Enhancements handbook updates: tracking board and beginning/end of release steps #2992
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| - [Escalation / Handling Unresponsive Enhancement Owners](#escalation--handling-unresponsive-enhancement-owners) | ||
| - [Limitations](#limitations) | ||
| - [Milestone Activities + Timing](#milestone-activities--timing) | ||
| - [Week 0-1](#week-0-1) | ||
| - [Week 1-2](#week-1-2) | ||
| - [Before PRR Freeze](#before-prr-freeze) | ||
| - [Before Enhancements Freeze](#before-enhancements-freeze) | ||
| - [Week of Enhancements Freeze](#week-of-enhancements-freeze) | ||
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| - [Week of Code Freeze](#week-of-code-freeze) | ||
| - [Code Freeze Party 🎉](#code-freeze-party-) | ||
| - [Post Code Freeze](#post-code-freeze) | ||
| - [Before End Of Release](#before-end-of-release) | ||
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| ## Overview | ||
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| ## Milestone Activities + Timing | ||
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| ### Week 0-1 | ||
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| #### Select enhancements shadows | ||
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| - See [Mentoring Shadows](#mentoring-shadows) and [Release Team Shadows](/release-team/shadows.md) for details. | ||
| - Aim for a mixture of returning shadows with prior Enhancements experience (including those who might make good future leads), and shadows new to Enhancements or to the Release Team in general. | ||
| - Aim for a mixture of timezones to ensure adequate coverage for both the APAC and EMEA meetings. | ||
| - Since Enhancements has a lot of work to do at the beginning of the cycle, it is important to finalize shadows as soon as possible, ideally in the first few days once the shadow application closes. | ||
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| #### Set up tracking board | ||
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| - Clean up the old tracking board (if it has not already been done). See [Cleaning Up Previously Tracked Issues](./tracking-board.md#cleaning-up-previously-tracked-issues) for step-by-step instructions. | ||
| - Create the Enhancements Tracking Board for the current release. See [Setting Up New Tracking Board](./tracking-board.md#setting-up-new-tracking-board) for instructions. | ||
| - Enable syncing of `lead-opted-in` issues to the new tracking board. See [Enabling Tracking Board Automation](./tracking-board.md#enabling-tracking-board-automation) for instructions. | ||
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| #### Update tracking board documentation | ||
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| Note: the Release Lead sometimes opens a single PR with the updates for all the subteams; sync with them to avoid duplicate work. | ||
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| - Make a pull request to [k/sig-release](https://github.com/kubernetes/sig-release) to add the tracking board link to the current release's `links.md` file. | ||
| - Example PR from v1.36: https://github.com/kubernetes/sig-release/pull/2939 | ||
| - Once the `links.md` PR is merged, create a `rel.k8s.io` shortlink in the format `https://rel.k8s.io/vXYY/enhancements` which redirects to `#enhancements` on the `links.md` page. | ||
| - Example from v1.36: https://rel.k8s.io/v136/enhancements redirects to https://github.com/kubernetes/sig-release/blob/master/releases/release-1.36/links.md#enhancements | ||
| - Sync with the Release Lead on who should create this link. | ||
| - Once the shortlink is created, make sure the current release's README in [k/sig-release](https://github.com/kubernetes/sig-release) is updated with the shortlink. The Release Lead may do this as part of the PR to add the initial release README. | ||
| - Example from v1.36: https://github.com/kubernetes/sig-release/pull/2936 | ||
| - Make a pull request to [k/enhancements] to add the tracking board shortlink to the [README](https://github.com/kubernetes/enhancements#enhancements-tracking-board) and also update the [current release cycle](https://github.com/kubernetes/enhancements#current-release-cycle). | ||
| - Example PR: https://github.com/kubernetes/enhancements/pull/5348 | ||
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| ### Week 1-2 | ||
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| #### Shadow onboarding | ||
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| - Once all shadows have been officially confirmed, start a Direct Message Slack thread with all of the shadows, where everyone can introduce themselves and coordinate on the tasks that need to be done each week. | ||
| - Ask shadows to review this handbook again to familiarize themselves with the process for the Enhancements team. | ||
