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[[_TOC_]]
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The following version of this process, v1.0, approved by the Oniro WG Steering Committee meeting is [id=78298d671ed7ce6af1ef393933dc9d88bda2c65e](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/oniro-wg-committees/sc-wg-oniro/pipeline-oniro/-/wikis/home?version_id=78298d671ed7ce6af1ef393933dc9d88bda2c65e)
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A summary of the below process can be found in [this infographic](../uploads/1dab6f06be942ed795f894d4f02ed212/oniro-prospect-pipeline-management-process-20220210.pdf).
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The below document is the Oniro WG Prospects Pipeline Management Process v1.0.2
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## Prospect Pipeline Management process and the EF legal framework
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The goal of this process is to manage the prospect's pipeline. At Oniro, we do so in compliance with the following policies:
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* [GDPR](https://gdpr-info.eu/)
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* Eclipse Foundation [By-Laws](https://www.eclipse.org/org/documents/eclipse-foundation-be-bylaws-en.pdf)
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* Eclipse [Antitrust Compliance](https://www.eclipse.org/org/documents/Eclipse_Antitrust_Policy.pdf) Policy
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* Community [Code of Conduct](https://www.eclipse.org/org/documents/Community_Code_of_Conduct.php)
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* Eclipse Foundation [Communication Guidelines](https://www.eclipse.org/org/documents/communication-channel-guidelines/)
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* Eclipse Foundation [Membership Agreement](https://www.eclipse.org/org/documents/eclipse-foundation-membership-agreement.pdf)
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* Eclipse Foundation [Intellectual Property policy](https://www.eclipse.org/org/documents/eclipse-foundation-membership-agreement.pdf)
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## Prospect Pipeline Management process goals
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The current process has been designed having the following goals in mind:
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* Collaboration among a restricted group:
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* By default, only the SC Members have access to the pipeline management. Under request by the SC, other representatives can access to it. As an exceptional case, we will allow a handful of additional people from the SC Members to accesses too.
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* Every people with access have similar rights. We will determine a subset of people that can approve MR (one per SC member and several from the EF related with Oniro).
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* Simplicity:
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* We have taken a step further compared to tracking the prospect's pipeline through a simple spreadsheet.
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* Still, we believe this process is fairly simple.
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* Extensibility:
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* The current processes can be adapted to meet more complexity.
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* Scalability
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* This process and the visualizations scale better than spreadsheets.
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* Other
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* With this process, we prevent the need to use Google Sheets, which was a request from Members.
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* This is the first time at EF that we manage the pipeline this way so the process and its efficiency will be watched closely to evaluate its efficiency (learning).
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## Definitions
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* Prospect: a company representative that have:
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* Demonstrated interest in Oniro.
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* Has provided explicit consent in being approached in relation with becoming EF and/or Oniro Member.
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Prospect is also the tag used to define the first stage of the prospect pipeline management process (check the labels section).
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This process is designed to manage prospects. Prior to that, contacts will be treated as leads and are not a subject of this process.
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## Who can access and manage this information
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The information will be managed through a dedicated private repository under the Oniro Steering Committee Gitlab subgroup.
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The proposal is that the following people can have access and manage the prospects' pipeline through that repository:
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* SC Members representatives and alternates. This is the default at EF.
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* Oniro Funding members. Given the unanimity among Funding Members to actively collaborate on this action (bringing new members to Oniro), their representatives and alternates will participate too.
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* As an extraordinary measure, and given the amount of information to be managed and the impossibility for the Oniro Program Manager to provide the needed support and still perform the rest of hiss duties, a reduced number of employees from SC members will have access and participate directly in this common effort.
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* This group of people together with the Oniro PgM will be referred ass PPM (Prospects Pipeline Management) Team
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* Initially the SC appointed members for this team will be:
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* 2 people appointed by each Strategic Member
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* 1 Person by each Gold Member with presence at the Oniro SC
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* 1 Person by each Silver Member with presence at the Oniro SC
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The second and third points will be, in any case, approved/ratified by the Oniro WG SC once elected, in a few weeks.
