EA: PM-Org Meeting Agenda

[thomasdemoner]

This issue tracks the running agenda for the PM-Org Meetings

# [YEAR-MO-DAY] Agenda and Notes

### Prework
- [ ] Issue for audit Weekly Audit of labels and milestones #318

### Roll Call

### Recurring items: 
 - [ ] Review any issues that are in the [new issue approval column](https://github.com/hackforla/expunge-assist/projects/1#column-15701398)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/internship/issues/assigned/ExperimentsInHonesty)
       - [ ] [Analicia](https://github.com/hackforla/expunge-assist/issues/assigned/amejiamesinas) 
       - [ ] [Emma](https://github.com/hackforla/expunge-assist/issues/assigned/emmathrash) 
       - [ ] [Vanessa](https://github.com/hackforla/expunge-assist/issues/assigned/vanessaavviles)
       - [ ] [Maria](https://github.com/hackforla/expunge-assist/issues/assigned/mariaweissman) 
- [ ] finish adding labels to the issue that are still missing them (see audit links above)

### New Meeting Items
- [ ] Carry over to next week anything we didn't get covered this week
   - [ ] Make next meeting's agenda

### FYI

### Notes from Meeting

### Task Items

### Items for next meeting's agenda

[thomasdemoner]

18 November 2021 Agenda:

Add your items below!

• [x] Evaluate [this] agenda issue is formidable.

Extra Notes:

• Below?

[ExperimentsInHonesty]

Agenda for 12/16/21

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [ ] Tom
    • [ ] Yumeng
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Action items

• Brandon and Tom will talk about responsibility for label issue #318
• Brandon will make an agenda issue for the development team which has the same type of Accountability and Support check as above.
• Brandon will coordinate with the other PMs about when to have the meeting currently scheduled for 12-23 and email bonnie some options bonnie@hackforla.org

Notes:

• Brandon met with Durham Brigade and their project "license recovery" indicated they would reach out to the city to ask them if they want the tool we are developing.
• Bonnie left notes for Lori and Sam on an issue #366
• Bonnie asked Yumeng for an update on #325

[ExperimentsInHonesty]

Agenda for 12/30/21

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [ ] Tom
    • [ ] Yumeng
  • [x] finish adding labels to the issue that are still missing them (see audit links above)

Update (i.e., how did it go?)

• Brandon and Tom will talk about responsibility for label issue #318
• Brandon will make an agenda issue for the development team which has the same type of Accountability and Support check as above.
• Did I get a response? to
  • Bonnie left notes for Lori and Sam on an issue #366
  • Bonnie asked Yumeng for an update on #325

Task Items

• [ ] Bonnie to review current state of labels and make weekly label audit issue

[Andan-Eddy]

• [ ] we should clear "new issue waiting for approval" every week
• [ ] No assignment of issue until out of "new issue waiting for approval"
• [ ] Discussion of Milestones (examples: hackforla website, internship)
  • [ ] Roadmap on how to create milestones: (internship) https://github.com/hackforla/internship/issues/54
  • [ ] Roadmap on how to create milestones: (community-survey) https://github.com/hackforla/open-community-survey/issues/43
• [ ] Quick audit of label
  • [ ] add issues to project board
• [ ] Final review of team meeting time
• [ ] Discussion of posting for Dev positions- (got 1 15 yr old from India)- still looking for a team lead

[Andan-Eddy]

Agenda for 01/06/22

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [x] Andan
    • [ ] Tom
    • [ ] Yumeng
  • [x] finish adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] introduce new incoming PMs
• [ ] update on Partnership outreach

Notes from meeting

• We talked about stakeholder meeting for friday
• lettuce meet
• added Val to the 1password account
• added Bridget to github, waiting for her to accept

Task items

• Brandon will setup https://lettucemeet.com/ to get time for an all team meeting

[thomasdemoner]

