Internet DRAFT - draft-sparks-genarea-interim-management
draft-sparks-genarea-interim-management
Network Working Group R. Sparks
Internet-Draft Oracle
Intended status: Informational October 19, 2015
Expires: April 21, 2016
Interim Meeting Management
draft-sparks-genarea-interim-management-00
Abstract
This memo discusses requirements for improvements to the datatracker
related to tracking interim meetings.
Status of This Memo
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This Internet-Draft will expire on April 21, 2016.
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Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. Description of desired functionality . . . . . . . . . . . . 2
2.1. View upcoming meetings . . . . . . . . . . . . . . . . . 2
2.2. Request interim meetings(s) . . . . . . . . . . . . . . . 3
2.3. View pending requests . . . . . . . . . . . . . . . . . . 5
2.4. Edit a pending request . . . . . . . . . . . . . . . . . 5
2.5. Cancel a request . . . . . . . . . . . . . . . . . . . . 5
2.6. Approve requests . . . . . . . . . . . . . . . . . . . . 6
2.7. Manage interim meeting material . . . . . . . . . . . . . 8
2.8. Remind group chairs to submit minutes . . . . . . . . . . 8
3. Security Considerations . . . . . . . . . . . . . . . . . . . 9
4. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 9
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 9
1. Introduction
There are several aspects of tracking interim meetings that need to
be improved. Much of the effort in scheduling interims is performed
manually, and with the increase in the number of virtual interims
remaining consistent is becoming difficult. The secretariat
frequently has to spend time correcting errors in requests (usually
incorrect or missing information) that could be minimized with better
tooling. Managing announcements and maintaining a list of upcoming
interims are largely manual efforts. There is currently no calendar
to subscribe to for upcoming interim meetings, providing one at the
moment would require manually populating the calendar. Management of
interim meeting materials (agendas, slides, and minutes) is decoupled
from the management of the meeting itself, leading to a current
situation where chairs can create interim meeting objects in the
tracker, inadvertently bypassing the current steps designed to ensure
approval (if needed) and proper announcement of the meetings.
This project will address these issues through several improvements
to the datatracker.
2. Description of desired functionality
2.1. View upcoming meetings
The datatracker will provide a view of all upcoming meetings (interim
or otherwise), replacing the manually maintained page at
http://www.ietf.org/interim.html. The entries on the page will point
to meeting details (such as the datatracker meeting page for the
meeting), as opposed to just a copy of the announcement. The page
will highlight any upcoming meetings that had been announced but
subsequently cancelled. This will be populated by looking at Session
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objects in the official agenda of future meetings that are in the
"Scheduled" or "Cancelled" state. The new view will show the
upcoming meetings in date order, and will allow filtering the results
to set of areas and or working groups similar to the week-view at
https://datatracker.ietf.org/meeting/agenda.html. The datatracker
will provide the results as an html view and as an ics file, using a
URL that calendaring clients can subscribe to.
2.2. Request interim meetings(s)
A person with a secretariat, AD, IRTF chair, or chair of a Working
Group or Research Group can request interim meetings. The
datatracker will provide a form at /meeting/interim/request that
collects the following information:
What group is meeting?
The secretariat can indicate any group. ADs can indicate any
working group. The IRTF chair can indicate any research group.
Chairs may only request interim meetings for one of their own
groups. The tool will not support the notion of a "joint"
interim meeting between multiple groups at this time.
Whether the meeting has a face-to-face component
If there is a face-to-face component, what city, country, and
time-zone will the face-to-face meeting occur in? Meetings
without a face-to-face component will be modeled with empty
city and country fields, and a timezone of UTC. This
information is modeled in the Meeting object.
The days and start-times, and durations of the meeting(s)
Meetings can span multiple days. The times for each day may be
different. Multiple day meetings will be modeled as one
Meeting object, with multiple TimeSlot, Session, and
ScheduledSession objects.
A request may be for a series of meetings. These will be
modeled as one Meeting object per meeting in the series, each
with one TimeSlot, Session, and ScheduledSession object.
The tool will not support requesting a series of multiple day
meetings. For now, the requester will enter a request for each
multiple-day meeting separately.
