Overview

The committee set up for a project is designed to streamline communication and task delegation. This guide covers various aspects of committee management, including:

• Manage Mailing List: Essential for effective communication among committee members.

• Manage Meetings: Organize and track committee meetings for optimal collaboration.

• Adding Members: Process for incorporating new members into the committee.

• Deleting a Member from a Committee: Guidelines for removing members when necessary.

• Deleting a Committee: Steps to disband a committee when its objectives have been met or in case of restructuring.

• Committee Overview: General information and the committee's purpose within the project.

Committee Overview

The Committee overview section provides overview information on:

• Total number of committee meetings

• Total number of meeting attendees

• Committee List table

Collaboration services allow you to set up the IT infrastructure for your project. Various collaboration services that are provided by the Linux Foundation and that can be used to set up a project are listed as follows:

• Committees

• Mailing Lists

• Issue Tracking

• Wiki

• Meetings

• Surveys

The collaboration services dashboard indicates the progress on your IT services setup for your project.

The following graphic provides a brief information on various collaboration services and its uses:

After adding the committee, you can assign members who will handle their respective responsibilities. To add a member, follow these steps:

1. You will see a list of all committees on the Committee Overview page.

2. Use the search function or scroll to find the specific committee you want to add members to.

3. Click the committee from the list.

4. On the next page, click + Add Member.

5. Search for the member by providing their name or email on the Add Committee Member dialog box.

6. On the next page, fill out all the required details and click Add Member to Committee button.

After adding a first member to a committee, if you want to add another member, you need to click the Committee and then click Add Member to add additional members to the committee.

Deleting a Member from a Committee

You can delete a member from a committee as and when required. To delete a member, follow these steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. The Committee page displays the list of members.

4. Select the member from the list who you want to delete.

5. Click the icon and select Delete Member.

6. On the confirmation pop-up, click Delete.

Sending a message to a member

You can send a message using your default email client (Gmail, Outlook, or Apple Mail). To send a message to a member, follow these steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. The Committee page displays the list of members.

4. Click the icon and select Send Message.

5. Compose the mail and send it to the member.

Mailing to Members

You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. On the committee page, click Email All button.

1. On the next pop-up, select the desired options and click Compose Email.

1. Send an email from your default mail client.

PCC: Your Go-To Meeting Management Tool

PCC streamlines your meeting processes, enabling you to organize and manage meetings efficiently. With PCC, you have the capabilities to:

• Schedule meetings tailored to your team's needs, whether they occur once or regularly.

• Access and review past meeting recordings, ensuring you never miss important discussions.

• Obtain transcripts of your meetings, making it easier to follow up on discussions and action items.

• Share recordings seamlessly with team members, enhancing collaboration and information sharing.

• Use the integrated wizard to gain insights with high-level details about your meetings, improving planning and outcomes.

Accessing the Meetings

To access the Meetings feature:

1. Log in to PCC.

2. Select your project using the search box (1).

3. Navigate to the Collaboration (2) tab on the left sidebar.

4. Click on Meetings (3).

5. Toggle the Calendar switch (8) on the top right to enable or disable the calendar view.

Meeting Management

• You can now add past meetings to record attendance by toggling the Past Meeting switch on the Add Meeting page.

• Use the View Zoom Accounts button to manage legacy project-dedicated Zoom accounts not listed in the meeting display.

Public Calendar & iCal

• Export your meetings to a public calendar or an iCal file using the buttons at the top right.

Meeting Settings

Following are a few pointers related to Meeting Settings:

• For a Public meeting with Restricted settings disabled, the user can log in by providing their name, while email is optional.

• When scheduling a Private meeting with Restricted settings enabled, participants must log in using the name and email ID provided during scheduling. Guest credentials are not allowed; participants must use their assigned email.

Past Meetings

To view past meetings, select the desired date or month. The list includes details such as meeting title, date, number of attendees, recording, and transcript.

You can use this feature to schedule a future meeting or add a past meeting to record attendance in the PCC meeting management tool.

1. Log in to PCC.

2. Search for the required project.

3. Navigate to the Collaboration > Meetings tab on the left sidebar.

4. On the Meetings page, click Add Meeting.

1. On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.

1. Update the following details on the Schedule Meeting page, and click Save to complete the meeting schedule.

Creating a committee allows you to connect community members with shared interests. You can add and update committee information related to the project, such as name, mailing list, committee website, permissions, and description.