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The prospect pipeline management efforts will be coordinated by Oniro Program Manager.
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### Input
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The input to the prospect pipeline will come from:
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* Eclipse Foundation through the Oniro Program Manager
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* Oniro Member representatives:
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* Directly during the Oniro prospects pipeline management meeting.
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* Communicated to the Oniro Program Manager during 1:1 meetings. Then the PgM will include it in the documentation
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* Oniro prospect management team, formed by the designated people from Oniro SC Members.
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Transfer of prospects representatives from the Oniro lead (single point of contact for that prospect) to EF
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At the _Qualified_ stage, the lead representative from Oniro WG for that prospect will provide the necessary information to Oniro PgM to manage the contact from that point. The lead will also introduce the prospect representative to the Oniro PgM.
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From that moment on, EF will hold the responsibility of advancing the prospect through the pipeline, providing information about progress to the former Oniro lead so this person can act when required by the Oniro PgM.
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### Output
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The following people will be entitled to manage the conversations with prospects on behalf of Oniro WG:
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* Oniro SC Members representatives
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* EF staff related with business development activities as well as Oniro PgM.
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* Oniro Member representatives other than Oniro WG SC members.
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* The representation of this group will be ratified by the Oniro WG SC.
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### Reports
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The dashboards on this repository will be used as reporting tool, specially during the Oniro Prospects pipeline management meeting.
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The following dashboards will be considered at first:
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* [Pipeline](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/boards/1202): this is the dashboard that will provide information about in which stage of the pipeline process is any specific company and any given time.
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* [EF-focus](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/boards/1205?milestone_title=2022Q1): this is the dashboard that focus on those organizations that are in the final stages of the process, under the responsibility of the EF.
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* [Priority](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/boards/1204): dashboard to summarise the organizations and actions that require the most attention (priority).
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* [Workflow](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/boards/1203): dashboard that tracks the organizations and actions that are planned vs those that we are acting upon and those that are considered done. In order to move a ticket from done to close a review from the Oniro PgM is required.
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* [Milestones](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/boards/1206): dashboard that allows to visualise the organizations structured quarterly so it helps to focus the attention on shorter term goals.
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### Meetings
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#### The Oniro WG prospects pipeline meeting series
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This is a bi-weekly meeting where all Oniro Members representatives involved in the output activities meet to:
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* Discuss the report provided by the Oniro PgM
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* Evaluate the state of the pipeline.
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* Provide input on new or existing prospects
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* Discuss and evaluate actions and targets
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The structure (agenda) of the meeting is:
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* Ef-focus - Oniro PgM 5 min
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* Priority prospects - all 5 min
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* Prospects pipeline - all 10 min
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* New prospects - Oniro PgM 5 min
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* Promising leads - PPM Team 5 min
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* Next Iteration targets - all 10 min
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* AOB 5 min
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Prospects pipeline management is an attribution of the Oniro WG SC. Member representatives of the Oniro WC are invited by default. In addition, as proposed (will need approval from the Oniro SC), the rest of the Funding Member Representatives will be invited. From the Eclipse Foundation, the EF Oniro Team as well as the Vice President, Ecosystem Development at Eclipse Foundation will participate in these meetings.
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#### The Oniro WG prospects pipeline management (PPM) team meeting
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This is a bi-weekly meeting (any other week) where the PPM team will introduce the new information in the system, process the existing information and provide input for the PgM report.
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Oniro WG PPM team
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* @toscalix from EF coordinating the efforts
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* Chiara DelFabbro from Huawei (Strategic)
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* Sebastian Serewas from Huawei (Strategic)
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* Barbara Vecchi, from SECO, appointed by Array (Silver)
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## Prospects pipeline management process: structure
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### Labels
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The goal is to define the bare minimums set of [labels](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/labels) and add additional ones only when it is an absolute necessity. Adding labels, ass well ass additional structure, add management effort not just to managers but especially to users.
