Merge pull request #2778 from npolshakova/release-lead-template-updates

Update release lead template

Author: k8s-ci-robot

.github/ISSUE_TEMPLATE/release-team-lead-progress.md

@@ -58,7 +58,7 @@ Additional information can be found in the [release team lead handbook](https://
 - [ ] Added incoming release team leads to `release-team-leads` Slack Group [(`kubernetes/community`)](https://git.k8s.io/community/communication/slack-config/sig-release/usergroups.yaml)
   - Add slack ID(s) to [`users.yaml`](https://git.k8s.io/community/communication/slack-config/users.yaml), if they are not yet in the file
   - Add username(s) to [`usergroups.yaml`](https://git.k8s.io/community/communication/slack-config/sig-release/usergroups.yaml)
-- [ ] Ensured SIG Release co-chairs replaced the outgoing Emeritus Advisor (EA) with the new EA as an owner of the [kubernetes-release-team-shadows](https://groups.google.com/a/kubernetes.io/g/release-team-shadows) Google Group.
+- [ ] Ensured the Release Team subproject owners are the owners of the [kubernetes-release-team-shadows](https://groups.google.com/a/kubernetes.io/g/release-team-shadows) Google Group.
 - [ ] Ensured top-level `OWNERS_ALIASES` only includes Release Team personnel from four (4) releases, including the current one.
 
 **Create Release Team Documents:**
@@ -103,29 +103,30 @@ Additional information can be found in the [release team lead handbook](https://
 - [ ] Ensured that there is a branch manager available for cutting 1.XX.0-alpha.1
 
 - Assist the Enhancements Lead in collecting planned work from SIGs
-- [ ] Discussed and scheduled a weekly Release Team meetings on a day that is most acceptable to the team. Invite the `kubernetes-sig-release` group.
+- [ ] Discussed and scheduled a weekly Release Team meetings on a day that is most acceptable to the team. Invite the `kubernetes-sig-release` group. 
+- [ ] Update the release calendar with the initial release meeting times and dates set to UTC.
 - [ ] Poll Release Team membership and schedule a weekly alternate meeting to better enable more attendance outside of the Americas.
 - [ ] Major release cycle events have been added to the Kubernetes Release Calendar with one week in advance reminders set. (defer to the [handbook for more information](https://github.com/kubernetes/sig-release/tree/master/release-team/role-handbooks/release-team-lead#working-with-the-release-team-calendar))
 - [ ] Checked in with ci-signal and branch managers if 1.XX.0-alpha.2 is ok to be released and [master-blocking](https://testgrid.k8s.io/sig-release-master-blocking) tests are all green
 
-
 **A week before Enhancements Freeze:**
 - [ ] Remind the community about Enhancements Freeze reminder send out. Example email: [1.26](https://groups.google.com/a/kubernetes.io/g/dev/c/pJZC2cnkeJ8); It may also be useful to send a short version to the `#sig-release` and `#chairs-and-techleads` Slack channels referencing to the k-dev email.
 
 ### 3. Enhancements freeze up to Release Halfway Point (~Week 5 - 7)
 
 **General Tasks:**
-- Bring exceptions to the #sig-release Slack channel and to Release Team meetings, and make sure SIG representatives for the exception(s) know to attend and discuss if necessary.
-- Begin casual observation of issues, CI signal, test flakes, and critical PRs
+- [ ] Bring exceptions to the #sig-release Slack channel and to Release Team meetings, and make sure SIG representatives for the exception(s) know to attend and discuss if necessary.
+- [ ] Begin casual observation of issues, CI signal, test flakes, and critical PRs
 - [ ] Release Team Retro is scheduled shortly after the "Release Halfway Point" and a host is selected
+- [ ] Make sure everyone knows the Docs deadline (PRs ready for review) is coming the following week. (around week 6)
 
 **Release Cut Alpha 3:**
 - [ ] Checked in with ci-signal and branch managers if 1.XX.0-alpha.3 is ok to be released and [master-blocking](https://testgrid.k8s.io/sig-release-master-blocking) tests are all green
-- [ ] Checked in with Release Notes team on release notes progress after the tag for 1.XX.0-alpha.3 is generated
+- [ ] Checked in with Docs team on release notes progress after the tag for 1.XX.0-alpha.3 is generated
 
 **Release Cut Alpha 4:**
 - [ ] Checked in with ci-signal and branch managers if 1.XX.0-alpha.4 is ok to be released and [master-blocking](https://testgrid.k8s.io/sig-release-master-blocking) tests are all green
-- [ ] Checked in with Release Notes team on release notes progress after the tag for 1.XX.0-alpha.4 is generated
+- [ ] Checked in with Docs team on release notes progress after the tag for 1.XX.0-alpha.4 is generated
 
