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COPY (click edit then copy the content to include formatting in paste) ISSUE FOR EACH NEW PROJECT ONBOARDING + ASSIGN TO LF AI STAFF + PROJECT LEAD
The following tasks are required to complete onboarding for a 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:
--Company Sponsor (Full Legal Name):
--Project Sponsor Contact:
--Technical Contact:
--Legal Contact:
--Project License:
--Project Presentation:
--Project Artwork:
--TAC Sponsor:
--TAC Approval Date:
FORMATION/LF ONBOARDING
- (PM) Enter the Project formation request into PCC
- (Tech) Follow all Formation instructions provided by the legal team
- (PM) Set GitHub Org on PCC record
- (PM) Have the community GitHub admin add “thelinuxfoundation” (all one word, no quotes) as an owner in GitHub. GitHub instructions are here.
- (PM) Transfer any domains and update the website footer to reflect Series LLC identify.
Add .svg logo to PCC record - (Tech/ED) Migrate code repository to new GH org
- (PM) DCO: Turn on the GitHub Probot tool at https://probot.github.io/
- (PM) CLA: Set up EasyCLA via PCC Feedback Agreement: use EasyCLA and load the FA as if it were a CLA.
CONTRIBUTION
- (Tech/ED) Verify OpenSSF Best Practices Badge (Silver) ticket has been started + add ticket to this issue for reference -Project will be responsible for ensuring completion as per hosted project requirements
PROJECT ASSETS
- (Tech/ED) Logos confirmation // If no logo exists, request creation via Creative Services Asana ticket (All versions required: horizontal, vertical, icon in black/white/color in PNG and SVG)
- (Tech/ED) Post project logos to GitHub Artwork repo and save in Project Logos in LF internal Google Drive folder
OPERATIONS, PART I
- (PM) Review latest PMO onboarding best practices in Confluence and update the template and tracking list as needed
- (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 LFX Onboarding tab of LF AI & Data PM Tracking spreadsheet - fill out all columns (https://docs.google.com/spreadsheets/d/1cJ-rRNaklYGu_JyvQwBUwRJWXlIDA0VkGG7Hcyw-h00/edit#gid=2061542378)
- (PM) Set up project in LFX Insights by adding project repo name to Source Control under Development and then adding connection in LFX Insights under LFX Tools
- (PM) Set up project in LFX Security by ensuring that the security bot is installed in project GitHub repo, once that is confirmed, add connect the repo in LFX Security
- (PM) Verify project is added to Project Website Access tracking + verify all information is added per details under "Project Assets" section in this issue
- (PM) Form the Technical Steering Committee (TSC)
TAC REVIEW AND VOTE
- (PM) Help coordinate initial kickoff TSC/project meeting, if needed (TAC sponsor should be involved)
- (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
- Email formation to have them remove the project from LF Projects, LLC in PCC and put it under the LF AI & Data Umbrella
LICENSING
- (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
LEGAL FOLLOW UP
- (PM) Confirm ongoing license scanning is set up through legal - Add to internal LF AI & Data tracker
- (PM) Confirm Export Control Notice (ECN) filings are completed through legal via ticket at https://jira.linuxfoundation.org/plugins/servlet/desk/portal/2 (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
- (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
OPERATIONS, PART II
- (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) Ask project what other programs or services - particularly paid programs or services - they are using to sustain the project. Make sure project team has the resources to continue these programs or services, and is aware that LF AI cannot assume these costs.
- (PM) Set up project to utilize LFX Meetings as applicable/upon request
- (PM) Set up project wiki space under LF AI wiki - Upon request only per onboarding email info provided to project
- (PM) Send onboarding email with next steps info and resources - Includes Technical Getting Started Checklist
- (Tech/ED) Add project to LF AI & Data Landscape and mark it as an LF AI & Data project
- (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), default will be a landing page on the LF AI & Data website. For high profile or prestigious projects with member backing, the member will need to fund the development of the site, and this must be communicated to the project team.
- (Tech/ED) Project website tracking // Add link and name/email of authorized user for website to LF internal tracking
- (PM) Include project .svg logo in Project Definition section of PCC.
MARKETING
- (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 Timeline with new project - Creative Services Asana ticket required (Reference) - Save updated file in internal LF AI & Data G Drive and on LF AI & Data GH
- (PM) Build landing page on LF AI & Data website and add to All Projects section - Creative Services Asana ticket required (Reference)
- (Mktg) Coordinate announcement (blog post) and social promotion with project company - Add to internal LF AI & Data PR/Comms tracker
- (PM) 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
- (Mktg) Publish announcement (Blog/PR+Social+Mail Lists)
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