01/13/22 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

• Jessica
• Valeriya
• Bridget
• Tom
• Bonnie

Recurring items:

• [x] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [x] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [x] Tom
    • [ ] Jessica
    • [ ] Valeriya
    • [ ] Bridget
  • [x] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

We need to

Task Items

Items for next weeks agenda

Discuss the how to know if you need more people and how to track it

[ExperimentsInHonesty]

2022-01-20 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [x] review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [x] Brandon
    • [x] Andan
    • [ ] Tom
    • [ ] Jessica
    • [x] Valeriya
    • [ ] Bridget
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [x] Make next weeks agenda

FYI

• North Carolina, Durham Brigade says that NC does not use statements
• dev is coming along, product mvp seems less glitchy

Notes from Meeting

• Link to add people to the github expunge assist write team
  • prereq
  • they provided gmail
  • got added to the new google drive
  • added themselves to the roster
• Re NC not needing the tool. Bonnie brought up their product (automation for data entry) could be a future product partnership for Expunge Assist and future feature if our stakeholders are interested and its feasible for us.
• Talked about how to recruit for new team members and provided links
  • How to post a volunteer opportunity on UI/UX
  • previous posting on same board

Task Items

• [ ] Brandon is going to put together notes on what NC Brigade does for potential future products
• [ ] UX will add to wherever there are storing notes about what questions to ask during usability testing of our product, this question to be asked
  • would a tool that does X automation for forms/records be useful to you (ie create a national automation product)
• [ ] Bonnie will fix the audit issue so that it has a checklist. See this issue as the example from another project https://github.com/hackforla/food-oasis/issues/1119
• [x] Valeriya or Jessica will make an issue for Conduct background research about which states require a declaration letter to file an expungement petition

Items for next weeks agenda

• [ ] UXR: research plan for usability testing and interviews with stakeholders
• [ ] UXR: content writing for HfLA discussion

[Andan-Eddy]

Bonnie mentions future products for Expunge Assist can work on. Put together notes on what NC Brigade does for potential future products

• what a tool that does X be good for you (ie create a national automation product)

[ValeriyaMetla]

• Conduct background research about which states require a declaration letter to file an expungement petition

[ExperimentsInHonesty]

please add this to the next agenda

• [ ] update this card with the logo and brief description of the project (see other card, for how its done)
  • [ ] https://github.com/hackforla/product-management/projects/8#card-75413379
  • [ ] https://github.com/hackforla/engineering/projects/2#card-61082123

[thomasdemoner]

2022-01-27 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [ ] Tom
    • [ ] Jessica
    • [ ] Valeriya
    • [ ] Bridget
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] UXR: research plan for usability testing and interviews with stakeholders
• [ ] UXR: content writing for HfLA discussion
• [x] update this card with the logo and
• [ ] brief description of the project see GreenEarthOS for description, for how its done)
  • [x] https://github.com/hackforla/product-management/projects/8#card-75413379
  • [ ] https://github.com/hackforla/engineering/projects/2#card-61082123
• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

• Research team uploaded ad to Github to recruit researchers; Val and Jess have been meeting with interested Hack for LA members who want to join the team

Notes from Meeting

Task Items

Items for next weeks agenda

[jessicaherling]

This issue tracks the running agenda for the PM-Org Weekly Meetings

[2/3/22] Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [x] Andan
    • [ ] Tom
    • [ ] Jessica
    • [ ] Valeriya
    • [ ] Bridget
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [x] UXR: content writing for HfLA discussion
• [ ]
  • [ ]

FYI

• Research team uploaded ad to Github to recruit researchers; Val and Jess have continued to meet with interested Hack for LA members who want to join the team
• UXR: research team working on plan for interviews and usability testing with stakeholders (multi-pronged approach)

Notes from Meeting

Bonnie mentions- having the first 7 days of no meetings. Team leads can meet but no meetings otherwise.

Bonnie talks about her plans for the PM community of practice- she will make mini guides. Also, PMs talking about what is and isn't working.

