Bi-weekly summary of handbook changes

Announcements - Public
9

@team

Summary of merge requests for opencraft/documentation/public from 2022-06-28

Merge request: [BB-6453] Bump pip-tools
Description: The CI process was broken due to pip and pip-tools being incompatible.

It seems the docker image for python:3.8 just got upgraded to 3.8.13 and pip to 22.0.4 which is incompatible with pip-tools 6.4.0

This MR bumps pip-tools to 6.7.0 which is compatible.

Author: Paulo Viadanna

For more details visit: #453.

Merge request: Update Navin as core member and removing Sandeep
Description: Updating Navin as the core member and removing Sandeep.

Author: Saksham Agrawal

For more details visit: #452.

1 Like
10

@team

Summary of merge requests for opencraft/documentation/public from 2022-07-12

Merge request: docs: add documentation about firefighting task creation automation
Description:

Author: Kaustav Banerjee

For more details visit: #459.

Merge request: [STAR-2504] fix: Broken navigation links
Description: Quick fixes for a few broken navigation links as a follow-up to this MR.

Jira Ticket: Log in - OpenCraft

Author: Fox Piacenti

For more details visit: #458.

Merge request: [STAR-1746] Update recruitment documentation
Description: This MR improves and updates documentation on how we proceed with recruitment steps.

Author: Gabriel D’Amours

For more details visit: #457.

Merge request: [STAR-2622] Update candidate selection steps
Description: Clarify role and steps for the Admin Specialist in the selection steps.

Author: Gabriel D’Amours

For more details visit: #455.

Merge request: feat: auto migrate zoom recordings
Description: This MR implements a script to automatically migrate zoom meeting recordings to google drive.

The plan is to have the script run automatically every week (tentatively) using Gitlab schedules feature.

Following features are included:

  • Migrate meetings from multiple zoom accounts based on provided config (environment variables).
  • Supports filtering meetings based on topic regex pattern, start and end date.
  • Email notification about the process result i.e. uploaded/failed videos for each account.
  • Uploads videos to designated folder in drive for each account.
  • Added a section about automation in handbook with instructions about running the script

Supporting information

Testing instructions:

Please follow the instructions provided here to test the script locally.

Rendered instructions can be found in automation/migrate_zoom_recordings.html section of the preview in MR

Post merge checklist:

  • [x] Update current scheduled jobs to include PROCESS_NAME variable
  • [ ] Add/update gitlab ci/cd variables
  • [x] Create a new schedule for this process

Author: Navin Karkera

For more details visit: #454.

Merge request: [STAR-2302, STAR-2504] Revise Business Development, DD, add Value Proposition.
Description: This MR revises Business Development Processes, specifically the sales process. The revisions involve working with the Epic Planning and Sustainability Manager, processes for Client Owners to become more involved in sales, and some significant changes to the Discovery Duty role.

This MR also introduces the Value Proposition Template and processes surrounding its creation and maintenance, and several smaller tweaks.

JIRA tickets: Log in - OpenCraft Log in - OpenCraft

Author: Fox Piacenti

For more details visit: #447.

2 Likes
11

– Removed – This automated post was made in error, but I can’t figure out how to delete it (yet)

12

@team

Summary of merge requests for opencraft/documentation/public from 2022-07-26

Merge request: docs: Add executive summary to sales section.
Description: This MR adds an example executive summary to the handbook.

Author: Fox Piacenti

For more details visit: #466.

Merge request: feat: auto migrate zoom recordings
Description: Fix accidental removal of commit a6ef28637da29c5cddfcf934fb3b5a7c5f7b4af6 in 5b4334c306f0f2f6bb9108c7e99c9bdec3e22422.

Author: Navin Karkera

For more details visit: #463.

Merge request: docs: add section to include relevant repositories in task description
Description: Includes a section in the standard task description template in our handbook, for the task reporter to include the repository/branch details where-ever relevant/possible during task creation.

Jira: BB-6472

Author: Navin Karkera

For more details visit: #461.

