Research and survey - meeting notes

1. Apache way - define the structure of the commercial report 
2. 2 reports (small dimension): one commercial and one data focus
3. Complete survey: Marketing and the E&I -  suggestions of the updates for the questions will come from us.
4. Improvements in new Project

initial proposal: 

[1] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/add-open-telemetry-support-for-apache-airflow/cfp/ 

[2] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/convert-airflow-local-development-environment-bree/cfp/

[3] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/create-rest-api-for-apache-gora-functions/cfp/

[4] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/implement-distributed-tracing-for-apache-activemq-/cfp/

[5] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/rewrite-github-action-workflows-to-python/cfp/

Mentors in mentors ML (1 mentee per project):

• Jarek: subscribed 
• Nasser: subscribed 
• Eladkal: to be subscribed 
• Kevin: subscribed 
• Clebert: to be subscribed 

New Proposal for Improvement: Dashboard - how to show currently invisible contributions

• easier to promote in other PMCs
• The project is for creating the intervention, which involves two steps:
  • collect data with pre-/post-survey (only Apache Beam) - to see if improvement worked
  • developing the dashboard and data collection for the dashboard
• The project does not include other PMCs in this round - but we will write the documentation on how to establish it in other PMC

TODO:

• Georg: Send Survey instrument (front page and questions and everything) as a Google Doc for comments to Katia --or better: in Convluence
  • Katia: Get feedback and suggestions for improvements
• Georg: Send all of the messages as a Google Doc --or better: in Convluence
  • Katia: share with marketing
• Georg: Update the project plan - more time to revise survey questions, deadline March 31, 2023
• Georg: Add Improvement description and plan – Coordinate between Anita and Bitergia
• Anita: Talk with Bitergia about current Dashboard design
• Georg: Figure out license for the Dashboard that is built
• Anita: Think through the Dashboard and what is will be (think deeply)
• Anita: Get Confluence set up

Georg's notes before we created the Confluence page:

- Google/ASF signed contract
- Needed 2nd review and amended contract
- New deadline: 31st of March 2023
- Bitergia/ASF contract needs to be reviewed with Marketing

## Apache Way modus operandi
- Add in the "deliverable" understanding what the Apache Way is
  - Everyone who participated in the past was changed out - new people took on role - the way things are seen is now different - previous board was happy with the report and what was done
  - Want to include in the report that the Apache Way is explained - show how things work
  - Jo had commented on the report on the report that the Apache Way needs to be explained better
  - The "new report" will need to focus on the Apache Way as the modus operandi. 

## Update the survey
- Anita: Help from ASF with survey questions - Jo or Katia - someone needs to approve "this is Apache Way
  - Katia: Need to revise questions
  - Georg: need to update contract to include revising survey questions -- 
- Katia: Write report first with placeholders for data - insert data after collecting the data
  - Katia? : is there a link with the questions without comments (TODO - new google doc to share)
    - Katia will share with board and get input on what should be changed
  - concern is to open it to the ASF too early - first get criticism from small group before opening to larger group
  - before marketing wasn't involved until afterward, this time, we involve marketing form beginning

## All messaging
- (TODO) compile full messaging that was shared and sent - emails, survey intro, reminders, invites
- Maybe use #edi-research again
  - Need to have Justin Mclean and Jo (and anyone else with a strong opinion)
- We try to use Confluent for shared documents and meeting notes

## Improvement in new project

• Apache Beam has to be included 
• Proposal was to improve mentorship, use experience from Outreachy, but Beam is not participating

## Contract

• Need to mention Google
• Need to confirm license of work
• 2 reports
• Apache Way as a main concept
• revise survey

Dashboard capabilities

• gender indication
• retention rates
• code contributions vs non-code contributions 
• issue tracking 
• bitergia tooling 
• design of the dashboard done by Anita's team. ideal case Beam should contribute to the design.
• the goal is to promote recognition of the contributions by the members of the PMC. 
• Data schema of Bitergia Analytics dashboard (link)
• Kevin, part of Beam PMC, offered to help with the project, but best to limit the time requirement
• software to monitor is a reference. collecting software is opensource. 
• Asks for Apache Beam PMC
  • Review the Dashboard, provide feedback, provide suggestions
  • Put the dashboard on the Beam website, if they want the dashboard to be external (Anita's hope) – encourage contributors by showing that their contributions are seen and valued. // Apache Marketing may want to make the dashboard internal only because the data is not under control and may show unfavorable numbers. // Do an internal dashboard only would not allow for a scientific investigation of whether the dashboard is helping improve the project through there transparency the dashboard provides. // The PMC has 50-ish people and the dashboard would be visible to all PMC members. // The improvement could be that the PMC has taken action based on the dashboard.
  • Help with identifying the gender of members

review: 

https://www.apache.org/theapacheway/

https://docs.google.com/document/d/1SxLcCrZCKIDv_CWizPdU5_oh_MVKbjbAzk5VT3F9V0w/edit

https://docs.google.com/document/d/1xDe_qx1JX4PBVBn13ShLeK1WW21SREgXWzmFG_X-hA0/edit

https://docs.google.com/document/d/1SxLcCrZCKIDv_CWizPdU5_oh_MVKbjbAzk5VT3F9V0w/edit

Launch Plan - The 2020 ASF Community Survey

https://docs.google.com/document/d/1s0TVBFf-KvOTl3IejI2FFOOTdkugZlX_ptnN6YWMFN0/edit#

Action Item:

• Survey Design: OSU: to write rationale for every question in the survey. 
  • Survey Design: OSU: Keep the survey as a user would see/ add front matter
  • Survey Design: Close all current comments
  • Ready for our next meeting (1 week - April 7): 
• Katia, contact the working group and open the survey for discussion for 15 days. April 7th send the survey. 
• Luis/Mariam+Steve: have a training Bitergia toolware session
• Dashboard: OSU: Prelim (paper) dashboard and data to include 
  • Paper prototype: ready in 2 week (April 14th)
• Katia, contact Kenn to get a contact point/feedback on what they want with the dashboard. 
• Luis, review GDPR checks for the dashboard at 2022 ASF Community dashboard - Launch Plan. Review the checks and modify what is needed.