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The following scales have been defined through labels:
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* Pipeline (workflow)
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* EF Membership
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* Priority
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* Task Workflow
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Besides these scales (labels), there are two states that Gitlab includes by default:
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* Open: tickets with no labels will be in the open category. It works for any of the scales.
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* Close: action/task finished and checked.
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### Pipeline scale
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These are the different stages of the pipeline scale, described through [labels](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/labels):
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* Onboarded
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* The onboarding process of the new Oniro Member has finalised.
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* 6.- Joined: 100%
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* Participation agreement signed, submitted to Eclipse Foundation and processed.
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* The Oniro PgM is notified that the EF and/or Membership process has been completed.
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* 5.- Committed: 75%
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* The right contact confirms that the Oniro Participation Agreement is in the process of being signed.
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* Confirmation that the information required at the Member portal is being added.
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* 4.- Qualified: 60%
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* Oniro WG Participation Agreement has been delivered to the right contact.
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* If the organization should join EF, they have been put in contact with the Membership dept at EF or provided a walk-through the Member portal.
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* 3.- Interested: 40%
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* The right contact confirms interest in joining Oniro.
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* Conversation about the areas where the organization is interested in contributing has taken place.
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* 2.- Contacted: 25%
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* Structured content about EF and/or Oniro has been provided, including costs.
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* The right contact shows interest in evaluating the information to consider joining EF and/or Oniro.
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* 1.- Prospect: 10%
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* We have the right contact, that is, the decision maker or the influencer.
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* A conversation with the right contact about Oniro has taken place.
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* The right contact agrees in moving further with another conversation about Oniro.
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* Not-interested: the organization is not interested in joining Oniro in the coming months.
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### EF Membership
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[Labels](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/labels) to determine if the organization is an Eclipse Foundation member
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* EF-member: this organization is already an EF Member
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* Strategic: targetting to become a Strategic member
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* Gold: targetting to become a Gold member
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* Silver: targetting to become a Silver member
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* Guest: targetting to become a Guest member
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### Priority scale
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This scale ([labels](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/labels)) helps to define the priority for any given organization:
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* Critical: critical. The prospect requires immediate attention.
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* Urgent: urgent. The prospect requires close attention. The Commit prospects fall in this category.
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* Important: important or relevant. The prospect requires attention. The Upside prospects fall in this category
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* Moderate-low: moderate or low. The prospect requires the regular/normal attention at the moment.
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### Task workflow
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Workflow scale ([labels](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/labels)) applied to organizations and actions:
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* Open (no workflow label): organization or action where there is no short term plan to act upon.
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* Todo: To Do / planned and agreed.
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* In progress: task or action in execution.
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* Done: done or finished. The DoD has been achieved but not checked.
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* Close: applied to an issue that is done and reviewed by the Oniro PgM.
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### Iterations
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In addition to the above scales, iterations has been defined to structure the year in quarters to help focussing our efforts and provide a quarterly overview. Gitlab [milestones](https://gitlab.eclipse.org/eclipse-wg/oniro-wg/sc-wg-oniro/pipeline-oniro/-/milestones) has been used for this purpose:
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* 2022Q1
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* 2022Q2
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* 2022Q3
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* 2022Q4
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### Milestones
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Given the relevance that the events have in contacting with prospects face to face, we structure the year in milestones corresponding to events. We do this because we can manage lists of companies we want to talk to.
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## EF Membership fees
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* [Generic EF Membership table](https://www.eclipse.org/membership/#tab-fees)
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* [Oniro Membership fees table](https://www.eclipse.org/org/workinggroups/wgpa/oniro-working-group-participation-agreement.pdf)
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| EF Membership fees | Max | Min |
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|:-----------------------------|:-------------:|:------------:|
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| Strategic | €300,000.00 | €25,000.00 |
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| Gold | €100,000.00 | €15,000.00 |
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| Silver | €30,000.00 | €2,500.00 |
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| Participant | €20,000.00 | €1,000.00 |
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| Guest | €0.00 | €0.00 | |
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\ No newline at end of file |