Onboarding Tracker for FATE

[ibrahimhaddad]

The following tasks are required to complete onboarding for an Incubation level project joining the LF AI & Data Foundation. LF Staff will engage with the technical project lead via this issue and work through the checklist to completion.

LF AI & Data Staff: Review each item, confirm completion, and add any relevant notes.

Note: (ED) Executive Director, (Tech) Technical Lead, (PM) Program Management & Operations Lead, (Mktg) Marketing Lead

TECHNICAL PROJECT DETAILS

--Maturity Level Proposed: Incubation
--Company Sponsor (Full Legal Name): VMWare
--Project Sponsor Contact: Haining Henry Zhang
--Technical Contact: Haining Henry Zhang
--Legal Contact: TBD
--TAC Sponsor: Ibrahim Haddad
--TAC Approval Date: 07/28/2022
--Project in SFDC:
--Project License: Apache 2.0
--Project Presentation: URL to the presentation
--Project Proposal per LF AI & Data: URL to the proposal
--Project Artwork: Ongoing with Alex

LICENSING

• (Tech/ED) Project license exists and is OSI-approved
• (Tech/ED) Proposed license inline with umbrella's IP Policy
• (Tech/ED) Pre-intake FOSSology scan complete, shared with project, and no major incompatible licenses detected
• (Tech/ED) Determine known components/dependencies not under compatible license

CONTRIBUTION

• (Tech/ED) Deactivation of CLA/DCO in place and adopt GitHub's DCO at https://github.com/apps/dco
• (Tech/ED) Share/Discuss Project Charter Template and Finalize with Project (update New Projects Onboarding with Legal Status Tracking)
• (Tech/ED) Share/Discuss Account & Trademark Assignment Template and Finalize with Project (update New Projects Onboarding with Legal Status Tracking)
• (Tech/ED) Verify OpenSSF Best Practices Badge (Silver) link and passing status // ongoing via https://bestpractices.coreinfrastructure.org/en/projects/6308

PROJECT ASSETS

• (Tech/ED) Logos confirmation
• (Tech/ED) Post project logos to GitHub Artwork repo and save in Project Logos in [LF internal Google Drive folder] -- (https://drive.google.com/drive/folders/1B8NQV40vpd1sSLEBJempN2u3RLJFQKHy)
• (Tech/ED) Domain name confirmation // If no domain is registered, then one is to be purchased // If one exists, it must be transferred using https://jira.linuxfoundation.org/servicedesk/customer/kb/view/28485232 // Reference: https://confluence.linuxfoundation.org/display/LID/Domain+Registration+and+Transfers
• (Tech/ED) Project website confirmation // If no website exists (as noted above), request a new website creation via Creative Services Jira ticket (Include request for project lead to be added as authorized user for Word Press for future website updates, requires -name/email of authorized user)
• (Tech/ED) Project website tracking // Add link and name/email of authorized user for website to LF internal tracking

TAC & GOVERNING BOARD REVIEW

• (Tech/ED) Provide project proposal process/template to project sponsor (https://github.com/LFDLFoundation/proposing-projects/tree/master/proposal-process)
• (Tech/ED) Confirm/Schedule presentation date during TAC meeting - Add to TAC Mtg Agenda Tracking
• (Tech/ED) Review and confirm final proposal and presentation deck
• (Tech/ED) Add project presentation to TAC agenda/deck and send to tac-general mail list with agenda info
• (Tech/ED) Send project presentation and proposal to tac-private mail list with reminder on attendance and quorum requirements for voting members
• (PM) Verify TAC minutes with project TAC vote results

INFRASTRUCTURE

• (Tech/ED) Update proposal to show project accepted in GitHub Project List
• (Tech/ED) Setup org in Github, add 'thelinuxfoundation' as an owner - Allows us to maintain continuity of GH ownership
• (Tech/ED) Migrate code repository to new GH org
• (Tech/ED) Add project to LF AI & Data Landscape and mark it as an LF AI & Data project

OPERATIONS

• (PM) Add project technical lead contact info (name/email) to internal tracking
• (PM) Post final technical charter to GH Project Charters repo and ensure it is saved in LF internal Projects Google Drive folder
• (PM) Add project to Current Projects section on LF AI & Data wiki
  
