What: Update TOC Due Diligence guide with recent changes cncf#1503 #1508
+115
−40
Conversation
This file contains bidirectional Unicode text that may be interpreted or compiled differently than what appears below. To review, open the file in an editor that reveals hidden Unicode characters.
Learn more about bidirectional Unicode characters
Why: * the TOC has fielded feedback from maintainers and TOC members, implemented changes to address issues, and needs to update our docs to reflect this. This change address the need by: * re-writing the triage to align with current process * calling out the adopter form for adopter interview collection * detail process for projects not yet ready to move * linking the adopter interview form in the process/README * updating process/README to inform on triaging and not-ready applications Signed-off-by: Emily Fox <[email protected]>
dims
reviewed
Dec 13, 2024
dims
reviewed
Dec 13, 2024
dims
reviewed
Dec 13, 2024
dims
reviewed
Dec 13, 2024
operations/dd-toc-guide.md
Outdated
| @@ -185,9 +236,9 @@ Evaluation summary is composed of two parts: the Criteria and the Adoption. The | |||
|
|
|||
| ## TOC Internal Review | |||
|
|
|||
| Once the TOC member has completed the Due Diligence, the TOC member tags the TOC on the PR for an TOC internal review. The TOC member should move the project's card on the [Appliction to Move Levels board](https://github.com/orgs/cncf/projects/27/views/9) to "TOC Review". | |||
| Once the TOC member has completed the Due Diligence, they should create a PR in their personal TOC repo and share the link with the TOC for review. The TOC member should move the project's card on the [Appliction to Move Levels board](https://github.com/orgs/cncf/projects/27/views/9) to "TOC Review". | |||
There was a problem hiding this comment.
create a PR in their personal TOC repo should be create a branch in their personal fork of the TOC repo with DD markdown file.
(Once there is consensus, the branch is used to create a PR in the main TOC repo)
linsun
reviewed
Dec 13, 2024
linsun
reviewed
Dec 13, 2024
| All TOC members are expected to assist in the triaging of project applications to move levels to ensure that when a TOC member is ready to be assigned, the project is ready to be evaluated with no immediate blockers that would inhibit or delay the TOC's engagement. | ||
|
|
||
| This light-weight triage/evaluation must cover the list below (it is not exhaustive and is a minimum triage set from the [incubation template retrieved 12 DEC 2025](https://github.com/cncf/toc/blob/c2943ffc98064dd88e9ef9c4afd5a8856898942f/.github/ISSUE_TEMPLATE/template-incubation-application.md)): | ||
| * Adoption Assertion includes the Adopters file link, and the project has an entry in the Adopter's form responses to provide 5-7 adopters to reach out to. |
There was a problem hiding this comment.
Where would the project specify this info? Got a link for the Adopter's form?
There was a problem hiding this comment.
I've added this as a modification to the application template update issue. I don't think we get a UUID from the form for them to provide so right now we have no auditable trail beyond manually looking for the entry in the form responses. CC @mrbobbytables in case there are some ideas bouncing around about how we could do this.
linsun
reviewed
Dec 13, 2024
Signed-off-by: Emily Fox <[email protected]>
angellk
requested changes
Dec 19, 2024
operations/dd-toc-guide.md
Outdated
| TOC members are expected to triage projects in the "new" column on the board for projects that are returning from a previous not-ready application, verify completion, and move them to the top of the ready for assignment column. | ||
|
|
||
| TOC members are to priortize selecting projects from the ready for assignment column over the new column to expedite the queue and make the best use of TOC time. | ||
|
|
||
| ### TOC member(s) step forward to be assigned | ||
|
|
||
| Commonly referred to as the Project's Application Sponsor, TOC members assign themselves to projects to sponsor the application for moving levels. Sponsoring an application ensures a focused point of contact exists for both the project and the TOC in completeing the Due Diligence, public comment, and execution of voting. |
There was a problem hiding this comment.
nit:
typo "completing"
add:
The TOC member that assigns themselves a project to sponsor the application for moving levels may request a secondary TOC member to support the due diligence according to eligibility.
operations/dd-toc-guide.md
Outdated
| @@ -75,35 +134,27 @@ A TOC member will require a co-sponsor for a project if any of the following con | |||
|
|
|||
| If a conflict of interest is present, the TOC member will state they have a conflict and seek a second sponsor on the project's application issue prior to proceeding. | |||
There was a problem hiding this comment.
edit:
and seek a second primary sponsor
operations/dd-toc-guide.md
Outdated
| This light-weight triage/evaluation must cover the list below (it is not exhaustive and is a minimum triage set from the [incubation template retrieved 12 DEC 2025](https://github.com/cncf/toc/blob/c2943ffc98064dd88e9ef9c4afd5a8856898942f/.github/ISSUE_TEMPLATE/template-incubation-application.md)): | ||
| * Adoption Assertion includes the Adopters file link, and the project has an entry in the Adopter's form responses to provide 5-7 adopters to reach out to. | ||
| * Application Process Principles provides | ||
| * the link to the Recording, issue, and/or meeting notes from a TAG meeting where the project presented with the domain specific TAG |
There was a problem hiding this comment.
