SF Onboarding Week, August 12 2019

[suprajanarasimhan]

Checklist

Communication

• 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.

  • You will be communicating with / authing these folks a lot. I find it helpful to save a copy/pasteable list of their names here:
    • Keshav Sharma <[email protected]>,Bryan Tong <[email protected]>,Andrew Costa <[email protected]>,Emily Berk <[email protected]>,Andrew Bauer <[email protected]>, Peter Stahl <[email protected]>

• Raw emails: [email protected],[email protected],[email protected],[email protected],[email protected],[email protected]

• 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.)

  • Would it be worth it to get a dedicated Zoom room for this so that future facilitators don't have to set it up?

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.

  Event name: CF Onboarding Week Kickoff
  Description: We will talk about what to expect during CF Onboarding Week!
  Location:

• Schedule daily standup (15min at 12:15pm, starting Tuesday).
  -- Last round, Nick scheduled it at this time, and it worked well, so I am choosing it over 9:15am.

  Event name: CF Onboarding Standup
  Description: <N/A>
  Location: At your workstation area

• Schedule afternoon check in (30min at 1:30).
  -- Since standup is later at 12:15pm, this can be pushed later, too.

• 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.

• In the past, non Engineers have appreciated it when we blocked out the entire days of onboarding. 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".

• Q&A - 2pm - Nat Bennett - Recording: https://pivotal.zoom.us/recording/detail?meeting_id=qiKU34uVQeOdsmRffmencQ%3D%3D
• Routing - 3pm - Aidan Obley
• CAPI Boxes & Lines - 2pm - Piyali Banerjee
• Diego - 4pm - Nick Wei
• BOSH - 1:45pm - Maya Rosencrance - INVITE PARTICIPANTS after speaker accepts

As a helpful reminder, you can save the name of the speaker w/ checkbox.

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.
• Clean up any VMs, networks, and DNS records that may have been leftover from the previous week
  - [] Still things to delete from:
  > VPC Networks (Env 4,5)
  > Firewall Rules (Env 4,5)
  > Routes (Env 4, 5)
• 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
      • 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

• Give all 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.)

• Make sure you have a workstation for each pair.
• Ensure ethernet cable is plugged into iMac, not monitor.
• Re-image each machine. Here are the steps:
  • Run Startup Disk.
  • Unlock with the workstation password (you may need to ask the previous facilitator for the machine's password).
  • Select the network disk and click restart. It will likely be the rightmost start disk, and will definitely include the phrase "Network Disk." If you don't see that, try restarting the machine and try again.
  • Select deployment option 2, "macOS Sierra" and click the play button. If you look in between the parens of the option name, you'll see the default password for the image. A terminal will open and you’ll see a lot of output, including a bunch of lines that say installer: PHASE: Running package scripts. Don’t worry, this is fine. The boot script will search for updates -- you’ll see output about OS X, iTunes, and Safari updates, for example -- and the machine will probably restart a few times as it downloads and installs the updates.
  • Log into machine with the default password.
  • Open the security preferences and change the password to something sane. Write this down so you can give it to the participants later.
  • 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.

[suprajanarasimhan]

Workstation name: gladstone

• [] Workstation and monitor connected? - NEED NEW WIRE
• Wi-Fi access to CloudFoundry - Pivotal Guest
• sudo jamf policy

Workstation name: toledo

• [] Workstation and monitor connected?- NEED NEW MONITOR
• Wi-Fi access to CloudFoundry
• sudo jamf policy

Workstation name: King

• Workstation and monitor connected?
• Wi-Fi access to CloudFoundry
• sudo jamf policy

---

[] Need two new chairs for workstations

[suprajanarasimhan]

Introductions
Name, preferred pronouns
Team
What would you like to get out of this week?

What does the week look like?

• What core stories do we focus on Monday-Wednesday?
• What exploratory topics are possible Thursday-Friday?
  -- One suggestion is to think about what exploratory topics are interesting.

What does each day look like

• Pairing in the morning on a Tracker project
• Standup before lunch starting Tuesday-Friday -- rotate pairs in the afternoons
• Afternoon check-in for questions
• Talk on a topic
• Retro at the end of the week
• Meetings: If you need to attend any meetings, please do. Your day is as flexible as you need it to be. Review your calendar with your pair at the beginning of the day.

Pairing

• Learn at your own pace
• Take time out of pairing as you need to have the best learning experience (e.g. read/explore at your own pace with a loaner laptop, take time away from pairing to learn solo, etc.)
• Communicate and let the person you are pairing with know what you need

Do we need to finish stories?
-Rather than finishing stories, the goal is to go at your own pace
-Some of the helpful learning opportunities come from getting productively lost:
-- Unexpected errors
-- Intentionally breaking things

Tracker Project
Operator persona (alternative is OpsManager)
** bbl deploys BOSH , paves IaaS, etc.
** BOSH deploys Cloud Foundry

App developer persona
** Cloud Foundry allows developers to deploy their apps

Exploratory topics
** Highlights

Asking questions
Loaner laptops available for looking things up while pairing
Slack channel for questions
We can also reach out to component team Slack channels using @Interrupt mention
Where co-facilitators sit in the office

Any questions?

[suprajanarasimhan]

Feedback:
[x] Can we use pair.ist for rotating pairs?
https://pair.ist/ for CF Onboarding Week
Team Name (i.e. username): cf-onboarding-week

[] Can we develop an app? As a designer, this could be really helpful.

[] What about a visual overview of Monday-Wednesday Tracker stories?

[] Make afternoon standups in rooms/with Zoom in case we have remote participants

[bwinter]

@suprajanarasimhan - are there any action items here you wanted to try and get done? I was thinking about closing the open issues for old onboardings but wanted to let you close this one since it seems like there are a few action items here.