CTI: PM Meeting Agenda

[DrIffathsultana]

Overview

This issue tracks the agenda for the Civic Tech Index PM meetings.

Weekly Agenda

Agenda for the week of June 23, 2021 Agenda for Week of June 30th, 2021 Agenda for the week of Jul 7th, 2021 Agenda for the week of Jul 14th, 2021 Agenda for the week of Jul 21st, 2021 Agenda for the week of Jul 28th 2021. Agenda for the week of Aug 04 2021 Agenda for the week of Aug 11th 2021 Agenda for the week of Aug 16th 2021 Agenda for the week of Aug 25th 2021 Agenda for the week of Sep 12th 2021 Agenda for the week of Sep 19th 2021

Resources/Instructions

CTI PM wed meeting Agenda CTI PM Meeting attending roster CTI Launch Plan Meeting minutes template

[connie-yu-dotcom]

Voting from the Jun, 17, 2021 meeting of all members, all members except 2 said NO to a meeting on Father's Day.

[DrIffathsultana]

Agenda for the Jun 23rd PM meeting.

• Discuss and prepare Launch plan # 650
• Maria and Iffath created a Draft plan for CTI Launch - To be reviewed by Olivia.
• Finalize the meeting time for Sunday's Team meeting.

[DrIffathsultana]

Agenda for the Jun 30th PM meeting.

• [x] Review launch plan draft.
• [x] @Olivia-Chiong, can you please share the Django link - To update faqs.
• [x] We need to update the Slackbot reminder for Monday’s team meeting on the CTI channel.
• [x] We need to update the Zoom Meeting link for Monday’s team meeting.
• [x] Decide - Should we have a meeting for July 5th(since it's a federal holiday and the team was curious). Yes/No
• [x] I have created a PM Team attendance roster and Meeting Minutes Template (To follow up discussions with dev/UI UX teams).
• [x] @Olivia-Chiong Need Admin rights to merge pull requests.

[DrIffathsultana]

Agenda for the Jul 7th PM meeting.

Project Updates:

• [x] The Zoom meeting link for Monday's CTI team meetings is the same as Thursday.
• [x] - Calendar invite - updated.
• [x] - Discussed upcoming Google Shared Drive migration process.
• [x] - Guide for the migration process
• [x] - Updated active/inactive team members in the roster

Issues to track:

• [x] - Follow up with VRMS - CTI meeting time update
• [x] - I have updated faqs on the Django database.#313

[DrIffathsultana]

Agenda for the Jul 14th PM meeting.

Project Updates: Launch Planning

• Define scope for Organizations page for a soft launch.
• Discussed best practices for QA testing
• Plan Bug bash - Test Plan Doc, Created a Bug template.
• Testing (manual, unit , functional) plan - Tools for test management, bug tracking, Automations

Important dates:

• Aug 1st week, Bug bash with CTI team
• Aug 2 nd week, Bug bash with Product managers COP.
• Aug 15TH MVP.

Issues to track:

• [x] Installation of the Google analytics-Done
• [x] Followed up with Cynthia and discussed On how to display links -Faqs on the Django database.#313 -Done

[DrIffathsultana]

Agenda for the Jul 21st PM meeting.

Project Updates

• PM meeting times have been updated at 1 pm every Wednesday. (Note: All PMs must make sure and reply to google meet calendar invite, yes/no. This helps to keep everyone informed of any changes to their schedule and saves time of others too)
• Bonnie will be joining the team every Monday and guide us thru user testing and other project issues.
• Discussed #19, CTI Tag Generator document.
• [ ] We need to create a communication style guide for the CTI project. ( might need help from UI/UX for this) Communication (style) Guide for Document Creation template/examples
• [ ] Migration of google drive.

[DrIffathsultana]

Agenda for the Jul 28 PM meeting.

Project Updates:

• [x] We need to review the User testing document and sign off.
• [x] Finalize the testing tool - https://www.uxtweak.com/website-usability-testing-tool

Issues to track :

• [x] Contact us page
• [x] https://github.com/civictechindex/CTI-website-frontend/issues/746

Discussion:

• Reviewed the user testing document with Bonnie
• Testing tool should be finalized by UI/UX team. (By using the tool we should be able to know who the users are and document all those changes.)
• Created Google form for contact us page - https://docs.google.com/forms/d/1pOgh_l-wcCwzsRSwG3DLewAmffA1sSVueDE9pSfm3V4/edit
• Sept 18 - our project will be participating in this event -National day of civic hacking

[DrIffathsultana]

Agenda for the Aug 04, 2021, PM meeting.

Project Updates:

• [ ] Review and plan next steps for the launch - #650
• Planning, process, Prioritize backlog
• [x] Quick retrospective with the team on Thursday..- Template, Miro
• [x] Bug Tracking with the team on Monday.- Discuss with PM’s
• [x] Post MVP planning.- Review and revise Onesheet.
• [ ] Need to work on Change management process- How do we track- Change requests, approvals, Inform and update, etc. Issues to track : Last step -Tag generator #746- Review with UI. User testing - #19

[mariastudnicka]

Agenda for the Aug 12, 2021, PM meeting.

Project Updates:

• [x] Review feedback from Bonnie:
  • Sizing of Issues
  • New team members
  • Tag Generator: Per Bonnie. "As the primary spokesperson/connector for Civic Tech Index inside the Code for America network I need the tag generator to work smoothly without explanation, so that people we introduce to it can share it with other people multiplying the effect.

