RE: [chairs] Gentle reminder to all TCs regarding acknowledging comments

-------- Original Message --------
Subject: Re: [chairs] Gentle reminder to all TCs regarding
acknowledging comments during your feedback
From: Chet Ensign <chet.ensign@oasis-open.org>
Date: Thu, March 29, 2012 4:26 pm
To: Farrukh Najmi <farrukh@wellfleetsoftware.com>
Cc: chairs@lists.oasis-open.org

I believe that all TC members are automatically subscribed to the
-comment list as well as to the mail TC mailing list.

/chet

On Thu, Mar 29, 2012 at 3:21 PM, Farrukh Najmi
<farrukh@wellfleetsoftware.com> wrote:
>
> Robert,
>
> I would like to get a copy of your python script. That sounds very useful.
>
> Also, I think it would be a good idea for all TC voting members to be
> automatically subscribed to the TC comment list. Is this possible Robin /
> Chet?
>
>
> On 03/29/2012 03:14 PM, robert_weir@us.ibm.com wrote:
>
> Robin Cover <robin@oasis-open.org> wrote on 03/29/2012 08:04:55 AM:
>> Subject: Re: [chairs] Gentle reminder to all TCs regarding
>> acknowledging comments during your feedback
>>
>> > Lately I have received some complaints from people who
>> > took the time to provide comments during public reviews...
>>
>> Excellent reminder below about professional etiquette
>> in taking time to "thank those who take the time to send
>> you comments."
>>
>
>
> It is good to have clarification on this. I recall hearing from a TC Admin,
> several years ago, that since subscription to the comment list was required
> for someone to submit a comment in the first place, they would receive a
> copy of their own comment, via the list, and this was sufficient to
> "acknowledge the receipt".
>
> Also, from the "professional etiquette" standpoint, I don't think it matters
> whether a comment came in strictly within the bounds of a public review. It
> is a good idea to acknowledge all comments, whenever received.
>
>
>> This may be a good time also to remind TCs about the
>> professional courtesy in providing a published summary
>> of all comments and dispositions at the end of a public
>> review period. The following complaint has also been
>> heard, increasingly, from parties who simply want to
>> know what happened in a public review event:
>>
>> "I looked for the disposition log following the public review
>> of the specification, and could not find any document/record
>> summarizing the disposition of comments."
>>
>> The public review "disposition log" is not labeled with
>> that descriptor in the TC Process, which says in more
>> general terms that a final record (viz., "at the end")
>> is required:
>>
>> "The TC must acknowledge the receipt of each comment,
>> track the comments received, and post to its
>> primary e-mail list its disposition of each comment
>> at the end of the review period."
>>
>>
>> http://www.oasis-open.org/policies-guidelines/tc-process#publicReview-comments
>>
>
> We've also sent a link to this report to the comment list itself. I'm
> surprised that is not a required or at least a recommended practice.
>
>
>> Historically, it's become common practice for TCs
>> to present a final (rollup) summary using a spreadsheet
>> or similar publication which compiles (logs) the comments
>> from the two lists (TC Comment List, TC Discussion
>> List), removes duplicates, isolates discrete issues
>> from compound/aggregated statements, documents
>> the TC's disposition for each comment, and links to
>> the list archive sources for each atomic comment.
>> TCs sometimes also refer to issues in a JIRA
>> project (component), if triage of comments has been
>> done using the JIRA issue tracker facility.
>>
>
> We've processed 1,845 public comments in the ODF TC, over three versions.
> Using JIRA to process them has been essential. We use a python script to
> scrape the comments from the comment list, and turn them into URL/commands
> for import into JIRA, using their REST API. Then the TC resolves via JIRA
> and at the end exports to a spreadsheet.
>
> Of course, not every TC will need to deal with that many comments, but I'm
> happy to share my python script if anyone wants to implement a similar
> workflow for their TC.
>
>> Such summary presentation in a published disposition
>> log (also called a "Comment Resolution Log") makes it
>> easy for any member of the TC, OASIS, or external
>> party to examine the key facts about a public review.
>>
>> I have suggested to the TC Admin team that we
>> initiate a practice of including the disposition log
>> (summary) or a pointer to it in the OASIS Library
>> with each public review document/stage, so that
>> it may always be be found in a predictable location,
>> even if the summary is "no comments received".
>>
>> Further discussion about the role of a Disposition
>> Log (aka Comment Resolution Log) as a means of
>> providing the summary "at the end of the review period"
>> is presented in the TC Handbook (under "Feedback"):
>>
>> http://docs.oasis-open.org/TChandbook/Reference/
>> PublicReviews.html#commentResolutionLog
>>
>> Cheers,
>>
>> - Robin
>>
>> Robin Cover
>> OASIS, Director of Information Services
>> Editor, Cover Pages and XML Daily Newslink
>> Email: robin@oasis-open.org
>> Staff bio: http://www.oasis-open.org/people/staff/robin-cover
>> Cover Pages: http://xml.coverpages.org/
>> Newsletter: http://xml.coverpages.org/newsletterArchive.html
>> Tel: +1 972-296-1783
>>
>> ======
>>
>> On Wed, 28 Mar 2012, Chet Ensign wrote:
>>
>> > Chairs,
>> >
>> > Just a short etiquette reminder that I ask you to share with members
>> > of your Technical Committees as appropriate.
>> >
>> > Lately I have received some complaints from people who took the time
>> > to provide comments during public reviews only to have their offerings
>> > seemingly disappear into the electronic void.
>> >
>> > The OASIS TC Process places only the most minimal of obligations on
>> > TCs regarding the handling of comments however it does say in section
>> > 3.2, Public Review of a Committee Draft that "The TC must acknowledge
>> > the receipt of each comment..."
>> >
>> > Please, if you do nothing else, acknowledge and thank those who take
>> > the time to send you comments. It may be easiest if one TC member is
>> > tasked with the responsibility of processing comments back in to the
>> > TC, including acknowledging receipt. But however you do it, if someone
>> > makes the effort to provide you with feedback, it is just common
>> > courtesy to let them know that their comments have been received.
>> >
>> > Thanks & best regards,
>> >
>> > /chet
>> > ----------------
>> > Chet Ensign
>> > Director of Standards Development and TC Administration
>> > OASIS: Advancing open standards for the information society
>> > http://www.oasis-open.org
>> >
>> > Primary: +1 973-378-3472
>> > Mobile: +1 201-341-1393
>> >
>> > Follow OASIS on:
>> > LinkedIn: http://linkd.in/OASISopen
>> > Twitter: http://twitter.com/OASISopen
>> > Facebook: http://facebook.com/oasis.open
>> >
>
>
>
> --
> Regards,
> Farrukh Najmi
>
> Web: http://www.wellfleetsoftware.com
>

--

/chet
----------------
Chet Ensign
Director of Standards Development and TC Administration
OASIS: Advancing open standards for the information society
http://www.oasis-open.org

Primary: +1 973-378-3472
Mobile: +1 201-341-1393

Follow OASIS on:
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