Merge request: [STAR-2578, STAR-2636] Adjust firefighting rules to reduce stress and improve coverage.
Description: - Add recommendations for handling scenarios where pre-allocated FF hours aren’t sufficient.

  • Make firefighting rules more flexible by allowing cell-specific defaults for total volume of firefighting hours and number of firefighters per sprint.
  • Record cell-specific rules for Bebop.

Also, refactor end extend existing documentation on firefighting:

Tickets

Related PRs

Test instructions

  • Read the following sections in the rendered version of the changes and make sure that the formatting is appropriate and that links work correctly:
    • Cells > Cell Budgets > Firefighting and cell budgets
    • Cells > Cell-Specific Rules > Bebop
    • Processes > Firefighting (new page)
    • Roles and Expectations > List of roles > Firefighter

Reviewers

Author: Tim Krones

For more details visit: #456.

1 Like
13

@team

Summary of merge requests for opencraft/documentation/public from 2022-08-09

Merge request: fix: remove dat from handbook list
Description:

Author: Arunmozhi

For more details visit: #471.

Merge request: fix: set test environment prefix
Description: Set env prefix for test environment to avoid clashing with production env variables.

Author: Navin Karkera

For more details visit: #470.

Merge request: docs: fix markdown formatting
Description: ## Description

Fixes a few markdown formatting issues in handbook

Supporting information

Link to other information about the change, such as Jira issues, GitHub issues, or Discourse discussions.
Be sure to check they are publicly readable, or if not, repeat the information here.

Testing instructions

Please provide detailed step-by-step instructions for testing this change.

Deadline

“None” if there’s no rush, or provide a specific date or event (and reason) if there is one.

Other information

OpenCraft Internal: BB-6536

Author: Kaustav Banerjee

For more details visit: #469.

Merge request: feat: retrospective meeting migration
Description: Migrates sprint retrospective meeting from zoom to google drive and posts the link to respective cell forum.

Test instructions

You can find successful run of this new schedule here

To test locally:

  1. Launch any retrospective meeting from opencraft calendar. Let it start recording and then leave.
  2. export environment variables locally (ignore DISCOURSE_API_*, it is handle by DISCOURSE_CONFIG), ref
  3. Make sure to set DEBUG=True
  4. run make migrate_retro_meetings
  5. Inspect drive folder for uploaded video.
  6. Check forum post printed in console.
  7. Finally delete the retrospective meeting from zoom recordings either from zoom ui or run the above script with DEBUG=False and make sure to change discourse config to something random.

Other information

Private-ref: BB-6586

Post merge checklist

  • [ ] Update env variables
  • [ ] create new schedule for retro migration

Author: Navin Karkera

For more details visit: #468.

Merge request: docs: minimize exposure of private links in public PRs and commits
Description: ## Description

It is important that all information which is valuable for context about changes from PRs/commits should be publicly available in those PRs and commits for all community members to access and not be behind private links.

As per this change to OEP-51 and this discussion, the Open edX community is trying to ensure that private links and references are not included in the subject lines of the PRs and commits. Further such private references should only be present at the footers of the commit messages with them being tagged as such.

This MR adds/tweaks revelant sections in our handbook, so that we follow the recommendations of the community for our upstream PRs and commits as well.

Supporting information

Link to other information about the change, such as Jira issues, GitHub issues, or Discourse discussions.
Be sure to check they are publicly readable, or if not, repeat the information here.

Testing instructions

Please provide detailed step-by-step instructions for testing this change.

Deadline

“None” if there’s no rush, or provide a specific date or event (and reason) if there is one.

Other information

OpenCraft internal ticket BB-6536

Author: Kaustav Banerjee

For more details visit: #465.

1 Like
14

@team

Summary of merge requests for opencraft/documentation/public from 2022-08-23

Merge request: docs: client strategy tickets scheduling was automated
Description: Changed wording to indicate that client tickets will be scheduled
automatically once a quarter, instead of client owners having to do it
manually.

Private-ref: BB-6257

Author: Maxim Beder

For more details visit: #474.

