Difference between revisions of "Development Resources/HOWTO/Review Information for Project Leads"

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== About Reviews ==
 
== About Reviews ==
 +
''In the past, we held "Review Calls". We don't do that anymore. The notion of a review call has been replaced by a "Review Period".''
  
* Reviews happen at the request  of the PMC or Project Lead, in an email to EMO.
+
* Reviews are an opportunity to inform the community of significant changes to a project, or major events in the lifecycle of a project;
* Review Calls are usually scheduled for Wednesday, 8am PT - as a best compromise for people on the North American West coast, North American East coast, and Europe.
+
* Reviews happen at the request  of the PMC or Project Lead, in an email to EMO;
* Frequency is limited to every other week - at the request of the Board ("not too many reviews").
+
* A Review occurs over a period of no less than five generally-accepted business days;
* Multiple reviews may be scheduled together in one Review Call - due to the twice a month scheduling, we need to have multiple reviews at the same time to fit in all the reviews we need to have each year.
+
* Frequency is typically limited to every other week - at the request of the Board ("not too many reviews");
 +
* Multiple Reviews may be scheduled together in one Review Period - due to the twice a month scheduling, we need to have multiple reviews at the same time to fit in all the reviews we need to have each year; and
 
* Reviews are added to the [http://www.eclipse.org/projects/whatsnew.php Project Review table] as soon as the date is confirmed so that the community knows about them well in advance.
 
* Reviews are added to the [http://www.eclipse.org/projects/whatsnew.php Project Review table] as soon as the date is confirmed so that the community knows about them well in advance.
  
Please note that although a review is required, a ''Review Call'' is not. We have the call only if a community member requests that the call be held. If there is no request, the EMO determines the result of the review based on the review docuware and on community feedback. This is because the purpose of the call is for the community to ask questions about the review, not for the Project Lead to reiterate the information that is already in the slides. If there are no questions from the community, there is no need for the Review Call.
+
The community is encouraged to ask questions about the review on the designated [https://foundation.eclipse.org/wiki/index.php?title=Review_Process#Communication_Channel Communication Channel] (usually the project's newsgroup). The EMO determines the result of the review based on the review docuware and on community feedback.
 
+
An Eclipse member may request a Review Call using the [https://foundation.eclipse.org/wiki/index.php?title=Review_Process#Communication_Channel Communication Channel] chosen by the project -- usually the project's newsgroup. The EMO checks the Communication Channel one day before the review call date and posts a message there, either a) giving the outcome of the review, and noting that there will be no call, or b) noting that there has been a request for a call, and it will take place as listed on the schedule.
+
  
 
== Creation Reviews ==
 
== Creation Reviews ==
 +
The purpose of the Creation Review is to assess the community and membership response to the proposal, to verify that appropriate resources are available for the project to achieve its plan, and to serve as a committer election for the project's initial Committers. The Eclipse Foundation strives not to be a repository of "code dumps" and thus projects must be sufficiently staffed for forward progress.
  
==== Helpful Documentation from the [http://www.eclipse.org/projects/dev_process/development_process.php Eclipse Development Process] ====
+
Please see [[Development Resources/HOWTO/Creation Reviews|Creation Reviews]].
* [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_1_Creation_Review About Creation Reviews]
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Creation_Reviews Guidelines for Creation Reviews]
+
 
+
Before your Creation Review is officially scheduled (and appears  [http://www.eclipse.org/projects/whatsnew.php here]), we need three things in place '''at least one week before the scheduled review date''':
+
# PMC approval
+
# Mentors named
+
# Slides
+
 
+
Also, be sure that you have read the [http://www.eclipse.org/projects/dev_process/parallel-ip-process.php Parallel IP Process Guidelines] and understand that you must submit a Contribution Questionnaire for any code before you check it into CVS.
+
 
+
==== PMC Approval ====
+
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on your PMC mailing list and forward the response to EMO.
+
 
+
==== Mentors ====
+
If your proposal does not list your two project mentors, you need to name them before the Creation Review and include the names in the docuware. (See [http://www.eclipse.org/projects/dev_process/development_process.php#6_1_Mentors this page] for details.)
+
 
+
==== Review Slides ====
+
Please submit your slides in an email attachment to EMO. Many people underestimate the time and effort needed to create the slides, so be sure to allow enough time for this task. The "official" due date for the slides is one week before the scheduled review date (T - one week). However, the slides need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting slides:
+
 
