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PDP 3.0 Implementation Final Report
by Ariel Liang Feb. 10, 2020

Feb. 10, 2020

Dear All, Thanks everyone for the review of the draft final report, and thanks to Rafik and Pam for suggesting edits on the Google Doc. Please find attached the finalized clean version using the GNSO report template. If no objection or further edits, Rafik will send this Final Report to the GNSO Council, together with the motion text. Thanks very much again for everyone’s time and effort for implementing the PDP 3.0 improvements in the past ten months! Best Regards, Ariel

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Review Final Report by COB Friday 7 February
by Ariel Liang Feb. 5, 2020

Feb. 5, 2020

Dear all, Please find here the Google Doc version of the PDP 3.0 Final Report: https://docs.google.com/document/d/1OfQkmpp1yhAECpQy7nc4_1K7Jlb4iwg2_6nT2I3… After the call, staff slightly reorganized the document as follows: * Added the effective time frame for deployment in the table of work products. * Included all work products, including the revised charter template and the proposed update of the GNSO Operating Procedures, in “Section 3: Annex”. Please provide your final input/feedback by COB Friday, 7 February. The aim is to submit this document for the Council review by Monday, 10 February. Please focus your review on Section 1 (pp2-7), Section 2 (pp8-12), and Proposed Update of GNSO Operating Procedures (pp155-174). Thanks everyone! Best, Ariel

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 04 February at 13:00 UTC
by Julie Hedlund Feb. 4, 2020

Feb. 4, 2020

Dear All, Please find below the action items and notes captured during the PDP 3.0 Small Team meeting on Tuesday, 04 February 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/display/GCP/2020-02-04+PDP3.0. Best Regards, Julie == Actions: 1. Incorporation of PDP 3.0 in GNSO Operating Procedures ACTION ITEM: Put the document out for review by the Small Team on the list. 2. Proposed effective time to deploy PDP 3.0 improvement implementation ACTION ITEM: Put the document out for review by the Small Team on the list. 3. Parking lot items discussion ACTION ITEM: Keep in the parking lot except noting that Flip as an action to produce a revision of the Statement of Interest. Councilors’ WG Participation - No change and no further work required. 4. PDP 3.0 Final Report preview ACTION ITEM: Put the document out for review by the Small Team on the list. Notes: 1. Incorporation of PDP 3.0 in GNSO Operating Procedures See: https://docs.google.com/document/d/1V7Xfoh_xnr51JDJqF8HsEn_buVak36GNrKafnx1… -- Table of Contents: sections that could be revised. -- Most are in Annex 1 and Annex 2. -- Individual Sections: 1) Instructions on how to add contents. 2) The clean version is in this document, but not all of the text is new. -- Staff’s suggestion is to decouple this effort from the overall PDP 3.0 improvement implementation. Council may wish to review the implementation first, and then wait to make changes to the Operating Procedures after implementation. -- This is a work in program; not a final document. -- Changes to the Operating Procedures will take time. They need to go through public comment and then be approved by the Council. -- Need to start implementing the changes and do a review. Should do this before making the changes to the Operating Procedures. -- Question: The GNSO Council is supposed to manage the PDP using the Operating Procedures, so don’t we need to amend the Operating Procedures in order to carry out the PDP 3.0 improvements. Not sure about timing. -- If we make it too prescriptive then we have to change the Operating Procedures every time we do something different. -- We already started experimenting with the improvements – such as with the RPMs PDP WG revised charter. Not superseding what we have, but providing tools. -- It would take many months to update the Operating Procedures and that would need to be done by another team. -- It may not be a requirement for the Council to wait until after the review of the Operating Procedures. -- This document could be an extreme version of possible changes. Small Team from the Council working on the changes could use this as a reference. -- Actual changes are lightly to be much fewer and more high-level. -- Keep this as a reference for future work. Put it out for review. ACTION ITEM: Put the document out for review by the Small Team on the list. 2. Proposed effective time to deploy PDP 3.0 improvement implementation See: https://docs.google.com/document/d/1uWJc4LwUuwDJex7OIHUktcQXRKUapSUNgU0zjI4…   Overview: -- This is part of the MSM Evolution Workstream. -- For many of the improvements relating to working groups the suggestion is to make them effective immediately. -- Next generation project list has already been deployed. -- Project Change Request has already been used/implemented. Discussion: -- Providing that the GNSO Operating Procedures allow us to deploy/implement immediately the proposed timeline is okay. -- Change “applied for” to “applied to”. ACTION ITEM: Put the document out for review by the Small Team on the list. 3. Parking lot items discussion -- Confirm which ones of these items need to be moved forward. -- Any suggestions to narrow this group of items, or we can defer them to the Council. -- After our discussions at the SPS, I think there was a clear majority not to proceed with the idea that a councilor should be barred from PDP participation. -- Flip took the action at the SPS to develop a new draft of the Statement of Interest. -- Don’t think we’ll get further feedback from our respective groups. -- Better if this Small Team has a suggestion of what to do with them. -- We should wait to see how the current proposals operate in practice before changing even more. -- Councilors’ WG Participation - No change and no further work required. -- Others: continue to hold in the parking lot. ACTION ITEM: Keep in the parking lot except that Flip as an action to produce a revision of the Statement of Interest. Councilors’ WG Participation - No change and no further work required. 4. PDP 3.0 Final Report preview See the wiki: https://community.icann.org/display/GCP/%5BDraft+Space%5D+PDP+3.0+Implement… and the report: https://docs.google.com/document/d/1OfQkmpp1yhAECpQy7nc4_1K7Jlb4iwg2_6nT2I3… -- Per action item above, remove Councilor’s WG Participation from the parking lot. -- Section 2: Do we want to copy and paste all the work products or link to the table? If we list all of the documents it will be very lengthy, but if we include only links people may not click on the link. -- Could we include the deliverable documents as annexes? Like the idea of having a table with links to the documents, but given that this is a final report it might be good to have everything in one place as a record. Then they are all there and captured. -- No objections to include the score-cards and webinar materials as annexes. ACTION ITEM: Put the document out for review by the Small Team on the list.

