Onboarding Tracker for SapientML

[redenmartinez]

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): Fujitsu --Project Sponsor Contact: Hiro Kobashi & Masahiro Fukuyori --Technical Contact: Hiro Kobashi & Masahiro Fukuyori --Legal Contact: TBD --TAC Sponsor: Hiro Kobashi & Masahiro Fukuyori --TAC/GB Approval Date: August 24, 2023 --Project License: Apache 2.0 --Project Presentation: URL to Presentation --Project Proposal per LF AI & Data: Project Proposal --Project Artwork: Logo repo

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) Note: The technical charter is tailored for LF AI & Data - Copy is to be created for each project - The technical charter will always need the following information dropped in place: the short name of the project (where [Community Name] appears); a short mission statement following the "The mission of the project is to..." convention; and confirmation of the specific licenses in Section 7 for code and/or data (many projects will not need data and this subjection regarding data licensing in those cases can be removed)
• [x] (Tech/ED) Share/Discuss Account & Trademark Assignment Template and Finalize with Project (update New Projects Onboarding with Legal Status Tracking) Note: The trademark assignment agreement is also tailored for LF AI & Data - Copy is to be created for each project - As for the trademark agreement, we will entertain changes from companies contributing projects but we ask that the following be made clear to project sponsors: the contribution agreement was prepared to be a balanced agreement -- A large number of our members sign this as drafted; and extensive comments and revisions to the agreement will involve time which will slow down a project's start with LF AI & Data
• [x] (Tech/ED) Verify OpenSSF Best Practices Badge (passing) ticket has been started + add ticket to this issue for reference -Project will be responsible for ensuring completion as per hosted project requirements // URL to ticket https://www.bestpractices.dev/ja/projects/7781

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 // 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 // sapient.io
• [x] (Tech/ED) Project website tracking // 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. Get the project description from LFX. - To complete after project formal announcement
• [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 - email is ready - will send in time with project announcement from Marketing
• [x] (PM) Set up project wiki space under LF AI wiki - Upon request only per onboarding email info provided to project
• [x] (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
• [x] (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
• [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 Overview" deck - slides 38 & 39 and update timeline slide
• [x] (PM) Upload "LF AI & Data 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
• [x] (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

MARKETING

• [x] (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 - Asana ticket created
• [x] (PM) Build landing page on LF AI & Data website and add to All Projects section - Creative Services Asana ticket required (Reference) - Asana ticket created - not to publish until after project announcement on September 19 OSSE event
• [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)

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 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
• [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

[NSouthernLF]

@ibrahimhaddad @lucyhyde: @redenmartinez and I had a call with Masahiro and Fukuyori this evening in regard to SapientML and ISF - and they agreed to forward the following information to us:

1. All social media data with logins and passwords
2. DNS data for the website including a zone file so we can file a transfer ticket
3. Trademark/contribution agreements for ECN.

We expect this content from them shortly.

[NSouthernLF]

With one exception, all of the above PM tasks on SapientML have been done. I've met with Masahiro twice in zoom calls and:

-Set up LFX Insights and Security -Coordinated the transfer of ownership from their website - https://sapientml.io - to the Linux Foundation as of 11/30 -Obtained their one social media account - Twitter/X - with login and password - transferred it to 1password and tested the login -Updated the landscape and corresponding deck. -Received the Trademark/Contribution Agreement from Fukuyori and submitted in a legal ticket for ECN - submitted to Jeff Shapiro in this legal ticket: https://jira.linuxfoundation.org/browse/IT-26247, filed on 11/30

We still need to transfer ownership/control of the team's Twitter/X account to LF control with an alias; I will take of this next week. That should wrap up all PM tasks.

[Noraanwar]

Mktg related tasks done during OSSEU