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Roadmap meeting

IMPORTANT: All you can read below is work in progress.

Purpose

The roadmap meeting (with its repository and project) is an initiative to improve transparency, coordination, and collaboration among all stakeholders of the Opencast community. While the benefits are clear, achieving them requires active participation and structured processes. This initiative follows a bottom-up approach, meaning it is open to everyone and relies on the active contributions of stakeholders to function effectively. The meeting is not ment to be for an exclusive group but rather an integrated effort within the broader community, ensuring collective ownership and shared responsibility. All projects related to Opencast are welcome to participate, regardless of their topic their size. Both large-scale projects and small ideas can contribute meaningfully to the community.

Roadmap meeting

Basics

The roadmap meeting will take place four times a year (specific dates see below). In this meeting, we will discuss new ideas to improve Opencast and new as well as ongoing projects. To schedule an idea or project do be discussed in the next roadmap meeting, there needs to be an issue created in the "roadmap" repository (please follow specific rules below).

Timing & Duration

  • Schedule: Three regular meetings per year, plus an annual review meeting. Meeting dates will be coordinated with our three major gatherings.
  • Proposed times: Thursday, 15:00 (UTC)
  • Timing:
    • February (week before the international summit)
    • April/May
    • September (before the DACH meeting)
    • November (during the Opencast Virtual Summit)
  • 2025 Schedule:
    • May 8, 2025, 15:00 (UTC) – Kick-off meeting
    • September 11, 2025, 15:00 (UTC) – Crowdfunding discussion
    • November 28, 2025, 15:00 (UTC) – Annual review
  • Facilitation
    • Role: Coordinate, moderate, and communicate
    • Current Facilitator: Olaf Schulte, ETH Zürich (volunteer – thanks, Olaf!)

Agendas

  • Regular Meetings
    1. Status Report on all running projects (5-10 min)
    2. New Ideas (5 min presentation + 5 min discussion)
    3. New Projects (10 min presentation + 5 min discussion)
  • Annual Review (Takes place in November)
    • Purpose: Reflect on the past year and plan for the next
    • Preparation: All issues closed before the meeting; stakeholders can reopen relevant ones

Documentation & Project Management

Templates for Ideas & Projects

  • Ideas:
    • Aim of the idea (user stories: "As a … I want to …")
    • Target group
    • Related features/bugs/issues
  • Projects:
    • Aim of the project (user stories: "As a … I want to …")
    • Stakeholders
    • Timeline
    • Related features/bugs/issues
    • Funding considerations

Rules

  • Responsible persons: Every ticket must have an assigned owner
  • Exclusions: No bug reports, small issues, general questions, or minor feature requests (these should be handled elsewhere)

Maintenance & Triage

  • Inactive tickets: Automatically closed after six months of inactivity
  • Roles:
    • Facilitator, maintainer, and reminder: Olaf (volunteer)
  • Triage process:
    • Companies and developers can comment on a ticket, tag the facilitator, and provide recommendations
    • A team of stakeholders (including developers) will regularly discuss new issues

We will have here some explanations about what will be happening here and how to follow the rules...