To add a committee for a project, follow these:

1. Select the project from the drop-down and click the Collaboration > Committees tab.

1. Click the Add Committee button from the top right corner of the COMMITTEES page.

1. Enter the following details on the Create Committee page, and click Save to create a committee.

1. Add Members

   • Search for Members: Use the search bar to find and add members to your committee. You can search by name, job title, company, or email.

   • Mailing Lists: Alternatively, you can add members from existing mailing lists.

   • Manage Members: After adding members, they will appear in the list below with their name, job title, company, and email. You can manage their membership from here.

2. Once you have filled in all necessary details and added members, click the Save button at the top right corner of the page to create your committee.

Managing Committees

you can edit committees, add subcommittees, move, manage members, and delete the committees using Manage committees option.

Updating the Committee

You can update or modify the committee. To update the committee, perform the following steps:

1. Under Manage, click theand select Edit.

2. The Manage Committee dialog box appears.

3. Update the committee as needed and click Save.

Adding a sub-committee

You can also add a sub-committee under a committee. To add a sub committee, perform the following steps:

1. Under Manage, click theand select Add Subcommittee.

2. The Add Sub Committee page appears. Enter the details as required and click Next.

3. You can also add members to the sub-committee.

4. Click Save to save the sub-committee.

Moving a Committee into another Committee

You can move a committee under an existing committee. To move a committee, perform the following steps:

1. Under Manage, click theand select Move.

2. The Move Committee dialog box appears.

3. Select the committee under which you want to move the committee and click Move.

Deleting a Committee

You can delete a committee if you want to. Deleting a committee will also remove all the members added to the committee. To delete a committee, perform the following steps:

2. The Delete Committee confirmation dialog box appears.

3. Click Delete to delete the committee. You will see a confirmation message that the committee has been deleted.

Managing Meetings

Meetings related to committees are listed in the committee's list under the Upcoming Meetings tab. You can see the scheduled meetings as well as schedule a meeting.

Click Schedule, the page navigates to Meeting Management to schedule a meeting.

Managing Mailing List

You can configure a mailing list for your committees. On clicking Configure, it is available under Mailing List, and the page navigates to Mailing List.

Manage Meetings

Manage Meeting feature allows you to update the scheduled meetings. It will enable you to update the meeting title, time, frequency, and another update for a scheduled meeting.

Manage Meeting also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.

To manage meetings, perform the following steps:

1. Select the scheduled meeting you want to update, click icon, and select Manage Meeting.

1. The Manage Recurring Meeting dialog box appears, prompting you to change your recurring meeting. Select the desired option and click Continue.

1. The Manage Meeting screen appears. Update the necessary changes and click Save to update the modified information.

2. On the Manage Meeting page, you can Resend the meeting invite to a participant, Add yourself as a participant, and you can remove a participant also from your meeting.

Share Meeting

You can share the public meeting link with the various participants who can get register for the shared meeting.

To share a public meeting, perform the following steps:

1. The Share Meeting message appears. Click Copy to copy the meeting link.

You can clone a meeting and update the cloned meeting as per your requirements. Cloning a meeting allows you to retain the original details while making necessary changes.

To clone a meeting, follow these steps:

1. Select the scheduled public meeting that you want to clone, click icon, and select Clone Meeting.

1. The Clone Meeting page appears with the details of the meeting that has been selected to be cloned. You can make the changes as per your requirement and click Save to schedule the cloned meeting.

PCC has enhanced its functionality by allowing users to attach document links to previous meetings. This improvement facilitates better record maintenance and easier access to notes.

How to Add Documents to Past Meetings in PCC

1. Navigate to the PCC home page and locate the calendar.

2. Select the date of the Past meeting you want to manage.

3. Click the next to the past meeting.

4. From the options, click Manage Attachments.

1. In the pop-up window, select the type of document you want to attach from the drop-down menu.

2. Enter the URL of the document in the designated field.

3. Click Add to attach the document to the meeting.

4. The document will now be attached and visible in the meeting’s records.

Alternate Method to Add Documents to Past Meetings in PCC

1. From the PCC home page, click on Collaboration > Meetings from the left navigation menu.

2. On the calendar view, select the date of the past meeting you wish to manage.

Cancel Meetings

You can delete the scheduled meetings. You can either delete a particular occurrence or all the occurrences of the recurring meeting.

