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Internet Engineering Task Force (IETF)                        P. HoffmanRequest for Comments: 6433                                VPN ConsortiumUpdates:6292                                              November 2011Category: InformationalISSN: 2070-1721Requirements for a Working Group Milestones ToolAbstract   The IETF intends to provide a new tool to Working Group chairs and   Area Directors for the creation and updating of milestones for   Working Group charters.  This document describes the requirements for   the proposed new tool, and it is intended as input to a later   activity for the design and development of such a tool.  This   document updatesRFC 6292.Status of This Memo   This document is not an Internet Standards Track specification; it is   published for informational purposes.   This document is a product of the Internet Engineering Task Force   (IETF).  It represents the consensus of the IETF community.  It has   received public review and has been approved for publication by the   Internet Engineering Steering Group (IESG).  Not all documents   approved by the IESG are a candidate for any level of Internet   Standard; seeSection 2 of RFC 5741.   Information about the current status of this document, any errata,   and how to provide feedback on it may be obtained athttp://www.rfc-editor.org/info/rfc6433.Copyright Notice   Copyright (c) 2011 IETF Trust and the persons identified as the   document authors.  All rights reserved.   This document is subject toBCP 78 and the IETF Trust's Legal   Provisions Relating to IETF Documents   (http://trustee.ietf.org/license-info) in effect on the date of   publication of this document.  Please review these documents   carefully, as they describe your rights and restrictions with respect   to this document.  Code Components extracted from this document must   include Simplified BSD License text as described in Section 4.e of   the Trust Legal Provisions and are provided without warranty as   described in the Simplified BSD License.Hoffman                       Informational                     [Page 1]

RFC 6433                 WG Milestones Tool Reqs           November 20111.  Introduction   [RFC2418] describes the guidelines and procedures for operation of   IETF Working Groups (WGs).  Every WG has milestones that the WG is   supposed to meet, such as the publication of a particular Internet-   Draft or the beginning of discussion on a particular topic.  A WG's   charter has several parts; one of those parts is the milestones.   Changing milestones currently requires Area Director (AD) approval,   but changing the charter text requires IESG approval.   Today, the tasks associated with creating and updating WG milestones   are performed manually by the Secretariat.  Normally, WG chairs send   email to their AD requesting that milestones be created or updated.   They send mail to the their AD, or directly to the Secretariat, when   one or more milestone has been met.  Apart from during WG creation,   these updates will be made through a separate tool after the   requirements in this document and in [RFC6292] are met.   In early 2011, the IETF approved a set of requirements for a tool   that helps ADs with the WG chartering and rechartering process   [RFC6292].  During the IESG discussion of that document, it became   clear that everyone wanted more automation to the milestones process.   This document is intended to bring that discussion to a general   consensus for the requirements for the eventual tool.   Note that this document only discusses updating milestones that an   active WG is working against.  As described in [RFC6292], when a WG   is rechartering, the new charter might also include new milestones.   The tool described here must not change the milestones that are   proposed for a WG recharter.  That is, there must be two sets of   milestones kept by the Datatracker, one for the current WG charter   and one for a proposed recharter; the tool described here must only   affect the first of these two sets.   The IETF Administrative Oversight Committee (IAOC) would like to   create a better tool for the tasks of WG milestone creation and   updating, and this document lists the requirements for such a tool.   When complete, this document may be used to issue an request for   proposals for the design and development of the tool.  This document   was prepared at the request of the IAOC.2.  Users of the Tool   This tool can only be used by WG chairs and ADs, not by other members   of the IETF community.  The tool will use the login and access   control features that will already be in place from the outcome ofHoffman                       Informational                     [Page 2]

