July 2019 - GNSO-PDP3Dot0-DT

Re: [GNSO-PDP3Dot0-DT] FW: Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC
by PAMELALITTLE Aug. 20, 2019

Aug. 20, 2019

Hi Flip, Thank you very much for the memo and the proposed new texts. I like your proposed distinction between a Complaint (3.6) and a Challenge (3.7). I also like the idea of creating a permanent Appeals Committee within the GNSO Council for a number of reasons. To this end, the Council may need to formally charter the Appeals Committee (like the Standing Section Committee and the Standing Committee on [ICANN] Budget and Operations). If so, we will need to consider the appropriate composition, taking into account representativeness, expertise, impartiality, etc. I am also wondering whether such a permanent Appeals Committee: 1. could/should handle both 3.6 and 3.7; 2. could be a substitute for a panel of volunteer mediators (Improvement #15). Or we can consider deferring implementation of Improvement #15 pending trialling a permanent Appeals Committee and see how it works out (or not). Look forward to yo and others' thoughts. Kind regards, Pam ------------------------------------------------------------------ Sender:Flip Petillion <fpetillion(a)petillion.law> Sent At:2019 Jul. 19 (Fri.) 06:43 Recipient:gnso-pdp3dot0-dt@icann.org <gnso-pdp3dot0-dt(a)icann.org> Subject:[GNSO-PDP3Dot0-DT] FW: Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC Flip Petillion fpetillion(a)petillion.law +32484652653 www.petillion.law [signature_1038369082] Attorneys – Advocaten - Avocats From: Flip Petillion <fpetillion(a)petillion.law> Date: Thursday, 18 July 2019 at 11:07 To: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> Subject: FW: [GNSO-PDP3Dot0-DT] Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC All, Please find attached an updated memo I have made on the basis of our discussions and the comments that were made in the Google doc. The new memo contains some proposed language for Sections 3.6 and 3.7. Feel free to convert the memo in a Google doc and please share your comments. Best regards, Flip Flip Petillion fpetillion(a)petillion.law +32484652653 www.petillion.law Attorneys – Advocaten – Avocats From: GNSO-PDP3Dot0-DTOn Behalf OfFlip Petillion Sent: 11 July 2019 21:24:21 (UTC+01:00) Brussels, Copenhagen, Madrid, Paris To: Darcy Southwell; Pam Little Cc: GNSO-PDP3Dot0-DT; gnso-pdp3dot0-dt(a)icann.org Subject: Re: [GNSO-PDP3Dot0-DT] Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC I concur Flip Petillion fpetillion(a)petillion.law +32484652653 www.petillion.law [signature_1793451646] Attorneys – Advocaten - Avocats From: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> on behalf of Darcy Southwell <darcy.southwell(a)endurance.com> Date: Thursday, 11 July 2019 at 16:20 To: Pam Little <pam.little(a)alibaba-inc.com> Cc: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org>, "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: Re: [GNSO-PDP3Dot0-DT] Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC Agree with Pam here. This is the same idea we discussed in Marrakech. On Wed, Jul 10, 2019 at 10:04 PM Pam Little <pam.little(a)alibaba-inc.com> wrote: Hi Stev & Team The process you described below makes sense to me. Based on your proposed process and our call early this week and to keep us on track, I think it would be helpful to have a simple table set out at least the following: Improvement # Description of Implementation Step Interim Finalization Target Date Final Call Target Date Small Team Lead Thoughts? Kind regards, Pam ------------------------------------------------------------------ Sender:Steve Chan <steve.chan(a)icann.org> Sent At:2019 Jul. 11 (Thu.) 08:47 Recipient:gnso-pdp3dot0-dt@icann.org <gnso-pdp3dot0-dt(a)icann.org> Subject:Re: [GNSO-PDP3Dot0-DT] Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC Dear All, For the following action item, please find the staff understanding: “Staff to send note about process for finalization of implementation items” The process is connected to two of the other action items identified below. Firstly, Rafik and staff will seek to identify which implementation items appear ready for at least interim finalization within this small group. Secondly, Rafik, the relevant small team lead, and staff will package up the relevant materials and send an email to his list for a final call and will operate by non-objection. Once signed off, the implementation plan will be updated the reflect the status change. Rafik, others, if you believe this process is incorrect or needs to be more robust, please let us know. This simple process is envisioned for finalization on an implementation item by implementation item basis. There will still remain an overall validation of the larger package of PDP 3.0 materials, testing with the PDP leadership, and of course Council approval. Best, Steve From: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> on behalf of Steve Chan <steve.chan(a)icann.org> Date: Tuesday, July 9, 2019 at 6:22 PM To: "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: [GNSO-PDP3Dot0-DT] Action Items - GNSO PDP 3.0 Small Team Meeting 9 July 2019 at 13:00 UTC Dear All, Below, please find the action items captured on the small team call held on Tuesday, 9 July 2019 at 13:00 UTC. The action items have been added to the Wiki (https://community.icann.org/x/B56jBg) and are captured here: Staff to send note about process for finalization of implementation items Rafik/staff to review list of implementation items and determine which are ready for finalization by the PDP 3.0 team. Per action item above, Rafik/staff/lead to package up relevant materials and send to list for final review. Staff to review and ensure that Google documents are available for #4 and #16 Need business process to determine how conditions are set/changed and when intervention by Council is needed. Berry to send a draft business process to team for their consideration. Best, Steve Steven Chan Policy Director, GNSO Support Internet Corporation for Assigned Names and Numbers (ICANN) 12025 Waterfront Drive, Suite 300 Los Angeles, CA 90094-2536 Email: steve.chan(a)icann.org Skype: steve.chan55 Mobile: +1.310.339.4410 Find out more about the GNSO by visiting: https://learn.icann.org/ Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO Transcripts and recordings of GNSO Working Group and Council events are located on the GNSO Master Calendar See All SO and AC events on the ICANN Global calendar [features.icann.org] _______________________________________________ GNSO-PDP3Dot0-DT mailing list GNSO-PDP3Dot0-DT(a)icann.org https://mm.icann.org/mailman/listinfo/gnso-pdp3dot0-dt _______________________________________________ By submitting your personal data, you consent to the processing of your personal data for purposes of subscribing to this mailing list accordance with the ICANN Privacy Policy (https://www.icann.org/privacy/policy) and the website Terms of Service (https://www.icann.org/privacy/tos) You can visit the Mailman link above to change your membership status or configuration, including unsubscribing, setting digest-style delivery or disabling delivery altogether (e.g., for a vacation), and so on.