Brandon/ Val- says he's starting a new job so they can't come to the day meetings any more. Brandon mentions changing the meeting time

Val - we are recruiting UX content writers- Sam wants to create a community of practice- and wants to meet with designers and maybe come to PM meetings.

Bonnie wants UX content writers to continue to meet with Research but have breakout rooms during the meeting. She says her and Zoe (Hack4LA content writer) decided that they should create the content writer board and job description.

Bonnie discusses new issue waiting to approval column and organizing research issues

Tom- asks about label numbers - Bonnie she will clean up label issue

Task Items

Bonnie changes meeting to Thur. at 4p PST and 7p EST

Andan- create an issue fixing github "Teams" https://github.com/orgs/hackforla/teams?query=expung

Bonnie discusses a setting up a meeting to meet with Val and Jessica to organize the research issues.

Items for next weeks agenda

[thomasdemoner]

This issue tracks the running agenda for the PM-Org Weekly Meetings

[2/10/22] Agenda and Notes

Prework

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [x] Andan
    • [ ] Tom
    • [ ] Jessica
    • [ ] Valeriya
    • [ ] Bridget
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
  • [ ]

FYI

Notes from Meeting

• need to keep an eye on the slack channel for those interested in joining the project, and get back to them asap.
• bonnie asks to set up meeting with daniel if he still wants exception to onboard devs who cannot pass prereqs. any weekday before 6pm or weekend. Doesn't recommend these onboards though, generally, as they usually become bottlenecks.
• bonnie suggests just deleting main branch and renaming default to main.
• Gave daniel admin permissions to do this himself
• bonnie gives this link (https://github.com/hackforla/product-management/wiki/Onboard-Offboard) with instructions for our team to make issues for onboarding and offboarding issues for each team in the project.

Task Items

Items for next weeks agenda

[ExperimentsInHonesty]

2022-02-17 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [ ] Tom
    • [ ] Jessica
    • [ ] Valeriya
    • [ ] Bridget
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

Task Items

Items for next weeks agenda

[Andan-Eddy]

2022-03-10 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Brandon
    • [ ] Andan
    • [ ] Tom
    • [ ] Valeriya
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [x] Discuss possible future uses for personal statement generators for design to work on (but research would need to review this path): Andan mentioned gang injunctions and child custody

• [x] Ask Bonnie to give current example of design system- as next assignments for design to create uniformity for project: Civic tech index, Hack 4 LA website and design systems

• [ ] Thomas:

  • [x] Confirm off-boarding for Andan, Brandon, and Jess
  • [x] Go over how to setup/edit zoom meetings with Brandon
  • [ ] Bring up possible new tabs for the kanban, for recurring items / agendas
  • [x] Bring up the Miro account to Bonnie. It's registered under expunge assist (with the old email), but not in use and titled 311-data. Maybe delete.
  • [x] Go over all the places containing the meeting times, ex.: HfLA website, to make an onboarding type item so we keep them all in sync.
  • [x] Question: can we also have an open role post for a Design team PM, in the Design open roles page?

• [ ] Carry over to next week anything we didn't get covered this week

  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• regarding Andans design systems issue about how the product could addr.ess different audiences and needs, (HfLA website, Civic Tech index, Design Systems) Bonnie will provide links.
• Regarding the question of having a PM open role in the Design roles board, should not do that and wouldn't be helpful either way.
• Regarding Thomas' issue for updating the meeting times across all channels: need to change them on the HfLA website using the VRMS link below (found on the HfLA website updates issue); also need to keep them up to date on the Expunge Assist github page, and then go into all our open roles postings and just link people (the issues) to one of these two to see the meeting times.

Task Items

• [ ] Thomas needs to finish the process of copying the Miro boards to the new account, so the old one can be deleted.
• [x] Thomas will remove Brandon from the Zoom vault table and add his.