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Post Call | PDP 3.0 Call | Tuesday, 4 February 2020 at 13:00 UTC
by Nathalie Peregrine Feb. 4, 2020

Feb. 4, 2020

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 04 February 2020 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/x/1A_JBw> (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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Agenda: PDP 3.0 Small Team Meeting 4 Feb 13:00 UTC
by Ariel Liang Feb. 3, 2020

Feb. 3, 2020

Dear All, Please see below the proposed agenda for the PDP 3.0 Small Team call tomorrow (Tuesday, 4 February) at 13:00 UTC: 1. Incorporation of PDP 3.0 in GNSO Operating Procedures 2. Proposed effective time to deploy PDP 3.0 improvement implementation 3. Parking lot items discussion 4. PDP 3.0 Final Report preview Thank you, Ariel

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Provide Input to Improvement #17 by Monday 13 January
by Ariel Liang Jan. 8, 2020

Jan. 8, 2020

Dear All, Following Berry’s presentation on the proposed implementation of Improvement #17, please provide your final comment/input for the document by Monday, 13 January: https://docs.google.com/document/d/1Lt4ubWvMibEssbmwUFbB5Bc6MNCEfjbP8xSZq1Y… Thank you! Ariel

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Charter Template Revision - Input by Monday, 13 January
by Ariel Liang Jan. 8, 2020

Jan. 8, 2020

Dear All, Per action item from yesterday’s call, staff have further revised the charter template by making the following changes: https://drive.google.com/a/icann.org/file/d/1j--eXY1faQFbtRiT7yuKb7DuEv5wkm… * Deleted the text of sections 3.4, 3.5, and 3.7 of the GNSO Working Group Guideline in the charter template * Made cosmetic changes: * text outside the colored boxes is placeholder text; * text inside yellow boxes is instruction for the charter drafting team (can be deleted after the charter is completed); * text inside gray boxes provides additional information for the charter drafting team. The template has been reduced to 14 pages. Not very short, but it should be slightly easier to digest. As various audiences may read the charter, it is helpful for the charter to also serve as a one-stop-shop for all relevant PDP 3.0 implementations. Hence, the deletion was only limited to the aforementioned sections in the GNSO Working Group Guideline. Please provide your final input to the revised charter template by Monday, 13 January. Thanks all! Ariel

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Post Call | PDP 3.0 Call | Tuesday, 07 January 2020 at 21:00 UTC
by Andrea Glandon Jan. 7, 2020

Jan. 7, 2020

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 07 January 2020 at 21:00 UTC can be found on the agenda wiki page <https://community.icann.org/x/NgVxBw> (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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REMINDER: Finalizing PDP 3.0 Implementation Documents - 13 January 2020
by Ariel Liang Jan. 7, 2020

