Protocol for Creating ADRs in the SasView organization

[krzywon]

This is the protocol for creating and approving Architectural Design Records for the SasView organization. This process extends to all repositories under the organization.

1. Suggestion Phase

1. At the appropriate GitHub level (Organization or Repo) create a new discussion under the ADR Suggestions category.
2. Use a title that describes what the ADR concerns. e.g.: Qt GUI element naming convention. The title may include ADR Suggestion if desired, but is not required.
3. The ADR should outline what items are required and what items are encouraged. For the purposes of this ADR, all items are required.
4. ADR suggestions and comments should not be edited for content. Typos and formatting issue edits are permissible, but substantive changes to the ADR should only be included as comments.
5. Technical meeting participants will review any recent ADRs submissions.
   • During the Implementation Phase: no more than 3-4 discussion and/or ADRs will be brought to each meeting until all outstanding discussions are resolved.
6. Technical meeting participants will offer a suggestion on whether to implement the ADR, including any proposed changes, and any implementation phases, if required.
7. All technical meeting suggestions, whether to approve or deny, will be presented at the bi-weekly meeting for a larger review.
8. All discussion points from meetings will be added as comments to the Discussion by the person leading the discussion on the ADR.
9. ADRs rejected by both the technical group and biweekly meetings will be closed, as described in heading 3 below and will not proceed beyond this point in the suggestion phase.
10. The results of the larger review will be sent to the developers mailing list to give developers unable to attend meetings a chance to review the suggestion. This announcement shall include a title making it clear the message is related to ADR approvals, a link to the proposed ADR, and an anticipated date of final decision coinciding with a bi-weekly meeting at least 3 weeks in the future.
11. Developers may comment on the proposal in the ADR, during the final meeting, or by email, but all comments must be added to the Discussion by the person leading the ADR discussion.
12. A final decision on an ADR will be made at the announced meeting by the participants in attendence and tasks from the following headings 2, 3, and 4 will be assigned to a specific person or people at the time of decision.

2. Accepted ADR

1. A SasView maintainer or admin will create a new Discussion under the 'ADR' category.
2. The title should describe the issue the ADR is addressing, and should be similar to title from the Suggestion Phase.
3. The description of the ADR should be a comprehensive resume of what has been accepted.
4. The description should include a revision number and link to the previous revision of the ADR, if it exists.
5. The description should include links to the original discussion(s).
6. The original discussion(s) should be closed.

3. Rejected ADR

1. An outline of why the ADR was rejected will be entered into the discussion as a final comment.
2. The original discussion(s) will be closed.
3. Appealing a rejection may be made if new information or ideas are brought to either the bi-weekly or techinical meetings and the attendees agree the ADR be revisited. In this case, the person appealing the ADR should reopen the discussion, and include the new information.
4. Reopening a rejected ADR restarts the process at step 7 of the Suggestion Phase.

4. Tracking Implementation

1. Once the ADR is accepted and finalized, create corresponding issues in the relevant repository (or repositories) to track the implementation.
2. The issue body should include a reference to the ADR the issue is based off.
3. If the ADR impacts multiple projects or components, apply the label Cross Package Issue to each related issues and, once all are created, edit the issue descriptions to include links to all related issues.

5. Revision Process

1. To revise an ADR start a new discussion as in Suggestion Phase (1), but start the title with the word Revision: and follow it with the ADR title.
2. The revision process will be the same as the normal process.
3. As described in Accepted ADR (4), increment the revision number and add a link to the previous revision in the updated ADR.

Revision Acceptance Date: May 6, 2025
Revision Number: 1
Original Suggestion: https://github.com/orgs/SasView/discussions/3243

[krzywon]

Superseded by #3875