Project Management

Thank you for your interest in project management. This document is primarily intended for two audiences:

  1. Developers seeking to understand the planning of Shabad OS projects
  2. Future maintainers seeking to help initiate, execute, and control the work of Shabad OS projects. The second group includes triage and administrative roles.


Our roadmap consists of high-level objectives which are done on an organization level, not the project/repo level. These goals are established for the long-term (6-12 months). The roadmap is developed based on the previous roadmap and topics we've heard from the community (see how to provide feedback).

These high-level objectives are decided by the project owners and steer our development iterations.

Development iteration#

Many of our volunteers already have professional and student commitments. Some participate in the Shabad OS project as a labor of love or as a part of their sewa or selfless service to benefit other human beings or society. It is, therefore, difficult to constrain our community's efforts within professional scheduling deadlines.

We follow a hybridized model which focuses on prioritizing issues that need to be completed on a weekly iteration. Our goal is to release a stable build no more than once a month.


  1. Issue is assigned an impact level depending on how many users it affects
  2. Issue completion is estimated on a point scale (1 point = 1 hour)
  3. Issue is prioritized to a queue


  1. Queue is a list of issues that require resolution most immediately
  2. Queue is resolvable in one work week (assuming all expectations of volunteer work is met)
  3. Queue is prioritized to resolve any bugs introduced from any previous queue
  4. Queue is comprised of varying difficulty issues which include issues that are good for newcomers

This model affords our project flexibility around changing volunteer availability. Our queue does not have a completion deadline.


Our development iteration all begins with issue tracking. Proper processing of issues and ranking of issues in terms of importance and priority is essential for planning. All of our project repos have the following labels for issues:

  • Difficulty - Ranging from 0 to over 100 points. Used to estimate how long an issue's resolution would take.
  • Impact - Ranging from 0 to 100%. Used to estimate the percentage of users this issue or it's resolution affects.
  • Status - Used to track progress of an issue.
  • Type - Used to help prioritize issues that are features or fixes (with fixes often getting the higher priority).

NOTE: Issues with a difficulty over 10 points should always be re-examined to see if they can be broken down into smaller tasks

Issue Tracking#

Issue tracking is the heart of project management. From this standpoint, the most important label is the status. Our status labels are as follows:

PMHold + no:assigneePM doesn't want to evaluate
PM? ? ?PM unsure of significance
PMScorePM wants estimation details to triage further
PMTo DoPM wants it done and knows assignee can resolve
EitherVagueAssignee can't resolve without further details
Assignee3hard5meAssignee can't resolve, but knows PM wants it done
EitherHold (with assignee)Work blocked by another issue's resolution
AssigneeWIPWork is in progress
AssigneeMergeIssue is linked to PR that will resolve it

See for more details.


The assignee of the issue should the one estimating difficulty. This may or may not be the person who is triaging the issue.

Closing of issues#

Issues that are duplicates of others can be linked and closed. Vague issues requiring more info from the user without a reply for 14 days or bugs that can't be reproduced can be closed. From time to time it is good to go through and see if there are any particularly old issues still around and whether they need to be re-assessed or closed.


Maintainers, Admins, and Owners of Shabad OS are responsible for handling pull requests to the code base, building master and releases of the repo, updating the release notes for any possible SemVer changes, and being generally knowledgeable about the security of the Shabad OS repo in terms of source code, build pipeline, and code/server related topics.

Release Process#

We should have no more than two builds for end users:

  • Next - triggered on each PR / commit to main branch.
  • Latest - built on manual workflow run of main branch, versioning based on commit history

When merging a PR into main, provided that the PR does not have a skip-next-release tag, CI will:

  • Read commit history after latest tag
  • Choose either a SemVer or next bump (e.g. 2.5.0-next.1 => 2.6.0-next.1 or 2.5.0-next.2)
  • Update changelog file
  • Build and publish to GitHub the next release

When manually releasing latest off main, the workflow named release:

  • Update next release to semver of release in changelog header
  • Push updated release notes: rename next release folder as SemVer of release, create new folder for next release
  • Remove any next components (e.g. 2.5.0-next.1 => 2.5.0)
  • Build and publish to GitHub releases

How CI chooses SemVer bump#

"BREAKING CHANGE" is on it's own lineMajor bump (e.g. 2.5.6 => 3.0.0)
Commit message begins with "feat"Minor bump (e.g. 2.5.6 => 2.6.0)
Commit message begins with "fix" or "perf"Patch bump (e.g. 2.5.6 => 2.5.7)
None of the above criteriaNo bump (e.g. 2.5.6 => 2.5.6)

Updating release notes#

Maintainers and Admins are responsible to show what changes were made, and when they were made, for releases. It is important to include breaking changes (incompatible API changes) or habit-reforming behaviors (UX) for both contributors and end-users.

Future release notes should be added as asciidoc files in the corresponding folder (e.g. ./release-notes/latest.adoc). Linked images/animations should be placed in a folder (e.g. ./release-notes/assets/latest/).


When merging into master, CI will automatically rename latest.adoc to sub-SemVer format (e.g. 3.0.adoc). The master branch should not have a latest.adoc file. Patches should be included as bullet-lists under a header of bold text for their relevant major.minor.adoc release note.

Begin your release notes with a section for key highlights and their short descriptions. Since we use asciidoc, a table of contents will automatically be generated from the headers. It is unnecessary to include every header in the key highlights section.


While working on prerelease notes in dev branch, keep editing the latest.adoc file. Do not create new files for each prerelease.


It is necessary to explain in each release note that we are following Semantic Versioning for version labelling.

2nd level headers should be friendly scope names. 3rd level headers can be the notes for what was added, changed, deprecated, fixed, removed, or secured.

End the release notes with the following 2nd level headers: (1, optional) Preview, (2, optional) Notable Changes, and (3, required) Thank You:

  1. It is helpful to prepare users with experimental features that may have been introduced and a short-duration peek towards our next releases.
  2. It is important to include a dedicated way for users to see changes that a user needs to prepare for (adapting to a different UX) or avoid upgrading to (breaking changes). Does not have to include all key highlights from the beginning of the release notes.
  3. It is humbling to thank our community for their participation. This should include not only those contributing pull requests but also those helping to triage issues for tracking purposes or any other project management related work. Use GitHub handles when possible.

The maintainer/admin writing the release notes must not be excluded from the thank you section as it could be used by other team members for tracking purposes or future maintainers/admins.

Last updated on by Bhajneet S.K