New Developers/Quarterly/How to Create a Report

If the usual maintainers of this report are on holiday or suddenly disappear, and you now own the responsibility of preparing the next quarterly report, continue reading.

The next quarterly report will cover activities between October to December 2017. Deadline for the next release is January 1st, 2018. The next quarterly report's home would be New Developers/Quarterly/2018-01.

First, browse through the previous quarterly report to understand the report sections. Then, follow the instructions below to understand how to prepare content for each part of the report:

Timeline
This section includes a timeline of all relevant newcomer-focused events, programs, and activities that took place in the previous quarter in chronological order.

This section is maintained by User:SSethi (WMF).

Key findings
This section covers all interesting findings from metrics and survey results, and lessons learned from newcomer-focused events, programs and activities that took place in the previous quarter.

This section is maintained by User:SSethi (WMF).

New developers metrics and trends
This section is maintained by User:AKlapper (WMF)
 * Gather data directly after the quarter ends
 * Right before the quarter ends, contact Bitergia to update data on [Https://wikimedia.biterg.io/app/kibana#.2Fdashboard.2FC_Gerrit_Demo C_Gerrit_Demo] (needed until https://phabricator.wikimedia.org/T151161 is fixed)
 * For contacting Bitergia, see https://office.wikimedia.org/wiki/User:AKlapper/continuity#Access_lock-in
 * The three KPIs have to be in sync with / a copy of https://meta.wikimedia.org/wiki/Technical_Collaboration/Metrics#Onboarding_New_Developers
 * For any stats on https://wikimedia.biterg.io, make sure to
 * filter the view to only display individuals (`author_org_name:Independent`)
 * set the time span accordingly in the upper corner, like `From 2016-04-01 00:00:00.000 | To 2016-06-30 23:59:59.999`
 * exclude certain upstream repositories - see the second (Gerrit) block in https://phabricator.wikimedia.org/T146135#3176718
 * Manually review the lists of developers displayed as the database might not have most recent affiliations. If you spot names who are staff, manually exclude them via `(NOT author_name:"Foo") AND (NOT author_name:"Bar") AND ...`
 * Double-check that lists of people list ALL names (compare with the number in the box at the top).
 * If lists do not display, as an admin, edit that visualization to include more data: Go to https://wikimedia.biterg.io/edit/app/kibana#/visualize/edit/C_Gerrit_Demo_Table (or whatever page you are on, note the additional `/edit` in the URL) and under `buckets: Split Rows`, set "Size" to a value larger than the number displayed in the box at the top. Then click Save and explicitly overwrite the saved query.
 * In general, specific steps / sources for each data item are linked from each section in the (previous edition of the) report itself. (You create those sources links by using "Share" and the second "Short URL" link on https://wikimedia.biterg.io, see https://www.mediawiki.org/wiki/Community_metrics#wikimedia.biterg.io )


 * After a Hackathon event has taken place:
 * User:Rfarrand (WMF) decides who to consider newcomers, in a spreadsheet.
 * For newcomers who have not provided a Phab/Gerrit/mw.org username, manually search for their real names in the JSON dump file of the wikimedia.biterg.io database to potentially find them in our systems, and add the username to the spreadsheet row
 * Someone to put the final 'newcomer attendance' number for an event into the report
 * If a full quarter has passed since that event, check for retention of attendees in that quarter by taking the usernames and email addresses from the "Newcomers" spreadsheet and following https://phabricator.wikimedia.org/T175854#3605693 (construct SQL query, run it, use output to construct search term on https://wikimedia.biterg.io, then share that URL)

Survey analysis
This section includes results from the survey conducted with new developers with a goal of understanding their demographics and background, motivations, challenges and needs. For the next report, new developers who submitted code to Wikimedia projects between September-December 2017 will be the target audience to receive a survey.

This section is maintained by User:SSethi (WMF).
 * Set up a Qualtrics account (follow instructions here). This tool will help you run and analyse survey responses.
 * Ping User:AKlapper (WMF) who will provide email addresses of last 3 months' newcomers listed on C_Gerrit_Demo by searching in the JSON dump file of the wikimedia.biterg.io database
 * Ensure that the Developer Relations team agree on the list of newcomers reflected in the metrics and events organized
 * Send the survey to the newcomers via email (see example email). Do not forget to include the link to the survey privacy statement
 * Send a reminder to unfinished respondents a week after piloting the survey. Look for unfinished respondents in the "Distributions/Emails" section of the Qualtrics tool.

When you are done publishing the report, communicate in the following venues:
 * Link published report from https://meta.wikimedia.org/wiki/Technical_Collaboration/Onboarding_New_Developers
 * More coming soon!