Operations Manager Role Description

Background and description

The APG Task Force relies on a significant amount of infrastructure and process to sustain and improve the quality of APG content. This includes, but is not limited to, a long list of Node packages from NPM, GitHub actions, and a regression test framework.

The purpose of the Operations Manager (Ops-Mgr) role within the APG Task Force is to:

• Enable editors and other task force members to focus on content production by keeping the infrastructure that facilitates content quality control and publication running smoothly, up-to-date, and secure.
• Continuously enhance the infrastructure to keep operations sustainable and improve efficiencies as the environment changes.

Ops-Mgr Selection and direction

Ops-Mgr positions are approved by APG editors, and their work is primarily directed by an APG editor with Ops-Leader responsibility as agreed by active APG editors.

To support efficient operations with good quality control, the task force ideally sustains two or more people in Ops-Mgr positions. This enables the task force to require a minimum of one peer review of pull requests that fall within the scope of operations management merge permissions without having to require other task force members to review the pull requests.

Ops-Mgr Responsibilities

1. Keep Node packages current:
   • Review Node package update pull requests to determine whether an update would disrupt task force operations.
   • If a Node package update is advisable but would be disruptive, develop an update plan that minimizes impact, present the plan during a task force meeting, and execute per task force guidance.
   • Following the Protected Branch Pull Request Management and Merge Process, Merge Node package updates in a timely manner; at least once per week during periods of normal operations.
2. Maintain build process:
   • Ensure automated content checks, regression tests, and file generation run via scripts and GitHub actions are running correctly and efficiently, implementing changes as dictated by the environment and improvements as requested by the task force. Suggest improvements for task force consideration.
   • Ensure automated checks and regression test are complete and accurate.
3. Support and help advance code quality:
   • Serve as expert reviewers and mentors for contributors to help ensure all code contributions follow the APG Code Guide.
   • Serve as expert advisors for contributors on how to write and enhance regression tests.
   • Following the Pull Request Review Process, conduct code and test reviews on pull requests as requested by the task force.
   • Write regression tests for specific pull requests as requested by the task force.
4. Communications:
   • Monitor assigned issues: The task force makes requests by assigning issues, pull requests, and pull request reviews to one or more Ops-Mgrs. While any task force member may request assistance that fits within the scope of the Ops-Mgr responsibilities, the Ops-Leader may re-prioritize or revoke the request. Any Ops-Mgr may re-assign work to another Ops-Mgr.
   • Monitor Infrastructure Management project: The priority of larger work items is managed via the Infrastructure Management GitHub project in collaboration with the APG editor serving as Ops-Leader. Card sequencing on the project board should be done only by the Ops-Leader or an OpsMgr.
   • Meeting attendance: At least one Ops-Mgr should be present at weekly task force meetings to keep aware of member concerns and report on operations as needed.
   • Weekly reporting: Provide a weekly report via email to APG editors and the public authoring practices email list summarizing what was completed in the previous week and highlighting any significant work items prioritized for the current week. The email should be provided one business day prior to commencement of any significant project work to give the Ops-Leader opportunity to adjust priorities if warranted. If a particular work item is related to security, details about that work item should be communicated only via private email.
5. Documentation: Keep wiki pages that document the design, intent, and utilization of APG infrastructure current. The documentation should be sufficient to make onboarding a new Ops-Mgr easy and efficient as well as help new contributors understand how to utilize the infrastructure to create high-quality contributions to the APG.

Merge Permissions

People who are an approved Ops-Mgr are granted merge privileges for protected branches and may merge pull requests that meet the criteria listed below. An Ops-Mgr may email requests for changes to administrative settings to the repository administrator as long as 1) the editors are on copy, and 2) the request is directly related to fulfilling operations management responsibilities.

Before executing any merges to protected branches, a new Ops-Mgr should schedule a meeting with the Ops-Lead to review expectations.

Pull requests may be merged by an ops manager as long as all the following expectations are met:

1. When merging, the Ops-Mgr carefully executes all elements of the Protected Branch Pull Request Management and Merge Process.
2. The pull request does not change APG content.
3. All automated quality checks pass unless there are exceptions agreed upon by the editors.
4. The changes will not disrupt normal task force operations. If disruption is anticipated, the merge follows an approved plan for minimizing disruptions.
5. If any infrastructure scripts or code are changed, the pull request is approved by one other Ops-Mgr or a member of the task force agreed upon in a meeting. Node package updates do not require additional reviews.