Operations to run O3DE that is not related to code
License: Apache License 2.0
The Operations SIG ("the SIG") maintains the automation and operations of the community communication and github systems.
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
What happened since the last meeting?
Pending on Meeting #32
Q&A, A Easy Q&A tool located somewhere to search easily on issues for new members.
For example https://godotengine.org/qa/
https://discord.com/channels/805939474655346758/920343366561071155/920354774585577554
Review Discord channels. Clean, alter, Remove, add new ones, etc.
https://discord.com/channels/805939474655346758/863085349119328256/920356160987615273
Remove channels that are not used, Inactive. Add ones that are missing
Event Role Setup
Ability for Chair Holders, and Frequent meeting makers to create events.
Cleanup, Organize, Sort, and Add any new channels on the Discord as needed
Implement a Q&A For new peeps to find questions that are already solved quickly
Pening
List any additional items below!
Attention, Since this date is so close to the Holidays, it can be moved as needed.
Since the inception of O3DE, each SIG chair has been staffed as an interim position. It's time to hold some official elections, following some of the o3de/community#105 but with our own process due to the holiday season and in order to expedite the elections into next year.
The chair and co-chair serve equivalent roles in the governance of the SIG and are only differentiated by title in that the highest vote-getter is the chair and the second-highest is the co-chair. The chair and co-chair are expected to govern together in an effective way and split their responsibilities to make sure that the SIG operates smoothly and has the availability of a chairperson at any time.
Unless distinctly required, the term "chairperson" refers to either/both of the chair and co-chair. If a chair or co-chair is required to perform a specific responsibility for the SIG they will always be addressed by their official role title.
In particular, if both chairpersons would be unavailable during a period of time, the chair is considered to be an on-call position during this period. As the higher vote-getter they theoretically represent more of the community and should perform in that capacity under extenuating circumstances. This means that if there is an emergency requiring immediate action from the SIG, the chair will be called to perform a responsibility.
Additionally, at this stage of the project, the SIG chairpersons are expected to act in the Maintainer role for review and merge purposes only, due to the lack of infrastructure and available reviewer/maintainer pool.
... And potentially more. Again, this is an early stage of the project and chair responsibilities have been determined more or less ad-hoc as new requirements and situations arise. In particular the community half of this SIG has been very lacking due to no infrastructural support, and a chairperson will ideally bring some of these skills.
Nomination
For this election, nominees are required to have at minimum two merged submissions to http://github.com/o3de/o3de (must be accepted by 2022-11-20). This is to justify any temporary promotion to Maintainer as required by this term as chairperson. Submissions may be in-flight as of the nomination deadline (2022-12-20 12PM PT), but the nominee must meet the 2-merge requirement by the end of the election or they will be removed from the results.
Any elected chairperson who does not currently meet the Maintainer status will be required to work with contributors from the SIG to produce an appropriate number of accepted submissions by January 31, 2023 or they will be removed and another election will be held.
The only other nomination requirement is that the nominee agrees to be able to perform their required duties and has the availability to do so, taking into account the fact that another chairperson will always be available as a point of contact.
Nominations will be accepted for 1 week from 2022-12-13 12:00PM PT to 2022-12-20 12:00PM PT.
Nominate somebody (including yourself) by responding to this issue with:
The election will be conducted for 4 days from 2022-12-20 12:00PM PT and 2022-12-23 12:00PM PT and held through an online poll. Votes will be anonymous and anyone invested in the direction of O3DE and the SIG holding the election may vote. If you choose to vote, we ask that you be familiar with the nominees.
If there is a current interim chair, they will announce the results in the Discord sig channel as well as the SIG O3DE mailing list no later than 2022-12-23 1:00PM PT. If there is no interim chair, the executive director will announce the results utilizing the same communication channels. At that time if there is a dispute over the result or concern over vote tampering, voting information will be made public to the extent that it can be exported from the polling system and the SIG will conduct an independent audit under the guidance of a higher governing body in the foundation.
The elected chairpersons will begin serving their term on 2023-01-01 at 12AM PT. Tentatively SIG chairs will be elected on a yearly basis. If you have concerns about wanting to replace chairs earlier, please discuss in the o3de/community#105.
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
October 28, 2021 meeting cancelled.
TBD
Operations SIG Charter
Overview of SIG
The Operations SIG ("the SIG") maintains the operation and integration of tools to run Github & Discord automations and other related community tools.
Goals
The goal of sig-operations is to own and create automations that remove monotony of repeatable tasks around communication tasks for O3DE. The SIG does not own build or engine code.
Community goals
TBD
Scope
Discord
Discord Bots
GitHub actions including issue manipulation
Automations not tied to code/builds
In scope
Discord
Tools, emojis hooks
Discord Bots
GitHub hooks and actions.