Items for next weeks agenda

[thomasdemoner]

https://www.hackforla.org/projects/expunge-assist

HackforLA website updates

VRMS Add/edit team meeting time template issue

[thomasdemoner]

2022-03-17 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [x] Brandon
    • [x] Andan
    • [x] Tom
    • [ ] Valeriya
    • [ ] Mahmoud
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)
  • [ ]

New Meeting Items

• [x] Thomas:
  • [x] Discuss possible fits for new PM with Valeryia
  • [x] Remind myself to check other Teams' Dev wikis in inspiration for our own
• [x] Let's discuss you adding this CTA to your team agenda
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Thomas didn't get to finish the Miro board transition last week
  • [ ] Bring up possible new tabs for the kanban, for recurring items / agendas
  • [ ] regarding Andans design systems issue about how the product could address different audiences and needs, (HfLA website, Civic Tech index, Design Systems) Bonnie will provide links.
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• [ ]

Task Items

• [x] add going over and removing a person's open issues in the project board.
• [x] add adding people to the git repo read team in the onboarding/offboarding issue (not just writing team)
• [ ] go back and make sure all labels in the label checking issue are accounted for in the filters
• [x] Thomas finish and close out the document team meeting times issue for the love of god

Items for next weeks agenda

[ExperimentsInHonesty]

• Please add to next weeks agenda the following Communications guide discussion. This doc is an example

[thomasdemoner]

2022-03-24 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [x] Communications guide discussion. This doc is an example
• [x] Bring up possible new tabs for the kanban, for recurring items / agendas
• [x] regarding Andans design systems issue about how the product could address different audiences and needs, (HfLA website, Civic Tech index, Design Systems) Bonnie will provide links.
• [x] Research: Update about the projects (usability, state by state, wiki)
• [ ] Question: connecting with HfLA teams for usability testing
• [ ] Carry over to next week anything we didn't get covered this week
  • [x] Make next weeks agenda

FYI

Notes from Meeting

• Bonnie will be out and unavailable next week
• Communication guide should be linked in the Project Wiki. OCS Sample
• Design systems leverage from HFLA Figma templates. Civic Tech Index Example. Important to build out and prioritize. Create retroactively if needed. Good for design portfolios. Estd 20 hrs effort. Val to check with Research team
• Ideally have pair of Design Leads and spare backup in training.

Task Items

Items for next weeks agenda

[thomasdemoner]

Links for Figma Design Systems from HfLA Website and Civic Tech Index (shared by Bonnie in the Zoom chat):

• https://www.figma.com/file/0RRPy1Ph7HafI3qOITg0Mr/Hack-for-LA-Website?node-id=3464%3A3

• https://www.figma.com/file/EFoSuj1b9G4aZ7bN8OX8tf/CivicTechIndex---Master-Design-File?node-id=1329%3A11944

[thomasdemoner]

2022-03-31 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [x] Tom:
  • [x] Finish onboarding Jamie with Bonnie - 1password
  • [x] Ask Val about April 1st estimate - Dan thinks we can get an MVP by then/Monday
  • [ ]
• [x] Carry over to next week anything we didn't get covered this week
  • [x] Make next weeks agenda

FYI

• Bonnie will not be joining meetings 21st - 27th of every month; similarly, 1st-7th of every month she is focused on leadership / org-wide meetings and will be unavailable for calls

Notes from Meeting

• Testing plan should be done by next week. 30 mins internal, 60 external
• Tell Val when MVP product is pushed online for them to start testing the testing plan
• Val to show bonnie research plan next week

Task Items

Items for next weeks agenda

• Bonnie to review usability testing research plan
• Discuss how to use / determine next milestones

[ValeriyaMetla]

2022-04-07 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

Meeting Items

• [ ] Research team is ready to review internal testing research plan & guide
  • [ ] Please review #507 (document is attached)
  • [ ] The recruitment message is in the comment to this issue (also send Tom on Slack)
  • [ ] Looking forward to the feedback!
• [ ] Discuss how to use / determine next milestones
• [ ] Thomas:
  • [x] Updates meeting times in the wiki
  • [x] Updated members and contact info in the ReadMe
  • [ ] Check in on updating the meeting times on the website
  • [ ] The version that's up is ready for internal testing, just need to update with graphic for the landing page.
  • [ ] Need to put up listing for open PM role as well, to help with the content writing team which might be growing to 3 members.
  • [ ] Should we hide the agendas for old meetings?
  • [ ] Any concerns with minors accessing the tool?