Merge request: Remove Pro & Teacher Plan
Description: ## Description

This MR removes the Pro & Teacher plan, leaving only an explanation as to what it was.

Supporting information

Other information

Also tweaked the sustainability section to match our decision to still offer courses.opencraft.com up for community course projects.

Author: Fox Piacenti

For more details visit: #472.

Merge request: [STAR-1746] Added link to Billing onboarding document
Description: Added link to Billing onboarding document → Files · master · opencraft / documentation / public · GitLab

Author: Gabriel D’Amours

For more details visit: #464.

15

@team

Summary of merge requests for opencraft/documentation/public from 2022-09-06

Merge request: [STAR-2754] Fix links for Value Proposition Template and Client Briefing Template
Description: ## Description

This fixes links in the repo to template files.

MkDocs does not render Markdown files which aren’t in the navigation. Rather than attempt to fix this bug, we’re elevating it to ‘feature’ since we don’t want to use the same rendering theme that the rest of the handbook does, and GitLab already provides one. So, included are updated links and an updated way to build new links in case other files in this repository need to be used in a similar way.

Testing instructions

Use the ‘view app’ button on this MR, and browse the tree to verify the new README runs correctly. Also you can build locally (after initial setup, see the repo README) with make run and test there.

Author: Fox Piacenti

For more details visit: #475.

16

@team

Summary of merge requests for opencraft/documentation/public from 2022-09-20

Merge request: fix: use resumable google uploads

Description: Using resumable=true will upload files in chunks which defaults to 104857600 bytes i.e. 104 mb.

Author: Navin Karkera

For more details visit: #476.

Merge request: [STAR-2688] Update handbook to match plans for addressing sustainability issues.

Description:

  • Apply changes from STAR-2602 and corresponding forum discussion to the handbook.
  • Complete steps for retiring DevOps Specialist role.
  • Apply small drive-by fixes.

Tickets

Test instructions

  • Changes from STAR-2602 are in 4c54b0d563eefbbba84786b1725fb42952faa6ba. Review this commit separately and confirm that the process changes triggered by STAR-2602 are reflected in the text.
  • Check preview deployment of changes for any rendering issues.

Reviewers

Author: Tim Krones

For more details visit: #467.

17

@team

Summary of merge requests for opencraft/documentation/public from 2022-10-18

Merge request: [STAR-2185] docs: Improve warning for opencraft.yml
Description: ## Description

This Merge request clarifies what the opencraft.yml file should and shouldn’t be used for in automation.

Supporting information

Discovery Document for Identity Management

Jira Ticket

Author: Fox Piacenti

For more details visit: #478.

1 Like
18

@team

Summary of merge requests for opencraft/documentation/public from 2022-11-15

Merge request: docs: adds Retrospective section to Epic Management
Description: Adds a section to Epic Management called “Retrospective”, with a link to the proposed epic retro template.

This change elaborates on the final bullet point under “Epic Checklist” in the Epic description template.

See FAL-3121 for some context.

Testing instructions

  1. Read through the Epic Management > Retrospective text added by this change, and ensure it is accurate and formatted correctly.
  2. Read through the proposed epic retro template and comment if anything should be added/changed.

Author: Jillian Vogel

For more details visit: #482.

Merge request: [STAR-2801] Adjust information about budget update workflows
Description: Documents new workflows enabled by BB-6629 in the handbook, adjusting existing information as necessary.

In terms of process refinements, the division of responsibilities between the administrative specialist and sustainability managers changes as follows:

  • The administrative specialist is now responsible for setting budgets for fixed-price accounts (including maintenance).
  • Sustainability managers remain responsible for retroactively adjusting monthly budgets for fixed-price accounts (excluding maintenance) to match actuals (as necessary).
  • The administrative specialist is now responsible for updating budgets for fixed-price accounts with recurring monthly budgets. This is necessary if the number of hours invoiced per month changes.
  • The administrative specialist is now responsible for retroactively adjusting automatically-generated budgets for regular accounts (i.e., billable accounts that aren’t bound to a fixed budget). This is necessary if the number of hours invoiced for a specific month ends up differing from the number of hours logged over the course of that month.