DCO setup
Automation review and management of GitHub repros
Cross-cutting Processes
Tool instance management for automation with #sig-build
Code running on website for search integration, javascript widgets with #sig-docs-community and #sig-build
robot.txt management (related to tooling) with #sig-build
Out of Scope
Management of O3DE YouTube channel. Channel is owned by an "infrastructure group". Content is responsibility in sig-docs-community
Management of the O3DE website
Any code relating to build automation`
SIG Links and lists
Joining
Slack/Discord: https://docs.o3de.org/community/
YouTube Channel: https://www.youtube.com/c/Open3DEngine
Forums: https://github.com/o3de/sig-operations/discussions
Mailing list: https://lists.o3de.org/g/sig-operations
Issues/PRs: https://github.com/o3de/sig-operations/issues, https://github.com/o3de/sig-operations/pulls
Meeting agenda & Notes: https://github.com/o3de/sig-operations/tree/main/meetings/notes
Roles and Organization Management
The Operations SIG adheres to the standards for roles and organization management as specified by O3DE charter. This SIG opts in to updates and modifications to.
Individual Contributors
If you are targeting a particular release, make sure the pull request and issue is marked with the corresponding release milestone. This must be the same release identifier for both docs and code commits.
Maintainers
Each release cycle, the current SIG Chair(s) must update membership. Maintainers of the GitHub team are defined as follows:
SIG chair(s): TBD
Documentation lead / sub-chair
Community lead / sub-chair
Additional responsibilities of Chairs
Chairs also serve as Tech Leads. Chairs are responsible for coordinating efforts between the sub-SIGs as necessary.
Subproject Creation
SIG Chairs can create subprojects without requiring member votes. Subprojects may be found in the subproject directory.
Deviations from sig-governance
Per readme:
Meetings are weekly, every thursday
Once per quarter, leads and other interested parties meet to discuss quarterly goals and achievements
Discussion Questions
Is long-term management/distribution of the credentials to external sites in-scope?
May be worth iterating which credentials we think are 'owned' / cross-cutting for the SIG
Action Items for SIG maintainers:
SIG Charter as its mostly empty in this repro. This makes it hard to understand what is the ownership and responsibilities of sig-operations. Propose we start the process of updating sig-operations charter.
Ownership of the o3de.org website and if sig-operations is responsible for any pieces. This is cross-cutting from sig-security about who is responsible for the security and frameworks used to host content.
Process for RFC archiving, if a responsibility for sig-operations or a process for sig-operations to own (due to lack of charter unclear if operations is responsible SIG for this). Problem: most SIGs are archiving RFCs locally in their repros which makes discovery hard. RFCs are also not being archived consistently. What processes should we be following? What should we be doing with https://github.com/o3de/rfcs? What should be the communication policy when RFCs are published, moved to final comment and accepted by a SIG?
c/o @Stramer
We have a problem with community reviewing that's currently seriously affecting docs and will affect engineering eventually. Infrastructure issue with GitHub, caused between https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/reviewing-changes-in-pull-requests/approving-a-pull-request-with-required-reviews (PRs with required write/admin reviewers) and https://docs.github.com/en/organizations/organizing-members-into-teams/managing-code-review-assignment-for-your-team (round-robin assignment by org team). Codeowners must have WRITE permissions (https://docs.github.com/en/repositories/managing-your-repositorys-settings-and-features/customizing-your-repository/about-code-owners) which we cannot give to community memebers.
Summary:
Community member wondered if we should be autoclosing abandoned issues in GitHub, as with other open source projects?
Propose some maintainers for the SIG as none exist it seems.
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
TBA
TBA
TBA
TBA
Please comment on this for anything you would like added to the agenda!
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
What happened since the last meeting?
Discuss agenda from proposed topics
Discuss outcomes from agenda
Create actionable items from proposed topics
List any additional items below!
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
Future meetings, time ranges, Frequency
Public Assets for download, easy find
Discord partner Application (Discord Perks)
Youtube Channel Update (URL)
Update on Branding Kit?
SIG Charter as its mostly empty in this repro. This makes it hard to understand what is the ownership and responsibilities of sig-operations. Propose we start the process of updating sig-operations charter.
Ownership of the o3de.org website and if sig-operations is responsible for any pieces. This is cross-cutting from sig-security about who is responsible for the security and frameworks used to host content.
Process for RFC archiving, if a responsibility for sig-operations or a process for sig-operations to own (due to lack of charter unclear if operations is responsible SIG for this). Problem: most SIGs are archiving RFCs locally in their repros which makes discovery hard. RFCs are also not being archived consistently. What processes should we be following? What should we be doing with https://github.com/o3de/rfcs? What should be the communication policy when RFCs are published, moved to final comment and accepted by a SIG?