+
* T - two weeks: submit first draft via email to EMO
+
* T - 10 days: submit final draft after responding to any EMO requests for revision
+
* T - one week (due date): EMO posts final version on website before sending review announcement email
+
 
+
Please note that that we need both a vendor-neutral format file (PDF) and the source format that you used to create it; we archive both versions.
+
 
+
Many projects overlook these items when they do their first draft:
+
* page (slide) numbers
+
* correct copyright notice
+
* EPL notice
+
* review date
+
* mentor names
+
* committer bios
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
+
 
+
The committer bios don't have to be long or involved, but they should describe each committer's relationship to and history with the incoming code, and/or  involvement with the area or technologies covered by the proposal. [http://www.eclipse.org/proposals/maya/maya_creation_review.pdf This document] includes some good examples of committer bios.
+
  
 
== Graduation Reviews ==
 
== Graduation Reviews ==
Line 60: Line 26:
 
Before you can consider a Graduation Review, all of the relevant CQs must be approved by the Eclipse Legal team. We cannot schedule a Review before the Legal team has completed their work. If you are waiting for CQs, please review where your CQs are, and when they are scheduled to be reviewed, in the [https://dev.eclipse.org/ipzilla/buglist.cgi?cmdtype=dorem&remaction=run&namedcmd=IP%20Team%20Work%20Queue&sharer_id=854 IP team work queue].
 
Before you can consider a Graduation Review, all of the relevant CQs must be approved by the Eclipse Legal team. We cannot schedule a Review before the Legal team has completed their work. If you are waiting for CQs, please review where your CQs are, and when they are scheduled to be reviewed, in the [https://dev.eclipse.org/ipzilla/buglist.cgi?cmdtype=dorem&remaction=run&namedcmd=IP%20Team%20Work%20Queue&sharer_id=854 IP team work queue].
  
After you have verified that all relevant CQs are approved, the following items must be completed '''at least one week before the scheduled review date''':
+
After you have verified that all relevant CQs are approved, the following items must be completed '''at least one week before the start of the scheduled review period''':
# PMC Approval ''(Can occur in parallel with, prior to, and after, the IP clearance)''
+
# PMC Approval ''(Can occur in parallel with, prior to, and after, the IP clearance)'';
# IP Log Approval '''This is essential, and no release review can proceed without it!'''
+
# [[Development Resources/IP Log | IP Log Approval]] '''This is essential, and no release review can proceed without it!'''; and
# Slides
+
# Review document.
  
 
==== PMC Approval ====
 
==== PMC Approval ====
 
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on your PMC mailing list and forward the response to EMO.
 
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on your PMC mailing list and forward the response to EMO.
 +
 +
==== Project Plan ====
 +
Your project plan must be current, and available at this URL: <nowiki>http://www.eclipse.org/projects/project-plan.php?projectid=</nowiki>''top-leve-project.sub-project''. This URL must be listed in your review docuware.
  
 
==== IP Log Approval ====
 
==== IP Log Approval ====
Line 73: Line 42:
 
Please use the automated IP Log Tool to update and and submit your IP Log. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log This page] explains how the tool works. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log#Submitting_the_IP_Log_to_Eclipse_Legal This section] of the page explains how to submit the IP Log. The URL for using the tool for your project uses your '''project ID''', in this format: ''<nowiki>http://www.eclipse.org/projects/ip_log.php?projectid=</nowiki>'''project ID'''.
 
Please use the automated IP Log Tool to update and and submit your IP Log. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log This page] explains how the tool works. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log#Submitting_the_IP_Log_to_Eclipse_Legal This section] of the page explains how to submit the IP Log. The URL for using the tool for your project uses your '''project ID''', in this format: ''<nowiki>http://www.eclipse.org/projects/ip_log.php?projectid=</nowiki>'''project ID'''.
  
While you are waiting for IP Log approval, we suggest that you obtain PMC approval for the review and begin work on your slides.
+
While you are waiting for IP Log approval, we suggest that you obtain PMC approval for the review and begin work on your document.
  
