[Template New Incubation Project Onboarding]

[jzcardoso]

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

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:
--Company Sponsor (Full Legal Name):
--Project Sponsor Contact:
--Technical Contact:
--Legal Contact:
--TAC Sponsor:
--TAC Approval Date:
--Project License:
--Project Presentation:
--Project Artwork:

LICENSING

• (Tech/ED) Project license exists and is OSI-approved
• (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
• (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

PROJECT ASSETS

• (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)
• (Tech/ED) Post project logos to GitHub Artwork repo and save in Project Logos in LF internal Google Drive folder
• (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
• (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
• (PM) Include project .svg logo in Project Definition section of PCC.

TAC & GOVERNING BOARD REVIEW

• (Tech/ED) Provide project proposal process/template to project sponsor (https://github.com/LFDLFoundation/proposing-projects/tree/master/proposal-process)
• (Tech/ED) Confirm/Schedule presentation date during TAC meeting - Add to TAC Mtg Agenda Tracking
• (Tech/ED) Review and confirm final proposal and presentation deck
• (Tech/ED) Add project presentation to TAC agenda/deck and send to tac-general mail list with agenda info
• (Tech/ED) Send project presentation and proposal to tac-private mail list with reminder on attendance and quorum requirements for voting members
• (PM) Verify TAC minutes with project TAC vote results

INFRASTRUCTURE

• (Tech/ED) Setup org in Github, add 'thelinuxfoundation' as an owner - Allows us to maintain continuity of GH ownership
• (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

• (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
• (PM) Add project to Current Projects section on LF AI & Data wiki
  
• (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)
• (PM) Speak to project lead about project's need for AWS credits and document this in the LF AI & Data PM Tracking spreadsheet.
• (PM) Set up project mail lists (announce, tsc, technical-discuss, security) under LF AI & Data Groups.io
• (PM) Add initial project lead(s) to applicable mail lists (main, announce, events, tac-general, project mail lists, technical-projects)
• (PM) Set project lead as moderator for mail lists as applicable for ongoing management
• (PM) Add LF AI & Data marketing manager to project announce mail list as moderator for sending announcements
• (PM) Send onboarding email with next steps info and resources - Includes Technical Getting Started Checklist
• (PM) Set up other misc collaboration tools agreed upon during proposal/acceptance, if any
• (PM) Set up project to utilize LFX Meetings as applicable/upon request
• (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
• (PM) Share new project update w/Outreach Committee (Chair) to include in upcoming committee meeting
• (PM) Include update on new project in upcoming GB meeting agenda
• (PM) Verify project is added to Project Website Access tracking + verify all information is added per details under "Project Assets" section in this issue
• (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

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

MARKETING

• (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
• (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

• (PM) Confirm ongoing license scanning is set up through legal - Add to internal LF AI & Data tracker
• (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
• (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