Handbook/Induction

From Open Knowledge Foundation

Contents 1 OKFN Starter's Guide 2 Accounts to set up 2.1 Emails and Aliases 2.2 Wordpress 2.2.1 Inductor: Adding user to OKFN.org 2.2.2 Inductor: Adding user to another Multi-site site 2.2.3 You: All you need to know about Notebook 2.3 Core 2.4 Contact & task management systems 2.4.1 Task Management: Trac 2.4.2 Contact Management: Highrise 2.5 Storage 2.6 Mailing Lists 2.7 Social networking/chat sites 2.7.1 Skype 2.7.2 IRC 2.8 Billing 3 See Also 3.1 Publicise your existence 3.2 Start finding stuff out! 3.3 Things you will need

OKFN Starter's Guide

Accounts to set up

Emails and Aliases

• Set up email address
  • You Set up a new gmail account (e.g. okfn.[first.last])
  • Inductor Set up @okfn.org email address (see http://trac.okfn.org/wiki/EmailService#Addingauser), get okfn.org mail pointed to new gmail account.
  • You Set up @okfn.org as a gmail alias (account settings > personal settings > email addresses)
  • You Make @okfn.org the default address for sending mail (options > mail settings > accounts and import > send mail as)
  • You Add an email signature (options > mail settings > general > signature).
  • Inductor Ask someone to share the team and public calendars with you. Information that is likely to affect your availability at work (e.g. travelling/attending a conference) should be added to the team calendar.
• Inductor - add to staff@ and if relevant, add person to team alias, info@ alias

Wordpress

• You Create an okfn.org profile. http://okfn.org/register
• You Give the person setting up your account your username on okfn.org
• Inductor give the correct permissions on OKFN multisite and any other relevant blogs

Inductor: Adding user to OKFN.org

• Go into okfn.org/wp-admin
• > Users
• > Add New
• > In the "Add existing user: field, enter the person's username on the OKF site.
• > Role = Administrator for core team. Contributor for guest posters.

Inductor: Adding user to another Multi-site site

Besides okfn.org, all core team members should be added to at least notebook.okfn.org and the projects to which they are related.

• Go into okfn.org/wp-admin (or the wp-admin section of any of the other sites)
• In the top right hand corner, you should see a message with sth like Howdy, [Your Name] With a dropdown menu.
• > Select Network Admin
• > In the left hand column - Click Sites.
• > Select edit on the site you want to add people to
• > Select users tab
• > Scroll down to below the list of users
• > In the "Add existing user: field, enter the person's username on the OKF site.
• > Role = Administrator for core team. Contributor for guest posters.

You: All you need to know about Notebook

• You will need to use your Wordpress log-in to write your weekly Notebook post. See rules for coord meetings for instructions on how to write a post and what you should include.
• Notebook is also the place we use for our casual brain dumps and musings - if you have something that is relevant to opendata, but not necessarily blog.okfn.org ready - this is where it goes!

Core

• You Get a Gravatar
  • You Update your bio on okfn.org (please include days you will be working) and profile picture.
  • Inductor Upload a headshot (plus a square version of the picture) to the Headshots set on Flickr
  • You Add yourself to the team page of the OKFN site. Note: For images, please link from a static image on Flickr (In Photostream: Right click > View appropriate size > Right click again > View Image in New Tab > Grab this link > go back to WordPress > Insert Image from URL > Paste)

Contact & task management systems

Task Management: Trac

• You trac.okfn.org - make sure to set up email alerts. See note below before doing this.
  • Suggested name format [firstnamesecondname] - important because this allows people to find you.
  • Inductor give TRAC_ADMIN privileges (on trac go to admin > permissions > subject : username, action: TRAC_ADMIN).
  • You read about how to use Trac here: http://trac.okfn.org/wiki/TracService

Contact Management: Highrise

• Inductor give an account in Highrise (Highrise > Settings > Users > Add new user).
• NB: Highrise contains some personal information. See the Sites and Accounts page for guidelines on who should be granted access.
  • You Add your contact details (mobile, email, twitter etc.)to Highrise. You will need to add yourself as a contact - search for yourself and create a new entry if you don't exist!
  • You Tag yourself with the correct ones of the below tags (multiple if relevant)
    • team:core (this means that you work on core OKFN things, not just projects)
    • team:coder
    • team:community
    • team:foundation-coordination
    • team:project-coordination
    • team:sysadmin
    • PLUS project:[insert project name here] for any projects you are working on
    • any other relevant tags such as location

For more information on how to use Highrise, please see the tools page

Storage

• Inductor OKF dropbox (may soon move away from using)
• Inductor Bitbucket repo (for media/ assets storage)
• Inductor Share the relevant GDocs collections

Mailing Lists

• You with advice from Inductor Join necessary mailing lists. Remember to sign up with your okfn.org address otherwise emails will bounce. Suggestions for key lists below.
  • okfn-discuss, okfn-help
  • any additional ones allocated to you on the mailing list pages
  • pre-established / developing chapter lists
  • local lists
  • project coord list
  • main event lists
• Inductor (If relevant) give administrative access to the mailing lists

Social networking/chat sites

• Set up a Twitter account for yourself.
  • Note: Make sure to include @OKFN in your description of yourself - this will make it easier for people to find you!

For more info on other accounts held by the OKF and advice on which accounts it would be useful to follow, see: http://wiki.okfn.org/Contact/Outreach#Twitter

Skype

• We currently use Skype for all conference calls. If you know of an open source alternative that works, please do let us know!

IRC

• Instant Messenger
• Find a client that suits you e.g. MIRC or Colloquy for Mac users, Pidgin for PCs. Use this to connect to the irc.oftc.net channel.
• The general room for OKF stuff is #okfn, but there are also rooms for specific projects.

Billing

• Inductor Set up on Xero

For information on how to invoice and filling in timesheets, see Working at the OKFN.

See Also

• Sites, Tools and Accounts

Publicise your existence

• Make sure you are added to the People page of this wiki and listed under any relevant projects
• Write a brief introductory email to okfn-discuss (cross post with other relevant mailing lists is necessary)

Start finding stuff out!

• Find out when the relevant meetings are. You should be aware of when the weekly coordination-meeting is even if you don't have to attend! Send an email to team [@] okfn.org if you're not sure.
• Familiarise yourself with the various sites and accounts we use (see http://wiki.okfn.org/Handbook/Sites_and_Accounts for a list and brief explanation).

Things you will need

• Get an etherpad (see: http://wiki.okfn.org/Technical#Setting_up_an_OKFN_etherpad)
• (If relevant) - talk to Naomi about business cards

Useful Reading:

• People (http://wiki.okfn.org/People)
• Rules (http://wiki.okfn.org/Rules)
• Community Roles (http://wiki.okfn.org/Community_Roles)
• Working at the OKF (http://wiki.okfn.org/Handbook/Working_at_the_OKF)
• Recommended Reading (http://wiki.okfn.org/Handbook/Recommended_Reading)
• MarkDown syntax