Onboard tracker for OPEA Sandbox Project

[ibrahimhaddad]

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): Intel --Project Sponsor Contact: Melissa Evers --Technical Contact: Ke Ding --TAC Sponsor: Ke Ding --TAC/GB Approval Date: 04/04/2024 --Project License: Apache 2.0 --Project Presentation: URL to presentation --Project Proposal per LF AI & Data: URL to proposal --Project Artwork: https://github.com/lfai/artwork/blob/main/projects/opea/README.md

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 // DCo activated on github.com/opea-project
• [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] // not required in this case
• [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 BADGE 8841

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 // LF secured opea.dev (primary) and opea.ai (secondary)
• [x] (Tech/ED) Project website tracking // Add link and name/email of authorized user for website to LF internal tracking // ongoing

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.
• [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 per Ibrahim we may forego this, given the closeness of the onboarding relationship with Intel
• [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
• [x] (PM) Build landing page on LF AI & Data website and add to All Projects section - Creative Services Asana ticket required (Reference)
• [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]

@jeffcshapiro we need you to do the Fossology scan on this within the next week or two as this is being onboarded as part of a flurry of incoming LF AI & Data projects this year. I'll email you about this as well.

[jeffcshapiro]

@NSouthernLF I'm out of the office for a few days for the eclipse, and the week after I'm at OSS NA in Seattle. I have a few days next week but can't guarantee anything until I see the project(s) middle of next week. Otherwise I can definitely get it done after Seattle.

[NSouthernLF]

Either is fine - thanks, Jeff.

On Fri, Apr 5, 2024 at 9:03 PM jeffcshapiro @.***> wrote:

@NSouthernLF https://github.com/NSouthernLF I'm out of the office for a few days for the eclipse, and the week after I'm at OSS NA in Seattle. I have a few days next week but can't guarantee anything until I see the project(s) middle of next week. Otherwise I can definitely get it done after Seattle.

— Reply to this email directly, view it on GitHub https://github.com/lfai/foundation/issues/71#issuecomment-2040861902, or unsubscribe https://github.com/notifications/unsubscribe-auth/AYDSBZZG3IQ77XFE4ZUEEBLY35JW3AVCNFSM6AAAAABFXPQIXKVHI2DSMVQWIX3LMV43OSLTON2WKQ3PNVWWK3TUHMZDANBQHA3DCOJQGI . You are receiving this because you were mentioned.Message ID: @.***>

[NSouthernLF]

Set up a call with members of the OPEA team for Thu. afternoon 4/18, to go through and cover the unresolved PM tasks and collect needed info - and given their limited time, I sent the requests via email in advance. Copied Nancy Rausch.

[NSouthernLF]

@ibrahimhaddad @narausch @cakerly-lf heard from legal this morning and we are cleared to use logos now.

[NSouthernLF]

Talked to OPEA team today. The only tool (wrt request for tools, above) that they need right now is slack. This is created and populated - a general group for OPEA and a TSC group. Additional developments: -Though LFX Security is complete with the security bot installed, the LFX team hasn't connected the back end to facilitate integrations for Community Manager/Insights, so I had to file a Jira ticket to request this - SUPPORT-26118 (https://jira.linuxfoundation.org/plugins/servlet/desk/portal/4/SUPPORT-26118). -The project only holds one social media account, Twitter/X, but due to an LFX Error, I couldn't create an email forwarding alias, so I had to file a ticket for this, as well - https://jira.linuxfoundation.org/browse/SUPPORT-26115. Carly Akerly holds the login and password - I will connect with her in the morning Fri. 4/19 to get both and set it up in 1password. -Mailing lists are set up in groups.io, with the project logo as cover image, however again due to a PCC error, LFX is refusing to connect to the groups.io platform - this has been filed as https://jira.linuxfoundation.org/plugins/servlet/desk/portal/4/SUPPORT-26117 -A TSC has been set up in PCC committees but the OPEA team wants to wait to populate this. -Emailed Todd Benzies tonight to check on the status of the project charter and if it has cleared legal so we can mark that as done. -The OPEA team is uncertain about the ECN question; they are checking with a member of their legal team to get a definitive answer.

-I will build a landing page and submit an Asana request for a timeline update tomorrow (4/19)

[NSouthernLF]

Asana tickets filed for timeline and landing page Final charter uploaded per Todd Benzies. Twitter suspended account for 48 hours due to recent account changes, so social media transfer is delayed.

[NSouthernLF]

Per email from Ke Ding 4/25/24 - no ECN filing needed here.

[NSouthernLF]

@ibrahimhaddad @narausch all the pm tasks on this are done.

[NSouthernLF]

@ibrahimhaddad @jeffcshapiro there are four tasks left until we can remove this from the queue - 1) preintake FOSSology scans, 2) dependencies, 3) Verify [OpenSSF Best Practices Badge] (passing) ticket has been started and 4) Project website tracking // Add link and name/email of authorized user for website to [LF internal tracking].

[NSouthernLF]

Reached out to the openSSF team to get the badge # associated with this request - will circle back and close it out when done

[NSouthernLF]

Badge # for openSSF is 8841.