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Post Call | PDP 3.0 Call | Tuesday, 30 July 2019 at 13:00 UTC
by Andrea Glandon July 30, 2019

July 30, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 30 July 2019 at 13:00 UTC can be found on the agenda wiki page<https://community.icann.org/x/17CjBg> (attendance included). These include: * Attendance (please let me know if your name has been left off the attendance list) * Audio recording * Zoom chat archive * Zoom recording (including audio, visual, rough transcript) For additional information, you may consult the mailing list archives <https://mm.icann.org/pipermail/gnso-pdp3dot0-dt/> and the main wiki page<https://community.icann.org/x/3hhIBg>. Thank you. Kind regards, Andrea

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 30 July 13:00 UTC
by Ariel Liang July 30, 2019

July 30, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 30 July at 13:00 UTC. Staff has post to the wiki space the action items and notes. Please note that these are high-level notes and are not meant as a substitute for the recording and chat room records, which are posted on the wiki at: https://community.icann.org/x/17CjBg Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS: - Small Team to review/digest the status & condition escalation procedure (related to Improvement #11) and see how it can be used in reality, what changes need to be made, if any. - Staff to upload the status & condition escalation procedure into a Google Doc to facilitate input/comment from the Small Team. - Small Team to discuss the challenge mechanism for PDP leadership (Improvement #13, slide no.8) during the next PDP 3.0 call. NOTES: 1. Welcome & Roll Call 2. #11 Enforce deadlines and ensure bite size pieces (project list and status/condition) - Presentation of the GNSO Project Status and Condition Framework - Predominant feature of the next generation project list is the status and condition (code) of a particular project. - Escalation procedure, its components rely on other projects. Workplan, action items, etc. have informed the status and condition of a project. - The final deliverable of this effort needs to be discussed (e.g. GNSO operating procedure imports this procedure?). - Those items need to be updated on a monthly basis, and the escalation points may need to be updated more frequently. It will help to have the summary timeline, workplan, and situation report. Have a basket of tools and the PDP leadership decide which tools would be more helpful. - Summary timeline should be available for the entire community, published on the wiki. - Project situation report: staff will update the content of this report. - Project plan: Gantt chart based, being tried for EPDP Phase 2. It has more detailed inventory for the tasks, each task has set duration and dependency. Strictly for PDP leadership and staff. - Work plan: a sub section of the project plan. Scope of the work plan should not extend beyond 2-4 weeks of what the WG is going to work on. - Action items: care should be taken on how they are going to be assigned out and completed. Since they are unplanned event, need to make sure they are not consuming the overall work of the WG and minimize the impact on the work plan. - Fact sheet: overall communications tool. For groups that have dedicated funding, they track the overall budget, currently done in the spreadsheet form. The other feature is that it allows the total number of hours consumed based on the number of calls, number of people attending the calls, number of FTE (staff) assigned to the project. Fact sheet is being built into the CRM, so in the near future, the CRM will be able to leverage things in the fact sheet. - Project change request (PCR) form: Related to improvement #12 – this group hasn’t discussed it yet but it is put in the parking lot. This product will complement the escalation procedure. It helps document what happened in a project and changes. - Page 4 (Project Status and Condition Escalation Procedure): first part tries to provide context/definitions/status, which are reserved around the scheduling of a project. Missing a target date is the primary offender of budget/timeline. Conditions vary and not are influenced by the status/context of a project. If behind schedule, it may affect the condition of a project but not always affect the condition of a project. - When a project becomes at risk or is in trouble, the GNSO Council needs to intervene and helps correct the condition proactively. When you step through the conditions, activities bring in leadership focus. - Ask for Staff (Berry): is it possible to change black color of planned to some other color (usually black is for dead items)? - Process diagram, initially wanted to use the swim lane diagram (top/down, left/right), but it became messy. Better with the process flow diagram. - In page and off page references: labels are corresponding to each other. It should be a 3D exercise on a 2D flow chart. “Out” means dropping out of the process flow. - The review of work plan and project plan should happen on the monthly basis to make sure the PDP is still on schedule. Any project that might be behind schedule should receive more attention from the GNSO Council. - There may be a situation that both status and condition need a change. The condition of a project carries more weight than the status of a project. Left side reserved for status, right side reserved for condition. Condition coding depends on the review by the PDP leadership/staff. - When the status is in the yellow condition, the flow won’t change much, but need to adjust the dials of the process. Need to make a determination on whether it makes sense to have the increase attention as the GNSO Council will get involved immediately. Need to start work on the mitigation plan. Need to update to the status to on schedule if the risks have been mitigated. If the mitigation does not correct the issue, does it warrant a further downgrade of the condition? Do we need to adjust the dials here? Not necessarily. - When the status is in the red condition -- when a project is on hold, need to understand whether it warrants a condition downgrade. - Condition carries heavier weight. Any time when the condition is changing, there should be an automatic notification to the Council leadership. In the communication, there should be some mitigation strategy that should be implemented. The condition can be downgraded/upgraded based on the implementation of the mitigation strategy. WG leadership, liaison, Council leadership, and even the full Council need to be involved when the condition is red. The most extreme case, the Council may determine to terminate the project. - Comment from Maxim: The procedural tree should have no loops like we see with points B. it should be a tree structure , or we are doing something wrong. The creation of the cycles is not needed. Do not recommend using the algorithm. Only need one procedure to understand how the situation changes, and the Council deliberates on what to do next. - The more formalized, the better it would be. It is not over-engineered. Project management, and change requests, are a complicated process. Let’s take some time to digest and figure out how it can benefit the PDP management process.  - Draft summary project list: color codes themselves are not enough, they all need explanation on why the conditions are the way they are. Extra attention needs to put on those. - After Council deliberations, when the project is at the board vote level of the process, the Council is not directly involved. When a project is on hold, what does it mean if the Council needs to get involved? What are the things the Council can do to get them rectified. - We’ll have to put it into practice to know for sure, but this new view gives the Council a far better view of what’s going on, where we may need to engage, where delays are occurring, etc. - ACTION ITEM: Small Team to review/digest the status & condition escalation procedure (related to Improvement #11) and see how it can be used in reality, what changes need to be made, if any. - ACTION ITEM: Staff to upload the status & condition escalation procedure into a Google Doc to facilitate input/comment from the Small Team. 3. AOB - ACTION ITEM: Small Team to discuss the challenge mechanism for PDP leadership (Improvement #13, slide no.8) during the next PDP 3.0 call.

