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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group Alex Zinin 3 Internet Draft Alcatel 4 Expiration Date: November 2005 May 2005 5 File name: draft-zinin-early-review-01.txt 7 Area Review Teams for 8 Early Cross-functional Reviews 10 draft-zinin-early-review-00.txt 12 Status of this Memo 14 By submitting this Internet-Draft, each author represents that any 15 applicable patent or other IPR claims of which he or she is aware 16 have been or will be disclosed, and any of which he or she becomes 17 aware will be disclosed, in accordance with Section 6 of BCP 79. 19 Internet Drafts are working documents of the Internet Engineering 20 Task Force (IETF), its Areas, and its Working Groups. Note that other 21 groups may also distribute working documents as Internet Drafts. 23 Internet Drafts are draft documents valid for a maximum of six 24 months. Internet Drafts may be updated, replaced, or obsoleted by 25 other documents at any time. It is not appropriate to use Internet 26 Drafts as reference material or to cite them other than as a "working 27 draft" or "work in progress". 29 The list of current Internet-Drafts can be accessed at 30 http://www.ietf.org/ietf/1id-abstracts.txt 32 The list of Internet-Draft Shadow Directories can be accessed at 33 http://www.ietf.org/shadow.html. 35 Abstract 37 This document contains a proposal for cross-functional IETF review 38 process that can be initiated at early stages of a document life 39 cycle. The approach is based on existing experience with area 40 directorates and other expert groups within the IETF. 42 Please send any comments on this document to the IESG (iesg@ietf.org) 44 1. Introduction 45 Cross-functional (intra-area and cross-area) review are the 46 properties of the IETF that are supposed to ensure high quality of 47 the produced technologies, their scalability and safety for the 48 Internet as a whole. It has been widely acknowledged that these 49 properties are among the core values of the IETF and have to be 50 preserved in order for the IETF to continue being a successful 51 engineering and standards organization. 53 Currently, the AD review and IESG review processes are the only 54 formal ways within the IETF to ensure cross-functional, and in 55 particular cross-area reviews. Since these reviews happen only when 56 the documents are submitted for final approval, issues are brought up 57 late in the process, often when contributors have invested a lot of 58 cycles into the document, the technology has possibly been 59 implemented, and changes in direction or certain technical details 60 are painful and frustrating. If interim cross-functional or cross- 61 area review is needed, it is currently done informally, and this 62 process is not necessarily coordinated with the following review by 63 the IESG members. 65 Creating a more formal and better described mechanism for cross-area 66 review that would be coordinated with the IESG review process, and 67 could be involved at any point within a life cycle of a document 68 should substantially improve the quality of the documents submitted 69 to the IESG and minimize the number of substantial issues identified 70 late in the process. A straight-forward way to do this could be to 71 request interim IESG review before the document is completed and 72 submitted for final approval. However, if applied to a considerable 73 number of documents (and we do want more documents to benefit from 74 cross-area review), this would put additional load on the IESG and 75 could impact document processing time. 77 This document proposes a cross-area review process that should have 78 better scaling characteristics. The method is based on delegation of 79 the document review function from ADs to the area review teams, 80 currently known as "area directorates" in some areas, or "doctor 81 groups" in others. Note that the described process does not obviate 82 the need for the cross-functional peer review performed by regular 83 IETF participants (members of the review teams or not). On the other 84 hand, the peer review process can be improved by directly (and 85 informally) soliciting comments from the review teams. 87 The proposed method is based on the experience several IETF Area 88 Directors have with involving groups of experts in the process of 89 early document review and during the IESG review cycle. 91 More specifically: 93 o the Routing Area Directors have been using the Routing Area 94 Directorate group (rtg-dir) for review of the documents coming 95 out of the WGs within the Routing Area before they are submit- 96 ted for final approval to the IESG. The directorate is also 97 asked to review certain documents appearing on the IESG agenda 98 from time to time. 100 o Operations directorate (ops-dir) has also been used for early 101 document review and during the IESG review period. 