To cancel a meeting, follow these steps:

1. Select the scheduled meeting you want to delete, click icon , and select Cancel Meeting.

1. The Manage Recurring Meeting dialog box appears.

2. Click Cancel after selecting the required option.

The Project Control Center Application allows users to send emails to meeting attendees directly from the Home page or from Collaboration > Meetings section.

This feature is available for both upcoming and past meetings.

Sending emails to meeting attendees is a convenient feature that enables users to communicate with attendees directly from the PCC.

Sending emails to upcoming meeting attendees

1. On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.

2. Click on the date to see the scheduled meetings.

3. From the list of meetings, click on the meeting to send emails to meeting attendees.

4. On the pop-up window, click the email icon on the top. You will be redirected to an email service provider to send an email to all the attendees.

Sending emails to past meeting attendees

1. On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.

2. Click on the past date to see the past meetings.

3. From the list of the meetings, click the past meeting to send the emails to meeting attendees.

4. You may need to scroll down the see the meeting details, such as meeting attendance.

5. Click the Attendance tab. You will see the list of invitees and their details whether they have attended the meeting or not.

6. Click the checkbox to select the members who you want to send an email. Click the top checkbox to select all the members.

7. Click Send Email button to go to your email service provider.

Attendance and Engagement

How does attendance contribute to engagement?

Attendance is counted towards the meeting engagement score for the attendee's organization, demonstrating commitment and interest.

Why is tracking attendance critical?

Tracking attendance helps identify early signs of potential member churn, as decreased attendance may indicate a loss of interest.

Limitations of Meeting Attendance Tracking

What are the limitations of meeting attendance tracking?

We can only track attendance for Board meetings but plan to extend this to other meetings in the future.

What are the challenges in tracking attendance?

We can only map about 80% of attendees to known users in our system due to limitations such as:

• Attendees who dial into meetings

• Attendees who use direct links instead of the LFX Meeting Join page

• Attendees of public meetings not on the invitation list

Follow these steps to verify the past meeting participant:

1. On the Home page, select the past date of the meetings. For example, on the selected date there are two meetings for which you need to verify meeting participants. Alternatively, click Collaboration >Meetings to select the past meetings

1. Select the meeting to verify meeting participants.

1. Verify the participant by selecting the name from the invitee drop-down.

1. You can add the attendee if you do not find the match in the invitee list.

You can set up a knowledge base and documentation for your project using Confluence. The team can use this documentation repository to create articles and documentation knowledge bases related to the project.

PCC supports the following documentation tools:

• Confluence

Using this feature:

1. you can connect the existing confluence pages for your project.

2. Deploy new confluence pages for your project.

Confluence Setup for a Project

PCC allows you to set up a Confluence repository to create documentation related to your project.

To set up Confluence pages for your project, follow these steps:

1. On the Project Dashboard, click Collaboration > Wiki.

a) If you want to connect to the existing server, click Existing. Enter the URL (Mandatory) of the existing server, provide the API User and API Key (Not Mandatory) if they are available, and click Connect. The Confluence page will be set up on the existing server.

Voting Feature: Create and share polls with your committee members using our voting feature. Easily collect votes and make informed decisions with our intuitive tool.

Voting Page: View a list of all your created polls on the voting page. Filter the polls by status to quickly find the information you need:

The voting list table provides the following details:

Creating a Poll

To create a poll for a particular committee, follow these steps:

1. Log into the PCC.

2. The Project dashboard appears. Click Collaboration > Voting tab.

1. Click Create Poll.

1. The Create New Poll form appears. Enter the following details and click Save:

Voting for a poll

Once the poll is enabled, each committee member will receive an email with voting instructions.

1. To vote, please access your LFX Individual Dashboard or click the Vote Now.

2. In the Individual Dashboard, you will see the voting notification under Activities.

3. Click on the name of the poll, and select the voting options.

4. Click Submit Vote.

Managing Poll

You can manage a poll that has been created. You can view the results of the survey and send reminders for the committee members to participate in polls.

View Results

To view the results of the poll, perform the following steps:

1. The View Results dialog box appears with results details.

Send Reminder

To send the reminder to the committee members to participate in the poll, follow these steps:

1. The Send Poll Reminder dialog box appears. Select the required members and click Send to send the reminder.

Issue Tracker service allows you to set up the Jira board to track issues and backlog activities related to your project. You can set up the Jira board, and add, update, and delete service administrators.

