Onboarding Tracker for Elyra

[ErinThacker]

The following tasks are required to complete onboarding for a Sandbox 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: Sandbox --Company Sponsor (Full Legal Name): IBM --Project Sponsor Contact: Romeo Kienzler Lin --Technical Contact: Romeo Kienzler Lin --Legal Contact: TBD --TAC Sponsor: Ibrahim Haddad --TAC/GB Approval Date: Approved via email vote --Project in SFDC: --Project License: Apache 2.0 --Project Presentation: Deck --Project Proposal per LF AI & Data: Proposal --Project Artwork: https://github.com/lfai/artwork/tree/main/projects/elyra

LICENSING

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

CONTRIBUTION

• [x] (Tech/ED) Deactivation of CLA/DCO in place and adopt GitHub's DCO at https://github.com/apps/dco
• [x] (Tech/ED) Share/Discuss Project Charter Template and Finalize with Project (update New Projects Onboarding with Legal Status Tracking)
• [x] (Tech/ED) Share/Discuss Account & Trademark Assignment Template and Finalize with Project (update New Projects Onboarding with Legal Status Tracking)
• [x] (Tech/ED) Verify OpenSSF Best Practices Badge (Silver) link and passing status: https://bestpractices.coreinfrastructure.org/en/projects/5761

PROJECT ASSETS

• [x] (Tech/ED) Logos confirmation // If logos exist post to GitHub Artwork repo and save in Project Logos in LF internal Google Drive folder
• [x] (Tech/ED) Domain name confirmation // no domain name at time of onboarding
• [x] (Tech/ED) Project website tracking // no website at time of onboarding Add link and name/email of authorized user for website to LF internal tracking

TAC & GOVERNING BOARD REVIEW

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

INFRASTRUCTURE

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

OPERATIONS

• [x] (PM) Add project technical lead contact info (name/email) to internal tracking
• [x] (PM) Post final technical charter to GH Project Charters repo and ensure it is saved in LF internal Projects Google Drive folder
• [x] (PM) Add project to Current Projects section on LF AI & Data wiki
• [x] (PM) Set up other misc collaboration tools agreed upon during proposal/acceptance, if any
• [x] (PM) Set up project mail lists (announce, tsc, technical-discuss, security) under LF AI & Data Groups.io
• [x] (PM) Add initial project lead(s) to applicable mail lists (main, announce, events, tac-general, project mail lists, technical-projects)
• [x] (PM) Set project lead as moderator for mail lists as applicable for ongoing management
• [x] (PM) Add LF AI & Data marketing manager to project announce mail list as moderator for sending announcements
• [x] (PM) Send onboarding email with next steps info and resources - Includes Technical Getting Started Checklist
• [x] (PM) Set up project wiki space under LF AI wiki - Upon request only per onboarding email info provided to project
• [x] (PM) Request project to be added to LFX Insights via Jira Service Desk for request
• [x] (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)
• [x] (PM)Share new project update w/Outreach Committee (Chair) to include in upcoming committee meeting
• [x] (PM) Include update on new project in upcoming GB meeting agenda
• [x] (PM) Update "LF AI & Data Getting Involved Guide" deck
• [x] (PM) Update "LF AI & Data Overview" deck
• [x] (PM) Upload "LF AI Getting Involved Guide" and "LF AI Overview Deck" on LF AI & Data GH presentations repo
• [x] (PM) Verify project is added to Project Website Access tracking + verify all information is added per details under "Project Assets" section in this issue

MARKETING

• [x] (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
• [x] (PM) Build landing page on LF AI & Data website and add to All Projects section - Creative Services Jira ticket required (Reference) https://app.asana.com/0/1201187889631310/1203557681537683
• [x] (Mktg) Coordinate announcement (press release or blog post) and social promotion with project company - Add to internal LF AI & Data PR/Comms tracker - Sandbox projects are announced via social followed by blog announcement on a quarterly basis
• [x] (Mktg) Follow project and member company on Twitter/LinkedIn from LF AI & Data accounts, if applicable
• [x] (Mktg) Publish announcement (Blog/PR+Social+Mail Lists)
• [x] (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] (https://docs.google.com/document/d/1ixOge5XZzm3uzEoAgHrOKBpNtNIgSHxCvEzd0agrUB0/edit?usp=sharing) -- non identified in proposal, but will follow up outside of tracker for Slack (elyra-ai.slack.com)

LEGAL FOLLOW UP

• [x] (PM) Confirm ongoing license scanning is set up through legal - Add to internal LF AI & Data tracker
• [x] (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
• [x] (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

[akchinSTC]

@ibrahimhaddad - Hi Ibrahim, other than the slack ownership transfer, was there anything else needed on our end to complete or help with?

[ErinThacker]

@akchinSTC and @ibrahimhaddad - for LFX Security, we will need our security bot installed on GitHub. You can see the directions here:

How to install the Security Bot on GitHub App

  1. Click on "Install Security Bot" below. You will be directed to your organization's GitHub page. 

  2. Ensure you are logged into GitHub. 

  3. Click the "Configure" button, located on the top-right corner of your organization's GitHub page. 

  4. Select the Organization that you have added in Project Control Center. 

  5. You can select all repositories or some repositories from the GitHub Organization. 

  After completing all these steps you have successfully authorized Security to view your GitHub Organization. 

Once this is done, we will be one except for the Slack transfer.

[akchinSTC]

@ErinThacker - Hi ! The directions mention a link or button to install the bot but I dont see one in the last comment?

[ErinThacker]

@akchinSTC - I just noticed that myself! Sorry about that! If you login to LFX and go to this link, you should be able to put the name of the GitHub repo in the Organization Name and the instructions will pop up for you:

Let me know if you have any issues!

[akchinSTC]

@ErinThacker - Hello! Tried going to the security page of LFAI and logged in with my Github ID but am unable to locate the page where I can add Elyra. I assume its this page. https://docs.linuxfoundation.org/v2/security-service/github-onboarding

I have requested access to the PCC for Elyra since I dont seem to have the right access permissions.

[akchinSTC]

@ErinThacker - Security bot has been added to the elyra organization!