Onboarding Week - PM Edition, Feb 15-19, 2021

[suprajanarasimhan]

Checklist

Communication

• Several weeks before: send out a calendar invite to confirm their availability. You can find a template in FACILITATING.md.

  • [] For remote participants, ask them if they have Mac OS workstations, since the workstation setup script is written for Mac.
  • You will be communicating with / authing these folks a lot. I find it helpful to save a copy/pasteable list of their names emails here:
    • Sahil Arora asahil@vmware.com, Elizabeth Morris melizabeth@vmware.com, Haritha Reddy rharitha@vmware.com, Shanfan Huang hshanfan@vmware.com, Wa Gao gwa@vmware.com
    • asahil@vmware.com, melizabeth@vmware.com, rharitha@vmware.com, hshanfan@vmware.com, gwa@vmware.com

• [Won't fix] The week before: send out an email to each of the participants. You can find a template in FACILITATING.md. -- Relying on calendar invite instead.

Access Assessment

• Check if participants have access to the following:
  • This will help identify HelpNow+ access requests need to submitted for:
    • Pivotal alumni -managed Tracker
    • Pivotal alumni -managed LastPass
    • Pivotal alumni -managed GSuite (for Google Cloud Platform access)

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)). Retro link/pw changed. See comments.
• [Won't fix - schedule watch parties instead] Schedule any sessions that you know the group would be interested in -- for example, BOSH boxes and lines.
• 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
• CF Overview {}
  • Contact: Release Integration team

Other topics:

• Concourse {}
  • Contact: Concourse team
• 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.)
• 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.)
• Get participant access to LastPass in HelpNow+ with this text:

Hello!

I would like to request access to the Pivotal LastPass folder "Shared-CF SF Onboarding" for the following employees:

<firstname, lastname>
<firstname, lastname>
...

Thank you!

• Give participants access to the shared LastPass folder:
  • LastPass > Sharing Center > Shared-CF SF Onboarding > Manage > Invite Users (A list of emails works here.)

Misc

• Record any issues you have with this process so we can update this checklist.

[suprajanarasimhan]

To Do

• Add Teal's talk to the calendar.

In Progress

---

Done

• Merge PR in #cf-onboarding-staff channel.
• Add contents from previous CF Onboarding Slack channel from August 2020 to February 2021 channel.
• Update retro link in calendar invite.
• Schedule watch parties for expert sessions with placeholders.

Deprioritized

• Optional: Add PM tags to Tracker backlog.

Improve Checklist

• Update checklist to reference a calendar meeting invite instead of an email.
• Improve this checklist to add HelpNow+ request templates & remaining GCP envs.
• Consider any of the above items to include the checklist as well.

[suprajanarasimhan]

Schedule watch parties for expert sessions.

• Add Zoom links.
• Add text below to three invites, replacing the video link.

**What is this event?** 
An opportunity to watch and discuss a video of a CF Onboarding expert session.

**How to watch together?**
- Find the pre-recorded expert session video below.
- Consider asking one person to share screen and computer sound with the group.
- After the video ends, have a discussion as a group to exchange ideas.

**Expert session video:** <REPLACE_ME>

• Share video access to expert sessions.

[suprajanarasimhan]

• Update Watch Party description with Piyali's idea:
  Everyone watches the video on their own.
  Pause at 15 min mark.
  Use Zoom reactions to indicate you're ready for a discussion.
  Resume video.
  Repeat until complete.

• Get access to onboarding-week-construct and update with ./construct flow.

  • HelpNow+ ticket requesting access so we can push to this repository.

• Discuss what needs to be done for another week of PM CF Onboarding.

[suprajanarasimhan]

Retro feedback:

• 5 min video of end-to-end: deploying an app

  • Maybe includes a CF Overview
  • At the beginning of the curriculum

• Pairing with the VMware education program: https://vault.vmware.com/group/vault-main-library/vmware-tanzu

• Windows user

  • Introduce a Windows facilitator