Timing: we need a working version of the tag generator and to finish the brigade lead testing by the end of the month, because CfA / Democracy Lab and HfLA are going to run a workshop and publicity push with Brigade Leads to get them to tag their projects in time for the National Day of Civic Hacking on Sept 17th."

• [x] Assign New Issues from Prioritized backlog

[mariastudnicka]

Agenda for the Aug 16, 2021, PM meeting.

Project Updates:

• [x] Review feedback from Bonni: - Sizing of Issues Cont'd

Reminders/Best Practices: Work on one issue at a time, and the issue gets closed before being assigned another issue. (This is a thing for Hack for LA, something I am learning about. Stay tuned for more info.) We’re using a fibonacci point system now. All issues should have a size label. We want issues to be 1-pointers where possible. For instance, if we can, we will create two 1-point issues instead of one 2-point issue. For larger tasks that are not 1-pointers, expect to have more updates and communication than previously. If you experience delays for any reason (personal, technical, it doesn’t matter), you might be asked to push your work to a branch and hand it off to another dev. Timing:

TAG GENERATOR we need a working version of the tag generator and to finish the brigade lead testing by the end of the month, because CfA / Democracy Lab and HfLA are going to run a workshop and publicity push with Brigade Leads to get them to tag their projects in time for the National Day of Civic Hacking on Sept 17th."

• [ ] Assign New Issues from Prioritized backlog

[DrIffathsultana]

Agenda for the Aug 25th, 2021, PM meeting.

Usability Test session - COP PM Meeting 6 -7 pm

• CTI Tag Generator Test Planning FINAL document
• User feedback form - CTI Tag Generator Usability
• User Testing Tag Generator Sign Up Sheet

Project Updates:

830, #814

Reschedule CTI Wed PM meeting times

[DrIffathsultana]

Project Updates:

Discussed Miro board insights and recommendations/issues. Bonnie’s feedback - Features that need to be fixed before launch. Some of which are the following:

• [ ] Overview submenu to be converted into interactive slide deck instead of video.
• [ ] Updating ‘Support The Index’ text to ‘Radical collaboration’.
• [ ] Evaluate adding org functionality (backend solution vs workaround) then implementing path of least resistance.
• [ ] Think of a solution that is low effort and high impact. Prioritize low effort level issues first and gear towards launch and iterate on the features later.

CTI PM meeting times updates:

• Stakeholder(Bonnie) - weekly check-in - Sunday from 9 am to 9.55 am
• PM’s - weekly check-in - Sunday at 10 am to 11 am

Issues to track : #836

[DrIffathsultana]

Adding the message here which Kevin posted on slack to keep everyone updated.

Stakeholder meeting review on Sept 19th, 2021.

Discussed recruiting efforts for this project since we needed backend support. Here's the issue Bonnie created for that and it also serves as a template on how she wants future recruiting efforts to be done. https://github.com/civictechindex/CTI-website-frontend/issues/869

869 Team Recruitment efforts

Overview We need to have a viable recruitment strategy so that we always have a full team working on the project. Action Items Recurring Action items ☐ Document all of the recruiting platforms, including requirements ☐ location ☐ rules ☐ Instructions for how to post there ☐ Document all current recruitment posts on various platforms ☐ Annotate issue with posts filled ☐ Annotate issues when making posts to keep history up to date ☐ Write template language that can be used so that its easy for new PMS to know what to post One time action items ☐ Reach out to Olivia and ask her to let us know the steps for posting on democracy lab, including what emails are tied to the account, where passwords are, etc. And document here Resources/Instructions Places to post • Internal • List of all the communities of practice • Engineering • HfLA engineering Community of Practice open roles board • Instructions/rules • HfLA Engineering Community of Practice SLACK channel • Instructions: link your post to the open role on the CoP board. Do not post here for a position that is not tied to the board. • External • Democracy lab • Instructions Current posts Backend engineer

[chalimar]

Stakeholder meeting review for Oct. 3, 2021.

Site launch is aimed for Oct. 12/13. CTI team to create presentation for CfA lightning talk about the website.

Our priorities for site launch listed below:

Kevin/Levi

• Levi - how many searches for topic tags are made per year

• Kevin - index contributors check is not working. Create an issue to have live search of GitHub repos for orgs and identify civictechindex tagged projects

  • db to be reviewed and up to date
  • code for sloan to be swapped with civic software foundation

• Levi - search results

  • affiliation topic tags should work
  • react sample
  • search should only search topic tags instead of description

• Levi - Product to check how many unique organizations are in civictechindex on GitHub

  • after devs develop fix, check numbers that against it - should match CTI organizations count
  • identify which will be displayed on home page
  • check home page partners are using CTI tag
  • remove code for america off home page

• Kevin - Civic Tech Partners (Home Menu)

  • update this to Index Contributors
  • footer, header, sitemap to be updated - discuss with Chali for details

Bonnie

• reach out to Geo regarding taxonomy link in brigade
• reach out to ED of code for KC to add CTI tags to their projects

Chali

• Levi - How to Add your Project section should have a summary before the instructions

  • describe context and suggested tax
  • text from Bonnie: “Your project is added to civictechindex when you add the topic tag: civictechindex. We recommend the following other tags: affiliation, subject area”
  • obtain GitHub topic tag description and tweak for CTI

• Kevin - Presentation on 10/12

  • update with new screenshots
  • clean up personas
  • send to Olivia/Bonnie before our next meeting to then work on script for presentation

• New Favicon

• Update Tag Generator

  • Create MVP version of single page process and share with Nandana (just boxes with context and step labels for MVP purposes)