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Charter Process

Each HCA DCP project must have a charter that specifies its scope, responsibilities, and leadership roles.

The charter process provides a simple and consistent path for new projects to be formed that align with the direction and priorities of the HCA DCP.

What are the roles in the Charter process?

  • Authors are DCP community members.

  • Approvers for charters with governance or process deliverables are the Project Leads and Product Owners from DCP PM.

  • Approvers for charters with software deliverables are the Technical Leads from DCP Architecture.

  • Reviewers are DCP community members, including both software developers and users.

  • Science Reviewer is the DCP Science PM in coordination with HCA Science Governance.

Proposing Charters

Authors:

  • Fork the HumanCellAtlas dcp-community repository

  • Make a subdirectory named charters/MyProjectName

  • Copy charters/charter-template.md to charters/MyProjectName/charter.md

  • Fill in the charter with attention to detail

  • Submit a pull request. Add the "charter-community-review" label

  • Add a minimum two week last call for the completion of the Community review to the top-level summary comment in the charter pull request.

    EXAMPLE

    April 1: Last call for community review

  • Request a Community review of the charter on the HumanCellAtlas #dcp slack channel. Include a link to the charter pull request and the last call deadline:

    EXAMPLE

    @channel: Call for community review of the Data Store charter - HumanCellAtlas#8 - Last call is April 1.

DCP PM:

  • If there is a Scientific "guardrails" section in the charter:

    • Assign the Science Reviewer as a reviewer of the pull request

    • Add the "science-review-required" label

    • Add a two week last call for the completion of the Science review to the top-level summary comment in the charter pull request.

      EXAMPLE

      April 5: Last call for science review

    NOTE: The Science review occurs in parallel to the Community review.

Reviewing Charters

Approvers:

  • May assign specific reviewers in the charter pull request

Reviewers:

  • Feedback is added to the pull request comment thread by community members.

Science Reviewer:

  • When the feedback from the Science review is addressed, replace the "science-review-required" label with "science-review-completed".

Authors:

  • Revise the charter pull request in response to feedback and push new commits

  • When all issues are addressed and any required Science reviews are complete:

    • Summarize the review discussion for the Approvers in the top-level summary comment in the charter pull request

    • Add a minimum one week last call for the completion of the Oversight review to the top-level summary comment in the charter pull request.

      EXAMPLE

      April 1: Last call for community review

      April 22: Last call for oversight review

    • Replace "charter-community-review" with "charter-oversight-review"

  • For charters with software deliverables, request an Oversight review of the charter on the HumanCellAtlas #tech-architecture slack channel. Include a link to the charter pull request and the last call deadline

    Add the charter as an agenda item to the next DCP Architecture meeting

  • For charters with governance or process deliverables, request an Oversight review of the charter on the HumanCellAtlas #dcp-project-mgmt slack channel. Include a link to the charter pull request and the last call deadline:

    EXAMPLE

    @channel: Call for oversight review of the Data Store charter - HumanCellAtlas#8 - Last call is April 22.

    Add the charter as an agenda item to the next DCP PM meeting

    NOTE: Oversight review is limited to Approvers. Further community reviews during this period may be disregarded by the Author(s).

Approving Charters

Approvers:

  • At the DCP PM or DCP Architecture meeting, review the summary comment. If there is rough consensus to approve the charter, replace "charter-oversight-review" with "charter-approved"

  • Merge the pull request

  • Announce the approval of the charter on the HumanCellAtlas #dcp slack channel. Include a link to the merged charter:

    EXAMPLE

    @channel: DCP Architecture approved the Data Store charter - https://github.com/HumanCellAtlas/dcp-community/blob/master/charters/DataStore/charter.md

  • Ensure that the Project Lead and Product Owner for the charter are included in DCP PM team mailing list and are members of the HumanCellAtlas #dcp-project-mgmt slack channel

  • Ensure the Technical Lead for the charter is included in the DCP Architecture mailing list and is a member of the HumanCellAtlas #tech-architecture slack channel

Requesting substantive changes

Approvers:

  • At the DCP PM or DCP Architecture meeting, review the summary comment. If substantial changes are requested, then replace "charter-oversight-review" with "charter-community-review".

Authors:

  • The Author(s) must address the changes before requesting a community review and returning the charter to the community review process.

Rejecting Charters

Approvers:

  • At the DCP PM or DCP Architecture meeting, review the summary comment. If there is rough consensus to reject the charter, replace "charter-oversight-review" with "charter-rejected", and close the pull request with the rationale in the comment.

  • Announce the rejection of the charter on the HumanCellAtlas #dcp slack channel. Include a link to the charter pull request:

    EXAMPLE

    @channel: DCP Architecture declined the Data Store charter - HumanCellAtlas#8

Appealing Charter Decisions

Any DCP community member may appeal all charter decisions by Approvers (approval, changes requested, or rejection) by sending a message to the DCP PM mailing list ([email protected]).

The message should demonstrate a clear rationale for the appeal, referencing community discussion as needed to support the position.

DCP PM must review the appeal, resolve it in a manner of its own choosing, and respond to the original message on the DCP PM mailing list within two weeks.