Onboarding Tracker for Monocle Project

[NSouthernLF]

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): Okahu, Inc. --Jurisdiction of Incorporation: USA --Address: 494 Cypress St Redwood City CA 94061 --Project Sponsor Contact: Prasad Mujumdar --Technical Contact: Prasad Mujumdar --Legal Contact: --TAC Sponsor: Prasad Mujumdar --TAC/GB Approval Date: 6/27/24 --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/tree/main/projects/monocle

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/9176

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 // got monocle2ai.org redirecting to GH right 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
• [ ] (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 LFX Onboarding tab of LF AI & Data PM Tracking spreadsheet (https://docs.google.com/spreadsheets/d/1cJ-rRNaklYGu_JyvQwBUwRJWXlIDA0VkGG7Hcyw-h00/edit#gid=2061542378)
• [x] (PM) Speak to project lead about project's need for AWS credits and document this in the LF AI & Data PM Tracking spreadsheet.
• [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 pending Ibrahim - he indicated that he will send this
• [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) 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]

added pmujumdar - waiting for him to accept the github invite. then we'll add him to the issue.

[NSouthernLF]

@jeffcshapiro we need your help with this getting the intake and fossology scans set up.

[jeffcshapiro]

@NSouthernLF Sure, no problem. I have the other project to do first, will either do this one at the same time or early next week.

[NSouthernLF]

Emailed Prasad to set up an onboarding call with him - also requested the names of the project leads to make sure we have accurate info (technical, legal, etc.)

[NSouthernLF]

@cakerly-lf we need your help completing the three marketing items above.

[jeffcshapiro]

intake license scan report email sent

[prasad-okahu]

Best Practices OpenSSF badge process ticket - https://www.bestpractices.dev/en/projects/9176

[prasad-okahu]

added pmujumdar - waiting for him to accept the github invite. then we'll add him to the issue. @NSouthernLF, I looked at it pretty late. I suspect the invite is expired. Could you please resend the invite. Apologies for missing it.

[NSouthernLF]

HI Prasad

I just resent.

On Wed, Jul 3, 2024 at 5:12 AM prasad-okahu @.***> wrote:

added pmujumdar https://github.com/pmujumdar - waiting for him to accept the github invite. then we'll add him to the issue. @NSouthernLF https://github.com/NSouthernLF, I looked at it pretty late. I suspect the invite is expired. Could you please resend the invite. Apologies for missing it.

— Reply to this email directly, view it on GitHub https://github.com/lfai/foundation/issues/79#issuecomment-2204541741, or unsubscribe https://github.com/notifications/unsubscribe-auth/AYDSBZ46N5N3ZGWQDCSZOP3ZKMQWFAVCNFSM6AAAAABJ7654RGVHI2DSMVQWIX3LMV43OSLTON2WKQ3PNVWWK3TUHMZDEMBUGU2DCNZUGE . You are receiving this because you were mentioned.Message ID: @.***>

[NSouthernLF]

@cakerly-lf these three marketing items still need to be done. thanks.

[NSouthernLF]

Nancy and Nathan had a call with Prasad on 7/16/24 and established the following in reference to incomplete PM tasks (above): -AWS none needed -No additional collaboration tools needed at this time -No wiki space desired -No real social media platforms to share with the exception of LinkedIn and a slack channel, to which Prasanth will grant us access; Nathan will connect with him via email -An ECN filing is needed, and Nathan is filing the ticket today 7/17/24

---

-In regard to the charter: Prasanth indicated on 7/16 that this is still under review by Okahu's legal team and would be made available/finalized in the next few days.

[NSouthernLF]

Emailed Prasad per his request to ask for administrative access to Linkedin and slack channel for the team.

[NSouthernLF]

Spoke with Jen Shelby to initiate design/execution of Monocle wordpress site per conversation with Prasad yesterday.

[NSouthernLF]

7/22/24 - Messaged Prasad again for an update on the charter and copied Ibrahim and Nancy.

[NSouthernLF]

Escalated request for ECN filing as this has not yet been completed by the support desk.

[jeffcshapiro]

@NSouthernLF Re: ECN filings, with the recent changes to JIRA queues across LF, there have been issues with my access to the ECN queue. It may be a while before I can take care of the pending ECN requests, I will follow up with you later to make sure they are all sent.

[NSouthernLF]

On 8/13/24, we received a note from Pratik indicating that the Okahu legal team has reviewed and approved the charter - LF AI team is currently waiting for project formation to send out the executed Docusign and final project charter.

[NSouthernLF]

Final signed charter received 8/14/24

[NSouthernLF]

Requested Github ownership from Prasad via email on 8/15/24 - to connect LFX Insights and Security. Awaiting a response.

[cakerly-lf]

@cakerly-lf these three marketing items still need to be done. thanks.

All marketing items are now complete. Thank you!

[NSouthernLF]

ECN Filed