14:54:52 RRSAgent has joined #pwe 14:54:52 logging to https://www.w3.org/2021/01/19-pwe-irc 14:55:08 meeting: Positive Work Environment Community Group 14:55:17 present+ 14:56:36 present+ 15:02:08 present+ Nishad 15:02:29 agenda? 15:02:32 present+ Sheila 15:02:36 Agenda+ Review ombuds roadmap, focusing on Q1 issues [3] 15:02:36 Agenda+ Discuss resources for gathering information about ombuds program 15:02:36 Agenda+ AOB 15:02:43 Nishad has joined #pwe 15:03:48 https://github.com/w3c/PWETF/wiki/PWE-Roadmap 15:03:51 present+ Jeff 15:04:03 jeff has joined #pwe 15:04:08 scribe+ 15:04:12 present+ 15:04:12 chair: Judy 15:04:29 agenda: https://lists.w3.org/Archives/Public/public-pwe/2021Jan/0006.html 15:04:31 sheila has joined #pwe 15:04:42 Judy: IDCG and PWE decided in December to merge 15:04:56 ... though there are still different batches of work we want to move forward 15:05:19 ... Tzviya asked me to lead a review of the pending work on the Positive Work Environment 15:05:22 topic: Introductions 15:05:34 Judy: I'm the WAI Director at W3C 15:06:03 Shiela: I work at Bocoup, newly joined the PWE CG 15:06:17 ... I have a little bit of experience with ombuds programs in a different context 15:06:17 s/Shiela/Sheila/ 15:06:31 ack ra 15:06:58 Ralph: I'm W3C staff, working out of Massachusetts; Architecture & Technology Lead 15:07:15 Nishad: I'm a researcher at Tsukuba University in Japan, working on semantic web 15:07:22 ... I was attending meetings of the IDCG 15:07:32 present+ Barbara 15:08:32 Barbara: I focus a lot on media and entertainment, WebRTC for example 15:08:44 ... I work for Intel 15:08:58 ... Inclusion and diversity is a key area for me personally and for the company 15:09:13 ... I want to see how we can make W3C a more inclusive environment 15:09:28 Jeff: I'm W3C CEO and one of the five who are currently designated as an ombudsperson 15:09:55 ... it's been shared with me that Ombuds who are W3C executives could make people uncomfortable raising concerns 15:10:05 ... it's not our objective to discourage people 15:10:23 ... so I'm interested in working on proposals to have a more inclusive system 15:10:27 https://github.com/w3c/PWETF/wiki/PWE-Roadmap 15:10:41 sheila_ has joined #pwe 15:10:41 Judy: ^^ GitHub repo for the PWE Roadmap 15:10:45 topic: PWE Roadmap 15:10:57 Judy: the two CGs are merged 15:11:07 ... there will be an updates statement of focus; Tzviya and Liz will circulate that 15:11:11 BarbaraH has joined #pwe 15:11:16 ... this meeting is a work orientation and task review session 15:11:31 ... some context: 15:11:43 ... there's a lot of material on that Roadmap page 15:11:49 ... and it does not yet reflect the merger with IDCG 15:12:01 ... we'll be looking at the intersection of the work of the two groups 15:12:08 ... PWE did a major update to the CEPC last year 15:12:22 ... that work is not reflect in this roadmap 15:12:54 ... CEPC training is included here; there's a lot more training to do, though that work will largely be taken over by W3C staff and the previous trainers 15:13:05 Judy: a lot of the work here is re-thinking the Ombuds program itself 15:13:18 ... Tzviya and I talked about the schedule last week and we moved the dates by 2 quarters 15:13:41 ... CEPC Procedures will need thought so there's more structure about how W3C uses the program 15:13:58 Judy: in the Ombuds Program there are 6 tasks listed 15:14:16 ... do these look like the right tasks, the right timeframes, and the right people? 15:14:32 ... most are tagged with people's names; others may be interested in joining 15:15:24 Jeff: task 1; "ensure the role is limited but not eliminated" 15:15:34 ... seems we shouldn't limit before defining the new role 15:15:57 Sheila: sounds like it's saying the current ombuds situation might be clarified 15:16:20 ... does the MIT Ombuds have a role? 15:16:44 Judy: MIT does have an Ombuds office but it's not relevant to most of W3C's work as we are multi-host 15:17:14 ... the MIT program does not cover the W3C participants outside of MIT 15:17:41 ... the PWE CG had decided previously that we in no way want to stop the existing W3C Ombuds program before we have new ones 15:18:07 ... but we wanted to not a caution, as ordinarily the Ombuds program is independent of the executives 15:18:22 ... is there a better way to word this task to reflect the intent? 15:18:31 [page with current Ombuds list --> https://www.w3.org/Consortium/pwe/#Procedures] 15:18:35 ... we had looked at definitions from the International Ombuds Association 15:18:46 Wording suggestion - alignment 15:20:05 Ralph: I think the intent was that we confirm -- and possibly document -- the role the MIT Ombuds office has 15:20:26 Jeff: so we might declare this done 15:21:18 Judy: about dates; will we finish this in Q1? 