 ### 4. Release Halfway Point up to Code Freeze (~Week 8 - 11)
 
@@ -144,19 +145,32 @@ Additional information can be found in the [release team lead handbook](https://
 - [ ] The Deprecations and Removals blog is scheduled for next week shortly after Code Freeze. A draft of the blog should be started as reviews and iterations will be needed before publication next week
 - [ ] Insured that "Removals, Deprecations, and Major Changes"-authors are reviewing the blog before it's being publicized 
 
-**Major Themes & Release Blog:**
-- [ ] Followed up with SIGs on major themes of the release
-- [ ] Checked in with release-notes and release-comms about the status of major themes collection
+**Release Highlights & Release Blog:**
+- [ ] Followed up with SIGs on the release highlights of the release
+- [ ] Checked in with release-comms about the status of release highlights collection
+
+### 5. Around Docs Freeze (~Week 12)
+Defer to the [Docs Freeze section in the release-team-lead handbook](#).
+
+#### Shortly before Docs Freeze
+- [ ] Monitor the docs tab of the enhancements GitHub project to get an idea of how many PRs are still outstanding leading up to Docs Freeze.
+- [ ] Make sure everyone knows Docs Freeze is coming the following week. (week 12)
+
+#### Week of Docs Freeze
+- [ ] As needed, assist the Docs subteam lead with any last-minute escalations.
+
+#### After Docs Freeze
+- [ ] Bring exceptions to the **#sig-release** Slack channel, start a thread for each, and ensure SIG representatives for the exception(s) discuss in the thread.
 
-### 5. Around Code Freeze (~Week 13)
+### 6. Around Code Freeze (~Week 13)
 Defer to the [code freeze section](https://github.com/kubernetes/sig-release/tree/master/release-team/role-handbooks/release-team-lead#standards) in the release-team-lead handbook.
 
 #### Shortly before Code freeze
 Code Freeze begins, and it’s now the home stretch of the release. SIGs will need to ensure all work moving forward is carefully curated with required merge labels.
 
-- Monitor the enhancements GitHub project to get an idea of how many PRs are still outstanding leading up to Code Freeze
-- Monitor Testgrid and Prow to understand the stability of the release and PRs getting ready to merge. If Prow and Test grid are not in a good state consult folks from SIG Testing on delaying code freeze by a day if needed.
-- If the release branch is not healthy, stable, and passing tests consistently, notify community through standard channels of need to rectify or code freeze will come early to force focus on stabilization.
+- [ ] Monitor the enhancements GitHub project to get an idea of how many PRs are still outstanding leading up to Code Freeze
+- [ ] Monitor Testgrid and Prow to understand the stability of the release and PRs getting ready to merge. If Prow and Test grid are not in a good state consult folks from SIG Testing on delaying code freeze by a day if needed.
+    - If the release branch is not healthy, stable, and passing tests consistently, notify community through standard channels of need to rectify or code freeze will come early to force focus on stabilization.
 - [ ] Reminded the Branch Manager that branch CI jobs will be needed next week
 - [ ] Send out a reminder email to [kubernetes-dev](https://groups.google.com/a/kubernetes.io/g/dev)
 
@@ -168,7 +182,7 @@ Code Freeze begins, and it’s now the home stretch of the release. SIGs will ne
 - [ ] Verified that the Branch Manager created the CI board on [Testgrid](https://testgrid.k8s.io/sig-release) for the release cycle (1.XX-blocking & 1.XX-informing)
 - [ ] Published the "Removals, Deprecations, and Major Changes blog"
 
-### 6. Test Freeze up to Release Day (~Week 14)
+### 7. Test Freeze up to Release Day (~Week 14)
 - [ ] Verified together with the release-docs team that all KEPs with required documentation are ready for review
 - [ ] Completed release theme (slogan, logo and explanation text) and add it to the [release cycle documentation in k/sig-release/releases/release-1.XX](https://github.com/kubernetes/sig-release/tree/master/releases)
 - [ ] Decided with the Release team if burndown meetings are necessary or updates are done via Slack thread on Tuesdays and Thursdays
@@ -183,7 +197,7 @@ Code Freeze begins, and it’s now the home stretch of the release. SIGs will ne
 - [ ] The Release Team Retro part 2 and part 3 is scheduled shortly after the "Release Halfway Point" and a host / facilitator is available
 - [ ] Remind the release team to add items to the retro meeting agenda
 
-### 7. Release Day (~Week 15)
+### 8. Release Day (~Week 15)
 
