Onboard & Offboard: Engineering

[ryanfchase]

Overview

We need to have a checklist of items to do when an engineer onboard and offboards so that the process can be consistent and fast.

Date Updated

Created: 2023-09-13 Updated: 2024-08-24

Action Items

For each member onboarded/offboarded...

• [ ] Copy template to comment below
• [ ] Add name of person
• [ ] Check off as done

Onboard

#### Onboard: YYYY-MM-DD <name>
- [ ] Slack channel membership
 - [ ] Google Drive
   - [ ] Add to drive as Contributor
- [ ] Add to Google calendar invites
   - [ ] Wednesday All-Team meeting
   - [ ] Saturday Dev meeting
- [ ] [Roster](https://docs.google.com/spreadsheets/d/1OsLDl7Ciwj7WjtzbgDz38g4kpOMNlUhdjlgzQxtQTvM/edit#gid=0)
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public
- [ ] GitHub
     - [ ] Add to write team
     - [ ] Add to read team
     - [ ] Confirm that their name is on their Github 
- [ ] Bookmark [Engineering Agenda Issue](https://github.com/hackforla/311-data/issues/1720)
- [ ] Visit [Open Github Issues](https://github.com/hackforla/311-data/issues?q=is%3Aopen+is%3Aissue+label%3A%22Role%3A+Frontend%22+no%3Aassignee+-label%3ADependency+-label%3Adraft+-label%3AEpic)
- [ ] Update team page on Wiki
- [ ] Share Tokens and Environment Variables
- [ ] Complete 311-Data repo [Quickstart](https://github.com/hackforla/311-data?tab=readme-ov-file#quick-start)


<details><summary>Roster Required Fields</summary>
<p>


- Status: Active (required)
- Role: whatever name you'd like, but Fullstack Dev is good for consistency (required)
- Dashboard: M (I think it means member? required)
- email: required
- number/texting: optional
- Slack Name: required
- SlackID: required (click your slack picture > ellipses > copy member id)
- everything else: optional

<img src="https://github.com/hackforla/311-data/assets/6414668/45fc1596-ef3d-4aa5-a586-495e5eb1df58" width="254">

</p>
</details> 

Offboard

#### Offboard: YYYY-MM-DD <name>
- [ ] Remove from Google calendar invite
   - You need to log into the [email protected] account in order to remove the person from all future events
   - Choose to remove from "This and all following events"
   - Send the following cancelation message:
      - ``You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.``  
   - [ ] Wednesday All-Team meeting (ad-hoc)
- [ ] Google Drive
   - [ ] 311 Data (ie., project)  
      - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
     - [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
- [ ] Update team page on WIKI
  - [How to activate-inactivate team members from roster and wiki]
 

Resources/Instructions

• Developer Self Test
• Google Drive Link
• 311 Data Team Roster
• Check public and 2FA at people page
• GitHub Team URL
  • base (read)
  • write
• WIKI: https://github.com/hackforla/311-data/wiki
• 311-Data Issue tab
• 311-Data Team Meeting Agenda
• 311-Data Onboard & Offboard: Engineering

[ryanfchase]

Onboard 2023-09-20 Sophia Bui

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Share tokens and environment variables

[ryanfchase]

Onboard 2023-09-22 Yanting Luo

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [ ] GitHub
  • [x] Add to write team
  • [ ] Add to read team
  • [ ] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [ ] Train how to
  • [x] clone 311-Data repo
  • [ ] set up development environment (check environment, token access)

[ryanfchase]

Onboard 2023-09-24 Johnny Wu

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard 2023-09-27 Tamara Lazerka

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard 2023-09-27 Andre Abad

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard 2023-09-27 Nicole Grizzle ([email protected])

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [ ] Roster
  • [ ] Send link
  • [ ] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard 2023-10-18 Robert Schacht

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [ ] Roster
  • [ ] Send link
  • [ ] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [ ] Complete 311-Data repo Quickstart

[edwinjue]

Onboard 2023-10-18 Billy Phan

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[edwinjue]

Onboard 2023-10-18 Jakob Shavinski

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[edwinjue]

Onboard 2023-10-18 Romain Yvernes ([email protected])

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [ ] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [x] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[edwinjue]