Jan. 7, 2020

Dear All, Per Small Team call, please review the suggested edits to the PDP 3.0 documents below and provide your final comments/suggested edits by Monday, 13 January. Thank you! Ariel From: Ariel Liang <ariel.liang(a)icann.org> Date: Friday, January 3, 2020 at 10:41 AM To: "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: Finalizing PDP 3.0 Implementation Documents Dear PDP 3.0 Small Team, Happy New Year! Hope you all had some time to relax over the holiday and best wishes for 2020! Right before the holiday, the Small Team has reviewed the scorecard<https://docs.google.com/spreadsheets/d/1AXJnTP-xX6eQWRTeOMopFD-iUr1tlGA5uy-…> which contains suggested responses to feedback received on PDP 3.0 implementation. On the scorecard, staff also proposed actions to revise relevant PDP 3.0 implementation documents. Thanks Marie and others for reviewing and commenting the scorecard! Based on the feedback received and suggested actions in the scorecard, staff have revised the relevant documents below, and you can see the suggested edits in redline: #1 Statement of Participation: https://drive.google.com/a/icann.org/file/d/1bs_bQwITOJvDIWgaj0FV2A_bbX02Ep… #2 Alternatives to Open Working Group Model: https://drive.google.com/a/icann.org/file/d/1N-U9dvu_IBkW1FvpGY_aGr0uW6VZTW… #3 Criteria for Joining of New Members: https://docs.google.com/document/d/1qp7rv4wB8TNzkPdi5yuKlpfIjgt81ClOZsq4EcA… #5 GNSO Council Liaison Supplemental Guidance: https://docs.google.com/spreadsheets/d/1eNpkmZWuCeRc3o89duJ-OXt2Qm7W-g3O7m1… #6 Expectations for Working Group Leaders: https://docs.google.com/document/d/1DxRS7jYHh1i5USyrr0wP6dpJhQjRqrMnnT_xWuz… #9 Clarification to Complaint Process: https://docs.google.com/document/d/1pIHFupCdXoH3BSgRfu6KbzUm2jt1AQ-_MEk0JeM… #12 Project Change Request Form: https://docs.google.com/document/d/1nV2F1vbNoWgszJvoJQ0JzXsIvJFXOtCbVwg0apX… #13 PDP Working Group Member Survey on Leadership Performance: https://drive.google.com/a/icann.org/file/d/1URP3B3GCYzEj-nWZcVV_dcrdtuSY5w… If you have any additional comments/suggestions for finalizing these documents, please comment on list OR suggest edits/comment on the Google Docs. Thank you, Ariel

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 07 January 21:00 UTC
by Julie Hedlund Jan. 7, 2020

