This page captures planning efforts to formalize the VuFind Community, as discussed during the 2020 VuFind Summit.

This section lists roles and responsibilities that members of the VuFind Community will need to fulfill in order to keep the project functional.

In order to form an SMLLC and join the OLF, the project needs to designate individuals to serve in these three roles:

• Primary Manager - for the OLF's purposes, this is the primary point of contact within the Project for OLF Communications + Collaboration. This person executes contracts/agreements with the OLF on behalf of the project.
• Treasurer - this person manages or is deeply familiar with the finances of the project. If Project chooses Full Project status and does banking with the OLF, this person is designated to approve expenditures of the project, can wield a credit card and bank account ownership on behalf of the project, and is available to coordinate with the OLF Treasurer on reporting and annual bookkeeping.
• Secretary - this person manages the minutes of the project including any resolutions required to document business with the OLF. This person also manages and maintains all contracts brokered and executed through the SMLLC on behalf of the project, and supports the activities of the Primary Manager and the Treasurer.

• Project Server Administrator - patch/maintain/monitor the operating system and software on server(s) hosting tools used by the VuFind community. This currently includes:
  • Dokuwiki
  • Jenkins
  • JIRA
  • VuFind demo instance
  • VuFind website (reverse proxy on top of GitHub pages)
• Project Software Administrator(s) - manage key software applications for the project. These include:
  • Dokuwiki Administrator - use escalated privileges to manage Dokuwiki application; receive/monitor notices of page changes to prevent/revert malicious updates.
  • GitHub Administrator - use escalated privileges to manage GitHub resources (vufind-org community, releases, etc.) * Jenkins Administrator - use escalated privileges to manage Jenkins application; update plugins/configurations as needed.
  • JIRA Administrator - use escalated privileges to manage JIRA application.
  • SourceForge Administrator - use escalated privileges to manage SourceForge resources (news feed, mailing lists, downloads).
• Release Manager - someone needs to be responsible for scheduling releases, ensuring that outstanding tasks are completed on schedule, and working through the release checklist whenever a new version is released.
• Committers / Code Reviewers - some members of the community need to be able to commit to the main vufind-org repositories and to review/merge pull requests. There should be a qualification process to gain these privileges, and a mechanism for ensuring that reviews are completed by the most appropriate individual(s) in a timely fashion.
• Community Call Host - someone needs to plan for monthly Community Calls (set agendas) and moderate/host the events. This also includes ensuring that a viable communication platform is available for the calls.
• Documentation Experts - some members of the community need to maintain the project's documentation (wiki, introductory book, videos, etc.) to ensure they remain accurately and logically organized.
• Newsletter Editor - someone needs to monitor ongoing development (pull requests, JIRA tickets, Community Calls, etc.) in order to maintain the activity lists for the monthly newsletter; an executive summary also needs to be written each month to highlight key developments.
• Project Advocates - some members of the community need to be willing to present on behalf of VuFind at conferences, provide references to potentially interested institutions, and otherwise increase the visibility of the software through active communication.
• Technical Support Experts - some members of the community need to monitor incoming communication channels (mailing lists, Slack, JIRA tickets, etc.) and assist users who are encountering problems.

This section lists known and potential expenses that the project will need to meet in order to survive.

• Annual OLF membership fees.

• Emergency fund (to hire temporary staff to aid in a leadership transition)
• Server fees (if we switch from institution-supported project resources to cloud-hosted services)