Onboard 2023-10-18 Spencer Meredith ([email protected])

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [ ] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[edwinjue]

Onboard 2023-10-20 Jason Wong ([email protected])

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard Zeke Arany-Lucas 10-25-2023

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard Tracy N 11-29-2023

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [ ] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard Daniel Torres 1-31-2024

• [x] Slack channel membership
• [ ] Google Drive
  • [ ] Add to drive as Contributor
• [ ] Add to Google calendar invites
  • [ ] Wednesday All-Team meeting
• [ ] Roster
  • [ ] Send link
  • [ ] Team member adds themselves
  • [ ] Check for Public
• [ ] GitHub
  • [ ] Add to write team
  • [ ] Add to read team
  • [ ] Confirm that their name is on their Github
• [ ] Update team page on Wiki
  • How to activate-inactivate team members from roster and wiki
• [ ] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard: 2024-06-04 Andrew Aquino

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [x] Update team page on Wiki
• [x] Bookmark Engineering Agenda Issue
• [x] Visit Open Github Issues
• [x] Share Tokens and Environment Variables
• [x] Complete 311-Data repo Quickstart

[ryanfchase]

Onboard: 2024-06-04 Kelly Downes

• [x] Slack channel membership
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
  • [x] Check for Public
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
• [x] Bookmark Engineering Agenda Issue
• [x] Visit Open Github Issues
• [ ] Update team page on Wiki
• [x] Share Tokens and Environment Variables
• [x] Complete 311-Data repo Quickstart

Roster Required Fields

• Status: Active (required)
• Role: whatever name you'd like, but Fullstack Dev is good for consistency (required)
• Dashboard: M (I think it means member? required)
• email: required
• number/texting: optional
• Slack Name: required
• SlackID: required (click your slack picture > ellipses > copy member id)
• everything else: optional

[ryanfchase]

Onboard: 2024-06-06 Danielle Andrews

For Lead/PM:

• [x] Slack channel membership
  • [x] #311-data
  • [x] #311-data-engineering
• [x] Google Drive
  • [x] Add to drive as Contributor
• [x] Add to Google calendar invites
  • [x] Wednesday All-Team meeting
• [x] Roster
  • [x] Send link
  • [x] Team member adds themselves
• [x] GitHub
  • [x] Add to write team
  • [x] Add to read team
  • [x] Confirm that their name is on their Github
• [ ] Update team page on Wiki
• [x] Share Tokens and Environment Variables

For Member

• [x] Roster
  • [x] Follow "Roster Required Fields" below
• [x] Bookmark Engineering Agenda Issue
• [x] Visit Open Github Issues
• [x] Complete 311-Data repo Quickstart

Roster Required Fields

• Status: Active (required)
• Role: whatever name you'd like, but Fullstack Dev is good for consistency (required)
• Dashboard: M (I think it means member? required)
• email: required
• number/texting: optional
• Slack Name: required
• SlackID: required (click your slack picture > ellipses > copy member id)
• everything else: optional

[DrAcula27]

@ryanfchase what is the 311-Data repo Quickstart? Is there a link I can follow?

[ryanfchase]

@ryanfchase what is the 311-Data repo Quickstart? Is there a link I can follow?

We've just communicated on Slack, but I'll leave this here in case anyone else runs into the same issue. Also making this a link within the onboard template.

311-Data repo Quickstart

[ryanfchase]

Offboard: YYYY-MM-DD Daniel Torres

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Tracy N

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Jason Wong

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Zeke

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Spencer Meredith

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Romain Yvernes

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Jakob Shavinski

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Robert Schacht

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Nicole Grizzle

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]

[ryanfchase]

Offboard: YYYY-MM-DD Andre Abad

• [ ] Remove from Google calendar invite
  • You need to log into the [email protected] account in order to remove the person from all future events
  • Choose to remove from "This and all following events"
  • Send the following cancelation message:
    • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
  • [ ] Wednesday All-Team meeting (ad-hoc)
• [ ] Google Drive
  • [ ] 311 Data (ie., project)
    • [ ] demote to viewer
• [ ] Roster
  • [ ] mark as inactive
• [ ] GitHub
  • [ ] demote member to read only team and remove from write team
  • [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
• [ ] Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]