Deployment Guide/Creating a new release

NOTE: The contents of this page are not set in stone, and are subject to change! This page is a draft in active flux ... Please leave suggestions on the talk page.

This is a work in progress deliverable of the Improving the Deployment Toolkit project. If you have any ideas or review comments please add them to the Talk page.

The following process describes how to review and update the wiki version of the Deployment Guide and associated documents like budget planning spreadsheets to create a new release of the Google Doc version.

Principles

• The Google Doc version of the Deployment Guide will always be available from the same URL
• A draft of the new release will be created in a separate Google Doc whilst it is being worked on
• Once the new release is ready for publication, the Google Doc will be updated and an announcement made on the [1] and the Deployment Guide section will be updated to refer to the new Google Doc version

Process

1. Planning
   1. Identify OLPC sponsor for new Deployment Guide release
   2. Agree who in OLPC is nominated to review changes to the deployment guide
   3. Agree goals of new release and high level milestone plan
   4. Update the Improving the Deployment Toolkit page in the wiki with the goals, approach and plan
2. Mobilisation
   1. Form core team
   2. Identify key stake holders and subject matter experts
   3. Agree roles and responsibilities including who should be responsible, accountable, consulted or informed about what at which stage in the project
   4. Identify volunteers from currently active deployment teams to support the process by providing up to date experience and review of changes to the wiki and document
3. Start the process of collaborating on the new release
   1. Create or update the Draft Deployment Guide by making sure it contains any changes to the current Deployment Guide since the last release as well as any modifications to text or section references planned for this release
   2. Update the talk page of the current Deployment Guide to explain the plans, refer to the goals in the Improving the Deployment Toolkit page and ask for ideas and review comments
   3. Update the Deployment Guide to say that a new version is being produced, the expected date by which it will be available, and provide a link to the talk page
4. Update the Knowledge Tree
   1. Review and update the structure of the tree to ensure it is the same as the planned section order for the new Deployment Guide
   2. Add new page references into the tree for all relevant new content in the wiki and mark with a * to indicate it needs to be created or reviewed
      1. Check sections with the same title as new sections you want to add don't already exist and if they do make a decision about whether to edit that live page directly or to take a copy and publish it by copying it back later as we do with the main Deployment Guide page
      2. Review material in the ClassActs/Resources section
      3. Identify existing material that could be referred to by or moved into the new sections
5. Review changes made to the Deployment Guide since the last release
   1. Review Talk pages to identify any relevant content that needs to be converted from conversational style and moved into the topic page itself
   2. Consolidate similar entries in the wiki and add these to the Draft Deployment Guide or replace sections if these entries supercede them and also remove the corresponding superceded sections of the wiki
   3. Where there is relevant material from external websites, either add an external page reference to the appropriate topic in the wiki or get permission from the author and copy the content into this wiki in the appropriate place, adding a reference to the external source. Consider asking the author to maintain their knowledge in this wiki rather than separately if appropriate
   4. Review sections in the document that are marked as copied from external sites
      1. Visit the external site and update the document section
      2. Identify any additional new information available at that site for incorporation into the document
   5. Review any Open Questions
      1. Answer the questions if possible, consulting the deployment teams who raised them in the process to validate the answers
      2. Update the Open Questions page and incorporate the answer into the Draft Deployment Guide
   6. Add new sections (see all sections in the Draft Deployment Guide, new sections are marked with a *)
   7. Follow all links from the Draft Deployment Guide according to priorities
      1. Combine or delete pages where appropriate, updating any references to these at the same time
      2. Review and update pages to improve clarity, navigation and accuracy
      3. Split pages into multiple sections or pages where appropriate
      4. Add cross references between pages where appropriate
   8. Review structure and flow of the Draft Deployment Guide
   9. Add additional navigation / cross references between sections as required
   10. Ensure there are clear references to the official Deployment Guide Google Doc, Deployment Toolkit and Contacts List
6. Send the draft to the volunteers and members of the core team who have agreed to review it
7. Apply review comments
8. Issue the new document by publishing a message on the Deployment Wiki
   1. Go through the google doc and add missing material back into the Working Deployment Wiki
   2. Use the discussion tab for each wiki page for sharing ideas and review comments
9. Review Draft Deployment Guide with OLPC
10. Create google doc from Draft Deployment Guide
11. Review google doc with OLPC
12. Agree publishing date and comms with OLPC
13. Copy the Draft Deployment Guide back into the Deployment Guide
14. Announce new Deployment Guide and google doc
15. Use this section as a basis for creating the Process for Releasing New Deployment Guide
16. Create a Deployment Toolkit (wiki page and excel spreadsheet)
    1. Obtain latest versions of spreadsheets
    2. Combine the OLPC Deployment Workbook Excel spreadsheet (country budget planner) with the Economic Template Excel spreadsheet
    3. Simplify
    4. Improve usability
    5. Update assumptions if required (contact authors)
    6. Align the Deployment Toolkit with the Deployment Guide
       1. For each line item in the spreadsheet there should be a corresponding section in the wiki
       2. For each relevant section in the wiki, the spreadsheet should allow budget planning for it, e.g.
          1. Power generation solutions
          2. Teacher training options
          3. Project support resourcing options