RFC 6433                 WG Milestones Tool Reqs           November 2011   the tool created by [RFC6292].  It is important to note that some   people are chairs for more than one WG, and everyone must be able to   use the tool for all of the WGs that they chair.   Any AD can add or update any milestone for any WG.  Normally, an AD   would only add or update milestones in the WGs for which they are the   responsible AD, but ADs are not bound by such a limitation.  (This is   the same model used in the Datatracker for other actions: it allows   one AD to carry the load for an AD who is temporarily unable to   perform such tasks.)  WG chairs can only add or update milestones for   WGs of which they are chairs.   The IETF Secretariat needs to be able to perform the same tasks as   the ADs in order to fix problems or to make emergency changes.   The database will record the date and person who initiates any   addition of, or change to, a milestone.  The contents of the database   will be visible to the IETF community so that anyone can see who made   a particular change to a milestone.3.  Updating, Adding, and Deleting Milestones   A WG chair needs to see all of the milestones for that chair's WG in   the tool.  The chair needs to be able to change any milestone record   for that chair's WG.  In each existing record, the chair needs to be   able to change the due date, the finished date, the associated   Internet-Drafts, and the description of the milestone.  The chair   also needs to be able to delete existing milestones.   A WG chair needs to be able to add one or more milestone records to   the database for their WG.  The chair needs to be able to specify the   due date, zero or more associated Internet-Drafts, and the   description of the record that he or she is adding.4.  Acceptance of Milestone Additions and Changes   There are six actions associated with adding and changing milestones:   o  create new milestones   o  delete milestones   o  change milestone descriptions   o  change milestone due datesHoffman                       Informational                     [Page 3]

RFC 6433                 WG Milestones Tool Reqs           November 2011   o  change which Internet-Drafts are associated with a milestone   o  assert that a milestone is no longer due   In addition to the above six actions, the tool must support   reordering of the list of milestones.   WG chairs can change milestone due dates, change which Internet-   Drafts are associated with a milestone, can assert that a milestone   is no longer due, for their WG, and reorder the list.  When any of   these three actions are taken in the Datatracker, an email   notification is sent to the AD for the WG as well as to the WG's   chairs; the changes are reflected immediately in the Datatracker   without any need for approval from an AD.   WG chairs can also create new milestones, delete milestones, and   change milestone descriptions; however, any of these action are not   reflected in the Datatracker until the action is approved by an AD.   When a WG chair makes the proposed change, an email notification is   sent to the AD for the WG as well as to the WG's chairs.   When creating a milestone, it must be possible to set a due date.  It   must also be to change the due date at any time.   When asserting that a milestone is no longer due, it must be possible   to provide an arbitrary short description phrase.  Often this phrase   will be "Done", but other phrases such as "On hold" are also allowed.   When the Datatracker presents a milestone, the only information that   is expected to be associated with the provided phrase is that the   milestone is no longer due.  The Datatracker will present the list of   milestones in the order given in the tool.   As noted inSection 2, any AD can take any of these six actions, as   well as reordering the list.  After this tool is launched, the IETF   Secretariat will no longer need to post a change to the database   because the tool will do this without intervention by the   Secretariat; however, the Secretariat can take any of these six   actions as well.   When adding or editing a milestone, the AD or WG Chair must be able   to review and change the proposed change before committing the change   to the Datatracker.  This will help prevent errors and reduce the   number of fixes that need to be made.   Once a day, the Datatracker will look for changes to the milestones   for a WG.  If changes to milestones have been made in the past 24   hours, the Datatracker will send one message to the WG listing all   the changes from that period.Hoffman                       Informational                     [Page 4]