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Re: [GNSO-PDP3Dot0-DT] [Ext] RE: Review Improvement #6 by Friday 02 August
by Julie Hedlund July 29, 2019

July 29, 2019

Hi Philippe, Thank you very much for your comments. We appreciate your helpful input. Kind regards, Julie From: "philippe.fouquart(a)orange.com" <philippe.fouquart(a)orange.com> Date: Saturday, July 27, 2019 at 4:59 AM To: Julie Hedlund <julie.hedlund(a)icann.org>, "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: [Ext] RE: Review Improvement #6 by Friday 02 August Julie, All, Thanks for this. This looks good. I’ve inserted some comments in the google doc for others to review. I don’t think it’d be too difficult to come up with text if people share those views. The main point for me is that this item #6 seems to approach the role of Chair/co-chair as a ‘d be somewhat solitary sort of responsibility, it’d be good to have things on how chair/co-chairs may interact with council to help address some of the issues – and what kind of issues we’re talking about, substantive vs procedural. (I don’t recall this being addressed under other items) In this respect, the discussion we had with Jeff regarding subpro is interesting (I’ve reproduced some of the points he raised). btw I’ll be on- and off-line for a couple of weeks, so I’m not sure I can make the next call. Regards, Philippe From: GNSO-PDP3Dot0-DT [mailto:gnso-pdp3dot0-dt-bounces@icann.org] On Behalf Of Julie Hedlund Sent: Friday, July 26, 2019 10:40 PM To: gnso-pdp3dot0-dt(a)icann.org Subject: [GNSO-PDP3Dot0-DT] Review Improvement #6 by Friday 02 August Dear all, Please be so kind to review the Improvement #6 Google Doc and provide further comments/input, if any, by COB Friday, 02 August: GNSO Working Group Expectation for Leaders: https://docs.google.com/document/d/1eXvC1nKduz-GPDaf9ptx5a3r2ooSHIwnENsz-kM… [docs.google.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__docs.google.com_docume…> Staff will incorporate further input and aim to finalize the document by Wednesday, 07 August. Thank you, Julie Julie Hedlund, Policy Director _________________________________________________________________________________________________________________________ Ce message et ses pieces jointes peuvent contenir des informations confidentielles ou privilegiees et ne doivent donc pas etre diffuses, exploites ou copies sans autorisation. Si vous avez recu ce message par erreur, veuillez le signaler a l'expediteur et le detruire ainsi que les pieces jointes. Les messages electroniques etant susceptibles d'alteration, Orange decline toute responsabilite si ce message a ete altere, deforme ou falsifie. Merci. This message and its attachments may contain confidential or privileged information that may be protected by law; they should not be distributed, used or copied without authorisation. If you have received this email in error, please notify the sender and delete this message and its attachments. As emails may be altered, Orange is not liable for messages that have been modified, changed or falsified. Thank you.

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Proposed Agenda GNSO PDP 3.0 - 30 July at 13:00 UTC
by Steve Chan July 29, 2019

July 29, 2019

Dear Team, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 30 July at 13:00 UTC. Welcome and roll call Project List and the Status/Condition (the process has touchpoints to #11, #12, #16, and #17) – Berry shared documents on the #11 Slack channel, but also attached here for your convenience. AOB Time permitting, we may spend some time on #13. Review of Working Group Leadership, in particular, around “WG Challenge to Replace Leadership.” In the attached slides, see slide 8. Best, Steve Steven Chan  Policy Director, GNSO Support Internet Corporation for Assigned Names and Numbers (ICANN) 12025 Waterfront Drive, Suite 300 Los Angeles, CA 90094-2536  Email: steve.chan(a)icann.org Skype: steve.chan55 Mobile: +1.310.339.4410 Find out more about the GNSO by visiting: https://learn.icann.org/ Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO Transcripts and recordings of GNSO Working Group and Council events are located on the GNSO Master Calendar See All SO and AC events on the ICANN Global calendar [features.icann.org]

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Review Improvement #6 by Friday 02 August
by Julie Hedlund July 27, 2019

July 27, 2019

Dear all, Please be so kind to review the Improvement #6 Google Doc and provide further comments/input, if any, by COB Friday, 02 August: GNSO Working Group Expectation for Leaders: https://docs.google.com/document/d/1eXvC1nKduz-GPDaf9ptx5a3r2ooSHIwnENsz-kM… Staff will incorporate further input and aim to finalize the document by Wednesday, 07 August. Thank you, Julie Julie Hedlund, Policy Director

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Final Call: Review Improvement #14 by Friday 26 July
by Ariel Liang July 26, 2019

