diff --git a/docs/collaboration-infrastructure.mdx b/docs/collaboration-infrastructure.mdx index 489201f3..fdd73629 100644 --- a/docs/collaboration-infrastructure.mdx +++ b/docs/collaboration-infrastructure.mdx @@ -177,9 +177,8 @@ Labels are very helpful to manage issues; each repository can define its own tax - Types - #53c43c - docs - Related to documentation - question - Further information is requested - - meeting - If an issue describes a meeting minute + - meeting - If an issue describes a meeting agenda or minutes - vote - If an issue describes a vote - - indexed - When meeting attendance (assignees) is tracked - Topics - #ffd4b7 - github - GitHub related topic - docusaurus - Docusaurus related topic @@ -270,27 +269,16 @@ A project needs: meeting-issue-template-create -Meetings are one of the most used collaboration channels at FINOS, and minutes are very important, as they provide transparency across all project activities and decisions; you can read more in the [Running Good Meetings](/docs/governance/meeting-procedures) page; they are also very important for participants, as they are used to track meeting participation and therefore the activity of each individual and firm; all data is publicly available at metrics.finos.org +Meetings are one of the most used collaboration channels at FINOS, and minutes are very important, as they provide transparency across all project activities and decisions. Follow the [Meeting Procedures](/docs/governance/meeting-procedures) for scheduling in LFX PCC, agendas, minutes, and AI summaries. -FINOS provides a way to use GitHub Issues to manage meeting minutes. The person leading the meeting (or meeting leader) can create a new GitHub Issue for each meeting, following the [Meeting template provided by FINOS](https://github.com/finos/software-project-blueprint/issues/new?template=meeting-minutes.md) and leverage issue assignees to track meeting participants (see our public activity dashboards). +Create a GitHub Issue for each meeting using the [Meeting template provided by FINOS](https://github.com/finos/software-project-blueprint/issues/new?template=meeting_minutes.yml). The issue is the public agenda and minutes record; do not use it to track attendance. -- *Prior to the meeting* - 48 hours before, as per [meeting best practices](/docs/governance/meeting-procedures), the meeting leader creates a new GitHub Issue using... - - Meetings issue template - - `[MEETING]` title prefix - - `meeting` label -- *At the beginning of the meeting* - the meeting leader posts the issue URL on the meeting chat and asks all participants to add a comment on the issue -- *At the end of the meeting* - the meeting leader closes the issue, which will trigger the attendants the indexing process; when indexing is completed, the label indexed will be added to the issue. -- *(Optional) After the meeting* - the meeting leader can remove the `indexed` label in order to remove meeting attendance from the index and make changes; in order to reindex the meeting, the `indexed` label can be re-added. +- *Prior to the meeting* - the meeting leader creates a new GitHub Issue using the meetings issue template, a `[MEETING]` title prefix, and the `meeting` label, then circulates the issue as the agenda. +- *At the beginning of the meeting* - the meeting leader posts the issue URL on the meeting chat. +- *After the meeting* - review the LFX PCC Zoom AI summary, **anonymize** it, **publish** it, add the published summary URL to the issue, and close the issue. meeting-issue -#### Corner cases - -- If a GitHub username cannot be added as issue assignee, it means that is not part of github.com/orgs/finos/people (the GitHub FINOS Org members); to work around this restriction, the GitHub user can add a hello comment to the issue, which will allow the meeting leader to do the assignment. In parallel, the GitHub user can sign a CLA with FINOS and request GitHub Org membership. -- If a participant doesn't have a GitHub account, the meeting leader can add full name and affiliation in the issue description (see issue template). -- If a GitHub username is not registered on FINOS internal database, it won't be indexed; in that case, the action will add a comment to the issue, with the list of users not being indexed and a mention to FINOS staff team. -- Never reopen and close a meeting minutes issue! If a meeting issue is reopened and closed, after the meeting is held, the meeting date will be overridden with the current one ; if you need to reindex a meeting, indexed label as described above. If you're uncertain or want to revert changes, get in touch with FINOS staff via [help@finos.org](mailto:help@finos.org). - #### Project setup A project needs: @@ -364,7 +352,7 @@ FINOS provides some examples on https://github.com/finos/code-scanning to run co ## Other collaboration use cases ### Meeting Management -FINOS can facilitate the scheduling of web meetings for our hosted projects and SIGs, using the Zoom platform. While we work on the integration of the LFX platform specifically the Project Control Center [Meeting Mangement](https://docs.linuxfoundation.org/lfx/project-control-center-pre-release/it-services-for-a-project/meetings) tool, please email [help@finos.org](mailto:help@finos.org) to request assistance. +FINOS project and SIG maintainers schedule their own Zoom meetings in the Linux Foundation [LFX Project