CF Onboarding Week (Central/Eastern Time) - August 24-28, 2020

[suprajanarasimhan]

Instructions

• Start a new issue in the onboarding repo. The title should include the date and location of the Onboarding week (e.g. "SF Onboarding Week, July 16 2018").
• Copy the checklist below into the issue.
• Create the issue
• Use the checkboxes to track your work as you get set up.
• When you finish with the checklist, make sure to close the issue.

Checklist

Communication

• Optional: Confirm with participants over Slack DM that they can attend.
  • Attending participants here - 1 Central time, 2 Eastern time
• [Skipping] Several weeks before: send out an email to the participants reminding them that they are signed up and to clear their calendars. You can find a template in FACILITATING.md.
  • Check with participants if they have MacOS machines.
    • Humphrey & Omer do. Submitted a HelpNow+ ticket for Jackline.
  • You will be communicating with / authing these folks a lot. I find it helpful to save a copy/pasteable list of their names here:
    • Jackline Mutua <jmutua@vmware.com>, Humphrey Huang <humphreyh@vmware.com>, Omer Bensaadon <obensaadon@vmware.com>
• The week before: send out an email to each of the participants. You can find a template in FACILITATING.md.
• Get a Zoom room setup for remote participants. {} (Make sure to include this on your calendar invites.)

Scheduling

• Schedule a welcome/orientation session (1hr at 9:30 Monday morning). Discuss the goals of the week and prime the participants to consider what they'd like to get out of Onboarding week.
• Schedule daily standup (15min at 9:15, starting Tuesday).
• Schedule afternoon check in (30min at 1:30).
• Schedule retro at the end of the week (1hr at 4:00), include link to retro board: https://retros.cfapps.io/retros/onboarding-sf (pw: onboarding-sf (pls don't change it))
• Schedule any sessions that you know the group would be interested in -- for example, BOSH boxes and lines.
• [Skipping] In the past, non Engineers have appreciated it when we blocked out the entire days of onbaording. This is especially helpful if done a few weeks in advance; so, they have time to move meetings and avoid having new ones scheduled in the first place.

---

These are core CF topics, other topics are a bit more "extra credit".

• BOSH {}
  • Contact: BOSH Slack channel
• [Skipping] CF Overview {}
  • Contact: Release Integration team

Other topics:

• Concourse {}
  • Contact: Concourse team
• [Skipping] Pairing Fundamentals {}
  • Contact: Todd Sedano
• k8s Expert Session
  • Contact: CAPI or Release Integration teams

As a helpful reminder, you can save the name of the speaker w/ checkbox. Tips to
share with speakers can be found in BOXES_AND_LINES.md.

IaaS Setup

• Make sure you have GCP projects set up.
  • In SF, we use:
    • cf-sf-onboarding-env-1
    • cf-sf-onboarding-env-2
    • cf-sf-onboarding-env-3
    • cf-sf-onboarding-env-4
    • cf-sf-onboarding-env-5
  • Otherwise, Fill out this form to create new environments.
• Run this script to clean up any VMs, networks, and DNS records that may have been leftover from the previous session.
• Add all participants as owners to each of the GCP projects.
  • In SF:
    • IAM for env-1
    • IAM for env-2
    • IAM for env-3
    • IAM for env-4
    • IAM for env-5
• If your CF on-boarding will include the GCP track (gcp tracker label / the oss build) then ensure participants have access to the CF-Onboarding-dns project in GCP (for DNS propagation). IAM for DNS

Tracker Setup

• Make sure you have Tracker projects prepared.
  • In SF, we use the following trackers projects:
    • Pair 1
    • Pair 2
    • Pair 3
    • Pair 4
    • Pair 5
• Add all participants as members to each of the tracker projects. (A list of emails works here.)
  • Waiting for Humphrey Huang to be added a member of Tracker first
• Delete everything from the tracker projects.
• Build the tracker back log csv
  • Run ./build oss from the onboarding project, this will generate onboarding-tracker.csv
    • Note: you need docker installed brew cask install docker
      • To get the command line tool to show up you may have to first start Docker via Spotlight Search.
        • Type "Docker" in the Spotlight Search bar to bring up the Docker whale icon in the search results.
        • Double-click on the Docker whale icon and agree to subsequent dialog prompts to start Docker.
      • If docker gives you this error: failed to dial gRPC: unable to upgrade to h2c, received 502 context canceled
        • In docker settings: enable experimental, restart docker, disable experiment and restart again.
• Import the CSV into each Tracker project (Taskbar > More > Import CSV > Choose File)

LastPass Setup

• Skip this step for participants who are not authorized to access closed-source content (e.g. Pivotal Labs client participants.)
• Give participants access to the shared LastPass folder:
  • LastPass > Sharing Center > Shared-CF SF Onboarding > Manage > Invite Users (A list of emails works here.)

Workstation Setup

Note: local IT departments can sometimes help with workstation setup. (Helpful for remote facilitation.)

• [Skipping] Make sure you have a workstation for each pair.
• [Skipping] Ensure ethernet cable is plugged into iMac, not monitor.
• [Skipping] Re-image each machine. Here are steps:
• Open a terminal window and run

curl -LOk https://github.com/pivotal-cf-experimental/onboarding-week-construct/archive/master.zip
unzip master.zip
cd onboarding-week-construct-master
./construct

You'll need to babysit this process, as it will prompt you for the password several times.

Misc

• Record any issues you have with this process so we can update this checklist.
• Add to checklist: Check with participants if they have MacOS machines.
• Link to script for cleaning up GCP environment is broken.
• Add recommendation to checklist to include Eastern time facilitator when Eastern participants.

[suprajanarasimhan]

Decisions for co-facilitators:

• We have 4 participants, and one can only join starting Tuesday. Should we go with Option 2 below?
  • Option 1: Start Monday.
    • Pro: 3 people will get an extra day of learning.
    • Con: One person will be starting late.
  • Option 2: Start Tuesday.
    • Pro: Everyone gets to participate fully.
    • Con: 4 rather than 5 days of learning time.

---

Emily recommends:

• Starting Monday and asking someone to repeat the curriculum on Tuesday.
• No need to necessarily re-bbl up or re-deploy CF, but instead just walk through stories/concepts.

[suprajanarasimhan]

Open to feedback from the group on:

• Learning style options: pairing, soloing, reviewing work from past days, etc.
• Scheduling ideas for better collaboration.

Action:

• Consider scheduling time to brainstorm/get perspective from Garima Sharma. - Supraja

[suprajanarasimhan]

High timezone overlap hours for talks:
11am Pacific/1pm Central/2pm Eastern
1pm Pacific/3pm Central/4pm Eastern

Planned talks:

• Tuesday -- BOSH (and optionally the near future of BOSH) => BOSH team - Emily
• Wednesday: [x] CAPI => CAPI team - Emily
• Thursday: [x] Concourse CI/CD => Concourse team - Supraja
• Thursday -- Cloud Foundry for k8s => RelInt team - Supraja

[suprajanarasimhan]

Template for reaching out to teams for talks:

---

Hi <@interrupt>! :wave_all:

CF Onboarding Week is holding a session the week of August 24th-28th. Is there anyone who might be interested in giving a 30 min-1 hr talk on to students joining that week?

The audience would be 1 person from Customer Success, 2 PMs and 1 engineer.

---

[suprajanarasimhan]

• Recommendation for pairing/soloing, but don't necessarily need to be prescriptive.
  -- Suggestion for adjusting working hours.

[suprajanarasimhan]

• GCP
• LastPass

DONE

• Follow-up with Scott Foerster
• Calendar invites
• Channel with links:
  • Skills chart
• Email