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docs/grid_release_procedures.md

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+<h1>Grid Release Procedures</h1>
+
+<h2>Table of Contents</h2>
+
+- [Introduction](#introduction)
+- [Grid Release Goals](#grid-release-goals)
+- [Grid Release Timeline](#grid-release-timeline)
+- [Story Metadata](#story-metadata)
+  - [Grid Release and Stories ETA](#grid-release-and-stories-eta)
+  - [Owner and Executor](#owner-and-executor)
+  - [Project](#project)
+  - [Labels](#labels)
+  - [Stories Status](#stories-status)
+  - [Moved or Updated](#moved-or-updated)
+- [Story Template](#story-template)
+
+---
+
+## Introduction
+
+We provide the overall procedures for optimal grid release.
+
+## Grid Release Goals
+
+- A grid release is well accomplished if:
+  - It has clear specs defined at the beginning of the project
+  - The specs are turned into clear stories filled with proper information
+  - Stories are completed within the given ETA and stakeholders confirm the work done
+  - Each story has an owner and an executor (can be the same person)
+
+## Grid Release Timeline
+
+Each grid release has a timeline, [see this document](grid_release_timeline.md).
+
+## Story Metadata
+
+Metadatas should be completed for each story to facilitate tracking and realization. The important metadata are: due date, project, label and assignees.
+
+### Grid Release and Stories ETA
+
+- Each story has a clear ETA set as Due Date in gitea metadata
+- Each grid release has a clear ETA set as Due Date in gitea metada
+  - This is done in the Grid Release Timeline story
+
+### Owner and Executor
+
+- Each story has an owner, someone who makes sure the story is completed, and an executor, someone who executes the story
+- Owner and executor can be the same person
+
+- The people assigned as Assignees are the Owners of the story
+   - The owners need to make sure people do the work and that there are executable issues on GitHub or on Gitea
+
+### Project
+
+- Each story should be within a given project (e.g. 3.16)
+
+### Labels
+
+- Each story should be labelled as Story
+
+### Stories Status
+
+Stories have status defined by their position on the project kanban. There are 5 columns:
+
+- To Define
+  - Stakeholders need to discuss the story and complete the info (e.g. ETA, Owners, Assignees, etc.)
+- To Do
+  - A story has been defined and has not yet been started
+- In Progress
+  - A story being worked on
+- Blocked
+  - If it is blocked, stakeholders must make sure it gets fixed
+  - If stakeholders can't fix it, it must be escalated to Kristof 
+- Done
+  - Once a story is completed, it's closed
+
+### Moved or Updated
+
+Also, a story can be moved or updated. 
+
+- Moved
+  - We can define that the story is better for a future release, so we move it
+  - Moved story should maintain info related to original issues (e.g. google docs link)
+- Updated
+  -  If a story is updated, it must be done with the approval of all stakeholders
+
+## Story Template
+
+- Each story should follow a basic template to make sure they all satisfy the project goals.
+  - [Engineering Circle Story Template](https://git.ourworld.tf/tfgrid/circle_engineering/issues/new?template=.gitea%2fissue_template%2fstory_template.md)
+
+

docs/grid_release_timeline.md

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+# Grid Release Timeline
+
+## Introduction
+
+Each grid release follows a clearly defined timeline. This ensures all the tasks are done properly.
+
+## Template
+
+Each grid release should have in its project kanban one issue containing the template below, adjusted with the current grid release.
+
+```
+# X.YZ Grid Release Timeline
+
+We provide the overall guideline for X.YZ grid release. Making sure all those steps are done in order will ensure the grid release is done efficiently.
+
+- [ ] Stakeholders meet and define the grid release specs
+- [ ] Specs are turned into stories in a grid release project kanban
+- [ ] Stakeholders confirm the stories as fulfilling the specs and grid release goals (with Grid+stories ETA)
+  - Make sure not to add stories in the middle of the sprint
+    - If there is a need, it needs to be agreed upon
+- [ ] Comms circles write a forum post explaining the specs of the grid release, preparing community members to the grid release GEP
+- [ ] Stories are worked on and completed
+- When a grid release project is completed (all stories are completed)
+  - [ ] Stakeholders meet and review the stories, confirming they are correctly done
+  - [ ] A post summarizing the GEP is posted on the forum, written by Ops (Sabrina)
+- [ ] When the GEP is passed, devs and ops implement the new features of the grid (e.g. publish to all networks)
+- [ ] Comms circle communicate with the community that the grid release is done
+
+```
+
+For an example, see the 3.16 version [here](https://git.ourworld.tf/tfgrid/circle_engineering/issues/126).