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= Podling Project Management Committee
Apache Incubator PMC
2002-10-16
:jbake-type: guide
:jbake-status: published
:idprefix:
:toc:
:imagesdir: ../images/

== Podling Project Management Committee (PPMC)
The Podling Project Management Committee (PPMC) helps a
Podling learn how to govern itself.  It works like a PMC but
reports to the Incubator PMC instead of to the ASF Board.
Initially, it is composed of the Podling's mentors and initial
committers.  The PPMC is directly responsible for the oversight
of the podling and it also decides who to add as a PPMC member.

For general information about PMCs, see the link:http://www.apache.org/dev/pmc.html[PMC FAQ].

== Private Mail List

A private mail list, named private@*project*, lets the PPMC discuss confidential topics.
*Most communication should be on the Podling's dev list!*
The private list is used only for confidential discussions that
should not be made public, such as the suitability of a
particular individual to become a committer or a member of the
PPMC. See the ASF *How it Works* section titled
link:http://www.apache.org/foundation/how-it-works.html#confidential[Balancing confidentiality and public discussion].

The mentors should verify that all PPMC members are actually
subscribed to the private list. Mailing list moderators can
request the list of subscribers using ezmlm commands, and any
subscriber can send a "ping - please reply" message to check
who is actually "listening" to the PPMC list.

*Don't mix private and public lists in posts!*

- Don't post to both the dev and private lists. Each member of the PPMC should be on the dev list, so posting to dev is sufficient.
- Likewise, don't post to both the Incubator general and Incubator private lists. Each member of the Incubator PMC is on the Incubator general list, so posting to general is sufficient.

[NOTE]
====
The lists used to be named *project*-ppmc or
pmc@*tlp*, so you may see those names referenced in other ASF
documentation or in the mail list archives. It was
link:/official/mailing-lists.html#july-2005[resolved]
that these lists should be named *private*
to make it clear that they should be used for confidential discussion,
not as a general purpose way to contact (P)PMC members.
====

== Podling Status Reports
On a regular basis, reports from each incubating project are
aggregated and sent to the ASF Board. Watch the Incubator general
mail list for when these become due.

The Incubator reports to the ASF Board monthly and includes
status for a subset of the incubating projects. Currently new
Podlings report to the Incubator monthly for the first three
months, then quarterly thereafter. The link:../report-groups.txt[reporting schedule] is generated from podlings.xml.

The PPMC does not have to fill out the report itself; the PPMC
is just responsible for making sure that it gets filled out. In
fact, it is better to discuss the report on the dev list and ask
Podling developers to contribute to it. If Mentors disagree with
the posted report, they should say so; otherwise, the Incubator
PMC will assume that it speaks for the community.

Please add the following items:
- Project name and one-line summary.
- Date of entry to the Incubator.
- Top three items to resolve before graduation.

Here are the points to be addressed:
- Is there anything that the Incubator PMC or ASF Board specifically needs to address?
- Are there any legal, infrastructure, cross-project or personal issues that need to be addressed?  (Are there any stumbling blocks that impede the podling?)
- Check that the project's Incubation link:../projects/index.html[Status] file up to date. (Also provide the URL.)
- What has been done (releases, milestones, etc.) since the last report?
- What are the plans and expectations for the next period?
- Are there any recommendations for how incubation could run more smoothly for you?
- etc. (your own thoughts on what is important would be helpful!)

It is required for mentors to sign off on podling reports.
- Mentors must sign off on the podling report.  If there is no mentor sign off, the report from that podling will not be accepted and they will be moved to monthly, expected to report next month.

Podling reports get added to the Incubator wiki
- All podling reports must be added to the link:https://cwiki.apache.org/confluence/display/INCUBATOR/Home[Incubator wiki]
- Follow the instructions in your report reminder, and post on the <Month><Year> page, with the provided template

== Project Status Page
In addition to the quarterly status reports, each Podling has a
page on the Incubator web site that tracks the status
(see the link:http://incubator.apache.org/projects/index.html[complete list] for examples). Instructions for updating the status page
are in the link:website.html[Incubator web site guide]
under link:website.html#Edit+your+project+status+page[Edit your project status report].

This is one of the primary link:mentor.html#Overview[sources] of information about your podling's
status to the Incubator PMC and to the general public.  Be sure to
keep it updated as your podling progresses!

== Maintaining Podling Roster
Podling rosters are maintained in Whimsy.  Going forward, the content in *projects/$podling.xml*
is considered deprecated.

link:https://whimsy.apache.org/roster/ppmc/[Click Here to access the Whimsy Roster Tool for PPMCs]

== Adding new committers

Adding new committers is one of the most important functions
of any PMC, and Incubator podlings are no different.