103 o The MIB-Doctors group is consistently involved in preparation 104 of MIB documents before they are brought to the IESG 106 Should add info on the Transport-Doctors group here 107 109 At this point the process of document review by these expert groups 110 is not described and has no formal standing with the IETF. Not all 111 areas have similar expert groups and/or they are not publicly known 112 to the wide community. There is also no described way for WG chairs 113 to request review by experts groups in other areas and expect a guar- 114 anteed follow-up. 116 This proposal formalizes the notion of such expert review teams, 117 describes how they are used for cross-functional review, the relation 118 of this process to the final IESG review process, and how the cross- 119 functional review can be requested and should be followed up on. 121 2. Proposal 123 2.1 Overview 125 Briefly, the cross-functional review process may be described as fol- 126 lows. 128 Each area has an area review team (ART) which ADs delegate the 129 interim document review function to. When necessary (early in the 130 process, or during the WG Last call, or both), the WG chairs request 131 the review for a document by sending an e-mail to all required ARTs 132 (at a minimum the ART of the area the WG belongs to). The IETF-wide 133 Last Call announcement is cc'ed to all ARTs. Provided feedback is 134 taken to the WG for discussion. Consistency with the later IESG 135 review process is ensured through training of the reviewers by the 136 ADs and reviewers communicating the recommendations wrt the documents 137 to the ADs. 139 The following sections provide more details regarding the proposed 140 approach. 142 2.2 Assumptions 144 The described proposal is predicated on certain assumptions that are 145 worth spelling out: 147 1. The IESG remains the body responsible for final approval of 148 the IETF documents. 150 The implication of this assumption is that the documents will 151 finally have to go through the IESG review process with indi- 152 vidual IESG members checking the document. This implies that 153 interim reviews performed before that stage should be coordi- 154 nated with later IESG reviews. Otherwise it is possible that 155 the issues discussed previously will be brought up again. The 156 coordination is also need to usefully off-load (part of) the 157 document review function from individual ADs. 159 2. The ADs remain to be trusted by the community (through the 160 NomCom process) to function as final document reviewers and 161 are responsible for the document quality. 163 The implication here is that since the ADs are held responsi- 164 ble for the results of the document review, they need to feel 165 comfortable delegating this review function to the ART mem- 166 bers, which will have bearings on the method of ART member 167 selection. 169 The reasoning behind using these assumptions is to use the existing 170 mechanisms and tools (known running code) as much as possible and 171 avoid extreme changes to the document approval process that may 172 result in a DoS on it. 174 2.3 Area Review Teams 176 Each area creates an Area Review Team (ART) that is addressable 177 through a well-known mailing list address (e.g. "-review@ietf.org"). At a minimum, the group includes the ADs, 179 however it is expected that it will include technical experts, will- 180 ing to contribute their time to reviewing the IETF documents from the 181 same and other areas and providing consultation to the area direc- 182 tors. The ADs will delegate the review function for some (or all) 183 documents to ART members. 185 Selection of the ART members is done personally by the ADs. Possible 186 variations, however, may include open call for nominations, followed 187 up by ADs interviewing the candidates and personally approving them. 189 190 See assumption 2 in section 2.2 for the reasons 192 194 When a document needs to be reviewed by ART, the AD assigns two ART 195 members as "token holders". All ART members are encouraged to review 196 the document, however, the token holders are held responsible for 197 providing comments within a 2-week time frame and following up on 198 them with the document authors and/or the hosting WG. The token hold- 199 ers will also provide the ADs with their recommendation including the 200 summary of the discussion, the list of issues and how they have been 201 addressed. 203 2.4 Cross-Area Review Process 205 This section describes the actual cross-functional review process 206 that can be initiated at any point within the life cycle of a docu- 207 ment. This process is automatically initiated whenever an IETF- wide 208 Last Call is started for a document. 210 1. The set of area review teams engaged is determined by the ini- 211 tiator of the review process in consultation with the respon- 212 sible AD. At a minimum, this set includes the ART of the host- 213 ing area. For the IETF Last Call, this set includes all ARTs. 215 217 the stimulus behind choosing the right set of review teams is 218 to get the review comments that are likely to be brought up 219 during the final IESG review earlier in the process 221 223 The set of review teams may also include the IAB review team 224 (assuming this is a subset of IAB members, or the IAB itself 225 otherwise). 227 2. An e-mail message with the review request is sent to the mail- 228 ing lists of all ARTs that need to be engaged. 230 3. ADs for each engaged ART have the choice of either "signing 231 off" on the referred document if they believe that the docu- 232 ment does not need a detailed review from the perspective of 233 that area, or assigning the token holders (2 persons) that 234 will conduct the document review within a 2-week time frame. 