==== Review Docuware ====
+
==== Review Documentation ====
Please submit your slides in an email attachment to EMO. Many people underestimate the time and effort needed to create the slides, so be sure to allow enough time for this task. The "official" due date for the slides is one week before the scheduled review date (T - one week). However, the slides need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting slides:
+
Please submit your review document in an email attachment to EMO. Many people underestimate the time and effort needed to create the document, so be sure to allow enough time for this task. The "official" due date for the document is one week before the scheduled start of the review period (T - one week). However, the documentation need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting documentation:
  
 
* T - two weeks: submit first draft via email to EMO
 
* T - two weeks: submit first draft via email to EMO
Line 82: Line 51:
 
* T - one week (due date): EMO posts final version on website before sending review announcement email
 
* T - one week (due date): EMO posts final version on website before sending review announcement email
  
Please note that that we need both a vendor-neutral format file (PDF) and the source format that you used to create it; we archive both versions.
+
Please note that that we need both a vendor-neutral format file (PDF, HTML) and the source format that you used to create it; we archive both versions.
  
 
Many projects overlook these items when they do their first draft:
 
Many projects overlook these items when they do their first draft:
* page (slide) numbers
+
* correct [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Copyright_Notice copyright notice];
* correct copyright notice
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#EPL_Notice EPL notice];
* EPL notice
+
* URL for the project page in this format (see [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Project_Plan above]);
* URL for the project page in this format: ''<nowiki> http://www.eclipse.org/projects/project-plan.php?projectid=top-level-project.sub-project</nowiki>''
+
* review date;
* review date
+
* IP Log URL; and
* IP Log URL
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel].
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
+
  
 
== Release Reviews ==
 
== Release Reviews ==
  
==== Helpful Documentation from the [http://www.eclipse.org/projects/dev_process/development_process.php Eclipse Development Process] ====
+
The purposes of a Release Review are: to summarize the accomplishments of the release, to verify that the IP Policy has been followed and all approvals have been received, to highlight any remaining quality and/or architectural issues, and to verify that the project is continuing to operate according to the Principles and Purposes of Eclipse.
* [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_3_Release_Review About Release Reviews]
+
* [http://www.eclipse.org/projects/dev_process/release-review.php Guidelines for Release Reviews]
+
  
Before you can consider a Release Review, all of the relevant CQs must be approved by the Eclipse Legal team. We cannot schedule a Review before the Legal team has completed their work. If you are waiting for CQs, please review where your CQs are, and when they are scheduled to be reviewed, in the [https://dev.eclipse.org/ipzilla/buglist.cgi?cmdtype=dorem&remaction=run&namedcmd=IP%20Team%20Work%20Queue&sharer_id=854 IP team work queue].
+
Please see [[Development Resources/HOWTO/Release Reviews|Release Reviews]].
  
After you have verified that all relevant CQs are approved, the following items must be completed '''at least one week before the scheduled review date''':
+
== Move Reviews ==
# PMC Approval ''(Can occur in parallel with, prior to, and after, the IP clearance)''
+
# IP Log Approval '''This is essential, and no release review can proceed without it!'''
+
# Slides
+
  
==== PMC Approval ====
+
A "Move Review" is a special case of a "Restructuring Review" (see below).
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on your PMC mailing list and forward the response to EMO.
+
  
==== IP Log Approval ====
+
== Restructuring Reviews==
Because IP Log approval is essential and can take varying amounts of time (depending on the work queue of the IP Team), projects '''must''' have an approved IP Log before their review date is confirmed. After you have submitted the IP Log to Eclipse Legal for approval, the review is added to the schedule with the notation ''Waiting for IP Log.'' After EMO is notified that the IP Log is approved, that notation is replaced with the date of the review.
+
  
Please use the automated IP Log Tool to update and and submit your IP Log. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log This page] explains how the tool works. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log#Submitting_the_IP_Log_to_Eclipse_Legal This section] of the page explains how to submit the IP Log. The URL for using the tool for your project uses your '''project ID''', in this format: ''<nowiki>http://www.eclipse.org/projects/ip_log.php?projectid=</nowiki>'''project ID'''.
+
A [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_8_Restructuring_Review Restructuring Review] is an opportunity to notify the community about "significant" changes in your project. This can be as simple as a change of name or scope, or as complex as a splintering of the project into multiple projects with distinct scopes, committers, and so forth.  
  
While you are waiting for IP Log approval, we suggest that you obtain PMC approval for the review and begin work on your slides.
+
Please see [[Development Resources/HOWTO/Restructuring Reviews|Restructuring Reviews]].
  