15:21:18 q+ 15:21:28 Ralph: I heard Jeff declare it was done 15:21:34 ... should document it somewhere 15:22:32 Jeff: the "(possibly other hosts)" is confusing; if the other Hosts are to be queried, it will take longer than Q1 15:22:54 Judy: I'll keep it as Q1 for now 15:23:07 Judy: task 2: "Define interim W3C Ombuds role" 15:23:20 ... right now there's not a clear working definition for any of the folks in that role 15:23:42 ... the idea here is to write some explanation without waiting for a full Ombuds program to be put in place 15:23:53 ... do people still agree with this task? 15:24:22 ... the intent of making assignments is that something is brought back here 15:24:31 Jeff: at one level I think this task and the assignees is fine 15:24:44 ... from the perspective of developing the right answer, there's not statement of developing requirements 15:24:52 ... there's ambiguity of what the role is or is not 15:25:07 ... the ombuds have certain limited responsibilities 15:25:25 ... it would be useful to have some documentation of what is missing from the current role; where do we need clarifications 15:25:33 ... it would halp to have people address what's missing 15:25:41 ... to clarify what can and cannot be done [now] 15:26:09 Judy: I'm looking for wording to propose a minimal expansion 15:26:23 s/expansion/expansion of the task description 15:26:32 ... maybe this should be done in conjunction with the current Ombuds 15:27:09 Sheila: mention "include gaps in the existing program" 15:27:16 ... there's a fact-finding component to the work 15:27:33 Barbara: there's a positive side too; not only gaps, but also investigating needs and requirements 15:28:06 Judy: I've revised the description; "Define and document interim W3C Ombuds role (identifying needs requirements)" 15:28:25 +1 15:28:36 ... please don't hesitate to add your name to any task you're interested in! 15:29:11 Judy: task 3: "Define selection criteria and process for W3C Ombuds" 15:29:25 ... this is the forward-looking work; what kind of Ombuds program _should_ W3C have 15:29:38 ... includes information gathering on what Ombuds programs are recognized in the field 15:29:51 ... Tzviya and I met with the International Ombuds Association a while ago 15:30:08 ... perhaps we need to add a step to bring back what we learned from those meetings 15:30:29 ... is task 3 achievable in 2.5 months? 15:30:42 Sheila: I think it is; I see the work happening in conjunction with defining the role 15:30:58 .. it seems feasible to me 15:31:03 q+ 15:31:36 Judy: I'll add an item on Tzviya and myself to regather the information we already had so we have a baseline 15:32:03 Jeff: as we redefine the procedures and selection criteria for Ombuds, I want to call to our attention the current description of the Ombuds Program 15:32:30 ... we may want to tweak the wording of that description as we change the selection criteria 15:32:59 Judy: that could be part of the "Define selection criteria ..." taks 15:33:03 Jeff: OK 15:33:42 Judy: [updates Roadmap] 15:33:53 ... still OK with Q1, Sheila? 15:33:55 Sheila: yes 15:34:08 Judy: task "Identify W3C Legal Entity (LE) Ombuds needs" 15:34:26 ... W3C may become a separate legal entity in January 2022 15:34:38 ... that would result in a more unified management structure 15:35:04 ... we may still have distributed Ombuds but they would not be as closely tied into a local [host] management structure 15:35:22 ... do you agree this is still a separate task? 15:35:44 Jeff: the LE Ombuds needs I would ask that those responsible change the web site to say this is done in coordination with W3C Legal 15:36:02 ... a legal entity has responsibilities and exposures that we don't have today; this should be noted as a separate item 15:36:29 ... we should also make sure the Legal Entity Project Management Team is tracking the development of an Ombuds program 15:36:49 Judy: I've met with Bill Judge [LE Project Manager] to make sure he is aware of this work 15:37:05 ... I've also talked with Wendy Seltzer [W3C Council] to make sure she is also aware 15:37:15 ... I'm willing to continue to keep them both updated 15:37:50 ... [updates the assignees on "LE Ombuds" task 15:38:10 regrets+ 15:38:14 Judy: task "Implement the defined selection process for new W3C Ombuds" 15:38:16 s/Council/Counsel/ 15:38:27 s/" task/" task]/ 15:38:54 ... when Tzviya and I talked last week we put the PWE CG as the assignee 15:39:11 ... that still may not meet our intent, though there could be an assigned group 15:39:31 Sheila: when we define the Ombuds process that will clarify this task 15:39:46 s/process/process and selection criteria 15:40:06 ... add a reference now and come back to it 15:40:24 q+ 15:41:20 Jeff: do changes in the Procedures need AC ratification? 