Documentation search support
robots.txt management
Automation of Review and Merge management on github repos
Community Art?
Action Items for SIG maintainers:
Please comment on this for anything you would like added to the agenda!
Action Items for SIG maintainers:
Open PRs to merge
Charter Updates
SIG Charter as its mostly empty in this repro. This makes it hard to understand what is the ownership and responsibilities of sig-operations. Propose we start the process of updating sig-operations charter.
Website Ownership
Ownership of the o3de.org website and if sig-operations is responsible for any pieces. This is cross-cutting from sig-security about who is responsible for the security and frameworks used to host content.
RFC Archiving
Process for RFC archiving, if a responsibility for sig-operations or a process for sig-operations to own (due to lack of charter unclear if operations is responsible SIG for this). Problem: most SIGs are archiving RFCs locally in their repros which makes discovery hard. RFCs are also not being archived consistently. What processes should we be following? What should we be doing with https://github.com/o3de/rfcs? What should be the communication policy when RFCs are published, moved to final comment and accepted by a SIG?
Automation of review and merge management on Github repos
c/o @Stramer
We have a problem with community reviewing that's currently seriously affecting docs and will affect engineering eventually. Infrastructure issue with GitHub, caused between https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/reviewing-changes-in-pull-requests/approving-a-pull-request-with-required-reviews (PRs with required write/admin reviewers) and https://docs.github.com/en/organizations/organizing-members-into-teams/managing-code-review-assignment-for-your-team (round-robin assignment by org team). Codeowners must have WRITE permissions (https://docs.github.com/en/repositories/managing-your-repositorys-settings-and-features/customizing-your-repository/about-code-owners) which we cannot give to community memebers.
Summary:
Nobody who is a community reviewer can ever be auto-assigned, which is debatably an issue.
Nobody who is a community reviewer can get a green check to approve merge, meaning 2 write/admin privs MUST green check to pass.
Abandoned issues
Community member wondered if we should be autoclosing abandoned issues in GitHub, as with other open source projects?
Sig maintainers
Propose some maintainers for the SIG as none exist it seems.
Since the inception of O3DE, each SIG chair has been staffed as an interim position. It's time to hold some official elections, following some of the proposed guidance but with our own process due to the holiday season and in order to expedite the elections into next year.
The chair and co-chair serve equivalent roles in the governance of the SIG and are only differentiated by title in that the highest vote-getter is the chair and the second-highest is the co-chair. The chair and co-chair are expected to govern together in an effective way and split their responsibilities to make sure that the SIG operates smoothly and has the availability of a chairperson at any time.
Unless distinctly required, the term "chairperson" refers to either/both of the chair and co-chair. If a chair or co-chair is required to perform a specific responsibility for the SIG they will always be addressed by their official role title.
In particular, if both chairpersons would be unavailable during a period of time, the chair is considered to be an on-call position during this period. As the higher vote-getter they theoretically represent more of the community and should perform in that capacity under extenuating circumstances. This means that if there is an emergency requiring immediate action from the SIG, the chair will be called to perform a responsibility.
Additionally, at this stage of the project, the SIG chairpersons are expected to act in the Maintainer role for review and merge purposes only, due to the lack of infrastructure and available reviewer/maintainer pool.
... And potentially more. Again, this is an early stage of the project and chair responsibilities have been determined more or less ad-hoc as new requirements and situations arise. In particular the community half of this SIG has been very lacking due to no infrastructural support, and a chairperson will ideally bring some of these skills.
Nomination may either be by a community member or self-nomination. A nominee may withdraw from the election at any time for any reason until the election starts on 12/3.
For this election, nominees are required to have at minimum two merged submissions to http://github.com/o3de/o3de (must be accepted by 2022-01-31). This is to justify any temporary promotion to Maintainer as required by this term as chairperson. Submissions may be in-flight as of the nomination deadline (2021-12-08 12PM PT), but the nominee must meet the 2-merge requirement by the end of the election or they will be removed from the results.
Any elected chairperson who does not currently meet the Maintainer status will be required to work with contributors from the SIG to produce an appropriate number of accepted submissions by January 31, 2022 or they will be removed and another election will be held.
The only other nomination requirement is that the nominee agrees to be able to perform their required duties and has the availability to do so, taking into account the fact that another chairperson will always be available as a point of contact.
Nominations will be accepted for 1 week from 2021-12-01 12:00PM PT to 2021-12-08 12:00PM PT.
Nominate somebody (including yourself) by responding to this issue with:
The election will be conducted for one week from 2021-12-08 12:00PM PT and 2021-12-15 12:00PM PT and held through an online poll. Votes will be anonymous and anyone invested in the direction of O3DE and the SIG holding the election may vote. If you choose to vote, we ask that you be familiar with the nominees.