| - Schedule an orientation call with the shadows to go over the Enhancements Shadow role expectations and walk through the schedule and overview of the tasks they will perform during the release. | ||
| - Note, shadows generally attend two orientations: an Enhancements Shadow orientation (organized by the Enhancements Lead) and a general Release Team shadow orientation (organized by the Subproject Lead(s)) | ||
| - If any shadow is not yet a Kubernetes organization member, ask them to follow the instructions to [request Kubernetes membership](https://github.com/kubernetes/community/blob/main/community-membership.md#member). | ||
| - Once everyone has been added as an org member, open a pull request in [k/org](https://github.com/kubernetes/org) to add the shadows to the `enhancements`, `milestone-maintainers`, `release-team`, and `release-team-enhancements` GitHub teams. | ||
| - Example PRs: https://github.com/kubernetes/org/pull/6099, https://github.com/kubernetes/org/pull/5860 | ||
| - Open a pull request in [k/k8s.io](https://github.com/kubernetes/k8s.io) to add the shadows to the the `release-team@kubernetes.io`, `release-team-shadows@kubernetes.io`, and `release-team-enhancements@kubernetes.io` mailing lists. | ||
| - Example PRs: https://github.com/kubernetes/k8s.io/pull/8554, https://github.com/kubernetes/k8s.io/pull/8141 | ||
| - Open a pull request in [k/sig-release](https://github.com/kubernetes/sig-release) to update the current release page README with the shadow names and contact info. | ||
| - Note: the Release Lead sometimes opens a single PR with the updates for all the subteams; sync with them to avoid duplicate work. | ||
| - Example PRs: https://github.com/kubernetes/sig-release/pull/2944, https://github.com/kubernetes/sig-release/pull/2878 | ||
| - Add the shadows' GitHub handles to the `Enhancements Contact` field in the Settings page of the current release's GitHub tracking board. | ||
| - Ask the shadows to join the relevant [Slack channels](#slack) if they haven't already. | ||
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| #### Meeting update rotation | ||
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| - Create a Google Sheet (private to the Enhancements Lead and Shadows) where the shadows can sign up to give updates at the weekly Release Team meetings. | ||
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Member
There was a problem hiding this comment. I have an example template here: https://docs.google.com/document/d/1jfU34qJTiCdsE4yVO4BBJw763TDCLkrJ10QPmmHzwLw/edit?usp=sharing
Member
There was a problem hiding this comment. Who owns this google doc? Not sure we should link external content that is outside Kubernetes community control. Could we create a Markdown version of this template instead?
Contributor
Author
There was a problem hiding this comment. moved to to a markdown template and adjusted instructions 318f973 |
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| - Make sure to include both APAC and EMEA meetings. | ||
| - Make sure to also include the Monday/Friday burndown meetings which begin after Code Freeze. | ||
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| #### SIG outreach | ||
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| - Near the beginning of the release cycle, we reach out to each SIG reminding them of the enhancements-related deadlines. | ||
| - Create a Google Sheet (private to the Enhancements Lead and Shadows) to track who will reach out to each SIG. | ||
| - Reach out to each [SIG](https://github.com/kubernetes/community/blob/master/sig-list.md) in their respective Slack channel, tagging one or more chairs or technical leads to communicate the Enhancements statuses. See the example [SIG Outreach communication templates](./communication-templates.md#sig-outreach-templates). | ||
| - `sig-k8s-infra` can be skipped, as they have previously requested to be excluded from outreach. | ||
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| #### Call for enhancements | ||
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| - Once the release schedule is finalized, send an email to the [Kubernetes-Dev](https://groups.google.com/a/kubernetes.io/g/dev) mailing list and a message to the `#chairs-and-techleads` Slack channel with a call for enhancements and how to opt in to the release. Previous communications can be used as a template. | ||
| - v1.36 [call for enhancements](https://groups.google.com/a/kubernetes.io/g/dev/c/mlVy85VxR_k/m/XCCQx4x7AQAJ) and [Slack message](https://kubernetes.slack.com/archives/CD6LAC15M/p1768842893550039) | ||
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| #### Sync with leads | ||
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| - Work with the Release Lead to introduce yourself, talk about release information, and relay information about opting into the release with SIG Leads. | ||
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| ### Before PRR Freeze | ||