RFC 6433                 WG Milestones Tool Reqs           November 2011   The Datatracker needs to have a method for ADs and the Secretariat to   see all the milestones that are pending approval.  This list should   be sorted by the responsible AD.5.  Mapping Milestones to Internet-Drafts   There is currently no mechanism to map WG milestones to Internet-   Drafts.  While most milestones map one-to-one with Internet-Drafts,   some milestones do not map to any Internet-Draft (such as those that   say when a general discussion will begin or finish), and other   milestones map to multiple Internet-Drafts (such as a milestone that   covers a topic that has multiple related Internet-Drafts).  Some   Internet-Drafts are part of more than one milestone.   The new tool is required to make mappings between milestones and   Internet-Drafts explicit, and those drafts must be listed in views of   the milestone.  This change will require a change to the Datatracker   database to make such an association.   When an Internet-Draft that is mapped to a milestone changes its   state to "Submitted to IESG for Publication" as described in   [RFC6174], the tool will send a message to the WG chairs to remind   them that they might want to update the milestone.  Note that this   message will not apply to all Internet-Drafts that are mapped to a   milestone, so it is up to the WG chairs to decide what to do when   such a message is received.6.  Reminders for WG Chairs and ADs   Milestone changes that do not require AD approval are made   immediately.  Requested changes that require AD approval are tracked   by the tool.  If the AD has not approved or rejected the change   within a week, email listing the request and the request date is sent   to the WG chairs and AD.  That email is sent every week until the AD   has approved or rejected the request; the WG chairs are CC'd on this   mail.   The tool will also send WG chairs reminders about pending milestones.   A message is sent when a milestone is one month from being due, at   the time a milestone is due, and every month in which a milestone is   overdue.   The tool will also send WG chairs reminders about Internet-Drafts   that are mapped to milestones.  A message is sent when such a draft   is one month from expiring, and at the time that a draft expires.  If   a milestone is mapped to a draft that is expired, mail reminding the   chairs of this will be sent weekly.Hoffman                       Informational                     [Page 5]

RFC 6433                 WG Milestones Tool Reqs           November 2011   When a WG chair makes an Internet-Draft a WG work item, the   Datatracker will remind them that they may want to also add that   document to a milestone.7.  Viewing Changes in Milestones   [RFC6292] describes an extension to the Datatracker to allow the IETF   community to view, search, and track changes to WG charters.  This   document updates those requirements to allow the IETF community to   view, search, and track changes to WG milestones.Section 5.1 of [RFC6292] is updated to allow searching for any text   in a milestone's description, as well as for the name of any   Internet-Draft name that is mapped to any milestone.   A new capability will be added to the Datatracker that is similar to   that described inSection 5.2 of [RFC6292], but instead of showing   differences between charters, it shows differences between the full   set of milestones.  Any time a milestone is added, deleted, or any of   its fields changed, or the list is reordered, the full set of   milestones is considered changed.  A user should be able to easily   compare two full sets of milestones with the differences highlighted.   The tool should show who made each change when changes are viewed.   These features should be found in the same place as the features   described inSection 5.2 of [RFC6292].   The tool needs to provide an Atom feed [RFC4287] for the changes in   the milestones for a WG.  The contents of the feed are the full WG   record, plus an indication of what changed since the last entry in   the feed and who made the change.  This feed is different than the   feed described inSection 5.3 of [RFC6292], but it should be offered   to users in the same places as that feed is offered.   When a milestone is marked as no longer due, the Datatracker will   display the month and year that this change was made and will display   the status (such as "Done" or "On hold").8.  Security Considerations   Creating a new tool for updating the milestones of WGs does not   affect the security of the Internet in any significant fashion.9.  Acknowledgements   This document draws heavily on ideas from various WG chairs and ADs   on the wgchairs@ietf.org mailing list.Hoffman                       Informational                     [Page 6]

RFC 6433                 WG Milestones Tool Reqs           November 201110.  References10.1.  Normative References   [RFC2418]  Bradner, S., "IETF Working Group Guidelines and              Procedures",BCP 25,RFC 2418, September 1998.   [RFC6174]  Juskevicius, E., "Definition of IETF Working Group              Document States",RFC 6174, March 2011.   [RFC6292]  Hoffman, P., "Requirements for a Working Group Charter              Tool",RFC 6292, June 2011.10.2.  Informative References   [RFC4287]  Nottingham, M., Ed. and R. Sayre, Ed., "The Atom              Syndication Format",RFC 4287, December 2005.Author's Address   Paul Hoffman   VPN Consortium   EMail: paul.hoffman@vpnc.orgHoffman                       Informational                     [Page 7]