There are no ASF wide rules on how to decide when to make someone
a committer, podlings need to agree an approach that works for them.
Some ASF projects have a high bar requiring significant contributions before
someone is considered, other projects grant it more freely to anyone
who shows interest in contributing. Some projects use formal [DISCUSS] and
[VOTE] threads on the private mailing list, others use a more lazy consensus
approach. For more information see,
link:http://www.apache.org/foundation/glossary.html#CommitAccess[commit access] and the ASF *How it Works* document, which explains
link:http://www.apache.org/foundation/how-it-works.html#meritocracy[ meritocracy] and
 link:http://www.apache.org/foundation/how-it-works.html#roles[ roles].

The podling Incubator reports should document any new committers
added since the last report.

Once the decision has been made the proposer offers committership
to the nominee. If the nominee accepts the responsibility of being
a committer for the project, the nominee formally becomes an
Apache committer.

The proposer then asks an Incubator PMC member (typically one of
the mentors) to follow the
link:http://www.apache.org/dev/pmc.html#newcommitter[documented]
link:http://www.apache.org/dev/pmc.html#SVNaccess[procedures]
to complete the process. If the nominee is already an Apache
committer on another project, the Incubator PMC member simply
link:http://www.apache.org/dev/pmc.html#SVNaccess[updates]
the SVN authorization settings to include the nominee as a committer
on the podling.

The proposer then directs the new committer to the
link:http://www.apache.org/dev/[Apache developer's pages],
to the
link:http://incubator.apache.org/[Apache Incubator site]
and to the Incubator
link:committer.html[Committers Guide] for important additional
information.

For projects which wish to have all
committers also be PPMC members, the "Voting in a new PPMC member"
guide below should then be followed, noting that if desired it
is possible to run a joint committership and PPMC vote, providing
that the guidance for both is followed.

== Voting in a new PPMC member
It should be a goal of a podling to have all committers participate
in the PPMC. The PPMC should take an active role in watching
committers develop into community participants, identify those who
are participating at a community level, not just a technical one,
and approach them with an offer of PPMC membership.

Any member of the PPMC can propose a new member of the PPMC. The
proposal should be discussed in private on the PPMC private alias,
with a subject line of [DISCUSS] Joe Bob PPMC membership. If there
is consensus that the proposed member is suitable, then there should
be a formal vote in the PPMC private alias, with the subject line of
[VOTE] Joe Bob PPMC membership.

If the vote is successful, the proposer
should send a message to the PPMC private alias, with
the subject line of [VOTE][RESULT] Joe Bob PPMC membership. The
message id of the [VOTE][RESULT] message should be preserved for
notifying the Incubator PMC.
The nominating PPMC member should send a message to
the IPMC (link:mailto:private@incubator.apache.org[private@incubator.apache.org]) with a reference to
the vote result's message id of the following form:

[source]
--
To: private at incubator.apache.org
CC: private at PODLING.incubator.apache.org
Subject: [NOTICE] Joe Bob for PODLING PPMC
Body:

Joe Bob has been voted as a new member of the *PODLING* PPMC. the vote thread is at: *link to the vote thread*
--

*It should noted that there is a grace period of 72 hours from when the
above NOTICE is sent to the Incubator PMC to when the proposed member
is formally invited. This is an important part of the overall
process. Failure to do this can result in an embarassing situation
for people involved.*

In the email you send, replace *PODLING* with your podling's actual name, and replace Joe Bob with the prospect's actual name.

After 72 hours, Joe Bob
should be invited to join the PPMC, using a sample message like
link:ppmc-offer.txt[this].

Once the proposed member has accepted, the moderator for the
PPMC mail alias will accept the new member's subscription request.

The new member should be directed to
link:ppmc.html[this page] for PPMC membership information.

The nominating member should also update the PPMC membership
section of the Podling's status file. For projects which choose to
always make new committers also PPMC members, simply updating
the committer list and ensuring that a statement such as
"The PPMC consists of all the committers and mentors listed here"
is generally sufficient.

== Adding new mentors

At times, it may be desirable to add a new mentor to a podling.
Under all circumstances, a mentor must be an IPMC member.

IPMC members are free to volunteer to be a mentor to a podling
as they see fit.  To do so, they should mail the podling stating
their intentions.  The podling should then decide if it wants to
add the new mentor or not.  If a decision has been reached to
add the mentor, then all podling documentation should be updated
to reflect the change (podlings.xml, projects/{podling}.xml) and
the incubator be notified of the change as well.

If a podling is in a position where they feel they need to add a new mentor,
they may want to drop a mail on the general incubator mailing list to try
to recruit a new mentor.

== Removing a mentor

Occasionally it may be necessary to remove a mentor who has been
too busy to participate or who has gone silent. After discussing
it with the PPMC you can have someone with access (another mentor)
remove them via link:https://whimsy.apache.org/roster/ppmc/[Whimsy].
An email will be generated by Whimsy so no email to the list is needed.

== PPMC and Binding Votes

The only time when a PPMC member's vote is binding is for the addition of
new PPMC members and committers.  Release votes are only binding to IPMC
members.

The binding status of a person's vote is not related to the mailing list
that the vote is occurring on.