July 26, 2019

Dear all, This is a gentle reminder that by COB today (Friday, 26 July), please provide your final input for Improvement #14 (checklist to evaluate data request). Staff have deleted the original order of the questions in the check list in redline: https://docs.google.com/document/d/1NLk5GurwrVFAjY0foUGCNxfcaz_MfXYaBvZ-UdV… In absence of concerns/objections by the Finalization Target Date of 31 July, staff will coordinate with Pam to produce a clean version, and Improvement #14 document will be considered as finalized according to the timeline/implementation plan. Thank you, and have a nice weekend! Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761 Skype: ariel.liang.icann www.icann.org From: Ariel Liang <ariel.liang(a)icann.org> Date: Tuesday, July 23, 2019 at 3:23 PM To: "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: Review Improvement #14 by Friday 26 July & Charter Template Update Dear all, Per action items, please be so kind to review the Improvement #14 Google Doc and provide further comments/input, if any, by COB Friday, 26 July: https://docs.google.com/document/d/1NLk5GurwrVFAjY0foUGCNxfcaz_MfXYaBvZ-UdV… Pam/staff will incorporate further input and aim to finalize the document by Wednesday, 31 July. If the Small Team is happy with the suggested revision to the order of the questions in the checklist, the original order on pages 4-5 will be deleted. In addition, staff have added the title/description of related improvement references on the charter template Google Doc for your review: https://docs.google.com/document/d/1c69yMieH-9MCfhSelpb5vc8dxvIY_IzN/edit Thank you, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761 Skype: ariel.liang.icann www.icann.org

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Review Improvement #3 by Friday 02 August
by Julie Hedlund July 26, 2019

July 26, 2019

Dear all, On behalf of Marie Pattullo, please be so kind to review the Improvement #3 Google Docs and provide further comments/input, if any, by COB Friday, 02 August: Criteria for Joining of New Members After a PDP Working Group is Formed or Rechartered: https://docs.google.com/document/d/1MC1lrSWRs4k5tsI9ldLqnjP-uprgnwhfFZ3lkcj… Working Group Member Skills Guide: https://docs.google.com/document/d/14uAsBg0_BnhJ6nqjitsHutm1AcFKhRsa4VAsR-W… Marie/staff will incorporate further input and aim to finalize the document by Wednesday, 07 August. Thank you, Julie Julie Hedlund, Policy Director

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Final: PDP 3.0 Improvement #1 (Statement of Participation)
by Ariel Liang July 26, 2019

July 26, 2019

Dear All, Just for the record on the mailing list, kindly note that the PDP 3.0 Improvement #1 (Statement of Participation) document has been finalized according to the timeline/implementation plan. Please find the clean version here https://docs.google.com/document/d/1bs_bQwITOJvDIWgaj0FV2A_bbX02EptU/edit# Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761 Skype: ariel.liang.icann www.icann.org

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Final Call for Review by 24 July - Improvement #1: Statement of Participation
by Pam Little July 24, 2019

July 24, 2019

------------------------------------------------------------------ Sender:PAMELALITTLE <pam.little(a)alibaba-inc.com> Sent At:2019 Jul. 19 (Fri.) 14:31 Recipient:GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> Cc:PAMELALITTLE <pam.little(a)alibaba-inc.com> Subject:Final Call for Review by 24 July - Improvement #1: Statement of Participation Dear all, As the lead for Improvement #1, Statement of Participation, I have reviewed the input received from the ICANN Ombudsman as well as a number of PDP Chairs and your feedback on those. As several of you noted, some of the input may have gone beyond just the Statement of Participation and can hopefully be considered as part of other improvements. There was one specific suggestion from the Ombudsman to refer to the ICANN Community Anti-Harassment Policy and Terms of Participation. As a result, I would like to propose to add an additional bullet to the Statement of Participation (see https://docs.google.com/document/d/1bs_bQwITOJvDIWgaj0FV2A_bbX02EptU/edit) For ease of reference, I also attach a redline and a clean versions. Unless there are any objections to this addition, I believe this now completes our work on improvement #1. The proposed next steps are to share the proposed Statement of Participation with the GNSO Council for its review and subsequent non-objection, together with other improvements in the same category to keep things manageable for the Council. My assumption is that if there are any substantial concerns from the Council, these would come back to the small team to address. Based on the input received from the PDP Chairs, I would also like to recommend to the Council that this Statement of Participation is included in the charters for future efforts and not introduced to ongoing PDPs, although the Council could decide to inform the ongoing PDPs of this Statement of Participation and indicate that the same expectations apply to those efforts, even if the Statement of Participation is not formally included in the charter. If there are any concerns about the proposed addition and/or the proposed next steps, please share these with the small team mailing list by Wednesday 24 July, at the latest. Thank you all for your contributions and staff for their excellent support. Kind regards, Pam

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