Jan. 7, 2020

Dear All, Please find below the action items and notes captured during the PDP 3.0 Small Team meeting on Tuesday, 07 January at 21:00-22:00 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/display/GCP/2020-01-07+PDP3.0. Best Regards, Julie == Actions: 1. Review revised Charter Template: ACTION ITEM 1: Staff to check which improvements require changes to the Operating Procedures and which don’t. ACTION ITEM 2: Staff to suggest how to incorporate PDP3.0 improvements into the GNSO Operating Procedures or PDP Manual”. (i.e., the mechanism?) ACTION ITEM 3: Ariel and Pam to work together to try to develop a hybrid/shorter version of the charter template. ACTION ITEM 4: Resend the charter template to the list and ask if there are any further comments. 2. Next Steps for SPS2020: -- Confirm the effective dates for the core improvements – small team to review them and consider when it’s best to roll each one out. -- Look at the parking lot items on the Slack channel – review before SPS2020. ACTION ITEM: Complete by Monday, 13 January. Notes: 1. Review revised Charter Template Clean Version: https://drive.google.com/a/icann.org/file/d/1j--eXY1faQFbtRiT7yuKb7DuEv5wkm… [drive.google.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_a_ica…> Redline Version: https://drive.google.com/a/icann.org/file/d/1c69yMieH-9MCfhSelpb5vc8dxvIY_I… [drive.google.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_a_ica…> Overview (provided by Ariel): Section III: Project Management -- When drafting the charter they should be aware of these projects, milestones, and project change requests. -- These are FYI items relating too Project Management. Section IV: Formation and Organization of the WG -- Most the content is new and not in the charter template. -- Will need to specify the WG model and membership structure and criteria, skills guide, joining after project launch, expert contributors – all from PDP 3.0. -- Guidance for Leadership Structure and Leadership Criteria – including what skill are expected from a leader. -- Leadership review is FYI information, relating to regular review of WG leadership. Charter DT could decide to include a timeframe for leadership review. -- Liaisons – relating to improvement #5 – responsibility for GNSO Council liaison. -- Support staff – hasn’t changed from previous version. Section V: Rules of Engagement -- Statement of Interest Guidelines and Statement of Participation. -- Problem & Issue Escalation and Resolution Processes -- Formal complaint process Question: Do we need to include all of the text from the various improvement documents? Section VI: Decision Making Methodologies -- Consensus Designation Process, etc. Discussion: -- Question: Having gone through this updated version quickly, can see incorporating the various improvements in this document, but not sure that is the best approach. It makes the document very long. The charter should only deal with topics that are PDP WG specific – scope, structure, member/leadership criteria. The reporting parameters, consensus decision making, etc. are standard operating procedures. Or do we reference the improvements in the charter template? -- There are a few new sections, but others are in the existing charter template. Understand the concern about having a long document, but an advantage is to have all of the information in one document. It is a reference document that will guide the work of the whole PDP. -- Agree that it’s too long and it doesn’t include the scoping materials of a particular group. But also agree that this is a governing document for the group. Previous material was included for quick reference. Keep most of it except for a few sections that Ariel pointed out. We can’t have two documents, particularly for change control. -- Time for a makeover of the format. Not sure how function that tables are. Maybe we include a table of contents. -- Makes sense to shorten certain parts of the template and think about whether we want a long form and a short form. -- Sections in yellow indicate areas that will be customized. -- Text could be deleted when drafting the charter since much of the text is there for reference, and just include the text being provided for the sections highlighted in yellow. -- For sections of the WG Guidelines we can just include links, not repeat the text. -- Think who are the main consumers of the document and what sections are relevant to them. For example, sections that where want to provide the information to the WG members, such as the WG liaison and membership. We could do some categorization. -- Question: How are the various improvements going to be reflected in the GNSO Operating Procedures? They would have to be reflected in order to be binding. Then we have a reference point in the charter template – to make a reference to the updated operating procedures. -- If we are over-prescriptive in the template then that is constraining as well. Give some thought to have we can develop a hybrid approach to make the document more user friendly. -- Don’t think most of the improvements result in changes to the Operating Procedures, but most are guidance documents separate from the Operating Procedures. ACTION ITEM 1: Staff to check which improvements require changes to the Operating Procedures and which don’t. ACTION ITEM 2: Staff to suggest how to incorporate PDP3.0 improvements into the GNSO Operating Procedures or PDP Manual”. (i.e., the mechanism?) ACTION ITEM 3: Ariel and Pam to work together to try to develop a hybrid/shorter version of the charter template. ACTION ITEM 4: Resend the charter template to the list and ask if there are any further comments. 2. Discuss Improvement #17: Resource Reporting for PDP WG (~Berry) Overview (provided by Berry): Page 2: Items in red – from the Council; complementary to what improvement #17 was about, such as the “scary spreadsheet”. Page 3: Possible near-term actions and deliverables for SPS2020: -- Resource and capacity management (number of projects that can be managed at any one time). -- Being able to forecast in the near future. -- Further define financial management. -- Distinctions between program management and project management. Page 4: Framework to address issues identified under improvement 17: -- Project management. -- Portfolio/program management. -- People (community) resources versus (staff) resources – being able to measure and track the resource consumption of these resources. -- Financial resources – no extra-ordinary funds allocated to a WG (except EPDP). Page 5: -- Updating the charter template, chartering process, oversight. -- Remove the reference to the fact sheet in the charter template. The primary rationale for why the fact sheet got started was to find a summary way for how to keep track of a project, but the biggest one was the financial component. -- Chartering process: nail down the scope as early as possible and that at some point in time there is an appropriate project plan showing how long it will take to meet those project goals. Potentially proposing that the charter process spans from the Council to the early formation days of the WG and when the final project plan is developed it should go back to the Council for approval. -- Tool: tactical view of how many hours are being expended. 3. Next Steps for SPS2020: -- Improvement #4 is in process and may not be finalized by SPS2020. -- Confirm the effective dates for the core improvements – small team to review them and consider when it’s best to roll each one out. -- Look at the parking lot items on the Slack channel – review before SPS2020. ACTION ITEM: Complete by Monday, 13 January.

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