Policy

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ADP 2010.001 - ADempiere Policy Documents

This document describes the proposed format for ADempiere Policy Documents. Status: Proposed (2010-10-09)

Introduction

There is a requirement to clearly state the policy for matters within the ADempiere project. It is important to have clearly defined rules for the community:-

1. so that citizens understand their rights and obligations
2. to capture and communicate decisions and policy
3. to reduce conflict due to uncertainty
4. to preserve the dynamic and creative nature of the community
5. to reduce the time spent administering the project

Policy should be created and approved according to the ADempiere Policy Framework.

ADempiere Policy Framework

The process for creating, debating and agreeing Policy is proposed as follows:

1. any citizen can propose a policy on an area that does not currently exist or propose amendments to existing policy
2. any new policy or amendment should be first proposed and debated informally using collaboration tools such as forums, irc etc
3. once an informal discussion is completed, a new / amended policy document can be created (if warranted), when an official number is allocated and the status tracked by the 'Policy Team'
4. the policy can then be debated for a period of time (to be defined), modified and then be subject to the adoption via the voting system
5. a register of official policies will be maintained (including all proposed, approved and rejected policies)

It is envisaged that most of the debate will be held during the informal stage whereby the general principles will be established. The formal stage of discussion will relate mainly to the implementation of the policy including the statement in words, and documentation of any explanatory notes, comments or examples

ADempiere Policy Documents

ADempiere Policy Documents (ADP) should be written in a common format. The format should include the following elements:

1. A policy number
2. A policy title
3. An introduction - describing the background of the policy, what it aims to do and how it is intended to be applied
4. Rules - documenting the policy
5. Commentary - supplementary to the rules to provide further context / background / examples
6. Policy Documents will be written in English, but may be translated to other languages. Where translated, the original English version will be the master version if a dispute arises as to the wording or context of the Policy.

Policy Numbering

The proposed system for policy numbering is to use the year the policy was proposed and a sequential number in that year. For example, this Policy Document would be numbered 2010.001 being proposed in 2010 and being the first policy proposed.

Policy Title

The policy should have a title which is descriptive about the contents of the policy. e.g. "ADempiere Policy Framework" The Policy would be referenced using the policy document number and policy title: e.g. "2010.001 - ADempiere Policy Framework"

Policy Status

Every official policy document should have a status as follows:

1. Proposed - after the informal discussion has ended and a formal policy document has been proposed. During this time, formal discussion takes place.
2. Call for Vote - a vote on the proposed policy has been called / scheduled
3. Accepted - the vote returned a majority under the voting rules
4. Rejected - the vote returned a minority under the voting rules (the proposal was defeated)

Policy Team

The Policy Team will be responsible to the Project Management Committee and will undertake administrative control of the Policy Framework.

The duties of the policy team are to:

1. To keep a record of all official policies
2. Allocate official policy numbers
3. Manage the voting process

Should a dispute arise with the Policy Framework, this may be referred to the Project Management Committee for consideration or clarification.

There is a further right of appeal to the Community Committee under the dispute resolution policy (to be defined).

Remember that it is expected that conflict will be dealt with informally in most cases and that we will use the usual collaboration tools in this regard. The process of referral to the PMC should be able to resolve most issues by clarification of the policy issue in relation to the goals, existing policies and working practises of the project. In the case that this referral is not able to break the dispute satisfactorily, the formal right of appeal shall be made to the independence of the CC