==== Review Docuware ====
+
== Termination (Archive) Reviews ==
Please submit your slides in an email attachment to EMO. Many people underestimate the time and effort needed to create the slides, so be sure to allow enough time for this task. The "official" due date for the slides is one week before the scheduled review date (T - one week). However, the slides need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting slides:
+
 
+
* T - two weeks: submit first draft via email to EMO
+
* T - 10 days: submit final draft after responding to any EMO requests for revision
+
* T - one week (due date): EMO posts final version on website before sending review announcement email
+
 
+
Please note that that we need both a vendor-neutral format file (PDF) and the source format that you used to create it; we archive both versions.
+
 
+
Many projects overlook these items when they do their first draft:
+
* page (slide) numbers
+
* correct copyright notice
+
* EPL notice
+
* review date
+
* IP Log URL
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
+
 
+
== Move Reviews ==
+
  
 
==== Helpful Documentation from the [http://www.eclipse.org/projects/dev_process/development_process.php Eclipse Development Process] ====  
 
==== Helpful Documentation from the [http://www.eclipse.org/projects/dev_process/development_process.php Eclipse Development Process] ====  
* [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_7_Move_Review About Move Reviews]
 
  
Before you can consider a Move Review, all of the relevant CQs must be approved by the Eclipse Legal team. We cannot schedule a Review before the Legal team has completed their work. If you are waiting for CQs, please review where your CQs are, and when they are scheduled to be reviewed, in the [https://dev.eclipse.org/ipzilla/buglist.cgi?cmdtype=dorem&remaction=run&namedcmd=IP%20Team%20Work%20Queue&sharer_id=854 IP team work queue].
+
Before your [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_6_Termination_Review About Termination Reviews Termination Review] is officially scheduled (and appears [http://www.eclipse.org/projects/whatsnew.php here]), we need two things in place '''at least one week before the scheduled start of the review period''':
 
+
# PMC Approval: ''Can occur in parallel with, prior to, and after, the IP clearance'';
After you have verified that all relevant CQs are approved, the following items must be completed '''at least one week before the scheduled review date''':
+
# Documentation
# PMC Approval: ''Can occur in parallel with, prior to, and after, the IP clearance''
+
# IP Log Approval
+
# Slides
+
  
 
==== PMC Approval ====
 
==== PMC Approval ====
Please forward an email showing that you have PMC approval for the review -- from both the "old" and "new" PMCs. The easiest way to do this is to request approval on the PMC mailing lists and forward the responses to EMO.
+
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on the PMC mailing lists and forward the responses to EMO.
  
==== IP Log Approval ====
+
==== Review Documentation  ====
Because IP Log approval is essential and can take varying amounts of time (depending on the work queue of the IP Team), projects '''must''' have an approved IP Log before their review date is confirmed. After you have submitted the IP Log to Eclipse Legal for approval, the review is added to the schedule with the notation ''Waiting for IP Log.'' After EMO is notified that the IP Log is approved, that notation is replaced with the date of the review.
+
  
Please use the automated IP Log Tool to update and and submit your IP Log. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log This page] explains how the tool works. [http://wiki.eclipse.org/Development_Resources/Automatic_IP_Log#Submitting_the_IP_Log_to_Eclipse_Legal This section] of the page explains how to submit the IP Log. The URL for using the tool for your project uses your project ID, in this format: ''<nowiki>http://www.eclipse.org/projects/ip_log.php?projectid=project ID</nowiki>''.
+
For a Termination Review, the document describes the reasons for the termination, and includes the steps you will go through to terminate and archive the project (aka your Termination/Archive Plan). Please consider these items when writing your Termination/Archive Plan:
 
+
* List the committers who should be "de-committerized" because the project is being terminated; and
While you are waiting for IP Log approval, we suggest that you obtain PMC approval for the review and begin work on your slides.
+
* Describe what needs to be shut down and archived as a result of the termination, considering these items:
 
+
** CVS;
==== Review Docuware ====
+
** Web pages;
For a Move Review, the slides describe the reasons for the move, and includes the steps you will go through to facilitate the move (aka your Move Plan). Please consider these items when writing your Move Plan:
+
** Bugzilla products;
* List committers who will be on the "new" project. If any of these were not already on the "old" project, they will need to be elected. Committer bios in the review docuware serve as a mass election for these committers.
+
** Newsgroups; and
* List any committers who should be removed from the "old" project.
+
* Describe the project infrastructure changes that you need to support the move, considering these areas:
+
** CVS
+
** Web pages
+
** Bugzilla products
+
** Newsgroups
+
 