Also fixes some typos, adds a missing link, and removes some outdated content.

Tickets

Test instructions

  • Read over diff and check out rendered changes here.

Reviewers

  • [x] @gabrieldamours

Author: Tim Krones

For more details visit: #481.

Merge request: fix: remove Saksham as recruitment manager
Description:

Author: Arunmozhi

For more details visit: #480.

Merge request: refactor: use oauth2 with real user for google api
Description: Service accounts have a fixed limit of storage set to 15GB after which
uploading fails with storagequotaexceeded error. By using a real user to authenticate with API’s we can overcome this limitation.

Caveat: We need to run the script locally first to fetch oauth2 token and set it as env variable.

Author: Navin Karkera

For more details visit: #479.

1 Like
19

@team

Summary of merge requests for opencraft/documentation/public from 2022-12-13

Merge request: [STAR-2903] Add/Update documentation on how to configure/track sustainability targets
Description: SprintCraft’s new functionality from BB-6571, as well as adjustments to sustainability calculations from the same ticket, affect workflows around sustainability tracking at the cell and company level.

This PR updates relevant parts of the handbook to reflect the new workflows.

It also fixes some typos and removes private links.

Tickets

Related PRs

Test instructions

  • Read over diff and check out rendered changes here.

Reviewers

  • [x] @gabrieldamours

Author: Tim Krones

For more details visit: #483.

20

@team

Summary of merge requests for opencraft/documentation/public from 2022-12-20

Merge request: [STAR-2872] Add kickoff meeting to Business Development Specialist expectations.
Description: ## Description

This MR adds setting up and attending the kickoff meeting to the Business Development Specialist’s expectations.

Supporting information

https://tasks.opencraft.com/browse/STAR-2872

Author: Fox Piacenti

For more details visit: #484.

21

@team

Summary of merge requests for opencraft/documentation/public from 2022-12-27

Merge request: docs: Support Cell social chat.
Description: This MR updates current practice for support cell sprints, as well as adds a procedure for social chats.

https://tasks.opencraft.com/browse/STAR-2866

Author Notes

I’ve added @gabrieldamours as Sprint Manager backup, since in practice he is usually the person who handles the sprint if I’m away. I’m assuming this should be fine, though this change also introduces a responsibility on support cell sprint managers to handle the social chat by default.

This change also removes the sprint retrospective from the procedure. Since we haven’t been doing that, it shouldn’t be in the handbook. We typically do some light retrospective work in each synchronous sprint meeting, so this may be sufficient for now, but if needed I could create a follow-up ticket for making a new retrospective procedure. My suspicion is that such a procedure would be better created after moving the team to async so we can more closely mimic how the other team does it (synchronously) without adding an additional meeting.

Author: Fox Piacenti

For more details visit: #485.

Merge request: [STAR-2872] Add kickoff meeting to Business Development Specialist expectations.
Description: ## Description

This MR adds setting up and attending the kickoff meeting to the Business Development Specialist’s expectations.

Supporting information

https://tasks.opencraft.com/browse/STAR-2872

Author: Fox Piacenti

For more details visit: #484.

22

@team

Summary of merge requests for opencraft/documentation/public from 2023-01-03

Merge request: feat: Add cell-wide tags.
Description: ## Description

This MR adds cell-wide tags to the OpenCraft YAML file. The intent is that all cell members will be given these tags in order to apply these tags uniformly across cells that are otherwise of different types. For instance, while we could (and should) create tags for ‘Support Cell Member’, ‘Project Cell Member’, and ‘Generalist Cell Member’ when assembling tags in SprintCraft, we need to be able to tag cells with similar requirements/responsibilities/roles, such as Bebop and Falcon, and sometimes Bebop, Falcon, and Serenity. This can then be leveraged by Listaflow.

This MR also fixes a typo in some of the test data.

Testing instructions

  1. make install_prereqs
  2. make test

Author: Fox Piacenti

For more details visit: #486.

