MVP proposal for process to communicate upcoming changes to communities

[choldgraf]

Context

This is a lightweight process to follow for #5281 .

MVP proposal for a communications process

1. Applies when a change in 2i2c infrastructure has the potential for changing the using facing experience (configuration changes, UI/UX change, change in cloud confirmation, change in image used, change in home folder configuration, or any other change where the user might 'see' some change in behavior.
2. A 'change summary' (which will likely reference the PR involved but may need more explanation for end users) is created when ever a 'change' is made to the infrastructure.
3. Use the 'Authorized Technical Contacts' database (https://airtable.com/appbjBTRIbgRiElkr/pagD3XyZjqBunYMnC) to look up the Hubs affected by the infrastructure change.
4. Develop a new deployer sub command that can report back the list of hubs that will be impacted by a change and subsequently make a query to this database for the list of email address to be contacted.
5. Automatically post this 'change summary' in a change log available from both our 2i2c.org webpage and the hub admin page for the affect ed hubs.
6. Automatically email out this 'change summary' to the technical contacts on affected hubs
7. In this MVP, no warning is given to changes but in a subsequent version we may want to 'schedule' an infrastructure change that will occur in the future. This would give time for the technical contacts to respond if needed.
8. Changes (as identified by PRs merged to the infrastructure) should be flagged for review if there is NOT a corresponding change log entry made so that we held accountable for making changes that are not communicated.
9. This automatic change email would be in addition to any support desk communication or slack conversation that might have prompted the change. It would serve as form of receipt to all of the identified technical contacts for impacted hubs that a change has incurred.
10. The 'change summary' email should include a link back to support@2i2c.org with an invitation to follow up.
11. Assume that the technical contacts listed in https://airtable.com/appbjBTRIbgRiElkr/pagD3XyZjqBunYMnC are sufficiently up to date for the purposes of this MVP.

To do

• Agree that the process above is sensible
• List of what we'd need to implement or change in order to carry it out (in a new child issue of Create procedure for notifying / communicating hub changes to technical champions in communities #5281 )
• A plan for implementing this list.

Task list

Tasks

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Definition of Done

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