235 Other members of the review teams are strongly encouraged to 236 provide feedback, but will not be held responsible for this by 237 the ADs. 239 4. Document reviewers bring their concerns to the attention of 240 the document authors and/or the WG via e-mail communication on 241 the WG mailing list and (if necessary) the mailing list of the 242 ART they are members of. 244 5. Based on the discussion with the authors/within the WG, the 245 reviewers provide their responsible AD with a recommendation 246 regarding the document. The recommendation includes the sum- 247 mary of the review, as well as the list of issues and their 248 resolution. 250 6. The authors/WG treat the feedback as part of the WG or IETF- 251 wide review process 253 255 An important point here is that the discussion initiated by 256 this review process is integrated within the normal WG 257 process, rather than treated as a pronouncement from a higher 258 authority. 260 262 7. If a document returns to an ART (e.g., the document is under 263 the IETF Last Call and was reviewed during the WG Last Call), 264 the same token holders will "own" the document whenever possi- 265 ble. The token holders check that the new revision of the doc- 266 ument reflects the previous discussion correctly. If no addi- 267 tional concerns arise, the recommendation to the ADs of the 268 ART remain the same. 270 8. The ADs have the power to bring up during the IESG review 271 process the reviewers' comments that were not addressed by the 272 authors/WG if they believe this is appropriate. The ADs also 273 have the power to override the comments from their correspond- 274 ing review teams. 276 278 The above gives the ADs the ability to insist on fixing cer- 279 tain comments that they believe represent serious issues if 280 they were discarded while processing the cross-area review 281 feedback during the WG process as described above. This also 282 gives them the right to withdraw certain points from the con- 283 sideration or change them if they believe this is appropriate 284 for the progress of a document. This is consistent with the 285 concept that the ADs are responsible for the final document 286 approval and that the review teams provide their expert 287 recommendations based on the discussions within the WG. 289 291 2.5 Role of Cross-Area Review within the Standards Process 293 The cross-function review process is integrated within the IETF Stan- 294 dards Process as described below: 296 1. WG process: 298 When initiated early within the life cycle of a document, the 299 feedback from the cross-area review process is considered part 300 of the WG discussion and consensus forming process. 302 2. WG Last Calls: 304 It is expected that the cross-area review will also be 305 requested during the WG LC period. Procedurally, this will 306 have the same value as during the WG process, but would ensure 307 that final cross-area checks are performed before the docu- 308 ments comes to the IESG. 310 3. AD-review process 312 It is expected that the ADs will use the review teams to dele- 313 gate the review function and thus off-load a considerable part 314 of this function when and as deemed appropriate. The ADs are 315 expected to coordinate with the ART members to ensure that 316 consistent review criteria is applied to documents so that 317 most issues that would otherwise be brought up during the AD- 318 review process are resolved earlier in the life cycle of the 319 document. 321 323 Note that ADs are given a tool they can use to off-load docu- 324 ment review to the extent they believe is necessary, but they 325 are not required to do so. It is then left to the ADs to make 326 sure they are using this tool appropriately and sufficiently. 328 330 4. IETF Last Call 332 As all ARTs are informed about IETF Last Calls, it is expected 333 that by the time the documents is on the IESG agenda, it will 334 have received adequate cross-functional review and all ADs 335 will have some recommendation on the document from their ARTs. 337 5. IESG review process 339 It is expected that individual ADs will organize the review 340 process in the review teams in such a way that a positive rec- 341 ommendation from the review team should be sufficient for the 342 ADs to feel comfortable that most of the possible technical 343 issues have been identified, followed up on, and resolved, and 344 that the ADs only need to look for very high-level, architec- 345 tural issues. This, in turn, should a) decrease the amount of 346 time the ADs need to spend on the document review and follow 347 up, and b) minimize the number of "late surprises" arising 348 during the IESG review process. 350 2.6 Initiation of Review Process 352 The cross-functional review process can be initiated either by an AD 353 or by a WG chair after consultation with the ADs. 355 357 Consultation with the AD is a sanity check to make sure the set of 358 engage ARTs is chosen right 360 362 The review process may be initiated at an early stage of a document 363 (e.g. when the WG is starting to consider an approach) to ensure 364 architectural validity and correctness of the general direction 366 The review process should be initiated as part of the WG LC to mini- 367 mize late surprises during the IESG review process 369 The review process must be initiated for all documents going through 370 the IETF Last Call. 372 The same process may be used by the ADs and the RFC-Editor to request 373 cross-functional review for individual submissions they are shepherd- 374 ing or checking for conflicts. 376 A simplified version of this process (no token holders, no issue 377 tracking within ARTs, etc.) can be used to inform ART members about 378 technical discussions and solicit their comments. 