[Project] Update OSC Onboarding Process

[BenJam]

Overview

Open Source Collective are updating their eligibility criteria, we need to encapsulate that criteria in the signup flows (GitHub, manual form)

Ownership

Owner: @BenJam

Product: @BenJam
Design: @aminakazi
Engineering: @gustavlrsn
Documentation: @BenJam

Resources

• Project board https://github.com/opencollective/opencollective/projects/77w
• Original issue in Open Source Collective repo Update eligibility criteria Open-Source-Collective/osc#4
• Proposed update to eligibility criteria here

Measuring success

reduced risk of accepting inappropriate projects
Reduction in time spent reviewing applications

Measure: time spent verifying applications
Alignment: simplify
Current baseline: 6-7 applications a day
Target: reduced time per application (manual verification)

Kick off

• Create a project board, add this issue to the description
• Open up any issues to de-compartmentalize the project, add them to the project board
• Open a documentation issue when kicking off a project, reference this issue, assign an owner
• Open a release issue when kicking off a project, reference this issue, assign an owner

Wrap up

• Close all relevant project issues
• Open up issues for improvements
• Post documentation and close documentation issue
• Post release and close release issue
• Post project closure in #newsletter slack channel
• Celebrate!!

[BenJam]

Kickoff

Resources

Review issue https://github.com/Open-Source-Collective/osc/issues/3
Update eligibility req (in github) https://github.com/Open-Source-Collective/osc/pull/4
Update eligibility in GitBook https://app.gitbook.com/o/-LWSZizNMEjL8_DrMNdF/s/-MN_ynR0BjrarSoA9Z-A/~/changes/Z4Mvft9N2lqLtEBlxdvK/getting-started/acceptance-criteria
Working process [https://gist.github.com/BenJam/3e8d9cd852850d14e61a0f1dcebcbe0b]

Recording https://around.co/playback/4b961c4a-81c1-4966-b482-4daa88b4ebfd?s=myMeetingRecordings&sharedKey=c31f9629-56db-4d65-8b26-d89a10544358

Process

We've two processes, GitHub and the form. For GitHub we can check most of the crietria and accept/reject automatically. If rejecting we can prove feedback and resourced for a later applicaiton

OR

We could flip the process on its head and instead of putting up barriers at the start (you must have a code of conduct) we use our power to encourage and guide the community to creating those assets before completing their application.

Note also that we need to edit process for /apply and /apply with create collective

Apply with GitHub

We'll keep the application process for GitHub (we need it!) but we'll probaly need a three stage process in which we detect what we can, and back off to some manual input in the case that we can't find some information, then ask for the 'basics' information below: for example:

If the project is a fork, or its not possible to find out what kind of activity or usage the project has then we'll need to back down to a manaul review.

If we can't detect the project licence automatically we may need to do a follow up at that point to ask specifcially for a link to the licence.

the issues above detail some of the APIS that we can use within GitHub to get information that we need.

Application Form

• Review and [ ] terms of fiscal hosting

Basics

• Name*
• Slug*
• Link to website
• Link to social presence

Code

• Link to reposity or organisation (github/gitlab etc)* [we believe that projects hosted under individual accounts are less inclusive for new contributors, tell us where you publish your code]
• Licence (drop down, primary)* - could have checkboxes in the dropdown to select multiple
• Other — Link to licence(s)*
• Link to commit log
• Link to usage (dependents — github/package manager, in time we could encourage to link to ecosystems, need to inc. guidance)

Adjacent

• Link(s) to membership or community presence
• Link(s) to previous events (YouTube, Discord, Disqus, Meetup, Eventbrite, etc all welcome)

Admins

• Invitation to at least one other admin (assuming applicant is applying)

Notes

Tell us a little about your project, what you're working on and waht you need from us.

Further Questions

• Should we store applications in process? Or should we 'save for later' 'till all the requirements have been met
• Could we do a vouching system in which someone creates an account then asks others to vouch for them

[BenJam]

Shaping

Given the kickoff conversation above I think there are three parts that we'll need to dive into:

• updating the GitHub flow to reflect the new eligibility req
• Updating the form to reflect the new eligibility req

Optionally we could also spend time

• saving applications in a 'draft' state to return to later
• developing and publishing guidance for 'mandatory' requirements (licence, CoC, repos owned by individual accounts)

[piamancini]

Q2 Sprint 2 Week 2, Q2 Sprint 2 Week 3

• Product / Dev discussion of updating GitHub flow @BenJam @znarf
• Design elements (@aminakazi)

[BenJam]

Quick update after call with @znarf

• discussed new eligibility criteria and technical approach,
• discussed process of 'follow up' questions if we notice a licence isn't OSI approved or the project is a fork
• Would prefer to have the design for those things done, @aminakazi's design should encompass this

next steps is for Eng. to decided on best approach for doing these checks, @SudharakaP's name was mentioned

rough drawing of process:

[BenJam]

Provisional plan for this week

• @aminakazi working on designs from weds
• ? to look at engineering approach/make a start on engineering (@znarf to confirm)

[BenJam]

re-adding this to prioritisation as we evidently need it to control the number of projects that we're accepting...

[BenJam]

@aminakazi can you drop the design that we got to for this?

[znarf]

Figma https://www.figma.com/file/KinuveYf4WUlRIXzMTnmIsmO

[poohlaga]

a reminder that we want to prevent users from submitting their application unless they have 2 admins attached to the application form

[kewitz]

Project and issues: https://github.com/opencollective/opencollective/projects/77

[Memo-Es]

I did a QA round of the current working file and fixed some inconsistencies and glitches, pushed the design to production here: https://www.figma.com/file/ZQBMWhnGGtRWeIZknFW1eP/%5BOC-Design%5D-Production-Ready-%E2%9C%85?node-id=18824%3A198016

Note: Desktop is finished, tablet and mobile pending.

@gustavlrsn

[aminakazi]

Update: The design file has been updated with the tablet and mobile UI

[BenJam]

W3 notes

• finalising data collection
• updating form

[BenJam]

• review pr for wrap-up of final mods
• announcement of change to eligibility criteria