** Mailing lists  
 
** Mailing lists  
  
Please submit your slides in an email attachment to EMO. Many people underestimate the time and effort needed to create the slides, so be sure to allow enough time for this task. The "official" due date for the slides is one week before the scheduled review date (T - one week). However, the slides need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting slides:
+
Please submit your document in an email attachment to EMO. Many people underestimate the time and effort needed to create the document, so be sure to allow enough time for this task. The "official" due date for the document is one week before the scheduled start of the review period (T - one week). However, the document needs to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting documentation:
  
 
* T - two weeks: submit first draft via email to EMO
 
* T - two weeks: submit first draft via email to EMO
Line 172: Line 105:
 
* T - one week (due date): EMO posts final version on website before sending review announcement email
 
* T - one week (due date): EMO posts final version on website before sending review announcement email
  
Please note that that we need both a vendor-neutral format file (PDF) and the source format that you used to create it; we archive both versions.
+
Please note that that we need both a vendor-neutral format file (PDF, HTML) and the source format that you used to create it; we archive both versions.
  
 
Many projects overlook these items when they do their first draft:
 
Many projects overlook these items when they do their first draft:
* page (slide) numbers
+
* correct [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Copyright_Notice copyright notice];
* correct copyright notice
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#EPL_Notice EPL notice];
* EPL notice
+
* review date;
* review date
+
* Termination Plan; and
* IP Log URL
+
* Move Plan
+
* Committer bios (if there are new committers)
+
 
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
 
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
  
The committer bios don't have to be long or involved, but they should describe each committer's relationship to and history with the incoming code, and/or  involvement with the area or technologies covered by the proposal. [http://www.eclipse.org/proposals/maya/maya_creation_review.pdf This document] includes some good examples of committer bios.
+
After a successful Termination Review, you will be asked to
 +
* open a Bugzilla bug, assigned to Webmaster with a cc to EMO and Sharon Corbett, describing the steps that need to be done to terminate the project (this is basically a reiteration of the Termination Plan from your review document); and
 +
* use the Portal to remove committers from the project
  
After a successful Move Review, you will be asked to open a Bugzilla bug, assigned to Webmaster with a cc to EMO and Sharon Corbett, describing the steps that need to be done to move the project. This is basically a reiteration of the Move Plan from your review docuware.
+
== Communication Channel ==
 +
A review's Communication Channel is designated by the Project Lead and is used for posting feedback from the community about the review.
  
== Termination (Archive) Reviews ==
+
== Copyright Notice ==
 +
The format for the copyright notice is<br>
 +
'''Copyright ''current_year'' ''your_organization'''''<br>
 +
Note that it is ''your organization'', not the Eclipse Foundation or the name of the project.
  
==== Helpful Documentation from the [http://www.eclipse.org/projects/dev_process/development_process.php Eclipse Development Process] ====
+
== EPL Notice ==
* [http://www.eclipse.org/projects/dev_process/development_process.php#6_3_6_Termination_Review About Termination Reviews]
+
The format for the EPL notice is<br>
 +
'''Made available under the Eclipse Public License v1.0'''
  
Before your Termination Review is officially scheduled (and appears [http://www.eclipse.org/projects/whatsnew.php here]), we need two things in place '''at least one week before the scheduled review date''':
+
== Review Document Contents ==
# PMC Approval: ''Can occur in parallel with, prior to, and after, the IP clearance''
+
# Slides
+
  
==== PMC Approval ====
+
Many overlook these items when they do their first draft:
Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on the PMC mailing lists and forward the responses to EMO.
+
* correct [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Copyright_Notice copyright notice];
 
+
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#EPL_Notice EPL notice];
==== Review Docuware (Slides) ====
+
* URL for the project page in this format (see [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Project_Plan_2 above]);
For a Termination Review, the slides describe the reasons for the termination, and includes the steps you will go through to terminate and archive the project (aka your Termination/Archive Plan). Please consider these items when writing your Termination/Archive Plan:
+
* review date;
* List the committers who should be "de-committerized" because the project is being terminated.
+
* IP Log URL; and
* Describe what needs to be shut down and archived as a result of the termination, considering these items:
+
** CVS
+
** Web pages
+
** Bugzilla products
+
** Newsgroups
+
** Mailing lists
+
 