If there is a current interim chair, they will announce the results in the Discord sig channel as well as the SIG O3DE mailing list no later than 2021-12-17 1:00PM PT. If there is no interim chair, the executive director will announce the results utilizing the same communication channels. At that time if there is a dispute over the result or concern over vote tampering, voting information will be made public to the extent that it can be exported from the polling system and the SIG will conduct an independent audit under the guidance of a higher governing body in the foundation.
The elected chairpersons will begin serving their term on 2022-01-01 at 12AM PT. Tentatively SIG chairs will be elected on a yearly basis. If you have concerns about wanting to replace chairs earlier, please discuss in the request for feedback on Governance.
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
What happened since the last meeting?
Pending
Community Staff Guidelines.
(A set of rules that Staff of the server should abide by)
Community Staff Re-evaluation.
(Re-evaluate the staff of the server, see who should be in the moderator role and who presents the community in a good image way)
Server Rules (Seems to be no rules listed on the server)
Discord Bot
(There has been a request to automate events from the O3DE Calendar)
Pending
List any additional items below!
Hi @aFinchy! SIG release is working to help the O3DE community to get visibility of the O3DE roadmap. Full context can be read here: o3de/sig-release#79.
In order to achieve that goal, we need your help to create the roadmap for your SIG by February 6th, 2023, and start giving brief updates about the roadmap items at the Joint TSC meeting on February 28th, 2023. Instruction to create the roadmap view can be read in the RFC section "Roadmap Review in TSC monthly meeting".
Let me know if you have any concerns with the dates or any questions about the ask!
The SIG-Operations Meetings repo contains the history past calls, including a link to the agenda, recording, notes, and resources.
How to improve Discord screen... in Discord channel #sig-ui-ux.Policy for RFC archiving
Policy for abandoned Github issues
Changes to Github autolabeling
DCO-Validation for additional operations
Long-Term credential management
Automation of review and merge management on Github repos
c/o @Stramer
We have a problem with community reviewing that's currently seriously affecting docs and will affect engineering eventually. Infrastructure issue with GitHub, caused between https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/reviewing-changes-in-pull-requests/approving-a-pull-request-with-required-reviews (PRs with required write/admin reviewers) and https://docs.github.com/en/organizations/organizing-members-into-teams/managing-code-review-assignment-for-your-team (round-robin assignment by org team). Codeowners must have WRITE permissions (https://docs.github.com/en/repositories/managing-your-repositorys-settings-and-features/customizing-your-repository/about-code-owners) which we cannot give to community memebers.
Summary:
Nobody who is a community reviewer can ever be auto-assigned, which is debatably an issue.
Nobody who is a community reviewer can get a green check to approve merge, meaning 2 write/admin privs MUST green check to pass.
Per the first item on the Joint SIG:TSC Agenda 2022/05/24 agenda, I am creating this suggestion to implement a bot that performs the following activities:
(1) Searches for issues that have not been assigned a sig/ label x-days of creation
(2) Emails the issue list to SIG chairs, indicating the issues will be auto-closed in y-days if no sig/ label is assigned
(3) Auto-closes any issue that does not have a sig/ label within z-days of creation, where x+y=z
This process should run on an expedited cadence for priority/critical issues, and a slower cadence for all other issues.
This bot could be expanded to consider other types of stale issues (e.g. issues that haven't been updated in x-days, regardless of existence of sig/ label, etc.)
Historically, new incoming issues have been manually triaged into SIG backlogs (i.e. are given the appropriate sig/ label) via. a recurring cross-sig triage process (i.e. members from each SIG meet bi-weekly to review and 'claim' each incoming issue). As we move away from this process to instead put the onus on each SIG to individually review incoming issues for potential addition to their backlog (target 5/31/2022), the likelihood of issues not getting picked up by any SIG increases.
Why is this important?
We should increase the visibility of issues that have yet to be picked up by a sig/ to ensure they are either picked up or closed as not applicable.
Is your feature request related to a problem? Please describe.
Currently github PRs and Issues are not labelled on creation so it is hard to know if they need review or in which state they are. We should also get a document of a workflow, how PRs/Issues flow through github
Describe the solution you'd like
Minimal set of requests is to:
Current Sig-Ops chair stepped down.
Discussion of Previous Agendas. #32 #33
Review previous Agenda notes and topics.
List any additional items below!
Is your feature request related to a problem? Please describe.
Currently DCO seems to be triggered only by a push. If the PR is created against the wrong branch and then changed, DCO is not run again.
Describe the solution you'd like
Ideally we should detect which situations need another run.
Describe alternatives you've considered
Since that may be over-complicated, if we can add a button to re-run it by a maintainer, that would be great.
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