15:41:38 ... we know that changes in CEPC have to be ratified because CEPC is linked from Process 15:41:55 ... CEPC is complemented by Procedures but does not incorporate the Procedures 15:42:09 ... if the AC does not need to ratify them currently, should that be changed? 15:42:15 s/them/the Procedures 15:42:32 Ralph: Attempt a response to Jeff in real-time 15:42:42 ... Jeff always asks good questions 15:42:52 ... current procedures were not ratified by the AC 15:43:01 ... effects our entire community 15:43:08 ... some form of AC endorsement should happen 15:43:20 ... impacts members representatives 15:43:37 ... not clear whether formal W3C Process needs to say that explicitly 15:43:41 q+ 15:43:44 ack r 15:43:49 ... I queued to discuss the timing 15:44:04 ... this follows the identification process for Ombuds for LE 15:44:14 ... so I read this as "implement LE process" 15:44:23 ... question if that is possible before LE 15:44:38 ... we need to clarify what we are implementing 15:44:49 ... or change dates to post-LE existence 15:44:59 ... won't know ombuds candidates until then. 15:45:21 Judy: I'm troubled by two things: the timelines of how we do the work have already changed significantly 15:45:32 ... and the LE timeline has also changed at least once 15:45:46 ... we might appoint Ombuds and then have to re-do them 15:46:04 ... I think our timeline for the Roadmap should be to do what is most efficient 15:46:29 ... if we were to do a detailed Procedures document and take that to AC review, it could both improve the program and also slow it down a lot 15:46:44 ... I worry about our existing program with its existing gaps 15:47:01 ... is it possible to decide which things need AC review at a high level? 15:47:49 Nishad: I'm not ready with comments yet 15:47:52 Barbara: same here 15:48:39 ... as the IDCG participants become more aware of this work we may be able to comment more 15:48:55 ... I do like this Roadmap; it was easy to follow 15:49:28 Judy: do we need another task to work on the most efficient timelines? 15:49:37 ... or is that Business As Usual? 15:49:51 ... I'll leave it as BAU 15:50:15 Judy: task "Provide input to W3C LE Ombuds resourcing" 15:50:40 ... this partly is the continued conversation with Bill Judge as W3C CFO and also the person managing the LE transition project 15:50:54 ... I've raised with him that the Ombuds program may need resourcing 15:51:09 ... particularly if we outsource any of the program, e.g. investigations 15:51:33 Judy: task "Plan W3C LE Ombuds selection" 15:51:56 ... there's also a missing step "... and put in place" 15:52:14 Barbara: there's also a communications step needed 15:52:32 ... to chairs and to W3C Members 15:52:57 ... a great program isn't useful if nobody is aware of it 15:53:10 Judy: [revises the page] 15:53:39 ... "Plan W3C LE Ombuds selection; put in place; and communicate throughout the organization" 15:53:50 ... assigned to PWE CG and W3C Communications 15:54:00 topic: CEPC Procedures 15:54:05 Judy: can we skim this here? 15:54:19 ... it's important to consider in parallel with the Ombuds program 15:54:39 ... how Ombuds are trained and how our community understands how it works 15:55:06 ... would you look at this and be prepared for a similar walkthrough of whether this looks like the right stuff? 15:55:35 Barbara: some of the dates haven't been updates; there's still mention of 2020 15:55:40 Judy: good spotting 15:55:54 ... fixing 15:56:32 Barbara: on getting others involved, the CEPC is so valuable and we do many AB and TAG reviews; could we ask our leadership to review this and provide their insights and feedback? 15:57:19 Judy: I think we need an efficiency filter 15:57:41 ... do as much as we appropriately can in the CG before additional review cycles on things we're assigning to ourselves 15:57:57 ... let's talk about what is the right level to bring in higher-level review 15:58:19 Barbara: and at what phase; are we asking for review of the sausage or ingredients to make the sausage 15:58:35 Judy: I'd appreciate feedback on the parallel set of stuff in a future meeting 15:58:55 ... most of the Ombuds work is getting assigned out and we need to figure out when to bring it back 15:59:28 ... we can think about opportunities to update the AB at our next meeting 15:59:49 Judy: I'll update Tzviya; she regrets she could not join today 15:59:54 [adjourned] 15:59:58 zakim, end meeting 15:59:58 As of this point the attendees have been Judy, Ralph, Nishad, Sheila, Jeff, Barbara 16:00:00 RRSAgent, please draft minutes v2 16:00:00 I have made the request to generate https://www.w3.org/2021/01/19-pwe-minutes.html Zakim 16:00:03 I am happy to have been of service, Ralph; please remember to excuse RRSAgent. Goodbye 16:00:07 Zakim has left #pwe 18:01:36 jeff has joined #pwe 19:18:16 jeff has joined #pwe 19:32:56 jeff has joined #pwe 20:37:35 rrsagent, bye 20:37:35 I see no action items