NVIDIA · elookpotts-nvidia · Dec 15, 2025 · Dec 13, 2025
@@ -16,8 +16,8 @@
 
 name: Project proposal
 description: Propose a new project or significant change.
-title: "New Project: <short sentence describing proposal>"
-labels: ["project-proposal"]
+title: "Project: <short sentence describing proposal>"
+labels: ["project"]
 body:
   - type: markdown
     attributes:

@@ -20,13 +20,24 @@ SPDX-License-Identifier: Apache-2.0
 
 This directory contains the **projects process** for proposing, designing, and implementing significant changes to this repository. The process is lightweight, async-first, and uses GitHub Issues and Pull Requests.
 
+```
+          ┌──────────────────────────────────────────┐
+          │                                          ▼
+┌─────────┴────────┐   ┌───────────────────┐   ┌──────────┐   ┌────────────────┐   ┌─────────┐
+│ Proposal (Issue) │──▶│ Design (Markdown) │──▶│ Accepted │──▶│ In Development │──▶│ Shipped │
+└─────────┬────────┘   └───────────────────┘   └──────────┘   └────────────────┘   └─────────┘
+          │            ┌──────────┐
+          └───────────▶│ Rejected │
+                       └──────────┘
+```
+
 ## Overview
 
 The projects process consists of three key artifacts:
 
 1. **Project proposal** ([GitHub Issue](../.github/ISSUE_TEMPLATE/4-project-proposal.yml)) – A structured issue that outlines a new project or major change.
 2. **Project design** ([Markdown document](./_project-design-template.md)) – A detailed technical design document for accepted proposals.
-3. **Projects project board** ([GitHub Project](https://github.com/orgs/NVIDIA/projects/157)) – A tracking board that provides visibility into proposal status and progress.
+3. **Project board** ([GitHub Project](https://github.com/orgs/NVIDIA/projects/157)) – A tracking board that provides visibility into proposal status and progress.
 
 ## When to Use a Project Proposal
 
@@ -49,27 +60,38 @@ For smaller, localized changes, a normal issue and pull request are sufficient a
 
 The projects process has four stages, tracked via the **Stage** field in the Projects project board. Only OSMO team members can change the Stage field in the Projects board. This ensures proper governance and tracking of proposals through their lifecycle.
 
-### Stage 1 – Project Proposal (Issue)
+### Stage: Proposal (Issue)
 
 **Goal:** Propose a new project and gather initial feedback.
 
 1. **Search for existing proposals** – Before creating a new proposal, search existing issues with the `project-proposal` label to avoid duplication.
-2. **Open a project proposal** – Use the [Project Proposal issue template](../.github/ISSUE_TEMPLATE/4-project-proposal.yml) to create a new issue.
+2. **Open a project proposal** – Use the [Project Proposal issue template](https://github.com/NVIDIA/OSMO/issues/new?template=4-project-proposal.yml) to create a new issue.
    - Fill out all required fields.
    - The issue will automatically be labeled with `project-proposal`.
-3. **Add to the Projects board** – The issue will be automatically added to the **Projects** GitHub Project with **Stage = Proposed**.
-4. **Discuss and refine** – Maintainers, the PIC, and the community discuss the proposal asynchronously in the issue comments.
+   - The issue will automatically be added to the [Project Board](https://github.com/orgs/NVIDIA/projects/157) with **Stage: Proposal**.
+3. **Discuss and refine** – Maintainers, the PIC, and the community discuss the proposal asynchronously in the issue comments.
    - Clarify scope and goals.
    - Identify risks and alternatives.
    - Determine if a detailed design is needed.
 
