Planning and executing a focused Sprint that actually addresses a blocking area and helps move an Open Source Project forward

Core Conversations

YesCT

Cathy Theys

@YesCT

drupal.org/u/yesct

BlackMesh

pwolanin

Peter Wolanin

drupal.org/u/pwolanin

Acquia

Planning and executing a focused Sprint that actually addresses a blocking area and helps move an Open Source Project forward

We will discuss this in general, using getting Drupal 8 released as an example

Background: Drupal 8 release plans
Examples of successful sprints: Ghent, New Jersey
Planning the sprint
What should happen at the sprint
D8 Accelerate Program

structure of the talk:
30 minutes presentation,
30 mintues discussion.
please write down your thoughts and questions during,
so you will remember them.

audience

decision makers in organizations that want to do something to help release happen faster, want to host or sponsor a sprint
local organizers that want to do something to help release happen faster, want to know if them holding a sprint would help, and how it might be different than organizing their typical events. or thinking about adding a focused sprint to a camp.
contributors want to know what happens at this kind of sprint, want to know if attending is something they should try and do, and what it would be like
contributors to other free software projects who want insight into what the Drupal is doing and how it works
organizers of past focused sprints who want to add their knowledge
contrib maintainers who are thinking about D8 upgrade or feature sprints
project managers who think their skills are not needed, but who could contribute to getting release to happen faster

If you fit this audience think you will get something valuable out of the talk.

Not the audience

not-yet contributors, have heard of sprints, want to know what the big deal is about sprints
business, sales, and marketing people who are not making the money decisions

... are welcome but not might be getting what they thought they would get out of attending the talk
Totally ok to get up and move to another talk.

Goals for This Talk

Helping speople planning sprints this summer, hoping to help get D8 released or a module upgraded will know the things that will help them with their goal
provoke conversation
give some opinions about what makes a successful sprints that other people rarely say out loud
collectively learn more things about what makes sprints effective from the conversation part
Improbe the longer advancement

contrib
8.1.x

Moving an open source project forward

Sprint

DrupalCon

Focused sprint

Background: Drupal 8 release plans

Release cycle diagram from https://www.drupal.org/core/release-cycle

Things we can agree on

Venue

dedicated space

electricity

tables

drinks

natural light

writing boards

climate control

parking

Internet

Food

Convenience and quality matters

Community building

continuity of group between sprints
make it fun: organize things in physical space. papers. posters. stickers.
outings around the sprint -- dinners together, local tours, etc.
t-shirts or more lighthearted identifiers (we've had electrical tape, aprons, leis, and even bunny ears recently) for sprint leads and participants
chocolate or specialties from the country people are from
build some local color into the schedule for the out of town people

Looking Back

Montage of logos from recents Drupal events and sprints

Things you might not know

Triggers

person + burning interest
maintainer aware of gaps
funding

Planning and Preparation is Key

Identify a broad Topic and Specific Goals

Triage Issues Ahead of Time

Have a Committer

Example timeline

week -3
week -2
week -1

week -3

scoping focus
identify and invite attendees

week -2

2 hangouts 1-1.5 hours

week -1

hangout
have initial debates
so that the first part is not with people coming up to speed
1-2 people domain experts already start working on issues, blockers, prerequisite, choke points

Hours and Funding

hours

logistics, big idea, plans: 9 hours * 4
actually working on issues: 10 hours * 4

example funding

grant
camp (comp'd tickets, event food)
airplane/hotel: daniel, wim, alex, jess, tim
travelish/hotel: kalpana, matt
peter, cathy

At the Sprint

track key issues

make sure updates get posted on the issue

(patches, questions, answers, documenting conversaitons)

during the day
before (leaving for) dinner
because those people's future selves (the next day) will be thankful, and also, there are other people around the world that should have access to the information in the room (sometimes they work on and review an issue) whild the on-site group is eating, taking a break, or sleeping. they cannot if updates are not posted in the canonical public place: the issue

check-ins during the day

daily update

Follow-up

Communicate what happened

Check on issues that got close but not committed

D8 accelerate

Controversial things

Initialize

before you pick a date
initialize (seed) the group with key people
finalize the date base on those people

closer to release more important
make a list of you must have people
the first people to confirm can have effect on the date of the event. make sure they will be there.
organizer (or maybe one of the first key people confirmed) has an existing open communication channel with a committer
there is a time period of picking the date, where the organizer is temperature test if it is possible they could come. and then there is a time where the organizers confirms people can really attend. for sure.
publishing the names of individuals who have confirmed to attend will affect the next round of key people say they will attend

Committer Communication

a planner
an attendee

Ask Particular People

ask
say no

ask particular people to attend
do not invite distracting or difficult people with a history/pattern of disruptive behavior
say no. it is ok to exclude people based on skill level. redirect them to another event that will be a better match for them
2 out of 10 had experience contributing (to the project (core)) but not yet key domain specialists. further away from release, ratio can be more weighted toward people with less domain specialities, and newer contributors

Focus Means Not Mixing in Mentoring

Participants Need to Trust the Time Will be Productive

Project Manager

current demands or organizing a sprint and being the on site sprint lead and documenting and following up after: put tooooooo much pressure on one person to be good at all the things
project manager for the sprint. past successful sprints have had a key person who is both a domain expert and has project manager skills. When it is the same person, it puts more demands and stress on a person. In the same way we want experienced contributors, we need project managers with experience with core.

what might be the cost of paying? $100*8 * number of days. plus airplane and hotel. $3200 + $600 + $120 * 4 = $4300

*moar* logistics handling by someone, the DA?
expert logistical staffing

The Human Element

Lingering Tasks

Conversation ... your thoughts?

Sprint: Friday

Sprint with the Community on Friday.

We have tasks for every skillset.

Mentors are available for new contributors.

An optional Friday morning workshop for first-time sprinters will help you get set up.

Follow @drupalmentoring.

Sprinter and mentors at DrupalCon Austin

https://www.flickr.com/photos/amazeelabs/9965814443/in/faves-38914559@N03/

Planning and executing a focused Sprint that actually addresses a blocking area and helps move an Open Source Project forward

Core Conversations

YesCT

Cathy Theys

@YesCT

drupal.org/u/yesct

BlackMesh

pwolanin

Peter Wolanin

drupal.org/u/pwolanin

Acquia

Planning and executing a focused Sprint that actually addresses a blocking area and helps move an Open Source Project forward

Goals for This Talk

Moving an open source project forward

Sprint

DrupalCon

Focused sprint

Background: Drupal 8 release plans

Things we can agree on

Venue

dedicated space

electricity

tables

drinks

natural light

writing boards

climate control

parking

Internet

Food

Convenience and quality matters

Community building

Looking Back

Things you might not know

Triggers

Planning and Preparation is Key

Identify a broad Topic and Specific Goals

Triage Issues Ahead of Time

Have a Committer

Example timeline

At the Sprint

track key issues

make sure updates get posted on the issue

check-ins during the day

daily update

Follow-up

Communicate what happened

Check on issues that got close but not committed

D8 accelerate

Controversial things

Initialize

Committer Communication

Ask Particular People

Focus Means Not Mixing in Mentoring

Participants Need to Trust the Time Will be Productive

Project Manager

The Human Element

Lingering Tasks

Conversation ... your thoughts?

Sprint: Friday

What Did You Think?

Evaluate this session events.drupal.org/node/819

Thank you!