FYI

Notes from Meeting

• concise/shorter better for Slack message, research plan documentation/intro
• MVP site landing page to be updated
• update favicon to one with purple color. currently transparent
• need proper open graph tags for when previewing link. Reference https://developers.facebook.com/docs/sharing/webmasters/
• several points of feedback shared on internal testing research plan. Further review needed

Task Items

Items for next week's agenda

[ExperimentsInHonesty]

I need to delete this card https://github.com/hackforla/UI-UX/projects/3#card-76604465

and replace it with this one https://github.com/hackforla/marketing/projects/4#card-80541066

because I put it on the wrong board. It goes on the Marketing board

[thomasdemoner]

2022-04-14 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Bonnie:
  • [ ] I need to delete this card: https://github.com/hackforla/UI-UX/projects/3#card-76604465
  • [ ] and replace it with this one: https://github.com/hackforla/marketing/projects/4#card-80541066
  • [ ] because I put it on the wrong board. It goes on the UX Writing Roles board
• [ ] Research team is ready to review internal testing research plan & guide
  • [x] Please review #507 (document is attached)
  • [x] The recruitment message is in the comment to this issue (also send Tom on Slack)
  • [x] Looking forward to the feedback!
• [ ] Discuss how to use / determine next milestones
• [ ] Thomas:
  • [x] Check in on updating the meeting times on the website Bonnie poked w/ VRMS team in their Slack channel. Tech lead changed for their team and may have not known/looked for it
  • [ ] The version that's up is ready for internal testing, just need to update with graphic for the landing page.
  • [ ] Need to put up listing for open PM role as well, to help with the content writing team which might be growing to 3 members. Yeah we should go ahead and create post. Leverage feature:Recruitment template issues to make easier to recruit. Reference OCS example
  • [ ] Should we hide the agendas for old meetings?
  • [x] Any concerns with minors accessing the tool? No, if we're not saving data
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• Follow up w/ Dev team on landing page picture/favicon update
• Check out FB/LI groups for UX Designer opportunity posting to get more potential volunteers. Schedule time w/ potentials. Sam has sample text for post. Can post to respective HFLA Slack channels - respect DEI/topics and be sensitive. Get involved with onboarding. Update the "Joining the Team" section for UI UX Designer (link to Figma, assets, one-sheet). Meet w/ Daisy and update knowledge transfer checklist together. Create items for prioritized backlog prior to recruitment. Dependency should be only tied to things we can clear and know when we can clear. Meet w/ Val/Research and Dev to see what they need from Design (e.g. what happens when they do x), touch on Design System. Get personas, clarity on where things are at design-wise, any notes Daisy has. Documentation
• HackForLA site update pending change / no ETA
• Discussed updates to Team Wiki. Review and add as need (e.g. remove Data Science part for now?)
• Collabathon event / Youth Justice Nav. Val could help with potential folks to support. Paid product manager to create plan that could then ease future efforts (can leverage concept for more projects)
• Internal Testing Research Plan Review
  • New Interviews Slack/Zapier bot - refer to CodeforAmerica Slack #organizers-playbook
  • Consent disclosure - how using their info
  • User profiles could benefit from added clarity- e.g. position as ppl who need firm support, immediacy in language rather than ambiguous long term. Not appeals. We want definitive test cases
  • Signed off by Bonnie
  • Ask for Bonnie to help post recruitment Slack message out Monday.
    • Tom to confirm the landing page update is done, so we can then notify Bonnie to post. Val to remind Bonnie via email w/ message link
• Lean on story points to help identify staffing based on totals in backlog - e.g. 10 pts = x# of y roles https://github.com/hackforla/open-community-survey/issues/13 . Look at avg # of pts per person / role type. Over/under-staffing. Further reason 1 assignee per issue. Split out tickets further as needed. # of weeks in backlog per person no more than 8.
• Bonnie will be out next week. Meeting next time in 2 weeks.

