carbon-lang/proposals/p0074.md

Change comment/decision timelines in proposal process

Pull request

Table of contents

• Problem
• Background
• Proposal
• Details
  • Open Question/Bikeshed
• Alternatives considered
  • Alternative 1
  • Alternative 2
• Rationale
  • Open questions
    • Do we want to add the proposal to the core team meeting agenda when the deadline for comments is announced, or when the deadline is reached?

Problem

In the existing approval process, the deadline for a decision is set to be at least a week after the comment period. The request for final comments currently asks that remaining comments be provided within a day, essentially setting a soft deadline for the end of the comment period unless issues arise. As such, the end of the comment period--which is where most of the decision work usually takes place--is not known very far in advance. This makes it difficult for core team members to prioritize work to get proposals fully reviewed by the end of the comment period.

Background

People tend to prioritize work based on deadlines. In the current proposal approval process, the deadline for final comments is not known until the day before they are due (if not extended). Ideally, we want the core team to have all issues with a proposal raised and addressed to the extent possible prior to entering the decision phase. As such, the work of the core team is front-loaded to the comment phase, and the decision is usually delivered shortly after the end of the comment phase and well before the decision deadline. While the comment period usually begins long before the final request for comments is issued, there are often multiple outstanding proposals (as well as non-Carbon work) competing for the attention of the core team.

Proposal

Announce the end of the comment period further in advance, while reducing the interval between the end of the comment period and the decision meeting.

The advanced notification will allow team members to more easily prioritize their review work. It also reflects the importance of getting issues surfaced during the review period rather than the decision period.

Details

• A deadline for final comments will be published at least 7 calendar days (or 4 working days, if longer) in advance (instead of the current 1 day). On or before the deadline date, the deadline may be extended if the review manager determines that there is still productive discussion going on.
  • At the time the comment period deadline is announced, the proposal will be added to the agenda of the next core team meeting following the comment period deadline.
• There must be a minimum of four working days between the end of the comment period and the day of the meeting.
  • If the deadline for comments is extended, the agenda item will be moved, if necessary, by the review manager.

Open Question/Bikeshed

Do we want to add the proposal to the core team meeting agenda when the deadline for comments is announced, or when the deadline is reached? The advantage of the latter is that no adjustments need to be made if the deadline is extended. The advantage of the former is that it gives people an idea of whether a core team meeting can be canceled further in advance.

Alternatives considered

Alternative 1

Leaving the approval process as it is.

Alternative 2

Reducing the amount of time between the end of the comment period and the decision meeting.

This option was not chosen because the shorter period could result in more meetings, as the deciders would have less time to get their decisions in. It has the potential to reduce the velocity of decisions if it results in decisions happening later than they would with an earlier meeting date (decision deadline).

Rationale

• This directly supports our community goals: not everybody is in a position to respond to events with less than a day of latency, so longer lead times before deadlines will help enable them to participate.
  • Longer lead time makes it more likely that we'll get substantive comments.
• The answer to the open question doesn't strongly matter, and there is a preference for leaving it to the review managers' discretion rather than having the core team decide.

Open questions

Do we want to add the proposal to the core team meeting agenda when the deadline for comments is announced, or when the deadline is reached?

The core team is okay with available options, and treating this as a bikeshed that can be resolved by review managers as part of doc changes.