380 2.7 Documenting Results of Review 381 It is important that the feedback from ARTs and the results of the 382 discussion with the authors/WG are documented for later reference 383 during the IESG review process. 385 For WG documents this is ensures by the WG chairs who keep track of 386 the issues (as part of the improved WG process) and summarize them 387 when submitting the document to their ADs for IESG processing. 389 For individual submissions this function is either performed by the 390 review initiator (an AD) or delegated to a member of the review team 391 with a consequent report to the ADs 393 For ARTs in the other (non-hosting) area, token holders within the 394 review team assigned to the documents are responsible for tracking 395 the issues on their side and summarizing them in their recommendation 396 to the ADs 398 2.8 Trust, Responsibility, and Accountability 400 An important aspect of the proposal documented here is that the mod- 401 els of trust, responsibility, and accountability currently used and 402 practiced within the IETF are not changed. 404 More specifically, the ADs, selected by the NomCom process as indi- 405 viduals "trusted" by the community to perform the ultimate technical 406 review and document approval functions, are still held responsible 407 and accountable for these functions. In other words, the tool of del- 408 egating the document review function to the review teams does not 409 remove the responsibility of the ADs for the results of such review. 410 The ADs are expected to personally ensure that the individuals 411 selected by them as members of the review teams have appropriate 412 qualification (through required training if needed) to perform this 413 function. It is also the AD's responsibility to adjust the list of 414 members (hire more members or fire ill-performing ones) to maintain 415 adequacy of the review process and require level of off-loading. 417 2.10 Motivation and Credit 419 The following methods are proposed to make the role of an ART member 420 attractive and keep ART members motivated and acknowledged: 422 1. Formalization of the review team role. 424 Formal introduction of ARTs within the IETF standard process 425 should result in recognition of this role individual members 426 and their employers. 428 2. Open area meetings (plenary) 430 It is possible to give ART members public exposure by holding 431 ART plenary during the open area meetings 433 3. Acknowledging reviewers 435 Reviewers engaged in ARTs are acknowledged in the published 436 RFCs. 438 4. Dots on the badges 440 ART members are identified at the face-to-face meetings with 441 dots on their badges 443 3. Problems being addressed 445 The proposal described here addresses the following problems experi- 446 enced within the IESG and IETF in general: 448 1. Low document quality 450 It is expected that additional review of the documents should 451 substantially improve the quality of the IETF documents. 453 2. Individual AD load 455 It is expected that improved quality of the documents submit- 456 ted to the ADs for AD-review, should decrease the amount of 457 time spent on document review and follow-up on the issues. 458 Delegation of the document review function should also result 459 in considerable off-loading. 461 3. Overall IESG load 463 Is is expected that improved quality of the documents submit- 464 ted to the IESG should decrease the document review load on 465 the IESG. Reports from the ARTs on previously reviewed docu- 466 ments should also make it easier for individual IESG members 467 to assess the quality of incoming documents. 469 4. Late surprises 471 Earlier cross-functional review coordinated with later IESG 472 review should minimize the number of unexpected issues identi- 473 fied at the later stages of a document life cycle. 475 5. Lack of cross-area review 477 This proposal directly encourages cross-area review 479 6. Lack of cross-functional expertise 481 This proposal should encourage learning of technologies in 482 different areas of IETF and should help growing cross-area 483 expertise. 485 7. Growing future management 487 Involvement of more IETF participants in the Standards Process 488 should help increase the number of individuals capable of per- 489 forming the tasks of WG chairs and IESG members. 491 4. Security Considerations 493 This type of non-protocol document does not directly affect the secu- 494 rity of the Internet. However, the cross-functional review process 495 described here should improve the security aspects of specific 496 approaches being reviewed. 498 5. References 500 6. Acknowledgements 502 The author would like to thank Harald Alvestrand and Ted Hardie for 503 their comments on the document. 505 7. Author's address 507 Alex Zinin 508 Alcatel 509 E-mail: zinin@psg.com 511 Copyright (C) The Internet Society (2005). This document is subject 512 to the rights, licenses and restrictions contained in BCP 78, and 513 except as set forth therein, the authors retain all their rights." 515 This document and the information contained herein are provided on 516 an "AS IS" basis and THE CONTRIBUTOR, THE ORGANIZATION HE/SHE REPRE- 517 SENTS OR IS SPONSORED BY (IF ANY), THE INTERNET SOCIETY AND THE 518 INTERNET ENGINEERING TASK FORCE DISCLAIM ALL WARRANTIES, EXPRESS OR 519 IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF 520 THE INFORMATION HEREIN WILL NOT INFRINGE ANY RIGHTS OR ANY IMPLIED 521 WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.