-**Possible outcomes:**
-
-- **Accepted** – The proposal is approved by OSMO team members. For significant projects, proceed to Stage 2 (Project Design). For smaller projects, skip to Stage 3 (Implementation).
-- **Rejected** – The proposal is declined by OSMO team members. OSMO team updates **Stage = Rejected** and closes the issue with an explanation.
-- **Needs more detail** – The proposal needs further refinement or a detailed design. Provide feedback and iterate.
-
-### Stage 2 – Project Design (Markdown)
+**Possible stage outcomes:**
+
+- **Design**
+  - The proposal is approved by OSMO team members.
+  - The proposal requires a design.
+  - The issue is moved to **Stage: Design**.
+  - Proceed to Stage: Design (Markdown).
+- **Accepted**
+  - The proposal is approved by OSMO team members.
+  - The proposal does not require a design.
+  - The issue is moved to **Stage: Accepted**.
+  - Proceed to Stage: In Development.
+- **Rejected**
+  - The proposal is declined by OSMO team members.
+  - OSMO team updates closes the issue with an explanation.
+  - The issue is moved to **Stage: Rejected**.
+
+### Stage: Design (Markdown)
 
 **Goal:** Create a detailed technical design for accepted proposals.
 
@@ -82,7 +104,7 @@ For proposals that are significant or complex, a project design document provide
    Use the proposal issue number (e.g., `PROJ-123`, `PROJ-456`) and a short, descriptive slug.
 
 2. **Fill out the design** – Complete the template, expanding on the proposal:
-   - **Copy content from the proposal** – The early sections (Summary, Problem / Opportunity, Goals, Non-Goals) should align closely with the project proposal fields. Copy and refine as needed.
+   - **Copy content from the proposal** – The Overview should align closely with the project proposal fields. Copy and refine as needed.
    - **Add detailed design** – Include API designs, architecture diagrams, data models, component interactions, and examples.
    - **Document alternatives** – Explain what alternatives were considered and why this design was chosen.
    - **Address impact** – Discuss backwards compatibility, performance, operations, security, and documentation.
@@ -93,16 +115,15 @@ For proposals that are significant or complex, a project design document provide
 
 4. **Review and iterate** – Discuss the design in the PR comments. Revise as needed.
    - Key decisions should be summarized back in the project proposal issue for visibility.
-   - Once the design is approved, merge the PR.
+   - Once the PR has received approvals, merge the PR.
 
-5. **Update the project board** – OSMO team sets **Stage = Accepted** in the Projects project.
+5. **Update the project board** – OSMO team sets **Stage: Accepted**.
 
-### Stage 3 – Implementation
+### Stage: In Development
 
 **Goal:** Build the project according to the design.
 
-1. **Create implementation issues** – Break the project into concrete tasks and open issues for each.
-   - Link issues back to the project proposal (e.g., "Part of #123").
+1. **Create sub-issues** – Break the project into concrete tasks and open sub-issues for each.
    - Use the implementation plan from the project design to organize work.
 
 2. **Submit pull requests** – Implement the project in PRs, linking back to the relevant issues.
@@ -111,10 +132,10 @@ For proposals that are significant or complex, a project design document provide
 3. **Update the project design** – As implementation progresses, update the project design document if decisions change or new details emerge.
    - Submit PRs to update the design document as needed.
 
-4. **Track progress** – OSMO team updates the **Stage** field to **In Development** in the Projects project board.
-   - Assign issues and PRs to milestones or link them to the project board for visibility.
+4. **Track progress** – OSMO team updates the **Stage** field to **Stage: In Development** in the Projects project board.
+   - Create sub-issues and link them to PRs for visibility.
 
-### Stage 4 – Shipped
+### Stage: Shipped
 
 **Goal:** Mark the project as complete and communicate the outcome.
 
@@ -126,7 +147,7 @@ For proposals that are significant or complex, a project design document provide
    - Links to the project design, key PRs, and documentation.
    - Any follow-up work or future considerations.
 
-3. **Update the project board** – OSMO team sets **Stage = Shipped** in the Projects project.
+3. **Update the project board** – OSMO team sets **Stage: Shipped** in the Projects project.
 
 > [!NOTE]
 > The project will be included in the next release of OSMO.

@@ -16,16 +16,12 @@ limitations under the License.
 SPDX-License-Identifier: Apache-2.0
 -->
 
----
-title: "Project Title"
-author: "@username"
-pic: "@username"
-related_issues:
-  - "#123"
----
-
 # \<Project Title\>
 
+**Author**: @username<br>
+**PIC**: @username<br>
+**Proposal Issue**: [#123](https://github.com/nvidia/osmo/issues/123)
+
 ## Overview
 
 _The Overview section should be largely identical to the project proposal issue._