Review and update high impact issue agreement/process

[markwilkie]

Summary: Async Meeting format and agenda:

• Weekly rotation from each person in the v-team to virtually host/run the meeting. (Mark Wilkie be on point for the first while)
• Agenda is a list of each current High Impact Issue, with the template for each. (this agenda could be automated in the future, but is done by looking at the query today)
• Get an ACK from each member that they agree that 1) The high impact issue list is correct, 2) the template accurately reflects the current reality, and 3) if a synchronous meeting is required
• This agenda should be followed even if there are no current high impact issues to ensure there's common understanding
• Quickly review the top three most impacting issues to ensure there are good next steps in place, even though these don't usually meet the high impact bar.
• The expectation is that there will be very few high impact issues that meet the bar.

Goals: (what do we hope to accomplish)

• To further diminish disconnects across our respective teams by having a wide common understanding of
  a. current significant build breaks/issues,
  b. next steps and who's working on it, and
  c. best effort estimation for completion.
• Capture sufficient data such that it's reasonable to track success over time
• Drive down the top three build issues generally over time - even if they don't meet the high impact bar - by providing visibility and poking where appropriate. (e.g. AzDO.... 😊)

High Impact Issue Bar: (what does it mean to be a high impact issue)

• Blocks or is causing unreasonable pain for more than 100 devs across .Net (this is the same bar that AzDO uses for a Sev2 ICM)
• Blocks or requires a work-around to ship (previews included)
• Causes more than 10% of a repo's builds to fail
• Causes a potentially ship blocking gap in testing

General Mechanics:

• Well known page/query available for anyone to see the latest high impact issue list and current status
• Current known issues (not all are "high impact" according to the bar)
• Official build (only) known issues
• Async weekly meeting to review list with representative stake holders from all interested parties.
• New teams channel for this effort
• Synchronous meetings as required

Issue Mechanics:

• These high impact issues tracked as our current "[Documentation/Projects/Build%20Analysis/LandingPage.md]known issues"
  
• A new tag is created to make it easy to query the high impact issues.
• Impact (why the issue meets the bar) is described manually in cases where build failures aren't automatically tallied (rare, but happens)
• Template is created to track current activity/conversations in the issue itself - e.g. who's on point, next steps, and best-guess completion estimate are in the issue. This is apposed to multiple conversation streams....

A real-world example as to why we're making this effort:

• VS auto update which was causing the SDK to not be there. Eng Svcs thought that the issue was mitigated, but in fact it was affecting more than 1/2 the builds.
• Customer Request (Oct 18) to update VS 2022 Preview queues to 17.8.0 Preview 3 (Roll out for 2023-10-20 #1099)
• Customers are not able to update to RC2 of the SDK : Arcade support for XCopy-able MSBuild  arcade#7444
• Issue with VS Install requiring automatic update after machine is provisioned Disable Visual Studio automatic updates in helix-machines #784

High Impact Issue Template: (for use only with issues that meet the high impact issue bar and it'll be up to this v-team to ensure the template is filled out)

• Brief Description: (seriously....brevity is important)
• Impact statement: (should line w/ up the bar)
• Current state: (in progress, mitigated, solved, closed)
• Point person: (this will likely change as work happens, so it's important to keep it up to date and have good hand offs)
• Next steps: (what's happening next)
• Root cause: (will not be initially known)
• Work around: (is there a work around)
• Fix: (what does that real fix look like)

Notes of possible interest:

• This list includes BOTH product team and infrastructure issues (usually when something is of this magnitude, strong partnership is needed)
• Existing known issue functionality gets us much of the way there from an implementation standpoint
• If we see that the v-team has bandwidth over time, we could look into the possibility of having two tiers of high impact issues - one which means the current bar, and one which is "top 3" or something to drive down.

Release Note Category

• Feature changes/additions
• Bug fixes
• Internal Infrastructure Improvements

Release Note Description