Incident Review

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• Incident Review
  • Review Criteria
• Incident Review Process
  • Authoring the Incident Review
  • Review of Root Causes and Corrective Actions
• Incident Review Timeline
• Incident Review Issue Creation and Ownership
• Synchronous Review Meeting Sessions
• Updating the GitLab SaaS Infrastructure Meeting

Incident Review

The primary goals of writing an Incident Review are to ensure that the incident is documented, that all contributing root cause(s) are well understood, and, especially, that effective preventive actions are put in place to reduce the likelihood and/or impact of recurrence.¹

The DRI for incident review is the EOC that was present when the incident occurred.

Review Criteria

If an incident matches any of the following criteria, the ~Incident::ReviewCompleted must be added to the incident before closing.

1. Incident was declared as ~severity::1
2. A ~review-requested label is added to the issue

A review may either be synchronous by adding it to the agenda of the weekly incident review meeting, or asynchronous by filling out the relevant parts of the incident review section. As a general guideline, it is recommended to follow the incident review process for any of the following events:

1. Data loss of any kind
2. A high severity issue that has a resolution time longer than 30 minutes
3. A high severity monitoring failure

A review can be optionally conducted for incidents which do not meet the above criteria but keep in mind that synchronous meetings are demanding of our time and we do our best to embrace asynchronous communication.

In cases where an optional review is conducted, it is not necessary to fill out a complete review. For the sake of expediency, you can complete areas of the review which highlight what you, as the review author, want to bring to the attention of the larger organization and which drive the generation of corrective actions related to the incident.

When requesting a review, it is important to add an explanation in addition to the ~review-requested label. This will help guide the DRI and set expectations. The following are examples of situations where one might add the ~review-requested label with the following explanations:

Adding ~review-requested as I would like to discuss this issue with a representative from the QA and Verify team in the weekly incident review meeting.

Adding ~review-requested as the incident review section is missing an assessment of how many customers were impacted. This information would help prioritize proposed fixes.

Incident Review Process

Authoring the Incident Review

The first step in the Incident Review process is the synchronous review of the incident by representatives of the teams involved in the resolution of the incident. This step is conducted as close to the incident date as possible and does not require a complete Incident Review write up. The outcome of this first step should be a published Incident Review, per defined timelines.

Review of Root Causes and Corrective Actions

Incident reviews second step is engaging with the customer, through the point of contact such as a Technical Account Manager (TAM). TAM can self-serve by reviewing the SaaS weekly meeting for an overview of recent incidents, and reviewing the findings from the first step in an async form. In case of a customer requiring a sync to discuss the finding, TAM can engage with the Infrastructure management to organise the discussion with important stakeholders of this process, per defined timelines:

1. The TAM team reviews the findings provided in an async form.
2. If the information is not available in async form, the TAM team can engage with Infrastructure management on expected review authoring timelines.
3. IMOC provides TAM published review. IMOC can also include a recording of the review, if the recording does not contain sensitive information.
4. TAM communicates to IMOC whether their customer(s) would like a synchronous review and the TAM schedules a review with the customer.
5. TAM facilitates Customer access to the review and the Customer can add a set of questions prior to the meeting and all participants can collaborate on any changes or additions to corrective actions.

Incident Review Timeline

1. Immediately following the incident: The incident review is started in the original incident issue and the EOC and IMOC are assigned.
   1. IMOC and EOC invite stakeholders for involvement in authoring the incident review via an @ mention of their GitLab handle in the incident issue. This can include one of more of:
      1. The Quality-engineering team, in order to look for improvements to the QA process could have mitigated or reduced the length of the incident.
      2. The Delivery team, when release processes contributed to the incident.
      3. The Scalability team, when scaling bottlenecks contributed to the incident.
      4. The Dev-Escalation engineer for the incident.
      5. The CMOC.
      6. Product Managers, for example, if the incident could have been avoided by the prioritization of specific ~Infradev/technical debt work.
      7. Technical Account Managers, if the incident directly impacted one of more major accounts
   2. A designated director from the Development Department will go over incidents labeled ~Incident:Review In Progress on the Production Incidents Board to:
      1. Identify any Development Department groups relevant to the incident.
      2. Apply any relevant group labels to the incident.
      3. Invite the relevant Development Department managers to the Synchronous Review Meeting Session.
   3. For teams, the manager should be invited to an upcoming incident review via an @ mention of their GitLab handle in the incident issue, and, if they wish, can delegate responsibility to another member of the team.
      1. For severity::1 incidents, directors responsible for the invited teams should also be invited via an @ mention of their GitLab handle in the incident issue.
2. Within seven working-days of the incident: Incident Review is authored and ready for review by stakeholders.

Incident Review Issue Creation and Ownership

Incident Reviews are conducted in the incident issue and their workflow is tracked on the Production Incidents Board.

1. Every incident and its review must be assigned a DRI. The DRI is the Engineer on Call (EOC).
   1. The Incident Manager on Call (IMOC) is also assigned to the issue.
2. The output of an incident review should include one or more issues labeled ~Corrective Action. Labeling and linking existing issues as corrective action is appropriate.
3. The DRI is responsible for selecting and assigning corrective actions that should be prioritized and resolved within a specific timeframe.
   1. Check the Target SLO for ~Corrective Action in this table:

   Corrective action of issue severity	SLO (days after issue has been created)
   severity::1	1 week
   severity::2	30 days
   severity::3	60 days
   severity::4	90 days

   (coming from this link)

4. All issues labeled ~Corrective Action must have an assigned priority label, it is the responsibility of the DRI to ensure that the priorities are set.
5. After discussion on the Incident Review issue has ended, all ~Corrective Action issues have been linked, and notes from the review are incorporated into the Incident Review issue, the Incident::Review-Completed label can be added to the incident.

Synchronous Review Meeting Sessions

Incident review sessions are open on the GitLab Team Meetings calendar with the title Incident Review Recurring Sessions and occur at the following two times:

1. Tuesdays at 13:30 - 14:20 UTC
2. Tuesdays at 22:00 - 22:50 UTC

The assigned IMOC is responsible for adding it to the agenda.

GitLab team members are encouraged to review the issues listed in the agenda and add questions/comments. The IMOC assigned to a review is responsible for ensuring that stakeholders outside of Infrastructure are aware of the review. This can be achieved by inviting them to the Google Calendar event for when the incident will be discussed, posting in their teams' Slack channels, at-mentioning them in the issue, and assigning them directly in the Google Doc—or some combination of those options. If the participation from stakeholders outside of Infrastructure department in either the async or sync review is not sufficient to create sufficient understanding of the situation and corrective actions, the IMOC will q the infradev process and escalate to the appropriate stakeholders.

The purpose of these sessions are to encourage discussion, asking questions and ensure that all aspects of the incident are reviewed, including:

1. Is the incident review completed to the appropriate level?
2. Were our monitoring systems effective?
3. Is there a sufficient understanding of the circumstances that led to the outage? If not, is there a plan to improve observability to improve understanding in future?
4. Were the root causes explored in sufficient depth?
5. Are the corrective actions appropriate and have the appropriate assigned priorities?
6. Do the stakeholders agree with the findings?

Updating the GitLab SaaS Infrastructure Meeting

In order to circulate the findings of the incident review across a wider audience, the IMOC should include a link to completed incident reviews in the GitLab SaaS Infrastructure meeting agenda.