Onboard tracker for IREE Sandbox Project

[NSouthernLF]

COPY (click edit then copy the content to include formatting in paste) ISSUE FOR EACH NEW SANDBOX PROJECT ONBOARDING + ASSIGN TO LF AI STAFF + PROJECT LEAD

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): Google and Advanced Micro Devices (AMD) --Project Sponsor Contact: Stella Laurenzo --Technical Contact: Jacques Pienaar --Legal Contact: Jacques Pienaar --TAC Sponsor: Jacques Pienaar --TAC/GB Approval Date: 5/2/24 --Project License: Apache 2.0 with LLVM exceptions --Project Presentation: URL to presentation. --Project Proposal per LF AI & Data: URL to proposal. --Project Artwork: https://github.com/lfai/artwork/tree/main/projects/IREE

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 // https://www.bestpractices.dev/en/projects/8738

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 pending IREE processing this on their end - spoke with Jacques Pienaar and they are working on it now
• [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.
• [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) 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 pending shared Github ownership which needs internal approval on project's end. They are giving us an ETA of 5/20.
• [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 pending shared Github ownership which needs internal approval on project's end. They are giving us an ETA of 5/20.
• [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]

Corresponded with Jacques Pienaar to verify all of the above contacts.

[NSouthernLF]

@jeffcshapiro we need intake/Foss scans on this one as well in the next couple weeks. Thanks.

[NSouthernLF]

@cakerly-lf 3 marketing tasks above. Thanks :)

[NSouthernLF]

Messaged Jacques and Stella after speaking with Todd Benzies, to remind them that we're waiting for a response from them confirming the charter as acceptable, which will complete formation in PCC. Also requested a brief zoom call with them to go over some of the peripheral matters above, on which we need their input - including wiki formation and ECN filings.

[NSouthernLF]

talked to Jen and Carly - they started an Asana ticket but haven't received confirmation to start the logo design - still waiting on this confirm.

[NSouthernLF]

regarding the charter finalization and transfer of access to Github: Jacques Pienaar wrote back 5/7 and indicated that these are still pending and subject to internal processes on his end. More information is forthcoming.

[NSouthernLF]

No wiki needed for IREE per conversation with Jacques and Stella. No ECN for now per Jacques and Stella No social media tools to share - they only use youtube and community discord, and I've emailed them to add all the pertinent people in LF AI to both tools.

[NSouthernLF]

Regarding additional collaboration tools - Stella indicated that nothing immediately comes to mind, but down the road, they may need additional release engineering support. I told her this typically falls under Steve Ira, but is not something we would do as part of standard onboarding.

[NSouthernLF]

Spoke with Carly about 3 marketing items - these will be done by EOD Friday 5/17.

[NSouthernLF]

Spoke with Todd Benzies today about finalization of charter - this will be wrapped up by EOD Friday 5/17. Asana ticket filed on 5/21 for timeline update Asana ticket filed on 5/21 for landing page update

[NSouthernLF]

@ibrahimhaddad still 7 ED tasks that need to be completed above, please let us know when they are done. Re: PM tasks - I am working on the Insights issue above with Kieran McDermott.

[jeffcshapiro]

Intake license scan complete

[NSouthernLF]

Emailed Jacques and April again 7/23/24 to try to finalize transfer. No response to prior email.

[NSouthernLF]

Messaged Jacques Pienaar on Discord to follow up on website transfer.

[NSouthernLF]

Heard back from Jacques P. on Discord; he's accelerating the website transfer internally.