  Task Items

Items for next weeks agenda

[ExperimentsInHonesty]

https://github.com/hackforla/UI-UX/projects/7#card-80674431

[jamiesiu]

Basketball

[jamiesiu]

2022-04-28 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• Internal Usability Testing - 6 sessions held, wrapping up, lot of ppl signed up thanks to Bonnie's Slack channel post
  • Analysis to be done, discussing plans Friday. estimating 2 weeks for analysis. Dev asked for feedback to be digestible
  • Val mentioned to their work. Possible their org may be able to participate in next round of testing
• Youth Justice project followup. Paid product manager to reach out to Val
• Design System - Val to help out with Serena. Val will be trusting Research team to manage Research team work progress while she's focused on this
• Planning Week Next Week - first week of every month to plan out rest of month. Allows buffer for prioritization, organization, clarity, board health. Leads to just meet with each other. Means team doesn't need to meet this week, but they still do work
• Nothing should be in Icebox unless has clear dependency. 24 in there now and only 7 have dependency. Board needs to be groomed regularly.
  • Clean up all icebox issues weekly (https://github.com/hackforla/expunge-assist/issues/546). Put dependency at top of each issue. Reference
  • New Issue Approval column should be reviewed and filtered to Prioritized Backlog. No one should be assigned to anything in Prioritized Backlog. One issue per person. PM's move issues from New Issues to Prioritized Backlog.
  • Don't need milestones just yet. For those that need one, just put as post-MVP milestone for now. Bonnie will help us with building out MS's after.
  • Reference Guide for Milestones. Various types of MS's - e.g. Secuirty, Compliance. Compliance - credits, ppl pics, privacy policy. Security - Keys, passwords. PM Wiki Guide for Milestones
  • PM's job to prioritize. Priority - low / med / high is less effective than MS's. MS's prioritize and segment things more cleanly so there are less choices to make. HackForLA Website Milestones Example. Low priority milestones can be highlighted and separated for brand new volunteers / good first issue's. Excellent level -> nice to have type things
  • Break down MS's into further sub-milestones as needed. Assess based on # of work in progress and rankings. Use milestones filters - example
  • Teach team to write issues and share this responsibility.
  • MS's help timing and identifying what is missing to achieve the MS's.
  • For old issues / those with ppl who left team, group them and set up convos with others who may have context
• Design System ticket - break down further into smaller issues and various phases - analysis, recommendations, implementations. Be clear and specific

Task Items

Items for next weeks agenda

[thomasdemoner]

2022-05-05 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Thomas:
  • [x] Ask Bonnie to go over how to properly complete this issue: https://github.com/hackforla/expunge-assist/issues/429
    • URL for project cards - can just leave alone, not for us
    • Check off everything. One comment with all changes in there
  • [ ] Review milestones - ps: I added the team agendas to the "Project Management" milestone. Hope that's correct.
  • [x] There are a number of older issues assigned as Development that remain outside the proper format as I wasn't able to go over them with Dan this week. I'll review them/correct them with him in our meeting today.
• [ ] 1password access for Serena Sanders
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• review of issues cleanup done. what's next for milestones? development
• "dependency" label filter -label:dependency in Icebox. Make sure dependency label is on these issues
• "dependency missing" filter should not be used.
• list dependency linked issues as "- # with # of issue". No need to repeat name of dependency.
• keep dependency notes simple and think "if a future volunteer looked at this, what would someone need to complete this?"
• dependencies shouldn't be a to-do for that issue. better to link
• clear icebox weekly
• prioritized backlog should be ready to work. if unclear, drag to new issue approval column
• Val working with Sam on label / issues clarity
• do a check on various board rules regularly
  • feature: missing
  • dependency: missing
  • https://github.com/hackforla/expunge-assist/labels?q=missing
• items review

