DRAFT – FOR REVIEW
This content is subject to review by the IPMC and the project community. This material was developed by individuals outside the individual podling communities, who may view events differently than those directly involved. Some content was AI-generated and may contain errors; however, the material has been reviewed and verified by a human for accuracy. It is provided for training and discussion purposes and may contain minor simplifications or adjustments for clarity.
The ASF Incubator Case Studies share real lessons from podlings across the Incubator. Each case study brings together projects that faced similar challenges and shows how their communities addressed them.
These case studies serve as reference material for mentors, PPMC members (Podling Project Management Committees), and contributors who wish to understand how communities have evolved and matured during incubation.
Each case study includes:
You can use these pages to:
Together, these examples build a shared record of ASF experience in community development.
Some podlings join the Incubator with large or complex codebases. Others need time for license checks, governance changes, or a shift from corporate or academic control to open community management.
A prolonged incubation does not mean a project is failing. It often means the community is doing careful work to meet ASF standards for openness, verified licensing, and governance. Taking time can be a normal part of meeting ASF expectations for open development, independent decision-making, and clean IP clearance. Being open and clear about progress helps build trust.
These examples show that while long incubations require patience, the IPMC continues to apply consistent oversight and expects measurable progress through verified releases, public reporting, and open governance.
For mentors, this case study shows how to maintain long incubations as visible, constructive, and motivating as possible. For PPMC members, it shows how persistence, openness, and effective communication can transform what appears to be a delay into a tangible understanding of The Apache Way.
This case study examines three real-world examples: NetBeans, IoTDB, and Trafodion. Each took the time to complete migration and governance work while maintaining active communication and reporting.
These examples remind mentors and communities that steady, visible progress matters more than speed. Clear communication helps the IPMC and the wider ASF recognise real work even when it takes time.
Think about your own podling.
If any of these are hard to answer, these examples can help your podling improve its ability to stay open and maintain energy during long or complex incubation periods.
These examples show how podlings with complex or lengthy incubations remained open and active. You can use them when preparing reports, explaining timelines, or helping teams stay motivated.
They can help you:
These examples show that extended incubation can still lead to success when work, licensing, and communication stay open and steady. Each project followed ASF processes at its own pace and showed persistence and collaboration.
Entry: Long-standing IDE originally developed by Sun Microsystems and later maintained by Oracle. Donated by Oracle and entered the Apache Incubator in October 2016.
During Incubation
Graduation: Graduated as a Top Level Project (TLP) in April 2019.
Current Status: TLP
Key Point: Large, mature codebases can succeed if they remain transparent about migration work, maintain clean IP, and welcome new contributors.
What Mentors and PPMCs Can Do: Encourage clear public tracking of IP work, license checks, and regular updates to maintain high confidence among the community and IPMC.
Entry: Created at Tsinghua University as part of the TSFile research project, entered the Apache Incubator in November 2018.
During Incubation
Graduation: Graduated as a Top Level Project (TLP) in September 2020.
Current Status: TLP
Key Point: Research projects can become strong Apache communities when they release often and communicate clearly.
What Mentors and PPMCs Can Do: Help academic or institutional teams learn ASF discussion and release habits that work for global collaboration.
Entry: Donated by HP as a transactional SQL-on-HBase database.
Entered the Apache Incubator on May 24 2015.
During Incubation
Graduation: Graduated as a Top Level Project (TLP) on December 20 2017.
After Graduation: Contributor diversity stayed limited and activity slowed. The project was retired in April 2021, with the move to the Attic completed in May 2021.
Current Status: Retired TLP
Key Point: Graduation signifies readiness for independence, but continued diversity and activity are necessary to maintain good health.
What Mentors and PPMCs Can Do: Help podlings plan for shared ownership and ongoing reporting before graduation, so the project remains active after graduation. Independence must be visible, not just declared.
