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Development Resources/HOWTO/Review Information for Project Leads

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.

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 The notion of a review call has been replaced by a "Review Period".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

Helpful Documentation from the Eclipse Development Process

Trademark Review

Each new project must have a trademark review on the project name and the project nickname (if any). You don't need to specifically request a trademark review; the EMO will initiate it when you request to schedule your Creation Review. We need at least two weeks to complete a trademark review, so please be sure to request your Creation Review at least three weeks before your preferred review date. Earlier than three weeks is even better!

Before your Creation Review is officially scheduled (and appears here), we need three things in place at least one week before the scheduled review date:

  1. PMC approval
  2. Mentors named
  3. Finalized docuware

Also, be sure that you have read the 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 this page for details.)

Review Docuware

Please submit your docuware in an email attachment to EMO. Many people underestimate the time and effort needed to create the docuware, 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 docuware 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 docuware:

  • 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:

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. This document includes some good examples of committer bios.

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 scheduled review date:

  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!
  3. Slides

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 slides.

Review Docuware

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:

Release Reviews

Helpful Documentation from the Eclipse Development Process

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 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:

  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!
  3. Slides

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 slides.

Review Docuware

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:

Move Reviews

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

Restructuring Reviews

Helpful Documentation from the Eclipse Development Process

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. Any Restructuring Review that includes the movement of code from one project to another requires an IP Log review (all of the relevant CQs must be approved by the Eclipse Legal team) prior to scheduling of the review. 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 scheduled review date:

  1. PMC Approval: Can occur in parallel with, prior to, and after, the IP clearance
  2. IP Log Approval
  3. Review documentation

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.

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 can take varying amounts of time (depending on the work queue of the IP Team), Restructuring Reviews that require IP Log approval (i.e. include the movement of code from one project to another) 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 Docuware

For a Restructuring Review, the document 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:

  • List the CQs from IPzilla that need to be moved to the "new" project
  • 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.
  • 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

Please submit your slides 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 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:

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. This document includes some good examples of committer bios.

After a successful Restructuring 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.

Termination (Archive) Reviews

Helpful Documentation from the Eclipse Development Process

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

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

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 Docuware (Slides)

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:

  • List the committers who should be "de-committerized" because the project is being terminated.
  • 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:

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.

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

Docuware Contents

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


This page is moderated by the EMO.