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<h1>Guide :: Podling Project Management Committee</h1>
</div>
<div class="article-body">
Estimated Reading Time: <span class="eta"></span>
<p><div id="toc" class="toc">
<div id="toctitle">Table of Contents</div>
<ul class="sectlevel1">
<li><a href="#podling_project_management_committee_ppmc">Podling Project Management Committee (PPMC)</a></li>
<li><a href="#private_email_list">Private Email List</a></li>
<li><a href="#podling_status_reports">Podling Status Reports</a></li>
<li><a href="#project_status_page">Project Status Page</a></li>
<li><a href="#maintaining_the_podling_roster">Maintaining the Podling Roster</a></li>
<li><a href="#adding_committers">Adding committers</a></li>
<li><a href="#voting_in_a_new_ppmc_member">Voting in a new PPMC member</a></li>
<li><a href="#adding_mentors">Adding mentors</a></li>
<li><a href="#removing_a_mentor">Removing a mentor</a></li>
<li><a href="#ppmc_and_binding_votes">PPMC and Binding Votes</a></li>
</ul>
</div>
<div class="sect1">
<h2 id="podling_project_management_committee_ppmc">Podling Project Management Committee (PPMC)</h2>
<div class="sectionbody">
<div class="paragraph">
<p>Each Podling Project Management Committee (PPMC) helps its 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&#8217;s mentors and the initial committers. The PPMC is directly responsible for the oversight of the podling, and it also decides who to add as a PPMC member.</p>
</div>
<div class="paragraph">
<p>For general information about PMCs, see the <a href="http://www.apache.org/dev/pmc.html">PMC FAQ</a>.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="private_email_list">Private Email List</h2>
<div class="sectionbody">
<div class="paragraph">
<p>A private email list named private@<strong>project</strong> lets the PPMC discuss confidential topics. <strong>Most communication should be on the Podling&#8217;s dev list!</strong>
The private list is 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 <strong>How it Works</strong> section entitled <a href="http://www.apache.org/foundation/how-it-works.html#confidential">Balancing confidentiality and public discussion</a>.</p>
</div>
<div class="paragraph">
<p>The mentors should verify that all PPMC members are subscribed to the private list. The <a href="https://whimsy.apache.org/roster/ppmc/">Whimsy Podling Roster</a> shows who is subscribed, and any subscriber can send a "ping - please reply" message to check who is actually "listening" to the PPMC list.</p>
</div>
<div class="paragraph">
<p><strong>Don&#8217;t mix private and public lists in posts!</strong></p>
</div>
<div class="ulist">
<ul>
<li>
<p>Don&#8217;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.</p>
</li>
<li>
<p>Likewise, don&#8217;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 the general list is sufficient.</p>
</li>
</ul>
</div>
</div>
</div>
<div class="sect1">
<h2 id="podling_status_reports">Podling Status Reports</h2>
<div class="sectionbody">
<div class="paragraph">
<p>On a monthly basis, the IPMC collects reports from each incubating project and sends them to the ASF Board. Watch the Incubator general email list for when these become due.</p>
</div>
<div class="paragraph">
<p>The Incubator report includes the status of a subset of the incubating projects. Currently, new Podlings report to the Incubator monthly for the first three months, then quarterly after that.</p>
</div>
<div class="paragraph">
<p>The PPMC does not have to fill out the report itself; the PPMC is just responsible for making sure that it gets filled out. It is better to discuss the report on the dev list and ask everyone to contribute to it. If Mentors disagree with the posted report, they should say so; otherwise, the Incubator PMC assumes that the report speaks for the community.</p>
</div>
<div class="paragraph">
<p>Please use the existing format and don&#8217;t change the subject headers. Note that we update the template from time to time, so be sure to use the one we provide and not a previous report.</p>
</div>
<div class="paragraph">
<p>Here are the points to address:
- 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?
- 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?
- Are your mentors active and providing help?
- etc. (your own thoughts on what is important would be helpful!)</p>
</div>
<div class="paragraph">
<p>Mentors must sign off on podling reports.
- If there is no mentor sign off, the IPMC will not accept the report from that podling; it will have to submit a new report in the following month.</p>
</div>
<div class="paragraph">
<p>Add your podling reports to the Incubator wiki:
- Add each podling report to the <a href="https://cwiki.apache.org/confluence/display/INCUBATOR/Home">Incubator wiki</a>
- Follow the instructions in your report reminder, and post on the &lt;Month&gt;&lt;Year&gt; page, with the provided template</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="project_status_page">Project Status Page</h2>
<div class="sectionbody">
<div class="paragraph">
<p>In addition to the quarterly status reports, each Podling has a page on the Incubator web site that tracks its status (see the <a href="http://incubator.apache.org/projects/index.html">complete list</a> for examples). Instructions for updating the status page are in the <a href="website.html">Incubator web site guide</a> under <a href="website.html#Edit+your+project+status+page">Edit your project status report</a>.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="maintaining_the_podling_roster">Maintaining the Podling Roster</h2>
<div class="sectionbody">
<div class="paragraph">
<p>Maintain your podling roster in <a href="https://whimsy.apache.org/roster/ppmc/">Whimsy Podling Roster</a>. Going forward, the content in <strong>projects/$podling.xml</strong> is deprecated.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="adding_committers">Adding committers</h2>
<div class="sectionbody">
<div class="paragraph">
<p>Adding committers is one of the most important functions of any PMC, including Incubator podlings.</p>
</div>
<div class="paragraph">
<p>There are no ASF-wide rules on how to decide when to invite someone to become a committer. Each podling needs to adopt an approach that works for it.
