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CWG IANA Stewardship Transition |
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Step-by-Step Process for a CWG Design Team |
Definition
A Design Team is a small group of qualified[1] people formed around a highly specific issue, with a clear deliverable and with a time limited schedule that is part of the critical path[2].
Life Cycle of a Design Team
The following is a description of the work plan and process for the life cycle of a Design Team:
Defining the issue: the issue should be communicated in less than one page in the Request for a CWG Design Team. The issue should be relevant, clear, specific, and critical to the success of the overall project.
Creating the Design Team: the co-Chairs will oversee the creation of all Design Teams, with input from the CWG. Once agreed, the Design Team will be assigned a unique Design Team number. A register of Design Teams and related issues will be kept by support staff and publicly available on the Wiki.
Relationship to CWG
A Design Team should deliver work in a short period [2 weeks or less] according to the set mandate and will be dissolved after delivery of work product. Results of a Design Team need to be approved by the CWG participants prior to integration into the evolving CWG Transition Proposal. Key points about the relationship to the CWG:
- The output of a Design Team is input to the CWG, not a final document. Such a document must not be considered as more important than any other input to the CWG
- For a work product to be considered by the CWG the Design Team must publish it to the CWG list at least 24 hours prior to the meeting being held
- Design Teams that complete their work will be disbanded and new ones will be created to address new issues and points of convergence as the CWG continues to develop the Transition Proposal
- Failure of a Design Team to deliver will affect the overall project schedule
In addition, any participant can write an alternative proposal and ask the CWG to consider it. In the case of competing proposals the decision on which document to work further on must be made by the CWG. However, if Design Teams work as intended, their output will be of a quality that speaks for itself.
Composition
The proposal for a Design Team must include:
- A lead participant responsible for delivering the work product to the CWG
- A list of potential participants as well as their Statement of Interest (SOI) and qualification for the design team (1 paragraph)
The Design Team Lead is responsible for coordinating the work, updating the CWG at its weekly meetings and most importantly delivering the results.
Unless there are clear requirements to the contrary a Design Team should typically involve [5] participants but not more than [7].
Work Methods
Each Design Team will be assigned a mailing list for its discussions. Only members of the Design Team will be allowed to post to the list but the archives of the list will be public. It is expected that most of the work can be carried out via the mailing list and online document editing. Documents need to be in Microsoft Office format/s.
There will be limited support for Design Teams unless otherwise arranged. Teleconferences and a virtual meeting room will be available, but must be scheduled with staff in advance and are subject to availability.
Staff may be able to offer writing and research support but this has to be pre-arranged.
If the Design Team encounters an issue that will make it impossible to work to the agreed time, this must be communicated to the co-Chairs promptly. Issues will be logged into the CWG Design Team list.
Step 1 | Proponent / Lead completes the template (see Annex I) with all of the minimum required information; proposed title, summary description, detailed description, proposed membership (description of expertise required, e.g. ccTLD registry rep, technical expert) and reference to relevant section of the draft transition proposal |
Step 2 | Proponent / Lead submits the completed template to the CWG mailing list |
Step 3 | Co-Chairs of CWG review template for completeness and may ask proponent / lead for additional details prior to further review |
Step 4 | Co-Chairs of CWG to review proposal within two working days of receiving the proposal, taking into account any comments or suggestions that may have been received on the CWG mailing list in response to the DT proposal |
Step 5 | Co-Chairs of the CWG share their recommendation on whether to proceed with the DT or reject the DT proposal stating their rationale for doing so with the CWG |
Step 6 | If the recommendation is to proceed with the DT, the Co-Chairs will assign the DT a priority from 1 to 3, where 1 is the highest level |
Step 7 | Priority 1 recommendations will move forward to a call for volunteers. Call for volunteers will close after two working days (23.59 UTC of the second working day) |
Step 8 | Volunteers for the DT are expected to share their Statement of Interest (SOI) or provide a link to the existing SOI as well as their qualification for the DT with the CWG mailing list (SOIs will also be linked on the Wiki) |
Step 9 | The Co-Chairs, in co-ordination with the DT Lead, will review the volunteers that have come forward and determine the membership of the DT, ensuring sufficient expertise and a balanced membership (Note: a DT should typically involve at least 5 participants, but not more than 7) |
Step 10 | The DT will be convened by the DT Lead as soon as possible to commence its deliberations and is expected to report back to the full CWG on a regular basis (at least once a week, during a full CWG call). |
Step 11 | The DT will submit proposed language for inclusion in the relevant section of the draft transition proposal, for review by the CWG, ideally within 2 weeks from start |
Step 12 | If generally accepted by the CWG, the agreed language will be included into the transition proposal and the DT decommissioned (unless there are other linked tasks that need to be completed) |
Notes:
- Proponents / Leads are expected to have reviewed the draft transition proposal V2.0 to ensure that the proposed DT is relevant to completing the draft transition proposal;
- Proponents / Leads are encouraged to make sure that the scope is as narrow and specific as possible to allow for progress in a short timeframe (if additional work is foreseen on the same topic, this could be identified in the proposal as subsequent steps for the same DT);
- Volunteers for DTs are expected to be able to commit the necessary time to participate actively in the DT (for those interested in observing the conversations, please note that the mailing lists are publicly archived and any calls will be recorded and transcribed);
- Volunteers may be existing members / participants of the CWG or external volunteers that meet the requirements. However, to ensure that the DT is familiar with previous discussions and materials, at a minimum the DT lead is expected to be a CWG member or participant;
- The Co-Chairs will make a determination of how many DTs can be in operational simultaneously. It is the expectation that no more than three DTs will be in operation at the same time. If one DT completes its work, the Chairs will review which DTs are in the funnel and should proceed next (by priority).
Annex I – DT Proposal Template
Design Team Name | [Provide a name for your design team] |
Draft Transition Proposal Reference | [Provide the reference to the section in the draft transition proposal which the Design Team’s work would be focused on] |
Summary Description | [Provide a summary description of the scope and expected deliverables of the Design Team] |
Detailed description | [Provide a detailed description of the scope and expected deliverables of the Design Team] |
Proposed Membership | [Provide proposed membership composition of the Design Team, e.g. 2 ccTLD registry representatives, 1 technical expert] |
Proposed by / Lead | [Provide name of proposer / lead] |
[1] “Qualified” was defined on the CWG 19 February call as the combination of relevant expertise and commitment to time required.
[2] The term Design Team comes from the IETF and more information on this can be found at http://www.ietf.org/iesg/statement/design-team.html
For further reference please see:
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