September 2019 - GNSO-PDP3Dot0-DT

GNSO Council Liaisons to PDPs - Request for Input and Feedback
by Steve Chan Oct. 3, 2019

Oct. 3, 2019

Sent on behalf of the GNSO Council PDP 3.0 Small Team. If you have any questions about the specific request below or the PDP 3.0 effort more broadly, do not hesitate to ask. Dear Past and Current Council Liaisons, The GNSO Council PDP 3.0 Small Team has developed the set of attached questions designed to collect feedback about what went well, what was a challenge, and identify possible improvements from past or current GNSO Council liaisons to GNSO PDPs. Recognizing that each PDP operates differently based upon the PDP leadership, the PDP scope, the controversial nature (or lack thereof) of the PDP issue(s), and the timelines, we are not seeking to normalize every PDP; we also recognize that because each PDP is different, some of the questions may be more or less relevant to your respective situation. These questions are designed to help inform the Council's PDP 3.0 Small Team on how to improve the Council liaison role, which could result in the development of new tools, new processes, training, etc. Rather than providing a response in writing to the questions, the expectation is that these questions will form the basis for a discussion amongst you all and the PDP 3.0 small team. To that end, please complete the Doodle poll here: https://doodle.com/poll/kuuidbpcpwhk3dea. However, it may be the case that you in fact prefer to provide your feedback in writing, prefer to share your experiences in a more intimate setting, or the times just absolutely do not work for you. We are flexible and will find a way to work with you. Given the wide geographical spread, it may be impractical to do a single call anyway. We appreciate you taking the time to consider your experience as a GNSO Council PDP Liaison and providing your insights to help improve the guidance and tools for this important role. If you have any questions, please let us know. Best regards, GNSO Council PDP 3.0 Small Team 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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Post Call | PDP 3.0 GNSO Council Liaisons to PDPs| Thursday, 26 September 2019 at 22:00 UTC
by Andrea Glandon Sept. 27, 2019

Sept. 27, 2019

Dear all, All recordings for the PDP 3.0 GNSO Council Liaisons to PDPs call held on Thursday, 26 September 2019 at 22:00 UTC can be found on the agenda wiki page <https://community.icann.org/x/gJECBw> (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 with GNSO Council Liaisons 26 September 22:00 UTC
by Ariel Liang Sept. 26, 2019

Sept. 26, 2019

Dear All, Please find below the action items and notes captured during the small team call with GNSO Council Liaisons to PDPs on Thursday, 26 September at 22:00 UTC. Staff has posted 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/gJECBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS - Staff to arrange another call to accommodate liaisons and Small Team members who could not attend today’s call. - Staff to circulate the slides, existing tools, checklist of liaison expectations, and the questions for liaisons to review. - Liaisons to review questions 7-11, in particular, and provide additional input via the email thread. NOTES - Purpose of the meeting is to find what has worked well and has not worked well for the past/current liaisons. Whether there is still gaps and if so, how we can close those gaps? - Steve presented the context/background of the Improvement #5, see slides - Maxim has sent response to the liaison survey questions in writing (Maxim is the liaison to the Transliteration IRT). - For EPDP, there is a lot of pressure for the liaison (e.g., provide updates to the Council, facilitate/moderate meetings, etc.). There is no such expectation for the other PDPs. - The relationship between liaison and PDP leadership is not entirely clear. - One SPS 2019 group was focused on liaisons’ roles & expectations. They want a clearer check list about what a liaison should do at different stages of a WG. There is a working spreadsheet created for this purpose. - When a PDP is in trouble, the role of the liaison becomes more critical. - Several PDP 3.0 improvements overhaul the way a PDP WG reports its progress. Reporting becomes more standardized and detailed, and is provided in more regular basis. This will help lift the pressure off the liaison. - EPDP liaison situation is more of an exception. Prior to the EPDP, liaisons did not encounter issues that face major PDPs now. - It depends on how a liaison uses the checklist. If it's a guide, that helps with flexibility, but that reduces certainty. We need to find the sweet spot between flexibility and certainty if we're going to achieve accountability. - For SubPro, the liaison attended the leadership calls and WG calls. It was a relatively “easier” experience. When the SubPro WG was not meeting the target, there was no mechanism of managing it. - It might be wrong if a Liaison makes too many decisions instead of relaying the issue to the Council. - Nothing prevents a liaison to engage in the WG process as a member. - We cannot just fix the problems through the liaison. For example, the liaison may have some involvement in managing the timeline, but they cannot be singularly responsible for it. There should be a package of expectations made clear to PDP leadership. This has been reflected in Improvement #6. - Purpose of the liaison is to report back to the Council, even when a WG leader is a member of the Council. - Can a liaison act in his/her full capacity when he/she is a member of a WG? There may be challenging for a liaison to act in a neutral manner? - All the processes in the world will not overcome the challenges of dealing with people, and that can be very hard to do. And by "people", we mean "volunteers", which adds a whole next level of challenge. The MS model makes this even more challenging because no-one is anyone's boss. - Having said that, processes do provide the Liaisons something to fall back so that expectations and roles are understood. At the end of the day, it's Council the manager, not the PDP leaders or liaison. The process may not fix everything, but it helps make the management of WGs less emotional and more predictable with fewer surprises. - It is not straightforward to assess problematic situations. When there is a problem with a PDP, it can be the leadership themselves or a WG member who caused it. It can be an emotional thing. But the processes put in place can speak themselves. - The tools help clarify the reporting process for the liaisons. The liaisons have an input role. - When there is a conflict, liaisons also have a role there to assist with conflict resolution. GNSO Working Group Guidelines Section 3.6 and 3.7 have several leadership involved, including the PDP WG leadership, the Council leadership, and the liaisons. The conflict resolution piece is going to be more challenging for the liaison, as emotion will be involved. - Susan Payne stepped up and it worked in IGO/INGO, but it worked because a) she was willing to step up and b) the PDP leadership was willing for her to do so. - Indeed 3.7 was intended to be last resort (not first resort, as it has been recently used). - The core problem is the enforcement ability, e.g., meeting the deadlines. It can involve many factors. The documents/processes developed for project management related improvements can help prevent the slippage of timeline. - Consensus playbook can help provide more tools for the WG leadership and empower them. - For Phase 2 EPDP, the structure of primary and alternates with respective group support teams has really worked well. It allows the conversation/deliberations to continue.  - The working checklist for liaison can go further. Now is more about timing and frequency. Reporting and escalation aspects can go further, for example. Provide the checklist to the liaisons for input? - The role of liaison needs to be better understood by the community and the WG. Don’t want to create an impression that liaisons are just observing/watching. Liaisons ought to help the WG chairs. It would be helpful to raise the profile of the liaisons. Many Councilors said so at the AGM in 2018, that they had ended the year with a better sense of what the liaison role meant. The first SPS we had clearly raised the level of understanding of the role. - Make an announcement that we have the Council liaison on the call, when a WG meeting is held. Need to promote the role of the liaison. - Do working group members understand that they can speak with the liaison if they don't think the Chair/s are doing a good job? Might be a good idea at face-to-face meetings. It may be that members think the liaison is the liaison between PDP leadership and Council, not between the PDP and Council. - They should be involved with WG leadership to assess the health of the project each month for the council, which can be added to the working checklist. - ACTION ITEM: Staff to arrange another call to accommodate liaisons and Small Team members who could not attend today’s call. - ACTION ITEM: Staff to circulate the slides, existing tools, checklist of liaison expectations, and the questions for liaisons to review. - ACTION ITEM: Liaisons to review questions 7-11, in particular, and provide additional input via the email thread.

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**Call starts in 15 minutes** Meeting invitation: PPDP3.0 GNSO Council Liaisons to PDPs call / Thursday, 26 September 2019 at 22:00 UTC
by Andrea Glandon Sept. 26, 2019

Sept. 26, 2019

Dear all, The PDP3.0 GNSO Council Liaisons to PDPs call is scheduled for Thursday, 26 September 2019 at 22:00 UTC for 60 minutes. To check your time zone conversion: https://tinyurl.com/y55a66ra [tinyurl.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__tinyurl.com_y55a66ra&d…> Agenda wiki page: https://community.icann.org/x/gJECBw Zoom room: https://icann.zoom.us/my/gnso1 [icann.zoom.us]<https://urldefense.proofpoint.com/v2/url?u=https-3A__icann.zoom.us_my_gnso1…> You will have VoIP and telecom bridge audio options available to you upon logging in. Slides to assist you with Zoom: Welcome to Zoom: https://icann.box.com/shared/static/1sal3l5qf4csdukt0pk2c75ey3bte22z.pdf [icann.box.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__icann.box.com_shared_s…> Zoom FAQ: https://icann.box.com/shared/static/d5rap0g6xphevhkdd3mhu2hy753l2m3s.pdf [icann.box.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__icann.box.com_shared_s…> If Zoom disappears, see instructions: https://gnso.icann.org/sites/default/files/policy/2019/presentation/disappe… [gnso.icann.org]<https://urldefense.proofpoint.com/v2/url?u=https-3A__gnso.icann.org_sites_d…> A calendar invitation has equally been sent and an ical (if your inbox doesn’t receive direct calendar invitations) is available here as attachment for you to download to your calendar. If you are joining via audio only, please see below. One tap mobile +19294362866,,7441796513# US (New York) +16699006833,,7441796513# US (San Jose) Meeting ID: 744 179 6513 Find your local number: https://zoom.us/u/aRxRoDRS<https://urldefense.proofpoint.com/v2/url?u=https-3A__zoom.us_u_aRxRoDRS&d=D…> If you require a dial-out or to send apologies (do not send to full working group) please send an email request with your preferred contact number to gnso-secs(a)icann.org<mailto:gnso-secs@icann.org> Thank you. Kind regards, Julie

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Proposed Agenda GNSO PDP 3.0 - 1 October at 13:00 UTC
by Ariel Liang Sept. 26, 2019

Sept. 26, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 1 October at 13:00 UTC. 1. Welcome and roll call 2. Package 4 Improvements (~Flip) * #9 Provide further guidance for section 3.6 and clarification of section 3.7 * #15 Independent Conflict Resolution 3. AOB As a reminder, please check Flip’s latest memo on #9 in advance of next week’s call. You should be able to provide comments directly on the Google Doc, if you wish: https://docs.google.com/document/d/1mZ2Xr511FnvMASNVGR7CI2MqLHoaQigdeuL1Mko… Best, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761<tel:+1%20310%20804%202761> Skype: ariel.liang.icann www.icann.org<http://www.icann.org/>

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Final: PDP 3.0 Improvements #11, #12, #14, #16
by Ariel Liang Sept. 25, 2019

Sept. 25, 2019

Dear All, For the record on the mailing list, please note that the Package 2 Improvements – #11, #12, #14 & #16 – have been finalized and delivered<https://mm.icann.org/pipermail/council/2019-September/023075.html> to the GNSO Council according to our timeline. Please see below the final proposed documents: Overarching documents for Improvements #11 (Enforce Deadlines and Ensure Bite Size Pieces), #12 (Notification to Council of Changes in Work Plan) & #16 (Criteria for PDP WG Updates): · GNSO Project Work Product Catalog: https://docs.google.com/document/d/16eBQcZeM6kQTcqdcanhLch7Kx2jtEqBOgG9Wzzj… · EPDP Phase 2 Work Product Examples: https://drive.google.com/a/icann.org/file/d/1fXix7RiiBmWP06DrvMNPa7IsTccoln… · Next Generation Project List Example: https://drive.google.com/a/icann.org/file/d/1nS3wlI_wwK_QdUd_IfPmCMaFNxglv_… Additional documents for Improvement #11 (Enforce Deadlines and Ensure Bite Size Pieces): · Project Status and Condition Change Procedure: https://docs.google.com/document/d/1naGzZPVTiqG0uj0voKfveOys1CYmVAZ6N_zeMbJ… · Project Status and Condition Change Procedure Flowchart: https://drive.google.com/a/icann.org/file/d/1AIRs7ZSz9tG2zbAP0V-JJ_Cw9iCaxK… Additional document for Improvement #12 (Notification to Council of Changes in Work Plan): · Project Change Request Form: https://docs.google.com/document/d/1nV2F1vbNoWgszJvoJQ0JzXsIvJFXOtCbVwg0apX… Improvement #14 (Make Better Use of Existing Flexibility in PDP to Allow for Data Gathering, Chartering and Termination When It Is Clear that No Consensus Can Be Achieved) · Checklist: Criteria to Evaluate Request for Data Gathering: https://docs.google.com/document/d/1NLk5GurwrVFAjY0foUGCNxfcaz_MfXYaBvZ-UdV… Thank you to all who have contributed! Best Regards, Ariel