  • 256 - go to icebox and clarify more

  • 62 - they can download it (if on public computer, we can't and don't want to?). ideally not have download option for our users. Instead have an email they could send it to? we shouldn't store locally. Need for research - do libraries have tech to clear things/cache like a fedex kinko's printer? What do we need to do make sure their info is protected (cookies cleared?) for worst case scenario. Library association guidance for cross-country. Loop in Home United and other projects that will have similar challenges

• labels
  • some labels too broad - feature: guidelines, documentation, Figma content writing. e.g. feature: guidelines -> instead -> feature:style guide (more specific and what use case)
  • use issues view and check by labels to see how often they are used. good to audit consistently

Task Items

• [ ] clean up onboard/offboard tickets and other tickets with incorrect dependency format. provide concise and specific notes (All PM's)
• [ ] go over issues that have "dependency missing" label
• [ ] research how libraries handle data between changes in users - caching? Ask library staff to dig into #62 . Rewrite issue to be more clear

  Items for next weeks agenda

[thomasdemoner]

2022-05-12 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Thomas:
  • [ ] Review milestones - ps: I added the team agendas to the "Project Management" milestone. Hope that's correct.
  • [ ] Go over Val's Research files, she won't be able to make the meeting herself today.
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• Bonnie sharing lessons learned from recent interviews/discussions with Github/other org's
• CodeForAmerica - looking for projects to fund a project manager for 6 mo's to engage w/ stakeholders (apply grants, get funding, national impact and scaling) and also looking for candidates to be the project manager. Any interest from team to do role or have external project manager support? Tom interested in both. Jamie seconds getting external project support
• CodeForAmerica/HFLA history share
• https://codeforall.org/ - other chapters in Japan, Germany. Transition to remote for HFLA started pre-pandemic
• Review of Usability testing Research - Excel sheet #549.
  • Reference example - HFLA Website project guide on Wins Submission Process Research. Presentation shows process for evaluating/reviewing user testing results, highlighting wins, and determining action items. See further how they broke down issues to creating next issues
    • Product role is to see bigger story of recommendations / feedback and connect back to project vision and direction.
    • @ValeriyaMetla Bonnie's recommendation is for Research to have presentation deck along with quotes and data spreadsheet ready for All-Team meeting presentation. Also, separately, we should have a wiki page (see template) for every research effort done for documentation/record

• Task Items

Items for next weeks agenda

[ValeriyaMetla]

2022-05-19 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [x] review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [x] Bonnie
    • [x] Tom
    • [x] Valeriya
    • [ ] Jamie
  • [x] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Thomas:
  • [ ] Review milestones - ps: I added the team agendas to the "Project Management" milestone. Hope that's correct.
  • [ ] Val: Update on Usability Testing
    • [ ] Presentation Desk for All Team Meeting
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• [ ] Setting milestones
  • [ ] Making roadmap issue like the open community survey team
  • [ ] copied the issue created one for EA. #560
  • [ ] change feature labels, make sure all make sense, and we have all feature labels, create if we don't - highlighted in red. Before make new - make sure you don't have anything similar (all feature labels in Existing Feature Labels)
  • [ ] make sure we have the label (p-feature) for all things on the website.
  • [ ] excellent level - don't need it now, but know that want to do it in the future. if not sure if should do it in the future - put in the icebox and put dependency (review issue after MVP)
  • [ ] Ongoing - doesn't fit into other categories, or put back into ice box as not using it, example - recruitment, image staroga (if want to add image, need to create issue - to create URL)
• [ ] Checking the Board - ongoing issue to start setting milestones - content issue
• [ ] MVP - ffix all things that are vital to use a product - still MVP even if tested with users; Post-MVP - mminimmum working product, more conmetic things, "nice to have"
• [ ] Bonnie create several milestones.
• [ ] Bonnie created Milestone - Standards and assign an issue to it
• [ ] #557 - added Milestone Standards