The tool will not support requesting multiple timeslots in any
given day at this time.
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The tool will make entering times convenient for the requester.
It will allow entry in any timezone. The form will show the
equivalent timezone in UTC as data is being entered. The time
data will be stored in TimeSlot objects reflecting the timezone
of the associated Meeting object.
The tool will make entering duration convenient for the
requester. It will show the calculated end-time of session as
the duration is being entered.
Information for remote participants
This information will be gathered for each session requested.
Note that the data may be different for different days). This
is typically Webex or other dial-in instructions. This is a
free-form text field. This field must not be empty. The form
will provide a hint noting that the field should contain
something like "Remote participation is not supported" for
meetings without such support. For those requests requiring
approval (that is, the meetings have a face-to-face component),
the form will encourage providing the remote participation
information, but will hint that "Remote participation
information will be obtained at the time of approval" is a
reasonable value. (We don't want to force people to make webex
reservations in advance for a meeting that might not be
approved). This information will be stored in a new
"remote_instructions" CharField(max_length=1024) of each
associated Session object. The form should also provide a link
to information on how to obtain remote participation support.
(The secretariat will provide the URL for that information -
the target page will talk about things like webex-
requests@ietf.org).
Session Agendas
An agenda for each session as a free-form text field. Each
non--empty agenda provided will be stored as an agenda Document
associated with the meeting as a SessionPresentation in the
associated Session object.
Additional Information
Any additional information to be included in the announcement
and calendar entries (as a free-form text field). This will be
stored in the agenda_note field of the Meeting object.
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If the requesting user is the secretariat, IRTF chair, or an AD, the
form will ask whether the request is pre-approved (defaulting to
yes). Chairs will not be able to indicate pre-approval.
Once a request is completed, the appropriate Meeting, Schedule,
TimeSlot and Session objects will be created.
If no pre-approval is indicated and approval is needed (the
meeting contains a face-to-face component) the Session objects
will be in the "Waiting for approval" state. The tool will send
email to the secretariat, group chairs, and responsible area
director or the IRTF chair noting that approval has been
requested, showing the information entered in the request, and
providing a link to the approval page for the request.
If the request is pre-approved or no approval is needed, no email
is sent. The Session objects will be in the "Approved - awaiting
announcement" state. The processing below for an approved request
will be immediately performed.
2.3. View pending requests
At /meeting/interim/pending, the Secretariat will see all pending
(i.e. session.state == "Waiting for Approval") interim meeting
requests. An AD will see all pending interim requests from working
groups, with those requests from groups they are responsible for made
visually distinct. The IRTF chair will see all pending requests for
research groups. A chair will see all pending requests for his or
her groups. For anyone with approval capability, each entry will be
a link to a page showing the request details, and UI to indicate that
the request is approved or disapproved.
2.4. Edit a pending request
A person with the ability to enter a request will have the ability to
modify the request and leave it in the pending state.
2.5. Cancel a request
A person with the ability to enter a request will have the ability to
cancel the request whenever the request is pending or approved.
Additional information may be provided when cancelling a request.
All associated Sessions will be set to the "Cancelled" state. For
each session that had been in the "Scheduled" state (that is, an
announcement scheduling the meeting has already been sent), a message
will be sent to IETF Announce noting the Cancellation. The message
should be similar to this:
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To: IETF-Announce
Cc: (WG email list)
From: IESG Secretary
Subject: [WORKING GROUP][(ACRONYM)] WG Virtual Interim
Meeting Cancelled (was [DATE])
The [WORKING GROUP][(ACRONYM)] Working Group virtual interim
meeting for [DATE] from [START TIME] to [END TIME] UTC has
been cancelled.
[ADDITIONAL INFORMATION]
2.6. Approve requests
The Secretariat will be able to approve or disapprove any pending
request. Any AD will be able to approve or disapprove any pending
request from a working group. The IRTF chair will be able to approve
or disapprove any pending request from a research group.
For each pending request, there will be a page that shows the request
detail and the UI to indicate that the request is approved or
disapproved. The approver will be able to modify the request before
approving it. The page will guide the approver to carefully inspect
the details of the request, particularly the remote participation
information.
If the request is disapproved, all associated Sessions will be set to
the "Disapproved" state and processing stops.