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| - Update the `Status` field for this Enhancement in the Enhancement Tracking Board (`Tracked for enhancements freeze` or `At risk for enhancements freeze`) | ||
| - KEPs targeting `stable` will need to be marked as `implemented` after code PRs are merged. This will need to be verified after the code freeze. | ||
| - *Note*: Refer to the [README template](https://github.com/kubernetes/enhancements/blob/master/keps/NNNN-kep-template/README.md?plain=1) to determine which sections are required based on the stage (`alpha`/`beta`/`stable`) that the enhancement is targeting. It is not the Enhancement team's responsibility to validate the correctness/completeness of the README content; we only need to make sure that each required section is present. | ||
| - Start syncing with Communications Team on giving an induction what's coming up for the release. | ||
| - Send an email to [Kubernetes-Dev](https://groups.google.com/a/kubernetes.io/g/dev) that Enhancement freeze is coming and share current Enhancements status. Examples [1](https://groups.google.com/g/kubernetes-dev/c/-nTNtBBHL2Y/m/WfNzb_E1EAAJ). | ||
| - Provide updates during release team meetings | ||
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| - Add incoming exception information to the previous created `exceptions.yaml` file (e.g., [PR #2753](https://github.com/kubernetes/sig-release/pull/2753), [PR #2593](https://github.com/kubernetes/sig-release/pull/2593)). | ||
| - If an **Exception Request** for a previously removed Enhancement is approved by the Release Team (on the Exception Request email), update its **Status** to `Tracked for code freeze` on the Enhancement Tracking Board. | ||
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| ### Before End Of Release | ||
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| #### CNCF / Media Engagement | ||
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| - The Enhancements Lead may be called upon by the Communications Lead to help with media engagement near the end of the release cycle. Please ensure that if there are any restrictions or training required by your company before engaging that you have completed those ahead of Code Thaw. | ||
| - After the release, the Enhancements Lead will participate in a livestreamed CNCF Kubernetes Release webinar along with the Release Lead and Communications Lead. Work together to prepare a presentation highlighting a selection of enhancements from this release. | ||
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Member
There was a problem hiding this comment. Should we include a link to a previous release webinar?
Contributor
Author
There was a problem hiding this comment. good idea. I couldn't find a playlist with all of them, so I just linked to the last few 6ceea98 |
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| #### Succession | ||
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| - Select who will be the new enhancement lead for the next release. Shadows should be the first source pool. If none are available to lead then look externally through other release team members or members of [SIG Architecture Enhancements Subproject](https://github.com/kubernetes/community/blob/master/sig-architecture/README.md#enhancements) | ||
| - Make sure to get the selection approved by the Release Team Lead and Subproject Leads before giving final confirmation to the candidate. | ||
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| #### Process and Documentation Improvements | ||
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| - Attend the mid-release and end-of-release Release Team retros, offering any feedback/suggestions on how to improve the release process. | ||
| - Review and make any improvements/updates to the Enhancements role handbook or other documentation. | ||
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| #### Tracking board cleanup | ||
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| - Since cleaning up the tracking board before the start of a release is often a long and tedious process, it's a good idea to get a head start on it before the current cycle ends, rather than waiting for the next release cycle to begin. | ||
| - See [Cleaning Up Previously Tracked Issues](./tracking-board.md#cleaning-up-previously-tracked-issues) for step-by-step instructions. | ||
| - Optionally, work together with the next Enhancements Lead to perform this cleanup. | ||
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| [k/enhancements]: https://github.com/kubernetes/enhancements | ||
| [rt-group]: https://groups.google.com/a/kubernetes.io/g/release-team | ||
| [rt-selection]: /release-team/release-team-selection.md | ||
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This note feels a bit out of place here, or I may be missing something.
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removed in 318f973