Onboarding Tracker for vLLM project

[NSouthernLF]

The following tasks are required to complete onboarding for an Incubation 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: Incubation --Company Sponsor (Full Legal Name): University of California Berkeley --Jurisdiction of Incorporation: USA --Address: 2030 Addison Street, Berkeley, California 94704 --Project Sponsor Contact: Ion Stoica --Technical Contact: Simon Mo --Legal Contact: --TAC Sponsor: Ion Stoica --TAC Approval Date: 7/11/24 --Project License: Apache 2.0 --Project Presentation: URL to presentation --Project Proposal per LF AI & Data: n/a --Project Artwork: https://github.com/lfai/artwork/tree/main/projects/vLLM

LICENSING

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

CONTRIBUTION

• [ ] (Tech/ED) Deactivation of CLA/DCO in place and adopt GitHub's DCO at https://github.com/apps/dco
• [ ] (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)
• [ ] (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 (Silver) 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/9249

PROJECT ASSETS

• [x] (Tech/ED) Logos confirmation // If no logo exists, request creation via Creative Services Asana ticket (All versions required: horizontal, vertical, icon in black/white/color in PNG and SVG)
• [x] (Tech/ED) Post project logos to GitHub Artwork repo and save in Project Logos in LF internal Google Drive folder
• [x] (Tech/ED) Domain name confirmation // If no domain is registered, then one is to be purchased // 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 vLLM team's completion of transfer ticket - filed 8/1/24
• [ ] (Tech/ED) Project website confirmation // If no website exists (as noted above), request a new website creation via Creative Services Asana ticket (Include request for project lead to be added as authorized user for Word Press for future website updates, requires -name/email of authorized user)
• [ ] (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 // n/a no proposal was submitted
• [ ] (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
• [ ] (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) Add project to LFX Onboarding tab of LF AI & Data PM Tracking spreadsheet - fill out all columns (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) 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 other misc collaboration tools agreed upon during proposal/acceptance, if any
• [x] (PM) Set up project to utilize LFX Meetings as applicable/upon request
• [x] (PM) Set up project wiki space under LF AI wiki - Upon request only per onboarding email info provided to project
• [ ] (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
• [ ] (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

GOVERNANCE

• [x] (PM) Help coordinate initial kickoff TSC/project meeting, if needed (TAC sponsor should be involved)

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)
• [ ] (Mktg) Coordinate announcement (press release or blog post) and social promotion with project company - Add to internal LF AI & Data PR/Comms tracker
• [ ] (Mktg) Add project spotlight for future publishing in internal LF AI & Data PR/Comms tracker
• [ ] (Mktg) Follow project and member company on Twitter/LinkedIn from LF AI & Data accounts, if applicable
• [ ] (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 this needs intake and foss scans set up. thanks.

[jeffcshapiro]

@NSouthernLF I should be able to do this next week, although I do have a lot of pending intake scans for other project so it could be a bit longer - let me know if there is any schedule urgency.

I don't see an entry in your tracking spreadsheet yet, let me know when you've added it there.

[NSouthernLF]

Thanks @jeffcshapiro - it was literally just approved yesterday so we're just now starting to onboard. Timing wise it would be helpful to get it done in the next 2-3 weeks. Doable?

[jeffcshapiro]

@NSouthernLF 2-3 weeks should be OK

[NSouthernLF]

Invited simon-mo, WoosukKwon and zhuohan123 to LFAI GH to add them to this issue.

Also: emailed Simon Mo as the chief contact to set up a 30m onboard call with him.

[NSouthernLF]

Landing page ticket submitted 7/22/24

[NSouthernLF]

@cakerly-lf we need your help on the 4 marketing items above. thanks.

[NSouthernLF]

Nathan and Nancy spoke at length with Simon Mo for 30m 7/30/24 and noted the following as part of onboard:

-the project is asking for AWS credits, as its monthly cloud costs total > $50k and they are looking to bring this down. Nancy sent them the application for this and we clarified that 50 is a large ask - will see what can be done. For now this has been updated in the onboarding spreadsheet and AWS above is marked done.

-The project needs no additional collaboration tools (marked done above) -The project does not desire a wiki space at this time (marked done above) -The project is not conducting public meetings at this time (only internal) but is interested in doing LFX meeting management with a public calendar once the charter is signed. For now this is left unchecked above. -The project has one key social media platform - in the form of Twitter/X. Simon wishes to have an alias created, wants to be added, but prefers to specify the others via an email with Nathan. Nathan emailed him to ask for names/addresses 7/30/24, and added him to alias vllm-social@lfaidata.foundation. -For now a Jira ticket has been filed extending CM/scheduler access to the whole vLLM team. -Nancy also re-requested an ETA for the final charter - Simon gave us an ETA of approximately 1 month - late Aug '24.

[NSouthernLF]

Emailed Simon, Woosuk and Zhuohan, sent them https://jira.linuxfoundation.org/plugins/servlet/desk/portal/2/create/144 And requested the transfer of the vllm.ai website 8/1/24

[NSouthernLF]

Simon wrote back today to indicate that their website transfer ticket has been filed.

[NSouthernLF]

Regarding charter: Nancy and Nathan spoke with Simon on 7/30 who estimated 3-4 weeks for finalization. it is working its way through their legal team.

[NSouthernLF]

No public meetings requested at this time.

[NSouthernLF]

Followed up via email on vLLM charter with Ion, Simon Mo and the team on 8/14/24 - to check on the status and see if we can help expedite. Their last update was on July 26th.

[NSouthernLF]

Nancy Rausch followed up again with vLLM team on charter today 8/26/24.