+
Please submit your slides in an email attachment to EMO. Many people underestimate the time and effort needed to create the slides, so be sure to allow enough time for this task. The "official" due date for the slides is one week before the scheduled review date (T - one week). However, the slides need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting slides:
+
 
+
* T - two weeks: submit first draft via email to EMO
+
* T - 10 days: submit final draft after responding to any EMO requests for revision
+
* T - one week (due date): EMO posts final version on website before sending review announcement email
+
 
+
Please note that that we need both a vendor-neutral format file (PDF) and the source format that you used to create it; we archive both versions.
+
 
+
Many projects overlook these items when they do their first draft:
+
* page (slide) numbers
+
* correct copyright notice
+
* EPL notice
+
* review date
+
* Termination Plan
+
 
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
 
* [http://wiki.eclipse.org/Development_Resources/HOWTO/Review_Information_for_Project_Leads#Communication_Channel Communication Channel]
  
After a successful Termination Review, you will be asked to
 
* open a Bugzilla bug, assigned to Webmaster with a cc to EMO and Sharon Corbett, describing the steps that need to be done to terminate the project (this is basically a reiteration of the Termination Plan from your review docuware)
 
* use the Portal to remove committers from the project
 
 
== Communication Channel ==
 
A review's Communication Channel is designated by the Project Lead and is used for posting feedback from the community about the review. If an Eclipse community member wants a review to be held on a conference call (the Review Call), the member posts this request on the review's Communication Channel. The EMO uses the Communication Channel to notify the community if the Review Call will be held, and to post the results of the review.
 
  
<i>This page is moderated by Anne Jacko and Bjorn Freeman-Benson (Eclipse Foundation).</i>
+
<i>This page is moderated by the EMO.</i>

Revision as of 16:37, 28 June 2011

The purpose of this wiki page is to provide information to a Project Lead (PL) who has requested a review. When the PL emails EMO to request a review, EMO will reply with a pointer to a section of this page so that the PL has detailed information about all the steps in the review process.

Contents

About Reviews

In the past, we held "Review Calls". We don't do that anymore. The notion of a review call has been replaced by a "Review Period".

  • Reviews are an opportunity to inform the community of significant changes to a project, or major events in the lifecycle of a project;
  • Reviews happen at the request of the PMC or Project Lead, in an email to EMO;
  • A Review occurs over a period of no less than five generally-accepted business days;
  • Frequency is typically limited to every other week - at the request of the Board ("not too many reviews");
  • Multiple Reviews may be scheduled together in one Review Period - due to the twice a month scheduling, we need to have multiple reviews at the same time to fit in all the reviews we need to have each year; and
  • Reviews are added to the Project Review table as soon as the date is confirmed so that the community knows about them well in advance.

The community is encouraged to ask questions about the review on the designated Communication Channel (usually the project's newsgroup). The EMO determines the result of the review based on the review docuware and on community feedback.

Creation Reviews

The purpose of the Creation Review is to assess the community and membership response to the proposal, to verify that appropriate resources are available for the project to achieve its plan, and to serve as a committer election for the project's initial Committers. The Eclipse Foundation strives not to be a repository of "code dumps" and thus projects must be sufficiently staffed for forward progress.

Please see Creation Reviews.

Graduation Reviews

Helpful Documentation from the Eclipse Development Process

Before you can consider a Graduation Review, all of the relevant CQs must be approved by the Eclipse Legal team. We cannot schedule a Review before the Legal team has completed their work. If you are waiting for CQs, please review where your CQs are, and when they are scheduled to be reviewed, in the IP team work queue.

After you have verified that all relevant CQs are approved, the following items must be completed at least one week before the start of the scheduled review period:

  1. PMC Approval (Can occur in parallel with, prior to, and after, the IP clearance);
  2. IP Log Approval This is essential, and no release review can proceed without it!; and
  3. Review document.

PMC Approval

Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on your PMC mailing list and forward the response to EMO.

Project Plan

Your project plan must be current, and available at this URL: http://www.eclipse.org/projects/project-plan.php?projectid=top-leve-project.sub-project. This URL must be listed in your review docuware.