Merge request: docs: Support Cell social chat.
Description: This MR updates current practice for support cell sprints, as well as adds a procedure for social chats.

https://tasks.opencraft.com/browse/STAR-2866

Author Notes

I’ve added @gabrieldamours as Sprint Manager backup, since in practice he is usually the person who handles the sprint if I’m away. I’m assuming this should be fine, though this change also introduces a responsibility on support cell sprint managers to handle the social chat by default.

This change also removes the sprint retrospective from the procedure. Since we haven’t been doing that, it shouldn’t be in the handbook. We typically do some light retrospective work in each synchronous sprint meeting, so this may be sufficient for now, but if needed I could create a follow-up ticket for making a new retrospective procedure. My suspicion is that such a procedure would be better created after moving the team to async so we can more closely mimic how the other team does it (synchronously) without adding an additional meeting.

Author: Fox Piacenti

For more details visit: #485.

23

@team

Summary of merge requests for opencraft/documentation/public from 2023-01-10

Merge request: [STAR-2821] Update recruitment steps doc
Description: Updating contract_new_hire.md following the start of 2-week trials.

Author: Gabriel D’Amours

For more details visit: #487.

Merge request: feat: Add cell-wide tags.
Description: ## Description

This MR adds cell-wide tags to the OpenCraft YAML file. The intent is that all cell members will be given these tags in order to apply these tags uniformly across cells that are otherwise of different types. For instance, while we could (and should) create tags for ‘Support Cell Member’, ‘Project Cell Member’, and ‘Generalist Cell Member’ when assembling tags in SprintCraft, we need to be able to tag cells with similar requirements/responsibilities/roles, such as Bebop and Falcon, and sometimes Bebop, Falcon, and Serenity. This can then be leveraged by Listaflow.

This MR also fixes a typo in some of the test data.

Testing instructions

  1. make install_prereqs
  2. make test

Author: Fox Piacenti

For more details visit: #486.

24

@team

Summary of merge requests for opencraft/documentation/public from 2023-01-17

Merge request: [STAR-2719] Reorganize budgeting/sustainability doc and add section about billable/non-billable work
Description: This MR does three things:

  • billable_work.md adds a new section in our handbook explaining how Billable vs. Non-Billable / Support vs. Maintenance work works, so that developers better understand the implications of each type of account (and their impact on billing and sustainability).
  • it removes the documentation related to budgeting/sustainability from epic_planning_and_sustainability_management.md , and instead creates a dedicated section for it (sustainability_management.md) for improved readability and discoverability. [<-this is out of the scope of STAR-2719, but I got the idea while doing it]
  • The section describing the types of billable accounts is moved from sustainability_management.md to billable_work.md

Author: Gabriel D’Amours

For more details visit: #488.

Merge request: [STAR-2821] Update recruitment steps doc
Description: Updating contract_new_hire.md following the start of 2-week trials.

Author: Gabriel D’Amours

For more details visit: #487.

25

@team

Summary of merge requests for opencraft/documentation/public from 2023-01-24

Merge request: [STAR-2719] Reorganize budgeting/sustainability doc and add section about billable/non-billable work
Description: This MR does three things:

  • billable_work.md adds a new section in our handbook explaining how Billable vs. Non-Billable / Support vs. Maintenance work works, so that developers better understand the implications of each type of account (and their impact on billing and sustainability).
  • it removes the documentation related to budgeting/sustainability from epic_planning_and_sustainability_management.md , and instead creates a dedicated section for it (sustainability_management.md) for improved readability and discoverability. [<-this is out of the scope of STAR-2719, but I got the idea while doing it]
  • The section describing the types of billable accounts is moved from sustainability_management.md to billable_work.md

Author: Gabriel D’Amours

For more details visit: #488.

26

@team

Summary of merge requests for opencraft/documentation/public from 2023-01-31

Merge request: [STAR-2989] Consolidating and updating admin recruitment doc
Description: This MR:

  • Moves the contents of billing_onboarding.md and contract_new_hire.md (previously found outside the handbook, at documentation/public/tutorials/howtos) to new sections in recruitment.md, to consolidate all admin-related recruitment instructions and make them available in the handbook.