the TAG meeting should not be a blocker - we can add in that the project can complete the GTR/DTR template in place of a TAG meeting. we don't have enough domain experts atm to make this required.
operations/dd-toc-guide.md
Outdated
| ### Kicking off the due diligence | ||
|
|
||
| Once the project is assigned a TOC member and the initial evaluation looks good to proceed, the TOC member engages the project's maintainers or leadership group to kick off the due diligence. This can be done by commenting on the Issue, starting a slack channel (public or private), slack group direct message, email exchange, or thread in the project's primary communication channel. We strive to keep these discussions transparent and visible but should consider any potential sensitive issues that come about as a result of the review (resolution of vulnerabilities for instance). | ||
| Once the project is assigned to the TOC member(s), the TOC member(s) engages the project's maintainers or leadership group to kick off the due diligence. This can be done by commenting on the Issue, starting a slack channel (public or private), slack group direct message, email exchange, or thread in the project's primary communication channel. We strive to keep these discussions transparent and visible but should consider any potential sensitive issues that come about as a result of the review (resolution of vulnerabilities for instance). |
There was a problem hiding this comment.
add:
Any form of communication must include two members of CNCF staff to ensure consistency and continuity throughout the process.
operations/dd-toc-guide.md
Outdated
| @@ -123,9 +174,9 @@ TOC members who sponsor projects seeking graduation are expected to review the r | |||
|
|
|||
| ### Finalizing the Due Diligence | |||
|
|
|||
| When the TOC has finished their criteria evaluation, they should move the project's card on the [Appliction to Move Levels board](https://github.com/orgs/cncf/projects/27/views/9) to "Active Review & Discussion" and re-engage the project to elevate and discuss any items neededing clarity, correction, or improvement. This includes notifying the project of any recommendations. Recommendations and discussion points may copied into the kick-off document to faciliate discussion and to provide for additional context and discussion with the project until they are finalized. | |||
| When the TOC has finished their criteria evaluation, they should move the project's card on the [Appliction to Move Levels board](https://github.com/orgs/cncf/projects/27/views/9) to "Adopter Interviews & Project Discussion" and re-engage the project to elevate and discuss any items neededing clarity, correction, or improvement. This includes notifying the project of any recommendations. Recommendations and discussion points may copied into the kick-off document to faciliate discussion and to provide for additional context and discussion with the project until they are finalized. | |||
operations/dd-toc-guide.md
Outdated
|
|
||
| The TOC maintains a core list of questions intended to initiate discussion with adopters, but may add additional questions, or skip questions depending on the course of the interview and the organization's level of comfort in providing responses. | ||
|
|
||
| Interviews typically do not take more than 30 minutes to complete, and TOC members should anticipate about 1 hour of time dedicated to summarizing adopter responses. | ||
| Interviews typically do not take more than 30 minutes to complete, and TOC and TAB members should anticipate about 1 hour of time dedicated to summarizing adopter responses. |
There was a problem hiding this comment.
Interviews may take 45-60 minutes if there are conflicting stories among adopters and concerns noted by the TOC member.
Suggest:
"Interviews may take 30-60 minutes to complete,"
operations/dd-toc-guide.md
Outdated
|
|
||
| ### Reapplication | ||
|
|
||
| In the event a project was not ready to move levels after the due diligence was completed and the project has reapplied through an issue, the previous or new TOC member assigned will initiate a new Due Diligence based on the previous one. The TOC should refresh the prior evaluations with corresponding dates to show changes and improvements and ammend the evaluation statements accordingly. | ||
| In the event a project was not ready to move levels after the due diligence was completed and the project has reapplied through an issue, the previous or new TOC member(s) assigned will initiate a new Due Diligence based on the previous one. The TOC should refresh the prior evaluations with corresponding dates to show changes and improvements and ammend the evaluation statements accordingly. |
Signed-off-by: Emily Fox <[email protected]>
Sign up for free
to join this conversation on GitHub.
Already have an account?
Sign in to comment
Add this suggestion to a batch that can be applied as a single commit.
This suggestion is invalid because no changes were made to the code.
Suggestions cannot be applied while the pull request is closed.
Suggestions cannot be applied while viewing a subset of changes.
Only one suggestion per line can be applied in a batch.
Add this suggestion to a batch that can be applied as a single commit.
Applying suggestions on deleted lines is not supported.
You must change the existing code in this line in order to create a valid suggestion.
Outdated suggestions cannot be applied.
This suggestion has been applied or marked resolved.
Suggestions cannot be applied from pending reviews.
Suggestions cannot be applied on multi-line comments.
Suggestions cannot be applied while the pull request is queued to merge.
Suggestion cannot be applied right now. Please check back later.
Why:
This change address the need by: