September 2019 - GNSO-PDP3Dot0-DT

REMINDER - Draft Proposal: PDP 3.0 GNSO Community Consultation & Public Comment Response
by Ariel Liang Sept. 17, 2019

Sept. 17, 2019

Hello All, Per action item, this is a reminder for reviewing the draft proposal<https://docs.google.com/document/d/1ocJKRtgz6ERhSkZRmhIzS_xETdLmsFD0abWwH7-…> for public comment response & GNSO community consultation process. Please share any comment/question you may have on list. Thank you, Ariel From: Ariel Liang <ariel.liang(a)icann.org> Date: Friday, September 13, 2019 at 11:19 AM To: "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: Draft Proposal: PDP 3.0 GNSO Community Consultation & Public Comment Response Dear All, Per action item, staff developed a draft proposal in consultation with Rafik and Pam, on the GNSO community consultation process about PDP 3.0, as well as the response to the public comment on the “Next Steps to Improve the Effectiveness of ICANN’s Multistakeholder Model<https://www.icann.org/public-comments/multistakeholder-model-next-steps-201…>”. Draft Proposal: https://docs.google.com/document/d/1ocJKRtgz6ERhSkZRmhIzS_xETdLmsFD0abWwH7-… Regarding the public comment, the proposal is that the Small Team would be the drafter for a GNSO Council response, which centers on a factual update of the PDP 3.0 implementation. Following the closing of the public comment period, there should also be an opportunity for Brian Cute to meet with the Small Team to learn more about PDP 3.0 implementation. Please be so kind to review the proposal in advance of the call next week. It will also be on the agenda for further discussion. Thank you for your review, 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

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 17 September 13:00 UTC
by Ariel Liang Sept. 17, 2019

Sept. 17, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 17 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/hoUCBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS * Staff to send the Final Call message for Improvements #11, #12 & #16 documents. Final Call: 20 Sep; Interim Finalization Target Date: 25 Sep. * Staff to remind the Small Team to review the proposal for public comment response and GNSO community consultation. NOTES 1. Welcome and roll call 2. Package 2 Improvements #16 * The catalog of work products is about deploying consistent status/work products to ensure consistency in messaging. It helps feed into the management of the projects. * It is an inventory of work products that the Small Team has seen before. It provides what the product is. Who owns a particular work product. How often it should be updated. What the primary audience is. A real-life example from EPDP Phase 2 has been included. It is a working example of using all the work products enumerated in the catalog. * Not every project is a PDP but we have a number of groups that mimic the procedures of PDP WG. * The situation report should be used frequently by the group for any communications need. It consolidates different types of status reporting. Status and condition code. * Live use cases/examples: Work plan now has built-in dependencies and critical paths; action items are migrated to a spreadsheet from the wiki. Both work plans and action items are kept short and tactical. * Although some of the work products look scary, the expectation is that staff will do the heavy lifting for developing/completing these work products. It is a shared package, so the WG leadership needs to be familiar with them, so should the Council liaisons. * Not all work products need to necessarily deploy to all WGs. There is a proposed deployment schedule. * Some WGs already use similar work products but they do not have consistent look and feel. It is up to the leadership for the inflight groups regarding when/how they are going to use the proposed work products. #11 * Project List: the updated version has already been rolled out to the Council. * Status and condition change procedure: When you get to the nuts and bolts about it, it is really not that complicated. * The ultimate goal for the procedure is for the leadership to manage various groups and be responsible for the PDP. Introduce discipline and predictability during the decision making process when the Council needs to get involved. * If we properly scope, resource, and have obtainable delivery date, we will never get into the procedure. * The left side is strictly for the status portion and all about schedule updates, using the keys in the legend. The right side is about condition change other than schedule (e.g., filing of 3.7). Condition carries much more weight than status, and it is more troubling. One should address the condition component of the procedure first, and then evaluate whether the status (timeline) needs to be adjusted. When getting into the condition area of the procedure, whether terminating the project is also on the table. * The middle part directs the leadership/staff to consider whether condition or status needs to be modified. There may be a situation that both condition and status need change. * It is a transactional procedure. If a project is on hold, the procedure will look like an endless loop (from the top). Mainly use this procedure when a project has entered the troubled land. * It is a procedure to help the Council make decisions in a consistent way. The flowchart is being processed by human and we can figure out how to use it. We need to give it a try and see whether it can work. What being proposed is not written in stone and we can course correct. * There is seriousness to enhance the project management discipline. When emotion runs high, without the discipline, the emotion will go unchecked. It is a big deal when schedule changes due to resources spent among the community and staff. * Use CCWG-Auction Proceeds as a real-time example. It is similar to RPMs. It has hit the fourth-year mark and has shifted schedule 3-4 times. Timelines for that effort were more set as a target to encourage progress than realistic timelines. * End the flowchart with the “Finish” tabs (and in case of hold projects, it should remain on hold). One arrow to finish, another arrow to lift hold and proceed further. Add some kind of 'finish' when it is decided that a project is put on hold so it doesn't go into an endless loop. There may be some kind of trigger by which it would go into the process again? Perhaps two more elements branching from there. One that says "project remains on hold”, and one that says "project comes off hold".   * Staff will be mainly responsible to assign the status and condition codes. More importantly, what the Council is going to do when reviewing the project list? If the Council continues seeing projects have yellow/red codes, it should consider whether to manage them up or manage them out. #12 * Due to time constraints, the Small Team did not cover the document in detail. * After sending the documents to the Council, we will have a chance for dry run. * This isn't a final delivery. We live process and procedure, not implement and forget. * ACTION ITEM: Staff to send the Final Call message for Improvements #11, #12 & #16 documents. Final Call: 20 Sep; Interim Finalization Target Date: 25 Sep. 3. Draft Proposal for GNSO Community Consultation & Public Comment Response * ACTION ITEM: Staff to remind the Small Team to review the proposal for public comment response and GNSO community consultation. 4. AOB

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Post Call | PDP 3.0 Call | Tuesday, 17 September 2019 at 13:00 UTC
by Nathalie Peregrine Sept. 17, 2019

Sept. 17, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 17 September 2019 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/x/hoUCBw> (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, Nathalie

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FW: PDP3.0 - Package 2 for Discussion on 17 Sept @ 13:00UTC
by Berry Cobb Sept. 17, 2019

Sept. 17, 2019

Hi All, I just realized I sent this to the bounce list by accident. My apologies. B From: Berry Cobb <Berry.Cobb(a)icann.org> Date: Sunday, September 15, 2019 at 16:51 To: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> Subject: PDP3.0 - Package 2 for Discussion on 17 Sept @ 13:00UTC Hi All, Please find attached Package #2, which includes much of Improvement #11, #12 and #16. We will review through this package on our 17 Sep, 13UTC session. Here’s a short description and notes to consider before reviewing the package: * For Improvement #16, there’s an updated project work product catalog & deployment schedule. You’ll recall our prior discussion that this improvement was largely fulfilled by the standard work products defined under Improvement #11, but there was some discussion about how these would be rolled out to current groups. See the Work Product Catalog Deployment PDF for an initial suggestion based on the principle of not largely disrupting adoption for in-flight working groups. In short, all new groups will use the full catalog and only select work products will be used for in-flight groups under ownership from the GNSO Policy team. * The EPDP-P2 Project Package PDF is a live working example of the work products in action updated as of 31 August and is attached here for reference when comparing the descriptions in the Catalog. * An updated Status and Condition Change Procedure document is included as a part of Improvement #11. I separated the work products out used to manage thee project to create the Work Product Catalog documents above. With the exception of a few minor updates and acceptance of prior feedback, this content is largely unchanged. However, the open action here is to review the procedure against use cases. Two calls ago, we started down this path recognizing that the best use cases are our current “real” projects. We’ll pick up where we left off with the summary of projects on the GNSO Council Project List attached for your reference. Note, this was just distributed to the GNSO Council in prep for this coming week’s Council meeting. Please take few minutes to review those projects where the Status and Condition codes show a yellow or red indication. These start to test the Status and Condition Code Change Procedure (SCCCP). * As part of reviewing the use cases, one project will also involve Improvement #12 about notification of project/schedule changes to the GNSO Council. Attached is an EXAMPLE ONLY of the Project Change Request (PCR) form regarding the CCWG-AP. We can talk about the path for where this work product can be used and discuss at a high-level what the interactions should be among the WG leadership and the GNSO Council / Leadership. * I’ll be sharing my screen throughout this discussion, mostly referencing the Change Procedure diagram, but I will also have the Project List up for quick reference. Thank you. B Berry Cobb @berrycobb GNSO Policy Consultant

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Proposed Agenda GNSO PDP 3.0 - 17 September at 13:00 UTC
by Ariel Liang Sept. 13, 2019

Sept. 13, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 17 September at 13:00 UTC. 1. Welcome and roll call 2. Package 2 Improvements (~Berry) * #11 Enforce Deadlines and Ensure Bite Size Pieces * #12 Notification to Council of Changes in Work Plan 3. Draft Proposal for GNSO Community Consultation & Public Comment Response 4. AOB Best, 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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Draft Proposal: PDP 3.0 GNSO Community Consultation & Public Comment Response
by Ariel Liang Sept. 13, 2019

Sept. 13, 2019

Dear All, Per action item, staff developed a draft proposal in consultation with Rafik and Pam, on the GNSO community consultation process about PDP 3.0, as well as the response to the public comment on the “Next Steps to Improve the Effectiveness of ICANN’s Multistakeholder Model<https://www.icann.org/public-comments/multistakeholder-model-next-steps-201…>”. Draft Proposal: https://docs.google.com/document/d/1ocJKRtgz6ERhSkZRmhIzS_xETdLmsFD0abWwH7-… Regarding the public comment, the proposal is that the Small Team would be the drafter for a GNSO Council response, which centers on a factual update of the PDP 3.0 implementation. Following the closing of the public comment period, there should also be an opportunity for Brian Cute to meet with the Small Team to learn more about PDP 3.0 implementation. Please be so kind to review the proposal in advance of the call next week. It will also be on the agenda for further discussion. Thank you for your review, 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

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Reminder: Review Documents for Improvements #9, #11, #12, #13, #16
by Ariel Liang Sept. 11, 2019

Sept. 11, 2019

Dear All, Per action item, staff are recirculating the draft documents for the following improvements for Small Team’s review and feedback. Kindly note the deadline for providing final input to the document for Improvement #13. Improvement #13 Review of Working Group leadership * Please provide your final comment/input by Tuesday, 17 September for the “Regular Review of PDP Leadership/WG Liaison by GNSO Council” document: https://docs.google.com/document/d/1hbc26gVvd5TjzLarGQkLxGQn_mRceF0H/edit Improvement #9 Provide further guidance for sections 3.6 and clarification of section 3.7 (Appeal Process) * Flip’s Memo on 19 August 2019: https://docs.google.com/document/d/1mZ2Xr511FnvMASNVGR7CI2MqLHoaQigdeuL1Mko… Improvements #11 (enforce deadlines and ensure bite size pieces), Improvement #12 (notification to Council of changes in work plan) & Improvement #16 (criteria for PDP WG updates) The documents below were previously shared by Berry and are subject to Berry’s updates, if any * Product Catalog: https://mm.icann.org/pipermail/gnso-pdp3dot0-dt/attachments/20190825/177307… * Project list prototype: https://community.icann.org/download/attachments/111390935/GNSO%20Project%2… * Examples from the EPDP Team: https://mm.icann.org/pipermail/gnso-pdp3dot0-dt/attachments/20190825/177307… * Escalation Procedure (pages 4-6): https://community.icann.org/download/attachments/111390935/project_status_a… * Project Change Request Form: https://docs.google.com/document/d/1atq-97a4KlNixU7xkMqH-7l-pHLH5T5zQvP4YhZ… Thank you, Ariel

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Post Call | PDP 3.0 Call | Tuesday, 10 September 2019 at 13:00 UTC
by Andrea Glandon Sept. 10, 2019

Sept. 10, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 10 September 2019 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/x/54ACBw> (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 10 September 13:00 UTC
by Ariel Liang Sept. 10, 2019

Sept. 10, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 10 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/54ACBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEM * Small Team to review and provide feedback for the “Regular Review of PDP Leadership/WG Liaison by GNSO Council” document (improvement #13) by Tuesday, 17 September. * Staff to note the review of IRT liaisons in the parking lot. * Staff to send a doodle poll to organize a meeting with the current/past liaisons. Ask if they would prefer direct engagement rather than a group setting (with a group-setting default). * Small Team to review the documents developed by Berry for improvements #11, #12, and #16, as well as the latest memo by Flip on improvement #9. Staff to send a reminder. NOTES 1. Welcome and roll call 2. Package 3 improvements a. #13 Review of Working Group leadership - The survey document was closed for further comments/inputs by 27 August. The survey will be utilized in conjunction with the leadership report and other related documents for reviewing the WG leadership. - The “Regular Review of PDP Leadership/WG Liaison by GNSO Council” document is about the actual leadership review process. - Seek Small Team’s input: to which extent the WG leadership review needs a structured process, or it can be conducted more informally? - Would like to see a snapshot of how things are going; it would only needed to be "escalated" to Council in detail - as opposed to an FYI at the beginning of our meetings - if there's an issue.  - We should be clear that the leadership review is a requirement for all PDPs. - ACTION ITEM: Small Team to review and provide feedback for the “Regular Review of PDP Leadership/WG Liaison by GNSO Council” document by Tuesday, 17 September. b. #5 Active role and clear description of Council liaison to PDP Working Groups - Need to send questions to the liaisons before the meeting with them. It needs to be a discussion with liaisons, even just a short meeting. - Additional question: Did you feel that leadership didn't want to "defer" to you? Did they feel you were "interfering"? Bad terminology but trying to capture the "did they resent your presence as they're in charge" consideration. - Does it make sense to add another question or does this one cover it and/or could be adapted: “Did you feel empowered as the liaison to engage the PDP leadership, the PDP working group, and/or Council leadership about challenges”?  - Not “did you feel included”, more “did they resent you being there”?  - Operating procedure for IRT liaisons should be treated separately. The IRT liaisons need to be reviewed but it is not appropriate for PDP 3.0. Perhaps put this item in the parking lot. - Expand Q6 based on Marie’s and Maxim’s comments. The focus is really on liaison’s experience on the Council. If we ask whether liaison’s involvement is beneficial for the PDP, we will have to ask the PDP members and leadership. - There is an existing handover document for GNSO Council liaison to PDPs, and it may be changed subject to liaisons’ responses to the questionnaire. - Next steps is to send the questionnaire to the liaisons in advance and use a doodle poll to schedule a time that can get the Small Team and liaisons together as soon as possible, but not necessarily tied to the Tuesday Small Team meeting schedule. - Emphasize that liaisons may want to spend more time on certain questions. - ACTION ITEM: Staff to note the review of IRT liaisons in the parking lot. - ACTION ITEM: Staff to send a doodle poll to organize a meeting with the current/past liaisons. Ask if they would prefer direct engagement rather than a group setting (with a group-setting default). 3. AOB - ACTION ITEM: Small Team to review the documents developed by Berry for improvements #11, #12, and #16, as well as the latest memo by Flip on improvement #9. Staff to send a reminder.

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Proposed Agenda GNSO PDP 3.0 - 10 September at 13:00 UTC
by Ariel Liang Sept. 6, 2019

Sept. 6, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 10 September at 13:00 UTC. 1. Welcome and roll call 2. Package 3 Improvements (~Darcy) * #13 Review of Working Group Leadership * #5 Active role for and clear description of Council liaison to PDP Working Groups 3. AOB Best, 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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