Deploying a New Jira Board

You can deploy a new Jira board to your project.

To deploy a new Jira board for a project, perform the following steps:

1. Login into PCC.

2. On the Project dashboard, click Issue Tracker from the Collaboration tab.

1. On the Issue Tracking page, click Deploy New and click Connect.

Connecting to the Existing Jira Board

You have an option to connect to the existing Jira board for your project.

To connect to the existing Jira board for a project, perform the following steps:

1. Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.

Adding a Service Administrator

After setting up the Jira board, you can add a Service Administrator to the Jira board.

To add a Service Administrator to the Jira board for a project, perform the following steps:

1. Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.

2. In the Jira tab, click +Add Service Administrator.

1. The Add Service Administrator dialog box appears. Enter the Full Name of the user and the Email Address and click Save.

Mailing lists are a popular tool for community collaboration among developers, and for facilitating public and private governance discussions and email-based voting.

What is Groups.io?

is a platform for managing email lists, providing public and private discussions, voting, and archiving features.

Key Features:

• Supports both public and private lists

• A web-based archive of past email threads (topics) for easy reference

• Convenient option to host lists on groups.linuxfoundation.org for projects in the formation stage

• Customized, white-labeled list domain for established projects

• Integration with existing projects and customization options

• A popular choice for community collaboration and governance

Adding a Mailing List

Prerequisites

• You must have access to PCC and privileges to manage the mailing lists.

• Active project setup within the PCC environment.

To add a mailing list, follow these steps:

1. Click Collaboration > Mailing Lists from the left navigation on the main dashboard.

   This will redirect you to the mailing list management page.

2. Click on the Add Mailing List button to add a new mailing list.

1. Upon clicking Add Mailing List, you will encounter the following options to configure your mailing list:

   1. Set up a Formation List:

      • Choose to create a formation list if your project is in the early stages and you're not ready to configure Groups.io.

   2. Use Existing PCC-Connected Groups.io Domain:

      • This option is available if there is an existing Groups.io domain connected to your PCC project.

        • Action: If your project already shares a PCC-connected Groups.io domain, select this option to streamline the setup process

   3. Set up a New Groups.io Domain:

      • Choose this if you wish to establish a new Groups.io domain specifically for your project.

      • Action: Select "I would like to set up my own Groups.io email domain for this project."

   4. (Advanced) Set up Existing Groups.io Domain:

      • This is for advanced users who need to configure an existing Groups.io domain that is not yet connected to PCC.

        • Action: Contact support for assistance with this setup.

1. Detailed Configuration of the Mailing List

Enter List Name and Description

• List Name: Assign a unique name to the mailing list which will be used to identify it within the PCC.

• Description: Provide a detailed description of the mailing list’s purpose and intended use.

Select Permissions

• Choose from the dropdown menu the type of permission setting for the mailing list:

  • Announcement: Only selected members can post, suitable for newsletters or announcements.

  • Moderated Discussion: Posts by members are moderated before being published.

  • Open Discussion: All members can post without prior moderation, promoting free-flow discussions.

Set Privacy

• Check the “Private” box if the list should be private. This ensures that only invited members can view and participate. Note: Once set as private, the list cannot be made public later.

1. Final Steps and Saving the Configuration

• After configuring all settings, review them to ensure they align with the project’s communication needs.

• Click “Save” to finalize the creation of the mailing list.

Managing members in a mailing list can be a straightforward process when you know the right actions to take

1. Introduction

Following the outlined instructions, you can effectively add and organize members, ensuring your communication channels remain effective and up-to-date.

2. Click here

Initiate the process by accessing the designated area

3. Click "Manage Members"

Navigate to the member management section to proceed

4. Select the member type

From the drop-down, select if you want to add a committee member or a direct member.

5. Click Direct

Search and add a new member

6. Click "Add Member"

Begin the addition of a new member to your list

7. Click "Search user"

Utilize the search feature to find the specific user

8. Click and select the desired member from the search option

Select the desired user from the search results

9. Click "Add Member"

Confirm the addition of the selected individual

10. Click here

Proceed further to manage additional memberships

11. Click "Committee"

Access the committee section for more options

12. Click "Add Member"

Initiate the process to include another member

13. Type the committee member name

Enter "veeren" in the provided field

14. Select the member from the list

Choose the second user from the list provided

15. Click here

Move ahead to finalize the membership process