Control Center (PCC) Meetings](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings) tool. Email [help@finos.org](mailto:help@finos.org) to be granted PCC access to your project, then follow the [FINOS Meeting Procedures](/docs/governance/meeting-procedures). ### Mailing Lists (Google Groups) The Foundation provides mailing lists via the [Google Groups service](https://groups.google.com/a/finos.org/forum/#!myforums). Email, as a lowest common denominator communication channel, is one of the best ways to reach the broadest cross-section of the community as possible. diff --git a/docs/development-infrastructure/continuous-integration/intro.mdx b/docs/development-infrastructure/continuous-integration/intro.mdx index 037ef8e3..c7b73e53 100644 --- a/docs/development-infrastructure/continuous-integration/intro.mdx +++ b/docs/development-infrastructure/continuous-integration/intro.mdx @@ -19,7 +19,6 @@ Actions can be only defined at repository level, creating a `YAML` file in the ` The Open Developer Platform uses GitHub Actions for the following use cases: - Building and publishing Project websites -- Tracking meeting attendance To learn how to use GitHub Actions, start reading [https://help.github.com/en/actions](https://help.github.com/en/actions). When it's time to start writing your first `.yml` file, we found extremely helpful the following resources: diff --git a/docs/finos-maintainer-cheatsheet.mdx b/docs/finos-maintainer-cheatsheet.mdx index fe0c2594..f2dc0e92 100644 --- a/docs/finos-maintainer-cheatsheet.mdx +++ b/docs/finos-maintainer-cheatsheet.mdx @@ -56,7 +56,7 @@ The below table lists maintainers' responsibilities and available resources. Ple | Maintainer Responsibility | How FINOS supports you | |:---|:---| | **Grow project maturity and community** | Virtually all FINOS hosted projects are expected to strive towards, and ultimately attain, [Graduated status](/docs/governance/lifecycle-stages/graduated). The FINOS team supports projects in this journey through: | -| **Run Project Meetings** | Project maintainers are welcome to engage with their project community through project meetings. If they choose to do so, maintainers are responsible for creating meeting agendas, recording meeting attendance and publishing meeting minutes. | +| **Run Project Meetings** | Project maintainers are welcome to engage with their project community through project meetings. If they choose to do so, maintainers are responsible for creating meeting agendas and publishing meeting minutes. | | **Maintain project leadership records** | Maintainers are responsible for keeping the root-level `MAINTAINERS.md` file accurate and up to date. FINOS supports this by providing a standard `MAINTAINERS.md` template, opening rollout PRs where possible, and helping projects resolve questions about format or process via [help@finos.org](mailto:help@finos.org). Any addition, removal, or update should be proposed through a Pull Request, with any required vote outcome documented or linked in the PR. | | **CI/CD** | Project maintainers are responsible for integrating Continuous Integration and Continuous Deployment into their FINOS project builds: | | **Documentation** | Maintainers are responsible for publishing project documentation from their project's GitHub Repositories to FINOS Project Websites. | diff --git a/docs/governance/Meeting-Procedures.md b/docs/governance/Meeting-Procedures.md index f5e907db..ac1a6362 100644 --- a/docs/governance/Meeting-Procedures.md +++ b/docs/governance/Meeting-Procedures.md @@ -1,7 +1,7 @@ --- id: meeting-procedures title: Meetings of FINOS projects -description: "How FINOS projects and SIGs run meetings: agendas, minutes, the public community calendar, and tools maintainers use to keep discussions effective." +description: "How FINOS projects run meetings: LFX PCC self-serve scheduling, agendas, minutes, the public community calendar, and host best practices." --- :::caution @@ -10,17 +10,63 @@ To ensure FINOS meetings are conducted in a manner that is fair and respectful t ::: -This document describes requirements and recommendations for holding meetings of FINOS projects, special-interest groups (SIGs), working groups, and other bodies. Note that individual projects may have their own meeting requirements, in which case those should be followed except where they conflict with any FINOS policy. +This document describes requirements and recommendations for holding meetings of FINOS projects (including SIGs, working groups, and other bodies). Note that individual projects may have their own meeting requirements, in which case those should be followed except where they conflict with any FINOS policy. -## Schedule the meeting -* Hosts **should** schedule meetings at least 7 days in advance, preferably at a time that works for most participants. -* Hosts **should** use Zoom for teleconferences unless all members are able to use another system. The FINOS team can help to schedule **recurring** calls using the LFX PCC Meeting Management tool. In order for the FINOS team to create the calls please email help@finos.org. +## Self-serve meetings in LFX PCC -## Prepare and circulate an agenda -* Before each meeting, hosts **must** circulate an agenda listing the topics to be discussed and decisions to be made at the meeting, and circulate the agenda via the group's preferred communication channel. -* See this [sample agenda](https://github.com/finos/software-project-blueprint/issues/new?template=meeting-minutes.md) for an example. +FINOS project meetings are scheduled in the Linux Foundation [LFX Project Control Center (PCC) Meetings](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings) tool. Once you have access, you can schedule, update, and cancel your projects Zoom meetings in PCC. How to use the product is in the LFX documentation linked below; this page covers FINOS access, policy, and hosting expectations. + +### Request access + +PCC access is not granted automatically. Project maintainers and designated meeting hosts **must** email [help@finos.org](mailto:help@finos.org) and ask to be added to their FINOS project in LFX PCC before they can manage meetings. Include: + +* Your name and the email address on your Linux Foundation ID +* The FINOS project for which you need access to schedule and manage meetings + +You need a [Linux Foundation ID](https://openprofile.dev/) to sign in to [PCC](https://projectadmin.lfx.linuxfoundation.org/). After FINOS staff grant access, search for your project, then open **Collaboration** → **Meetings**. + +If you cannot see your project, cannot schedule a meeting, or need help with an existing series, email [help@finos.org](mailto:help@finos.org). + +### LFX Meetings documentation + +Use these LFX guides for the product itself: + +* [Meetings overview](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings) — find meetings, calendar view, recordings, and transcripts +* [Schedule a meeting](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings/scheduling-a-meeting) — one-off and recurring meetings, participants, public calendar, recording, and host-key sharing +* [Join a meeting](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings/joining-a-meeting) — LFX join page, guests, public calendar, and attendance +* [Find your host key](https://docs.linuxfoundation.org/lfx/my-profile/meetings/find-your-host-key) — claim host in Zoom from [My Meetings](https://openprofile.dev/my-meetings) +* [Manage meetings](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings/manage-meetings) and [cancel meetings](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings/delete-meetings) +* [Meetings FAQs](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/pcc-faqs/meetings-faqs) + +### FINOS expectations when you schedule + +* Hosts **should** schedule meetings at least 7 days in advance, preferably at a time that works for most participants. +* Hosts **should** use Zoom via LFX PCC unless all members are able and prefer to use another system. +* Hosts **should** share the host key with at least one backup host in PCC so the call can proceed if the primary host is unavailable. +* Hosts **must not** select the **Board** meeting type unless the meeting is an official FINOS Governing Board meeting. +* LF recording, transcripts, and Zoom AI summaries in PCC may be used when no objections are raised. Do not admit third-party AI meeting bots or scribing services. +* Hosts **must** set **Meeting Settings** as follows (**Send reminder email to participants** is optional): + * **Show in Public Calendar** — on, so the meeting appears on the [FINOS Community Calendar](https://calendar.finos.org) + * **Restrict to invited users** — off + * **Early Join Time (minutes before start)** — `10` + * **Send reminder email to participants** — optional + * **Auto-record from meeting start** — on + * **Generate transcript** — on + * **Auto-upload recordings to YouTube** — off + * **Enable Zoom AI** — on + * **Review AI summary before publishing?** — on + * **Where should users see the link(s) to AI Summary and Recordings?** — **PCC only** + +LFX PCC Meeting Settings with the FINOS required options. Send reminder email to participants is optional. + +## Prepare and circulate an agenda + +* Before each meeting, hosts **must** create a GitHub issue listing the topics to be discussed and decisions to be made, and circulate that issue via the group's preferred communication channel. +* Use the [meeting minutes template](https://github.com/finos/software-project-blueprint/issues/new?template=meeting_minutes.yml). See [Meeting Minutes](/docs/collaboration-infrastructure#meeting-minutes) for the GitHub workflow. +* Do not use the GitHub issue to record attendance. ## Keep minutes + * Hosts **must** keep minutes of meetings, capturing: * For each agenda item: * A brief summary of the matter discussed (one sentence is often enough). @@ -29,9 +75,11 @@ This document describes requirements and recommendations for holding meetings of * Any action items assigned, including the assignee and the deadline (if any). * Minutes **must not** attribute any statement to an individual or organization without their express prior approval. This is to ensure that people feel free to speak candidly. * Minutes **should** be concise records of the important parts of the meeting. They should not be an exhaustive transcript. (See [this example](https://github.com/finos/FDC3/issues/481).) -* Hosts **must** post a public link to meeting minutes after the meeting. +* LFX PCC produces a Zoom AI summary automatically. Hosts **should** use that summary to capture minutes. Before publishing, hosts **must** anonymize it: remove names and any other details that would attribute a statement to an individual or organization without their