DSpace and DSpace-CRIS Technology Planning Group Charge

(Created 2024-12-23, Revised 2025-01-17)

• Sponsor
• Purpose
• Responsibilities
  • Strategy Development
  • Community Training and Knowledge Transfer
  • Engagement with Stakeholders
  • Codebase Maintenance
• Membership
• Leadership
• Meetings and Participation
• Deliverables
• Reporting
• Timeline

Sponsor

The DSpace and DSpace-CRIS technology planning group is sponsored by the DSpace Steering Group. As the strategic governing body of the DSpace Program, the DSpace Steering Group provides guidance and oversight to ensure the planning group’s efforts align with the broader goals and priorities of a potential merger of the DSpace and DSpace-CRIS codebases.

Purpose

To make recommendations to the DSpace Steering Group for a successful potential merger of the DSpace and DSpace-CRIS codebases. The planning group will develop a comprehensive and actionable strategy for potentially merging the DSpace and DSpace-CRIS codebases, toward long-term maintainability, scalability, and alignment with community needs. The planning group will formalize an approach that balances efficiency with the learning and engagement requirements of the DSpace Committer and Developer communities.

Responsibilities

1. Strategy Development

   • Determine the technical feasibility of merging DSpace-CRIS into DSpace. If a merger is deemed unfeasible from a technical standpoint, then outline a strategy for continuing as separate projects. 
   • Design a strategy for potentially merging the DSpace-CRIS and DSpace codebases,  targeting a potential merger strategy by the release of DSpace 10.0 (tentative deadline).
   • Ensure the strategy includes provisions for timely implementation of a potential merger (no longer than two years or the release of DSpace 11.0).
   • Consider trade-offs between different potential merger approaches (e.g., “all at once” vs. “piece-by-piece”) to optimize for both speed and community adaptability.

2. Community Training and Knowledge Transfer

   • Develop a training and learning plan for all DSpace Committers and Developers to ensure understanding of the DSpace-CRIS codebase, use cases, and architecture.
   • Plan knowledge-sharing sessions to enable seamless maintenance and future development of a potentially merged platform.

3. Engagement with Stakeholders

   • Actively involve members from both DSpace and DSpace-CRIS technology communities in the planning and implementation process.
   • Define a framework for engaging with DSpace-CRIS contributors, such as inviting them to participate in regular DSpace Developer Meetings and other collaborative opportunities.

4. Codebase Maintenance

   • Develop a roadmap for maintaining older releases of both DSpace and DSpace-CRIS during the transition period if a merger moves forward.

Membership

The planning group will comprise members from both the DSpace and DSpace-CRIS technology communities, ensuring diverse expertise and perspectives. The planning group will have a minimum of 7 members and maximum of 11 members (excluding ex-officio), and no more than two individuals from a single institution. 

DSpace Steering will issue an open call for participation on this planning group to all DSpace and DSpace-CRIS development teams and approve all appointments.

• The call will be shared with DSpace Steering, DSpace Leadership, and DSpace-CRIS community representatives who are welcome to nominate themselves provided they have the technical expertise necessary to contribute to the group’s goals and deliverables.

Tim Donohue (DSpace Tech Lead) and Holger Lenz (DSpace Program Coordinator) will serve as ex-officio/non-voting members of this group.

Other attendees may be invited to individual meetings as needed.

Leadership

The planning group will be coordinated by the DSpace Program Coordinator and chaired by the DSpace Tech Lead with meeting agendas decided by all members of the group.

Meetings and Participation

Meetings will be held once every two weeks with the schedule adjusted as needed.

Planning group members are expected to:

• Attend scheduled meetings
• Commit to planning group membership for the duration of the charge, or if the charge continues into the next DSpace Governance year, for the DSpace 2024-2025 governance year (through October 31, 2025) at a minimum
• Review pre-read materials prior to meetings and come prepared for engaged discussion, active listening, and respectful dialogue
• Support asynchronous collaborative work between meetings as needed and agreed-upon

When voting is necessary, a majority of members voting in favor constitutes approval. Ex-officio members are non-voting.

Deliverables

• Strategy Document: A detailed strategy document outlining the feasibility of merger, to be delivered within six months. If the merger is deemed feasible, this document should include the steps, timeline, and milestones for the potential merger.
• Training Program: A defined training/learning opportunity plan for DSpace Committers/Developers, ready for implementation alongside a potential merger.

Reporting

The planning group shall provide regular updates in DSpace Steering Group meetings to ensure transparency and alignment with the goals of a potential merger.

Timeline

The Strategy document should be delivered by July 31, 2025, which will recommend the timeline for all other deliverables.