Some ASF projects have a high bar requiring significant contributions before considering someone as a potential committer; other projects grant it more freely to anyone who shows interest in contributing. Experience shows that it&#8217;s best to keep the bar low.</p>
</div>
<div class="paragraph">
<p>Most projects use formal [DISCUSS] and [VOTE] threads on the private email list, and others use a more "lazy" consensus approach. For more information, see <a href="http://www.apache.org/foundation/glossary.html#CommitAccess">commit access</a> and the ASF <strong>How it Works</strong> document, which explains <a href="http://www.apache.org/foundation/how-it-works.html#meritocracy">meritocracy</a> and <a href="http://www.apache.org/foundation/how-it-works.html#roles">roles</a>.</p>
</div>
<div class="paragraph">
<p>The podling Incubator reports should document any committers added since the previous report.</p>
</div>
<div class="paragraph">
<p>If the podling decides in favor of the potential committer, it 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.</p>
</div>
<div class="paragraph">
<p>The proposer then asks an IPMC member (typically one of the mentors) to follow the <a href="http://www.apache.org/dev/pmc.html#newcommitter">documentedprocedures</a> to complete the process. If the nominee is already an Apache committer on another project, the IPMC member can add the nominee as a committer on the podling via the <a href="https://whimsy.apache.org/roster/ppmc/">Whimsy Podling Roster</a>.</p>
</div>
<div class="paragraph">
<p>The proposer then directs the new committer to the <a href="http://www.apache.org/dev/">Apache developer&#8217;s pages</a>, to the <a href="http://incubator.apache.org/">Apache Incubator site</a> and to the Incubator <a href="committer.html">Committers Guide</a> for important additional information.</p>
</div>
<div class="paragraph">
<p>Projects which wish to have all committers also be PPMC members should follow the "Voting in a new PPMC member" guide below.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="voting_in_a_new_ppmc_member">Voting in a new PPMC member</h2>
<div class="sectionbody">
<div class="paragraph">
<p>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 as community participants. They should identify those who are participating at a community level (not just a technical one), and approach them with an offer of PPMC membership.</p>
</div>
<div class="paragraph">
<p>Any member of the PPMC can propose a new member of the PPMC. The proposal should be discussed in private on the PPMC&#8217;s private email list, with a subject line of "[DISCUSS] Joe Bob PPMC membership". If there is consensus that the proposed member is suitable, there should be a formal vote with the subject line of "[VOTE] Joe Bob PPMC membership" on the PPMC&#8217;s private email list.</p>
</div>
<div class="paragraph">
<p>If the vote is successful, a member of the PPMC sends a message to the PPMC private email list, with the subject line of "[VOTE][RESULT] Joe Bob PPMC membership".
The nominating PPMC member should send a message to the IPMC (<a href="mailto:private@incubator.apache.org">private@incubator.apache.org</a>) with a reference to the vote result in the following form:</p>
</div>
<div class="listingblock">
<div class="content">
<pre class="prettyprint highlight"><code>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*</code></pre>
</div>
</div>
<div class="paragraph">
<p><strong>Note that there is a grace period of 72 hours from when the PPMC sends the NOTICE to the IPMC to when the PPMC should formally invite the proposed member. This is an important part of the overall process. Failure to do this can result in an embarassing situation for people involved.</strong></p>
</div>
<div class="paragraph">
<p>In the email you send, replace <strong>PODLING</strong> with your podling&#8217;s actual name, and replace Joe Bob with the person&#8217;s actual name.</p>
</div>
<div class="paragraph">
<p>After 72 hours, the PPMC should invite Joe Bob to join it, using message like <a href="ppmc-offer.txt">this</a>.</p>
</div>
<div class="paragraph">
<p>Once the proposed member has accepted, a moderator for the PPMC mail list accepts the new member&#8217;s subscription request.</p>
</div>
<div class="paragraph">
<p>Direct the new member to <a href="ppmc.html">this page</a> for PPMC membership information.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="adding_mentors">Adding mentors</h2>
<div class="sectionbody">
<div class="paragraph">
<p>At times, it may be desirable to add a mentor to a podling. A mentor must be an IPMC member. People who are not IPMC members can still help out in an informal capacity.</p>
</div>
<div class="paragraph">
<p>IPMC members are free to volunteer to mentor a podling. To do so, they should mail the podling stating their intentions. The podling should then decide whether it wants to add the mentor. If the Podling decides to add the mentor, it should do so in the <a href="https://whimsy.apache.org/roster/ppmc/">Whimsy Podling Roster</a>.</p>
</div>
<div class="paragraph">
<p>If a podling is in a position where they feel they need a new mentor, they can drop an email on the general incubator email list to try to recruit a one.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="removing_a_mentor">Removing a mentor</h2>
<div class="sectionbody">
<div class="paragraph">
<p>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 the mentor via <a href="https://whimsy.apache.org/roster/ppmc/">Whimsy</a>.</p>
</div>
</div>
</div>
<div class="sect1">
<h2 id="ppmc_and_binding_votes">PPMC and Binding Votes</h2>
<div class="sectionbody">
<div class="paragraph">
<p>The only time when a PPMC member&#8217;s vote is binding is for the addition of new PPMC members and committers. Release votes are only binding for IPMC members.</p>
</div>
<div class="paragraph">
<p>The binding status of a person&#8217;s vote is not related to the email list that the vote occurs on.</p>
</div>
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