• (PM) Set up project mail lists (announce, tsc, technical-discuss, security) under LF AI & Data Groups.io
• (PM) Add initial project lead(s) to applicable mail lists (main, announce, events, tac-general, project mail lists, technical-projects)
• (PM) Set project lead as moderator for mail lists as applicable for ongoing management
• (PM) Add LF AI & Data marketing manager to project announce mail list as moderator for sending announcements
• (PM) Send onboarding email with next steps info and resources - Includes Technical Getting Started Checklist
• (PM) Set up other misc collaboration tools agreed upon during proposal/acceptance, if any --subsume existing Groups.io account with LFAI & Data through Groups.io support
• (PM) Set up project Zoom account (Requires new LF AI & Data email alias for new account set up) - Upon request only per onboarding email info provided to project
• (PM) Set up project wiki space under LF AI wiki - Upon request only per onboarding email info provided to project
• (PM) Request project to be added to LFX Insights via Jira Service Desk for request --on hold until late September --marked as resolved on 10/03/2022, tracked in LF AI & Data Trello Board for Insights v.2 release on 09/30/2022.
• (PM) Request project to be added to LFX Security via Ibrahim Haddad (Admin on GH repo for project) OR via Jira Service Desk for request (will need to first confirm LF ID for project lead for access to be granted for bot installation on GitHub repo)
• (PM) Share new project update w/Outreach Committee (Chair) to include in upcoming committee meeting
• (PM) Include update on new project in upcoming GB meeting agenda
• (PM) Update "LF AI & Data Getting Involved Guide" deck
• (PM) Update "LF AI & Data Overview" deck
• (PM) Upload "LF AI Getting Involved Guide" and "LF AI Overview Deck" on LF AI & Data GH presentations repo

GOVERNANCE

• (PM) Help coordinate initial kickoff TSC/project meeting, if needed (TAC sponsor should be involved)

MARKETING

• (PM) Update LF AI & Data Timeline with new project - Creative Services Jira ticket required (Reference) - Save updated file in internal LF AI & Data G Drive and on LF AI & Data GH --ticket: https://app.asana.com/0/1201265796032457/1202810902105303
• (PM) Build landing page on LF AI & Data website and add to All Projects section - Creative Services Jira ticket required (Reference) --ticket: (https://app.asana.com/0/1201187889631310/1202810930622100)
• (Mktg) Coordinate announcement (press release or blog post) and social promotion with project company - Add to internal LF AI & Data PR/Comms tracker
• (Mktg) Add project spotlight for future publishing in internal LF AI & Data PR/Comms tracker
• (Mktg) Follow project and member company on Twitter/LinkedIn from LF AI & Data accounts, if applicable
• (Mktg) Publish announcement (Blog/PR+Social+Mail Lists)
• (Mktg) Transfer social account domain ownership to LF AI & Data shared account use set up, if applicable - Projects retain ongoing management of accounts - Reference internal process documentation

LEGAL FOLLOW UP

• (PM) Confirm ongoing license scanning is set up through legal - Add to internal LF AI & Data tracker
• (PM) Confirm export control filings are done through legal via ticket at https://www.linuxfoundation.org/export/ (trademark/contribution agreement + website needed for filing request via Legal Jira ticket ) + Add to internal LF AI & Data tracker for future scans planned through Software Freedom Law Center for Graduate level projects --marked as resolved on 10/03/2022, tracked in LF AI & Data Trello Board for legal follow up w/ Jeff Shapiro
• (PM) Include all projects in Trademark Registrations review cycles - Graduate level projects addressed at start of each calendar year - Add to internal LF AI & Data tracker

[ErinThacker]

@ibrahimhaddad - just checking in, is the charter finalized?

[ErinThacker]

@ibrahimhaddad - can you give me an update on these items: Licensing (FOSSology scan& known components/dependencies),

[NSouthernLF]

@ibrahimhaddad emailed Fangchi Wang to get transfer code to transfer website to ctrl of Linux Foundation. Awaiting response.