Across these examples, similar lessons appear:
Podlings that take time to complete migration and licensing can still thrive if they communicate clearly, follow ASF release steps, and show steady progress.
| Pattern | What It Looks Like | Why It Matters |
|---|---|---|
| Large or complex code migration | Many modules, outside dependencies, or legacy IP | Needs careful IP checks and clear updates |
| Multi-year incubation | Long time between entry and graduation | Normal for projects with legal or technical depth |
| Change from company or university control | New contributors added gradually from other places | Builds independence and continuity |
| Visible communication with IPMC | Regular updates on migration, licensing, or releases | Keeps oversight clear and supportive |
| Regular IPMC feedback loops | Mentors summarise progress for IPMC reviews | Builds shared understanding and trust |
| Sustainability planning before graduation | Shared roles and diversity visible in reports | Reduces post-graduation risk |
These patterns appear in different forms but all show practical learning of The Apache Way.
Check recent lists, reports, and status pages to confirm work is open and policy-aligned.
Long incubations can test both mentors and podlings. Sustained oversight, long review cycles, or slow progress can lead to mentor fatigue or quiet disengagement.
When mentors lose energy, projects can feel unsupported or unsure of how to move forward. This is common in long incubations, but it requires open discussion to avoid misunderstandings.
Ways to manage it:
Open communication between mentors, the PPMC, and the IPMC helps prevent burnout and keeps guidance balanced, visible, and supportive.
This table helps mentors and PPMCs discuss whether progress in complex podlings stays visible and healthy.
It is a self-review tool, not an ASF checklist.
| Area | What to Ask | Signs of Healthy Progress | Signs That Need Attention |
|---|---|---|---|
| Transparency | Are migration or IP tasks discussed on dev@? | Regular, public updates | Silence or private tracking |
| Motivation | Is progress visible despite slow releases? | Small, celebrated steps | Declining energy |
| Governance | Is leadership widening beyond sponsors? | New committers, active contributors | One company dominates |
| Communication | Is the IPMC kept informed? | Reports explain wins and blockers | Short or missing updates |
| Sustainability | Is there a post-graduation plan? | Shared roles, active mentors | Weak continuity |
| Mentorship | Are mentors visible and consistent? | Mentors guide without taking over | Silence or mixed advice |
These examples can also support mentor–PPMC discussions.
Make IP and migration work visible
Post short monthly notes on clearance, dependency checks, or restructuring. (NetBeans)
Celebrate small wins
Acknowledge steps such as the first ASF build, clearing the submodule, or becoming a new committer. (IoTDB)
Document clearly
Track unfinished work on the wiki or in reports so others can help. (NetBeans)
Support clear communication
Translate key materials or summaries if needed, so everyone can follow. (IoTDB)
Be patient with global communication
Encourage asynchronous discussion and summaries to allow contributors in different time zones to stay on track. (All)
Plan for independence early
Rotate release leads and report authors before graduation. (Trafodion)
Keep governance visible
Show how decisions are made, not just what was achieved. (All)
Don’t rush graduation
Graduate when ready—after showing diversity and proper Apache releases, not from fatigue. (Trafodion)
Keep morale high
Thank contributors for their persistence during review periods. (All)
Report visible progress
In each report, describe what was done and learned, not just plans. (All)
Mentors and PPMCs should make long-term progress visible in podling and board reports. The IPMC values openness, verified licensing, and regular communication more than speed of graduation. When preparing for graduation, describe visible behaviour, not only numbers.
Mentors can also stay in touch briefly after graduation to make sure the new PMC is comfortable with releases, branding, and reporting routines.
These examples demonstrate the community learning ASF practices and maintaining accountability in public.
Patience and openness are core to The Apache Way. Long or complex incubations test a community’s ability to stay transparent, cooperative, and self-motivated. Mentors build trust by keeping progress visible and process compliant, not by setting deadlines. A PPMC shows maturity when it communicates steady progress through public discussion, proper releases, and open documentation. Consistency and openness foster trust, and that trust in turn sustains success.
This case study summarises information from ASF public mailing lists, podling reports, and status pages. It was written from the perspective of observers outside the individual podling communities. Community members may hold differing views on events or timelines, and minor simplifications may be made for clarity or training purposes. It includes historical information drawn from public ASF sources and does not represent the current state of any project mentioned. This content may contain errors or omissions due to AI-generated elements. However, the material has been reviewed and verified by a human for accuracy. These factors do not reduce its value as a reference for understanding patterns of incubation and global collaboration.