client bindings? CLI support? Documentation? Does the
install guide need to be updated?
Before the PTG
==============
#. Decide if your team will hold a team meeting at the PTG, and communicate
with the events organizers
#. If your team gathers at the PTG, create an etherpad to dynamically build
the room agenda, and list it on the event wiki page.
#. Ensure documentation is up-to-date with any major changes that were
implemented throughout the cycle.
During the PTG
==============
#. Be flexible, attend inter-project sessions as appropriate.
#. Keep the event schedule up to date on what the current topics of discussion
in your team room is.
Collecting Feedback
Collecting feedback
===================
Collecting feedback from users and operators is an essential step for
@ -221,19 +267,19 @@ incrementally improving software. Anyone can collect feedback, but sometimes it
falls on the shoulders of the PTL to facilitate open lines of communication.
The following are a few ways you can do that.
Mailing Lists
Mailing lists
-------------
Our community has several mailing lists, though most usage, operations and
development discussions take place on the openstack-discuss_ mailing list
Our community has several mailing lists. Most usage, operations and
development discussions take place on the openstack-discuss_ mailing list,
making it a great place to ask for feedback. An advantage of using mailing
lists is that responses are logged making it easy to reference them later. You
also don't have to wait for a specific time or place to use mailing lists,
making it easy to attempt to collect feedback in a pinch or when a formal
setting isn't feasible.
User Surveys
------------
User survey
-----------
The Foundation puts together a survey for users and operators. The Foundation
shares the results with PTLs, who can then disseminate the knowledge to others
@ -245,7 +291,7 @@ status of what the team is doing. If you're not sure what's being asked in the
survey or want to update the project-specific survey questions, reach out to
someone from the Foundation.
User Committee
User committee
--------------
The User Committee is an elected body within the community that helps
@ -254,7 +300,7 @@ things your project wants feedback on, but you're not sure how or where to
start, the User Committee can help. They hold `weekly meetings`_ on IRC, and
they can help you come up with a plan for collecting feedback.
PTG Sessions
PTG sessions
------------
Occasionally, you might find operators or users at Project Team Gatherings. You
@ -262,7 +308,7 @@ can set up timeslots on your projects agenda, inviting them to share feedback
with developers. If an official time slot doesn't make its way into the
schedule, hallway discussions are good ways to collect quick feedback.
Forum Sessions
Forum sessions
--------------
It isn't uncommon to find more operators and users at Summits and Forums than
@ -288,8 +334,8 @@ result in a follow-up afterward or an interesting hallway discussion.
Stable
======
Alternatively, the responsibilities in this section can be delegated to a
local stable maintenance czar.
Alternatively, the responsibilities in this section can be delegated to an
individual to manage local stable maintenance.
#. Ensure the stable branches gates are not broken.
@ -297,7 +343,6 @@ local stable maintenance czar.
when a critical fix is backported, or sufficient smaller fixes have
landed.
One offs
========
@ -307,6 +352,111 @@ When necessary, the following can be performed at unscheduled times.
#. API sprints
Tips and tricks
===============
Now that this document has told you everything you could be doing, here are
some community tips on what you can do to help make your experience as an
OpenStack project leader better.
If you can think of anything else that might be helpful, do not hesitate
to clone the `project-team-guide` repo from `OpenDev <https://opendev.org/openstack/project-team-guide>`_
and submit an addition.
- Ensuring your email filters are setup to catch anything with `[ptl]` or
your project name in the subject header.
- Join the #openstack-tc IRC channel if you have not already for discussion
on community goals or anything relevant to your project.
- Join the #openstack-release channel, even if you have a release liaison.
- Project update emails: An optional extra for when you're getting into the
swing of things. Providing an occasional project team update email to the
openstack-discuss mailing list is a great way to keep part-time contributors
informed of the changes occurring within the project. For example, the Keystone
team provides updates weekly: http://lists.openstack.org/pipermail/openstack-discuss/2019-June/006799.html
- Set aside time during the weekly meeting to look at the oldest outstanding review
in the project. The resulting action should be one of the following: the patch is
merged, -1'd, or someone is assigned to follow up if the review cannot be completed
in real time. This is a great way to reduce significant backlogs and potential
technical debt.
- Courtesy pings in IRC meetings: Everyone lives busy lives outside of the
community. Coming up with a way to ping team members who are interested in
attending team meetings is a helpful addition.
Another way to do this is to encourage team members to configure their
IRC client to highlight on a specific keyword. For example `#startmeeting <PROJECT>`
or `foo-team`.
- Manage priority reviews. This can be done by adding a review priority column in Gerrit or
maintaining the priority `blueprint <https://blueprints.launchpad.net/>`_ in a spec repo.
Here is an example from the Cinder team implemented the review priority
column: https://review.opendev.org/#/c/620664/
How to successfully delegate
----------------------------
Delegating is a large part of your role as an OpenStack PTL. There are numerous tasks
and we know how difficult it can be to keep up with it all. Some projects are more
fortunate than others, having multiple people around to delegate to, however this is
not always the case - no matter the size of the project.
The following are some tips and tricks derived from community members to help you
delegate:
- Reach out to team members on IRC or the mailing lists - everyone communicates
differently.
- Detail your ask. Vague requests tend to go ignored because people have their own
workloads. But if you need someone to host a team meeting, summarize the forum or
PTG, or even fix a bug, details are key to getting results.
- Don't wait until the last minute to ask for help. If you've got a big project on
horizon, find someone to help at the beginning - even if that person is to be your
backup if things fall through.
If you can't find a delegate, it is okay to let things go. It is not the upmost
importance to have a team meeting, or plan everything perfectly. Here are some tips
to help you deal with being unable to delegate tasks:
- Do not be afraid to reach out to other project teams, the TC, or the UC for help.
The TC and the UC are designed to provide guidance and support where possible.
- Don't be a hero. Ensure people are aware that you are having troubles and some deliverables
might not be met. We care about our community members, and it's important that you feel
supported, and not crushed.
Handing over PTL duties
=======================
Are you thinking of moving on? Hoping to encouraging healthy rotation in the role?
Perhaps you've decided you've had enough and you're burnt out. Or perhaps you're
moving to a new role or company and OpenStack is no longer your work priority.
There are a myriad of reasons why someone would need or want to move on from
the PTL position. While the community would be sad to see you step down, it is
part of the lifecycle of the position and it's often a positive change to see new
people and new ideas into leadership positions.
Handing over the PTL position is not easy, it's not as simple as pinging someone
who is an active contributor and asking if they're interested or not. The main thing
is to get the individual up to speed on the content covered in this document, as it
may be things they have not encountered yet.
.. note::
There are some important bits of information to pass on, but you're never going
to have a complete knowledge transfer. This is okay!
To make that process a little bit easier for you, and for them, offer PTL mentoring
before stepping down. If you know that your situation is going to change in advance,
why not reach out to the whole team and ask who is interested and if you could mentor
them in the last few months?
If there are no takers, reach out to the OpenStack TC before stepping down so they
are aware of the current situation and can step in to help.
.. _meetings: http://docs.openstack.org/project-team-guide/cross-project.html#meetings
.. _release calendar: https://releases.openstack.org/schedule.ics