Caching Onboarding Week, August 17 2021

[steve-sienk]

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

• Several weeks before: send out a calendar invite to participants (to confirm their availability). You can find a template in FACILITATING.md.
  • For remote participating, ask participants 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 here:
    • name <email>.name <email>
• 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.)

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)

  • Note that this form may be relevant: Pivotal Access Request Form for VMware

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://postfacto.vmware.com/retros/cf-onboarding-week (pw: onboarding-cf (pls don't change it))
  • Authentication to https://postfacto.vmware.com/ provided via single-sign on (SSO) through VMware GSuite.
• 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.)
• Give participants access to the shared LastPass folder:
  • LastPass > Sharing Center > Shared-CF SF Onboarding > Manage > Invite Users (A list of emails works here.)

Test Workstation Setup Script

• Open a terminal window and run:

# Download & unzip the setup script folder
curl -LOk https://github.com/pivotal-cf-experimental/onboarding-week-construct/archive/master.zip
unzip master.zip
# Navigate to the setup script subfolder
cd onboarding-week-construct-master
# Run the script
./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.

[steve-sienk]

This will start on Tuesday the August 17th because of a holiday for some participants. The 5th day will be August 23rd.