# Plan for a FUDCon: Highly limited. Hardly a template # Ankur Sinha # CC-by-SA unported # project start date macro start_date [2012-11-05] # project end date macro end_date [2014-06-30] # project name macro projectName [Fedora FUDCon] # region macro regionName [APAC] #project id macro projectId [researchMasters] project ${projectId} "${projectName}-${regionName}" ${start_date} - ${end_date} { timeformat "%d-%b-%Y" # Please select an appropriate timezone timezone "Australia/Sydney" # Setup scenarios scenario plan "Original Plan" { scenario actual "Actual" } # Limit working days workinghours sat,sun off # define now # now } # Holidays vacation "New Years" 2013-01-01 vacation "Good Friday" 2013-03-29 vacation "Easter Monday" 2013-04-01 # RESOURCES resource fpl "Fedora project leader" { email "fpl@fedoraproject.org" } resource regionalAmbassadors "Regional Ambassadors" { email "ambassadors@lists.fedoraproject.org" } resource commArch "Community Architecture" { email "commarch@fedoraproject.org" } resource famsco "FAmSCo" { email "famsco@fedoraproject.org" } resource leader "Mr. Event Owner" { email "mr-event-owner@fedoraproject.org" } resource localTeam "The local team" { managers leader resource volunteer1 "Mr. First volunteer" { email "mr-first-volunteer@fedoraproject.org" } # AND repeat! resource volunteer2 "Mr. Second volunteer" { email "mr-second-volunteer@fedoraproject.org" } resource volunteer3 "Mr. Second volunteer" { email "mr-second-volunteer@fedoraproject.org" } resource volunteer4 "Mr. Second volunteer" { email "mr-second-volunteer@fedoraproject.org" } resource volunteer5 "Mr. Second volunteer" { email "mr-second-volunteer@fedoraproject.org" } } # ACTUAL TASKS # TODO: Adjust the task lengths accordingly task ${projectId} "${projectName} $regionName" { # REMEMBER: Your main source of information on the bid process is the wiki: # https://fedoraproject.org/wiki/FUDCon_bid_process # Milestone task rfp "Initial RFP" { } task bid "Bidding for the event" { task cityInfo "Collect information about the city" { length 2w } # Please keep in mind the room capacity and cost estimation # Internet availability task venueInfo "Collect prospective venues" { task internet "Check and set up internet at venue if required" { length 1w } task roomCapacities "Check and allocate rooms" { length 1w } } task lodgingInfo "Collect prospective lodging locations" { task writtenRates "Get written quotes" { length 2w allocate volunteer2 } } task travelInfo "Collect various travel rates and distances" { depends !lodgingInfo # Flight rates, frequencies etc task international "Collect information on international travel - airports and such" { length 2w allocate volunteer1 } # Travel to and fro venue, lodging task local "Collect information on local travel" { task taxi "Collect information on taxis" { length 1w } task publicTransport "Collect information on public transport" { length 1w } } } task collectSurroundingInfo "Places and amenities around" { task restaurants "Places to eat around" { length 1w } task emergencies "Collect info on emergency services" { length 1w } task atms "Collect info on ATMS" { length 1w } task hardwareVendors "Collect information on hardware vendors" { length 1w } } task tentativeEventSchedule "Make a tentative schedule of the event" { length 1w allocate volunteer1, volunteer2 } task submitBid "Submit the mid" { length 1w } # Milestone task bidProcessComplete "Bid process completed" { depends !submitBid } } # Submission of bid and review time # Execute on FUDPub, hotel, location paperwork and sign deals. # Reserve specific space (rooms, etc.) at the location. # Set the fudcon email alias. See https://fedorahosted.org/fedora-infrastructure/ticket/3309#comment:3 task review "Review the bid" { depends !bid length 2w allocate regionalAmbassadors, commArch, famsco, fpl } # Just a milestone task decision "Decision" { depends !review task checkBidCompletions "Check if you have your requirements" { task roomSpace "Reserve specific room space" { length 1w } task mailAlias "Set up FUDCon email alias" { length 1w } task confirmPaperWork "Complete paperwork and sign deals" { length 2w } } } task planning "Planning" { depends !decision task webPresence "Set up web presence (wiki) for event" { length 1w } task assignRoles "Assign roles to team" { length 1w } task scheduleMeetings "Schedule future meetings with local team" { depends !assignRoles length 1w } task moveToPlanningML "Get all planners to fudcon planning ML" { depends !assignRoles length 1w } task predictRoughBudget "Predict a rough budget" { depends !scheduleMeetings length 2w } task announce "Announce fudcon to community" { depends !moveToPlanningML length 1w } task arrangeTransit "Arrange transit in city if applicable" { length 1w } task marketing "Marketing for the event" { depends !announce task marketingTeam "Get marketing team on the event" { length 1w } task startMarketing "Start marketing - lightweight" { depends !marketingTeam } task localAdvertising "Start local advertising" { depends !startMarketing } } task designing "Design tasks" { task contactTeam "Contact design team for shirts, banners" { length 1w } task makeCollateral "Design team works on collateral" { # shirts, signs, badges, banners depends !contactTeam length 4w } task makeNameTags "Make name tags for current registrants" { } } task food "Food" { task findCaterer "Find a food caterer" { length 2w } task orderFood "Order food for the FUDCon and FUDPub" { depends !findCaterer length 2w } task payForFood "Pay for food orders" { depends !orderFood length 1w } } task registrations "Registrations" { task setUpSystem "Set up registration system" { length 4w } task openRegistrations "Open registrations" { depends !setUpSystem } task hotelPairing "Open hotel pairing" { depends !openRegistrations } task cfp "Open CFP" { depends !openRegistrations } } task handouts "Handouts" { length 4w } task sponsorship "Sponsorships" { task openTickets "Ask folks to open tickets" { depends !!registrations } task sponsorshipPeriodEnds "Sponsorship Period Ends" { depends !openTickets } task scheduleSponsorshipMeetings "Schedule sponsorship meetings" { depends !sponsorshipPeriodEnds } task sponsorshipMeetings "Sponsorship meetings" { depends !scheduleSponsorshipMeetings length 2w } } # milestone task cutoffPeriod "Cut off period" { #start #date #end #date } task updateWiki "Update the wiki with current information" { depends !sponsorship length 1w } task orderSwag "Order swag" { length 2w depends !cutoffPeriod } task planFUDConEvents "Plan FUDCon events" { task planUserTrack "Plan user track" { length 4w } task barcamp "Barcamp" { task chooseBarcampLeader "Choose barcamp leader" { length 1w } task materialRequired "Make material required for barcamp" { length 2w } } task hackfests "Set up hackfests" { length 4w } } task preEventChecklist "Pre-event checklist" { depends !planFUDConEvents task updatesToAttendees "Send regular updates to attendees" { } task transitConfirmation "Confirm Transit" { } task confirmFood "Confirm food specially for vegan/vegetarians" { } } } task theEvent "THE FUDCON IS HERE" { depends !planning task postSigns "Post signs" { } task setUpPower "Set up power" { } task setUpWifi "Set up wifi" { } } } taskreport "FUDCon organization plan" { headline "${projectName} ${regionName}: Tasks and Milestones" formats html sorttasks tree columns name, start, end, duration, complete timeformat "%a %d-%b-%Y" loadunit days } taskreport "FUDCon organization gantt" { headline "${projectName} ${regionName}: Tasks and Milestones - gantt" formats html sorttasks tree columns name, chart {scale week width 700} timeformat "%a %d-%b-%Y" loadunit days } icalreport "Complete research plan ics" { }