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annual-reports.md

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Kubernetes Community Group Annual Reports

This document outlines the process for an annual reporting and communication structure for Special Interest Groups (SIGs), Working Groups (WGs), and Committees. All policy updates will be in their respective SIG or WG governance docs as well as the general governance guidance.

Goals

  • Paint a complete project health picture for all of our community groups
  • Create a feedback loop between Chairs, Tech Leads, Subproject Owners, WG Organizers, the community groups at large, and the Steering Committee to move the project forward
  • Encourage dialogue about the wellbeing of the projects contributors and offer suggested guidance and coaching
  • Promote healthy, active, engaged community groups
  • Understand and have context before issues arise and celebrate wins where they should be highlighted
  • Help reshape project priorities at a high level

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. 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.

  1. Early January (of the following year)
    • Steering Committee finalizes questions and generates draft annual-report-YYYY.md templates for each group in the community repo
    • Steering Committee liaison reaches out to group leads to kick off
  2. January-February
    • Chairs/Organizers work with their group (see tips below) to open a pull request to the group's documentation in the community repo, updating the draft to complete the questions
    • draft ready for review by February 14
    • post a call for comments period on the PR with your group's mailing list; you can follow your charter communication period if you have one, but no less than 72 hours
    • verify that Steering Liaison has reviewed
    • merge a completed report by March 1
  3. March
    • Steering Committee produces a project-wide annual report, summarizing and highlighting elements from the individual group reports.
    • 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.
    • Draft summary for tech writer / editor review: March 15
    • Publication date on cncf.io/reports: March 30
    • 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

Tips for Chairs and Working Group Organizers:

  • Work together with your groups roles and community members to complete; 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.
  • The questions 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

Special Interest Groups

The questions are available as a go-template file here.

Working Groups:

The questions are available as a go-template file here.

Thanks

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