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Subject: Re: [chairs] Gentle reminder to all TCs regarding acknowledging comments during your feedback
Just don't forget to tell people that the comment lists are NOT discussion lists. It can be a constant struggle to prevent such abuse. (Another reason to not automatically subscribe everyone.) Jon Considine, Toby (Campus Services IT) wrote:
Whenever a TC votes a spec out for Public Review, it now gets back an email, to the TC, acknowledging the beginning of the process. Perhaps a reminder of the comments process in that email is also in order. "We have now sunk to a depth at which restatement of the obvious is the first duty of intelligent men." - George Orwell Toby Considine Chair, OASIS oBIX Technical Committee U.S. National Inst. of Standards and Tech. Smart Grid Architecture Committee Facilities Technology Office University of North Carolina Chapel Hill, NC Email: Toby.Considine@ unc.edu Phone: (919)962-9073 http://www.oasis-open.org blog: www.NewDaedalus.com -----Original Message----- From: Chet Ensign [mailto:chet.ensign@oasis-open.org] Sent: Monday, April 02, 2012 2:57 PM To: Considine, Toby (Campus Services IT) Cc: Martin Chapman; chairs@lists.oasis-open.org Subject: Re: [chairs] Gentle reminder to all TCs regarding acknowledging comments during your feedback That is a good point - adding it to the topics TCs will want to decide on earlier rather than later... On Mon, Apr 2, 2012 at 2:53 PM, Considine, Toby (Campus Services IT) <Toby.Considine@unc.edu> wrote:Many TCs have active members, passive members, and silent observers. It is not always clear that all of them *want* to be on the comments list. It can be much clearer to TC members that they should subscribe, particularly if they are in the "Active" group. It is not always clear how to make it clearer, given that subscribing to the comment list is already on the TC's Jira page. I vote against making it automatic, except, perhaps for the Chair, Secretary , Editor. It might be better to make a discussion of this a part of the start-up of each TC. tc "We have now sunk to a depth at which restatement of the obvious is the first duty of intelligent men." - George Orwell Toby Considine Chair, OASIS oBIX Technical Committee U.S. National Inst. of Standards and Tech. Smart Grid Architecture Committee Facilities Technology Office University of North Carolina Chapel Hill, NC Email: Toby.Considine@ unc.edu Phone: (919)962-9073 http://www.oasis-open.org blog: www.NewDaedalus.com -----Original Message----- From: Chet Ensign [mailto:chet.ensign@oasis-open.org] Sent: Monday, April 02, 2012 1:52 PM To: Martin Chapman Cc: Robin Cover; Farrukh Najmi; chairs@lists.oasis-open.org Subject: Re: [chairs] Gentle reminder to all TCs regarding acknowledging comments during your feedback Wasn't me ... I checked and indeed -comment@ lists must be subscribed to explicitly. I'll send a note with several observations to chairs@ this week including the suggestion that the chair either subscribe and follow or assign someone on the TC to subscribe and follow the comment list. And I agree, getting a bounce back from the comment list is not the same thing as an acknowledgement. /chet On Mon, Apr 2, 2012 at 1:17 PM, Martin Chapman <MARTIN.CHAPMAN@oracle.com> wrote:The "problem" with subscribing ever TC member to the TC comment list would be the temptation to have email discussions on the comment list itself. That's what needs to be avoided, as per TC process. However, I could see the TC mail list being subscribed to the comment list such that comments are auto-forwarded to the TC list - if that is possible. BTW not sure who that TC admin was ( :-) ) but getting a copy back from the list one sent to does not actually mean anyone read or logged the issues, so a reactive ack is not a bad thing IMHO. Martin.-----Original Message----- From: Robin Cover [mailto:robin@oasis-open.org] Sent: 29 March 2012 20:42 To: Farrukh Najmi Cc: chairs@lists.oasis-open.org Subject: Re: [chairs] Gentle reminder to all TCs regarding acknowledging comments during your feedbackAlso, 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?Farrukh, thanks for your suggestion. I'll make sure the TC Admin team takes this up (possibly with IT dept) to see whether the idea is good from a policy and technology POV, in theory. If from a technology POV, we might be able to offer the facility ("voting members auto-subscribed to comment list") as an option for TCs that wanted to activate the feature. All subject to rules review, of course. - 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/who/staff.php#cover Cover Pages: http://xml.coverpages.org/ Newsletter: http://xml.coverpages.org/newsletterArchive.html Tel: +1 972-296-1783 On Thu, 29 Mar 2012, Farrukh Najmi 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 beautomatically subscribed to the TC comment list. Isthis 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 aTC Admin, several years ago, that sincesubscription to the comment list was required for someone to submita comment in the first place, they wouldreceive a copy of their own comment, via the list, and this wassufficient to "acknowledge the receipt".Also, from the "professional etiquette" standpoint, I don't think itmatters whether a comment came in strictlywithin the bounds of a public review. It is a good idea toacknowledge 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 atleast 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 threeversions. Using JIRA to process them has beenessential. We use a python script to scrape the comments from thecomment list, and turn them into URL/commandsfor import into JIRA, using their REST API. Then the TC resolvesvia JIRA and at the end exports to aspreadsheet. Of course, not every TC will need to deal with that many comments,but I'm happy to share my python script ifanyone 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 withmembers> > of your Technical Committees as appropriate. > > > > Lately I have received some complaints from people who took thetime> > to provide comments during public reviews only to have theirofferings> > seemingly disappear into the electronic void. > > > > The OASIS TC Process places only the most minimal of obligationson> > TCs regarding the handling of comments however it does say insection> > 3.2, Public Review of a Committee Draft that "The TC mustacknowledge> > the receipt of each comment..." > > > > Please, if you do nothing else, acknowledge and thank those whotake> > the time to send you comments. It may be easiest if one TCmember is> > tasked with the responsibility of processing comments back in tothe> > TC, including acknowledging receipt. But however you do it, ifsomeone> > makes the effort to provide you with feedback, it is just common > > courtesy to let them know that their comments have beenreceived.> > > > 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: LinkedIn: http://linkd.in/OASISopen Twitter: http://twitter.com/OASISopen Facebook: http://facebook.com/oasis.open-- /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
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