  • Updates recruitment.md to reflect how billing is managed for trial projects.

Author: Gabriel D’Amours

For more details visit: #490.

Merge request: [STAR-2299] Add Fox as Developer Advocate, add processes.
Description: ## Description

This MR adds Fox explicitly as developer advocate, and documents the processes that the Developer Advocate uses.

Testing instructions

View the preview app and make sure the layout and links work.

Author: Fox Piacenti

For more details visit: #489.

27

@team

Summary of merge requests for opencraft/documentation/public from 2023-02-07

Merge request: docs: mention automation of client strategy tickets in epic management checklist template
Description: ### Description

This MR adds a mention of the client strategy tickets scheduling automation to epic management checklist template, so that client owners that setup new epics are aware of this automation and can do necessary setup steps to benefit from it.

References

Author: Maxim Beder

For more details visit: #492.

Merge request: [SE-2958, SE-248] Move Keith to Bebop
Description: … and hand backup for sprint management roles over to Gábor.

Other drive-by adjustments:

  • Change Chris’s status from contractor to core (FAL-49).
  • Fix some typos and broken links.

Tickets

Rendered changes

https://opencraft.gitlab.io/-/documentation/public/-/jobs/3761314964/artifacts/preview/index.html

Author: Tim Krones

For more details visit: #491.

Merge request: [STAR-2989] Consolidating and updating admin recruitment doc
Description: This MR:

  • Moves the contents of billing_onboarding.md and contract_new_hire.md (previously found outside the handbook, at documentation/public/tutorials/howtos) to new sections in recruitment.md, to consolidate all admin-related recruitment instructions and make them available in the handbook.

  • Updates recruitment.md to reflect how billing is managed for trial projects.

Author: Gabriel D’Amours

For more details visit: #490.

Merge request: [STAR-2299] Add Fox as Developer Advocate, add processes.
Description: ## Description

This MR adds Fox explicitly as developer advocate, and documents the processes that the Developer Advocate uses.

Testing instructions

View the preview app and make sure the layout and links work.

Author: Fox Piacenti

For more details visit: #489.

28

@team

Summary of merge requests for opencraft/documentation/public from 2023-02-14

Merge request: fix: force base-10 interpretation in post summary date check
Description: The expression which checks whether this is an even week starting from 2022-04-18 is failing in here due to bash interpreting 08 as an octal number. This fix forces base-10 interpretation for the same.

Better explanation: bash - Value too great for base (error token is "08") - Stack Overflow.

The check is now passing as seen here. Ignore the pipeline failure which is due to the job running on this branch not having access to secrets.

Author: Navin Karkera

For more details visit: #494.

Merge request: Add Open edX public roadmap entry to epic checklist.
Description: ## Description

This Merge Request adds the need to put any major changes to the platform on the Open edX public roadmap.

Author: Fox Piacenti

For more details visit: #493.

Merge request: docs: mention automation of client strategy tickets in epic management checklist template
Description: ### Description

This MR adds a mention of the client strategy tickets scheduling automation to epic management checklist template, so that client owners that setup new epics are aware of this automation and can do necessary setup steps to benefit from it.

References

Author: Maxim Beder

For more details visit: #492.

Merge request: [SE-2958, SE-248] Move Keith to Bebop
Description: … and hand backup for sprint management roles over to Gábor.

Other drive-by adjustments:

  • Change Chris’s status from contractor to core (FAL-49).
  • Fix some typos and broken links.

Tickets

Rendered changes

https://opencraft.gitlab.io/-/documentation/public/-/jobs/3761314964/artifacts/preview/index.html

Author: Tim Krones

For more details visit: #491.

Merge request: Added notes on using rsync for MySQL replicas
Description: ## Description

Added clearer notes on syncing a MySQL replica properly.

Supporting information

Author: Keith Grootboom

For more details visit: #439.