express prior approval. Then **publish** the summary in PCC. An unpublished summary is not a minutes record. +* Hosts **must** post a public link to meeting minutes after the meeting. The GitHub agenda issue is that public record. Once the AI summary is published, add the summary URL to the issue. Viewing the summary in PCC requires an LF login; the GitHub issue remains the link anyone can open. ## Run the meeting + * Hosts **must** ensure that the meeting adheres to the [LF Antitrust Policy](https://www.linuxfoundation.org/legal/antitrust-policy). * Hosts **must** ensure the [FINOS Code of Conduct](https://community.finos.org/docs/governance/code-of-conduct/) is adhered to at all times and remove anyone from the call who does not adhere to it. * Hosts **should** display the [Antitrust Policy summary slide](/Compliance-Slides/Antitrust-Compliance-Slide.pdf) at the beginning of the meeting. @@ -40,27 +88,22 @@ This document describes requirements and recommendations for holding meetings of * Hosts **should** run the meeting according to the following best practices: * Ensure a good audio connection. Laptop audio is often worse than a phone call. * Minimize background noise. Mute yourself and (if necessary) other participants when you or they are not speaking. - * Open the conference call 5 minutes before the scheduled start time. + * Join and claim host before the call is scheduled to start. * Start the meeting 5 minutes after the scheduled start to give people time to join. * Keep the meeting to the agenda. Move off-topic discussions to the agenda for the next meeting, or the mailing list. * If a discussion becomes unproductive, move on. Ask the participants to send their proposals via issues/pull requests, on the mailing list or as agenda items for future meetings. * End the meeting on time, even if you don't get through the agenda, so those with other appointments do not miss important discussions. -* If a host cannot attend a call and there is no back up host available the call **must** be cancelled with at least a 24 hour notice and the community notified via its preferred communication channel. For help cancelling calls on the FINOS calendar please email help@finos.org. +* If a host cannot attend a call and there is no backup host available, the call **must** be cancelled with at least 24 hours notice and the community notified via its preferred communication channel. Cancel the occurrence in PCC; if you do not yet have PCC access, email [help@finos.org](mailto:help@finos.org). ## Call votes as needed + Hosts **should** call a vote on any agenda item requiring one, according to the voting procedures of the group. -## Hosting meetings with the LFX PCC Meeting Management tool -* Hosts **should** claim the host role. The host key can be obtained by going to your [LFX "My Meetings" Dashboard](https://openprofile.dev/my-meetings) (**Note**: You will need to create an Linux Foundation ID, you can do so at https://openprofile.dev/), clicking on the respective meeting, and copying the "Host Key". The host key is available up to 1 hour before the start of the call. Once inside the Zoom room: - 1. Open the "Participants" panel by clicking the "Participants" button in the meeting controls at the bottom of the screen. - 2. At the bottom of the Participants panel, click the "Claim Host" button. - 3. Enter the 6-digit host key you copied in the pop-up window and click "Claim Host". - 4. Once the host key is verified, you will be granted host controls, and your name in the participant list will display "Host". -* In order to keep meeting secure FINOS highly recommends that after claiming the host role hosts **should** enable the waiting room feature and disable screen sharing, to do so: - 1. Click on the "Host tools" icon in the middle of the Zoom toolbar, where you can toggle on "Enable Waiting Room". - 2. Click on the "Host tools" icon again and toggle off in the Allow All Participants To section the "Screen Share" option. +## Host the Zoom meeting -## About AI chatbots and scribing services -To ensure FINOS meetings are conducted in a manner that is fair and respectful to all participants, FINOS aligns to The Linux Foundation privacy policy that excludes the use of external AI chatbots and scribing services participating in any public or private virtual meetings hosted by The Linux Foundation. Provided no objections are raised, meeting hosts may use LF recording and transcription services to facilitate minutes production. +Hosts **should** claim the host role after joining so they can manage participants, waiting room, and screen sharing. Get the host key from PCC or from [My Meetings](https://openprofile.dev/my-meetings) and follow [Find your host key](https://docs.linuxfoundation.org/lfx/my-profile/meetings/find-your-host-key). The host key is available starting one hour before the call. +After claiming host, FINOS highly recommends enabling the waiting room and disabling participant screen sharing: +1. Click the **Host tools** icon in the Zoom toolbar and toggle on **Enable Waiting Room**. +2. Click **Host tools** again and, under **Allow All Participants To**, toggle off **Screen Share**. diff --git a/website/static/img/pcc-meeting-settings.png b/website/static/img/pcc-meeting-settings.png new file mode 100644 index 00000000..b40494e2 Binary files /dev/null and b/website/static/img/pcc-meeting-settings.png differ