**Towards an Opencast roadmap meeting**

**Participants**

* Alexander Bias
* Rüdiger Rolf
* David Graf
* Nana Barckhan
* Jasmin Novotni
* Olaf Schulte
* Maxime Pedrotti
* Veronika Schröer
* Lars Kiesow
* Markus Hintermayer

**Discussion in first session (Thursday morning):**
- We/all agree: Good idea, because of it's benefits. But: These do not come for free!
- bottom up approach: open to everyone, depends on contributions of stakeholders
- It's not a group but a community effort that integrates a meeting!
- meeting: term makes it not demanding enough > we need rules and/or another term > Suggestions are welcome!
- Rhythm of releases should stay independent of the roadmap
- coordinate meeting dates with the 3 already existing conferences/gatherings
- all projects related to Opencast are welcome (at least at the beginning)
- not only big projects, also small projects or ideas
- some kind of information must be shared before the meeting
- possibility to share ideas asynchronously

**Setup of meeting:**
- Max length: 90min
- Timing
- Thursday, 15:00 (UTC)
- Frequency: 3 regular meetings, 1 annual review meeting
- February (week before the international summit)
- April/May
- September (before DACH meeting)
- November (in OC virtual summit)
- 2025:
- May 8, 2025, 15:00 (UTC) = Kick off meeting
- September 11, 2025 (also: use of 'spare end of year money' - crowdfunding)
- November 28, 2025
- annual review: November meeting for reflecting the past year and planning subsequent year
- before this meeting all issues get closed > stakeholders can reopen
- Needs a facilitator to coordinate, moderate and communicate
- volunteer: Olaf Schulte > Thx a lot!
- Agenda (regular meeting):
- All running projects: Status report (5-10')
- New ideas (5' + 5')
- New big/small projects (10' + 5')

**Documentation:**
- Platform: Github
- different views are possible (timetable, list, priorities, ...)
- based on tickets, which can be in different repositiries
- additional metadata can be attached
- Lars to open a Github project in March 2025
- Different templates for ideas and projects
- ideas: aim of the idea (possibly with user stories "as a ... I want to ...", target group), related features/bugs/issues
- projects: aim of the project (possibly with user stories "as a ... I want to ...", target group), stakeholders, timeline, realated features/bugs/issues, funding
- How can we add information about funding? > labels and maybe a section in the template
- How to differentiate betwen: Ideas, small/big projects, issues? > with labels
- Labels: new, idea, small project, project, "looking for funding", "looking for cooperation", "Presentation in next meeting"
- Rules?
- all tickets need a responsible persons
- no bugs, no small issues, no questions, no small feature request > explain in template
- Maintaining?
- mechanism is needed, how to handle inactive tickets (e.g., automatically closing inactive issues after 6 month of inactivity)
- facilitor, maintainer and reminder is needed > Olaf does volonteer
- triage:
- companies and developpers can comment on a ticket, tag facilitator and give an opinion/recoommendation
- build a team of stakeholders (including a developper), which regularly discuss all new issues

Next steps:
- Lars: creates a github project "Opencast roadmap" > DONE
- David: fine-tune github project (incl. templates)> DONE
- all: create first issues in project > to gather experience, please share feedback
- David & Olaf: clean up this notes here > DONE
- Olaf: Blogpost with information about the plan and save the date > DONE