IP Log Approval

Because IP Log approval is essential and can take varying amounts of time (depending on the work queue of the IP Team), projects must have an approved IP Log before their review date is confirmed. After you have submitted the IP Log to Eclipse Legal for approval, the review is added to the schedule with the notation Waiting for IP Log. After EMO is notified that the IP Log is approved, that notation is replaced with the date of the review.

Please use the automated IP Log Tool to update and and submit your IP Log. This page explains how the tool works. This section of the page explains how to submit the IP Log. The URL for using the tool for your project uses your project ID, in this format: http://www.eclipse.org/projects/ip_log.php?projectid=project ID.

While you are waiting for IP Log approval, we suggest that you obtain PMC approval for the review and begin work on your document.

Review Documentation

Please submit your review document in an email attachment to EMO. Many people underestimate the time and effort needed to create the document, so be sure to allow enough time for this task. The "official" due date for the document is one week before the scheduled start of the review period (T - one week). However, the documentation need to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting documentation:

  • T - two weeks: submit first draft via email to EMO
  • T - 10 days: submit final draft after responding to any EMO requests for revision
  • T - one week (due date): EMO posts final version on website before sending review announcement email

Please note that that we need both a vendor-neutral format file (PDF, HTML) and the source format that you used to create it; we archive both versions.

Many projects overlook these items when they do their first draft:

Release Reviews

The purposes of a Release Review are: to summarize the accomplishments of the release, to verify that the IP Policy has been followed and all approvals have been received, to highlight any remaining quality and/or architectural issues, and to verify that the project is continuing to operate according to the Principles and Purposes of Eclipse.

Please see Release Reviews.

Move Reviews

A "Move Review" is a special case of a "Restructuring Review" (see below).

Restructuring Reviews

A Restructuring Review is an opportunity to notify the community about "significant" changes in your project. This can be as simple as a change of name or scope, or as complex as a splintering of the project into multiple projects with distinct scopes, committers, and so forth.

Please see Restructuring Reviews.

Termination (Archive) Reviews

Helpful Documentation from the Eclipse Development Process

Before your About Termination Reviews Termination Review is officially scheduled (and appears here), we need two things in place at least one week before the scheduled start of the review period:

  1. PMC Approval: Can occur in parallel with, prior to, and after, the IP clearance;
  2. Documentation

PMC Approval

Please forward an email showing that you have PMC approval for the review. The easiest way to do this is to request approval on the PMC mailing lists and forward the responses to EMO.

Review Documentation

For a Termination Review, the document describes the reasons for the termination, and includes the steps you will go through to terminate and archive the project (aka your Termination/Archive Plan). Please consider these items when writing your Termination/Archive Plan:

  • List the committers who should be "de-committerized" because the project is being terminated; and
  • Describe what needs to be shut down and archived as a result of the termination, considering these items:
    • CVS;
    • Web pages;
    • Bugzilla products;
    • Newsgroups; and
    • Mailing lists

Please submit your document in an email attachment to EMO. Many people underestimate the time and effort needed to create the document, so be sure to allow enough time for this task. The "official" due date for the document is one week before the scheduled start of the review period (T - one week). However, the document needs to be reviewed by the EMO before posting. If you wait until the due date to submit the first draft and the EMO requests changes, then you'll probably miss your deadline and your review will be postponed. We strongly suggest this timeline for submitting documentation:

  • T - two weeks: submit first draft via email to EMO
  • T - 10 days: submit final draft after responding to any EMO requests for revision
  • T - one week (due date): EMO posts final version on website before sending review announcement email

Please note that that we need both a vendor-neutral format file (PDF, HTML) and the source format that you used to create it; we archive both versions.

Many projects overlook these items when they do their first draft:

After a successful Termination Review, you will be asked to

  • open a Bugzilla bug, assigned to Webmaster with a cc to EMO and Sharon Corbett, describing the steps that need to be done to terminate the project (this is basically a reiteration of the Termination Plan from your review document); and
  • use the Portal to remove committers from the project

Communication Channel

A review's Communication Channel is designated by the Project Lead and is used for posting feedback from the community about the review.

Copyright Notice

The format for the copyright notice is
Copyright current_year your_organization
Note that it is your organization, not the Eclipse Foundation or the name of the project.

EPL Notice

The format for the EPL notice is
Made available under the Eclipse Public License v1.0

Review Document Contents

Many overlook these items when they do their first draft:


This page is moderated by the EMO.