 - Note that release day can and should be postponed if any of the conditions outlined in week 11 are not satisfied.
 - Every issue in the milestone is considered release blocking
@@ -192,28 +206,27 @@ Code Freeze begins, and it’s now the home stretch of the release. SIGs will ne
 - The following final actions **must occur in order**, with successful completion of each being the entry criteria to the next.
   - Release day morning:
     - [ ] Go / No-Go: should generally be clear a day or three ahead of release, but the day's burndown provides a final opportunity for the team to affirm things are ready.
-    - [ ] Release Notes Lead PRs final draft release notes to sig-release, with Release Team Lead approving merge.
+    - [ ] Docs Lead PRs final draft release notes to sig-release, with Release Team Lead approving merge.
     - [ ] Branch Manager does mock release build.
     - [ ] Branch Manager does mock publication. Validates with Release Team lead and broader team the mock announcement email content.
     - [ ] Branch Manager does nomock release build.
   - Starting when ready:
-    - [ ] Communications Lead begins staging blog post.
+    - [ ] Communications Lead should have completed staging blog post, merging the blog with `draft:true` and creating a second PR that removes the draft with a `/hold` label.
     - [ ] Branch Manager Lead does nomock publication.
-    - [ ] Branch Manager coordinates the building and publishing of rpm/deb packages with Google Build Admins.
-    - [ ] Build Admins affirms build is complete.
+    - [ ] Branch Manager affirms build is complete.
     - [ ] Verify with the docs lead that the staging release website is in correct shape by verifying the blog posts, the release page, download page, etc.
     - [ ] Docs Lead publishes release docs to website (ref [tasks todo](https://github.com/kubernetes/sig-release/blob/master/release-team/role-handbooks/docs/Release-Timeline.md#release-week-week-12))
     - [ ] Branch Manager does release-notify.
   - [ ] Approximately 5pm Pacific: all work is complete and the release team
     lead announces release to [k-dev](https://groups.google.com/a/kubernetes.io/g/dev), [SIG Leads](https://groups.google.com/a/kubernetes.io/g/leads), and discuss.k8s.io.
 - [ ] After the release, it’s time to lift code freeze. The bot will need to be updated.
   - [Thaw k/k](https://github.com/kubernetes/sig-release/blob/de9e0a9821c4f73b83b4382df7a7dc837f91e18f/releases/release_phases.md#thaw), 
-    master branch is then opened for new pull requests.
+      master branch is then opened for new pull requests.
 - [ ] The Docs lead thaws k/website
 - [ ] Use all of the appropriate communications channels to announce the lifting of Code Freeze and thawing of 
   k/website, this can part of the release announcement.
 
-### 8. After the Release Day (~Week 16, 17)
+### 9. After the Release Day (~Week 16, 17)
 - [ ] Release Retrospective Part 2 completed
 - [ ] Release Retrospective Part 3 completed or cancelled
 - [ ] Contact the Release Managers Google Group to complete the Release Team Lead & Lead Shadows offboarding tasks from the previously-opened onboarding issue

release-team/role-handbooks/release-team-lead/README.md

@@ -100,7 +100,7 @@ In the event that a subteam loses a shadow, we might ask the paired Lead Shadow
   - Enhancements tracking spreadsheet: `http://bit.ly/k8sXYY-enhancement-tracking`
   - Merged PRs with release notes: `http://bit.ly/k8sXYY-relnotes`
   - Use the same conventions for additional documents
-- Burndown meetings happen at 10AM Pacific Time, and you invite the Kubernetes Release calendar (`agst.us_b07popf7t4avmt4km7eq5tk5ao@group.calendar.google.com`) to them.
+- Burndown meetings happen at 10AM Pacific Time, and you invite the Kubernetes Release calendar (`agst.us_b07popf7t4avmt4km7eq5tk5ao@group.calendar.google.com`) to them. Make sure to use UTC time for the meeting.
 - Burndown communications happen on the [kubernetes-sig-release] mailing list.
 - Enhancement exceptions are to be reviewed by the owning SIG and brought to the Release Team for assessment of risk, especially across the project
 - General notification regarding the release should go to the [kubernetes-dev] and [kubernetes-sig-leads] lists, and this should automatically be captured into the [Kubernetes Discourse site][discourse].
@@ -168,7 +168,10 @@ cc @release-team-leads
 ## Working with the Release Team Calendar
 
 To get access to the [release team calendar](https://calendar.google.com/calendar/embed?src=kipmnllvl17vl9m98jen6ujcrs%40group.calendar.google.com) reach out to a SIG Release tech lead or chair.
-Its useful to add major events of the release cycle to the calendar e.g. Enhancements Freeze, Code Freeze and Test Freeze.
+It's useful to add major events of the release cycle to the calendar e.g. Enhancements Freeze, Code Freeze and Test Freeze.
+
+It is also useful to add estimated release cut dates to the calendar e.g. 1.XX.0-alpha.1. Cuts are typically scheduled for 
+Wednesdays, but can be moved to a different day if needed or based on the Branch Manager's availability.
 
 **Additional tips:**    
 - Add a calendar entry for the time period before Enhancements Freeze with the title [1.xx] Enhancements Freeze coming on HH:mm PDT Month Day, Year