If the request is approved, all associated Sessions will be set to a
new "Scheduled - Announcement to be sent" state and ScheduledSession
objects will be created associating the Session objects with the
appropriate TimeSlot objects. If the user is not the secretariat,
the datatracker will send email to the Secretariat noting that an
announcement needs to be sent. The message will list the details of
the meeting, and provide a link to a page that allows editing and
sending the announcement (/meeting/interim/announce/<meeting_name>)
The user will see a page noting that the secretariat has been
notified to send an announcement. If the user is the secretariat,
this mail will not be sent, and the user will be redirected
immediately to the above announcement editing page.
At /meeting/interim/announce, the secretariat will see all meetings
with sessions in state "Scheduled - Announcement to be sent". Each
entry will link to an editing/sending page as above. The editing
sending page will display a composed email message, allow the
secretariat to edit and then send the message, or to withdraw the
request.
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For requests that are withdrawn before they are announced, the
sessions transition to "Disapproved" and processing stops. The
secretariat will use this to finish the processing of requests
that needed no approval (hence went directly into the "Scheduled -
Announcement to be sent") but have errors that cannot be addressed
by simple updates to the request. When meetings with no face-to-
face component, the message will look like this (adjusted as
necessary to allow for multi-day or sequences of meetings, and to
say the right thing for Research Groups vs Working Groups)
To: IETF-Announce
Cc: (WG email list)
From: IESG Secretary
Subject: [WORKING GROUP][(ACRONYM)] WG Virtual Interim
Meeting: [DATE]
The [WORKING GROUP][(ACRONYM)] Working Group will hold a
virtual interim meeting on [DATE] from [START TIME] to
[END TIME] UTC.
Agenda:
[AGENDA]
To join the interim meeting:
[DIAL-IN / WEBEX INFO]
[ADDITIONAL INFORMATION]
When announcing meetings with a face-to-face component, the
message will look like this (adjusted as necessary as above):
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To: IETF-Announce
Cc: WG email list
From: IESG Secretary
Subject: [WORKING GROUP][(ACRONYM)] WG Interim Meeting: [DATE]
The [WORKING GROUP][(ACRONYM)] Working Group will hold an
interim meeting on [DATE] from [START TIME] to [END TIME] UTC.
Meeting Location:
[LOCATION]
Agenda:
[AGENDA]
To join the interim meeting remotely:
[DIAL-IN / WEBEX INFO]
[ADDITIONAL INFORMATION]
When a meeting is announced its sessions will transition to the
"Scheduled" state.
2.7. Manage interim meeting material
This project will associate an initial agenda with an interim
meeting. Updates to the agenda, and management of other meeting
materials will be done through the normal, existing, meeting
materials management tool.
2.8. Remind group chairs to submit minutes
Ten days after an interim meeting concludes, if minutes are not in
the available meeting materials for that meeting, the tool will send
the chairs the following message (adjusted as needed to reflect
research groups vs working groups)
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To: WG chairs, WG secretary
Cc: Shepherding AD
From: Proceedings
Subject: Action Required: Minutes from [WORKING GROUP][(ACRONYM)]
WG Interim Meeting on [DATE]
Please note that we have not yet received minutes from the
[WORKING GROUP][(ACRONYM)] Working Group interim meeting held
on [DATE]. As per the IESG Guidance on Interim Meetings,
Conference Calls and Jabber Sessions [1], detailed minutes must
be provided within 10 days of the event.
At your earliest convenience, please upload meeting minutes, as
well as any presentations from your sessions by using the Meeting
Materials Manager found here:
https://datatracker.ietf.org/secr/proceedings/.
Alternatively, you are welcome to send them to proceedings@ietf.org
for manual posting.
[1] http://www.ietf.org/iesg/statement/interim-meetings.html
3. Security Considerations
This document discusses requirements for tools to improve managing
interim meetings. There are no exceptional security considerations
introduced by these requirements.
4. IANA Considerations
This document has no actions for IANA.
Author's Address
Robert Sparks
Oracle
7460 Warren Parkway
Suite 300
Frisco, Texas 75034
USA
Email: rjsparks@nostrum.com
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