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Post Call | PDP 3.0 Call | Tuesday, 24 September 2019 at 13:00 UTC
by Julie Bisland Sept. 24, 2019

Sept. 24, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 24 September 2019 at 13:00 UTC can be found on the agenda wiki page (<https://community.icann.org/x/l4wCBw>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, Julie

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 24 September 13:00 UTC
by Ariel Liang Sept. 24, 2019

Sept. 24, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 24 September at 13:00 UTC. Staff has posted 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/l4wCBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS - Staff to note that the review requirement/process of WG leadership needs to be incorporated in the charter template after ICANN66 - Staff to revise the proposed documents for #13, incorporating feedback from the Small Team. - Staff to check PDP 3.0 recommendations/implementation plan and consider whether a process of replacing WG leadership needs to be developed. If no existing recommendation for this, consider adding the process to the parking lot. - Staff to offer a second time slot for the meeting between PDP WG liaisons and Small Team. NOTES 1. Welcome & Roll Call 2. Package 3 #13 Review of working group leadership (~Emily) - Survey already has final language. - Second piece is the process of reviewing the WG leadership by drawing on the results of the survey and other components. - Go through the use case (i.e. AAA Working Group) of the process by reviewing the questions for discussion: * Is this the right way to structure the review of WG leadership, noting that we want the process to be constructive and ensure that no volunteer feels attacked or criticized? * Are there any adjustments we can make that ensure that issues/opportunities are identified while also ensuring volunteers feel supported and appreciated? * Does this process effectively complement work underway on other PDP 3.0 improvements without being duplicative? - Need to update the charter of the WG in order to incorporate the language of the review cycle of WG leadership. If a PDP is not phased, it may be helpful to say the review cycle happens once every (xx) months. - Set the review process at the beginning for PDPs that haven’t started. Another piece is about inflight PDPs, need to consider whether an ad-hoc process needs to be incorporated (avoid making volunteers feel that the review process is sprung on them) - Probably need about two weeks of survey period, taking into consideration the holiday breaks. - Important to have the expectation of minimum, viable number of responses from active members, depending on the WG model the PDP has. Qualitative data may also be useful too. May need to flag that the validity of the survey does not solely depend on the survey response rate. Put some language to this effect at the beginning of the survey. - Add wording that only active members are allowed to participate in the survey? Be careful with setting limitations. Observers shouldn’t be participating in the survey? - Anonymous survey, access to the data can be available to members of the WG (with names of respondents redacted). - Should we provide additional guidance to the Council leadership how to identify issues, so the review of WG leadership process can be carried out? It is hard to anticipate the type of issues that will come up, but we can add some questions in the document to prompt the thought process of the Council. - Have the review kicked off at the request from the Council liaison to the PDP, besides at the request of Council leadership? Liaisons are there to monitor and evaluate whether the WG process is working or not working. It could be tricky and be perceived by the WG leadership as criticism or attack. - If there is a serious problem arising at the leadership level, it could be escalated without a survey? Survey can also be part of the evaluation process if circumstances arise. - Another challenge is the replacement of WG leadership. Do we need any additional document developed for this process? - No formal procedure for such event, but there are other triggers (e.g., escalation procedure) that may lead to the recommendation of replacing WG leadership. May need to develop a process to remove WG leadership, which falls in between several improvements. - ACTION ITEM: Staff to note that the review requirement/process of WG leadership needs to be incorporated in the charter template after ICANN66 - ACTION ITEM: Staff to revise the proposed documents for #13, incorporating feedback from the Small Team. - ACTION ITEM: Staff to check PDP 3.0 recommendations/implementation plan and consider whether a process of replacing WG leadership needs to be developed. If no existing recommendation for this, consider adding the process to the parking lot. #5 Active role for and clear description of Council liaison to PDP working groups (~Steve) - Cannot accommodate everyone in the timeslot selected (Thu 26 Sep at 22:00 UTC) for the Small Team meeting with liaisons. Maybe schedule another meeting, and also encourage liaisons to provide written responses, if they cannot attend the second call. - Provide status update first at the beginning of the meeting with liaisons. - Council liaisons did not have a full grasp of what their responsibilities are. PDPs really give rise to the need to improve the role of liaisons and a number of other PDP 3.0 improvements. - Some actions include integrating the liaisons into the leadership team, making sure there is handoff process, etc. - No written feedback from liaisons yet, but hopefully will receive helpful verbal feedback during the call. - ACTION ITEM: Staff to offer a second time slot for the meeting between PDP WG liaisons and Small Team. 3. AOB

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Proposed Agenda GNSO PDP 3.0 - 24 September at 13:00 UTC
by Ariel Liang Sept. 20, 2019

Sept. 20, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 24 September at 13:00 UTC. 1. Welcome and roll call 2. Package 3 Improvements (~Staff will help lead the discussion on behalf of Darcy, who sent apologies) * #13 Review of working group leadership (~Emily) * #5 Active role for and clear description of Council liaison to PDP working groups (~Steve) 3. AOB Best, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761<tel:+1%20310%20804%202761> Skype: ariel.liang.icann www.icann.org<http://www.icann.org/>

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Final Call: Review Improvements #11, #12 & #16 by Friday 20 September
by Ariel Liang Sept. 17, 2019

Sept. 17, 2019

Dear All, By COB Friday, 20 September, please provide your final input for the Package 2 documents below. Overarching documents for Improvements #11, #12 & #16 (Criteria for PDP WG Updates): * GNSO Project Work Product Catalog: https://drive.google.com/open?id=16eBQcZeM6kQTcqdcanhLch7Kx2jtEqBOgG9Wzzjd3… * EPDP Phase 2 Work Product Examples: https://drive.google.com/a/icann.org/file/d/1fXix7RiiBmWP06DrvMNPa7IsTccoln… Additional documents for Improvement #11 (Enforce Deadlines and Ensure Bite Size Pieces): * Project Status and Condition Change Procedure: https://docs.google.com/document/d/1naGzZPVTiqG0uj0voKfveOys1CYmVAZ6N_zeMbJ… * Project Status and Condition Change Procedure Flowchart: https://drive.google.com/a/icann.org/file/d/1AIRs7ZSz9tG2zbAP0V-JJ_Cw9iCaxK… * Next Generation Project List Example: https://drive.google.com/a/icann.org/file/d/1nS3wlI_wwK_QdUd_IfPmCMaFNxglv_… Additional document for Improvement #12 (Notification to Council of Changes in Work Plan): * Project Change Request Form: https://docs.google.com/document/d/1nV2F1vbNoWgszJvoJQ0JzXsIvJFXOtCbVwg0apX… In absence of concerns/objections, staff will coordinate with the Small Team leads to finalize the Package 2 documents by 25 September, and Improvements #11, #12, and #16 documents will be considered as completed according to the timeline/implementation plan. Thank you for your review. Best Regards, Ariel

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