Task Items

Items for next weeks agenda

[jamiesiu]

2022-05-26 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

@ValeriyaMetla @thomasdemoner @jamiesiu Bonnie out - per usual end of month timing for admin team

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ]
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

Discussed #560 milestones organization

• W1 milestones copied over from OCS reference example, mean primary version 1.0 of MVP and various sub-phase such as usability testing. TBD if these work for us for EA
• red colored boxes need to still fill out or clarify
• second sheet "Feature Labels Available" - categorization of all existing labels we have
• How do we distribute work of assigning milestones to each issue? - by column or by team/discipline?
• Some milestones have no # or priority order e.g. Localization or Excellent Level
• GMVP Launch / GMVP Iteration - plan to remove these outdated milestones which have most assigned to them. what do we do with these closed issues?

Research

• Analysis Results coming together thanks to team, Joanna taking on more leadership
• new researcher joined team, another officially dropped out
• Val to check in with Research team to see if they can present by Tues All-Team meeting or if we should move out a week (given Memorial Day holiday)

Dev no meeting later today. holding pattern waiting for results from usability testing.

• Serena checking with Daisy for direction on Design side
• Jamie catching back up from time out.

Task Items

• Next step - ensure each issue is assigned milestone and has matching milestone labels (at least one of the respective feature labels). Focus on open issues for now
  • split by team, so roughly 15 each for Dev, Research, and Design. Skip Content for now until review.
  • confirm feature labels matching google Spreadsheet exist and if not, add them to GH

Items for next weeks agenda

• Clarify with Bonnie if/how we should recategorize milestones for all legacy/older closed issues
• Review any issues together/with Bonnie that don't make sense milestones-wise.

[jamiesiu]

2022.06.02 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Review and get signoff from Bonnie on Internal Testing report
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• Bonnie has new job role w/ Github - MERAL program / social good. Community Manager 2 days a week.
• More PM's joining HFLA, Green Earth OS project will be closing and some of their team may reach out to help EA project.
  • Bonnie will be pulling away from direct support with a few projects (e.g. not attending their meetings, office hours 1x / wk instead) and allowing them to self-guide. Shift to meeting with us 1x per 2 weeks instead.
  • 21st to 27th Bonnie always out and won't join meetings. Agree to meet 1st and 3rd thursday of every month
• New Researcher reached out to Val and left other project - Nikita Shah
• Internal Usability Testing Results Report presented to team. Review with Bonnie
  • use more finite language and be assertive (business-wise). more concise the better for readability
  • editability of letter - bug or feature?
  • words that we put in letter were not told to user. could the letter being built be displayed on the side real-time as the user fills it out? alternatively could we provide a sample of the output for them and what that would look like
  • SUS score? Likert scale. we scored well but tech savvy audience
  • HFLA legitimacy - in future, we should be able to link to civic tech group that supports our org
  • text too long. EA no backend right now. Civic Tech Index has searchable results due to many questions and they are tracking what ppl searching for to determine sorting of top questions. alternatively - if text is too long for our page, we can have dropdowns / collapsible sections / drawers.
  • provide language that is positive - say formal instead of not informal, or use checkmarks / emojis to convey what works or doesn't. use emoji scale same color for accessibility and not actual emojis idea. Make sure still professional - purple color/neutral eyes
  • privacy policy - See #231 and make higher priority, update and tailor. what we do with data. re-test and see if concern. Avoid having all on landing page.
  • what about an "About" section? 501 c3 org and what we do. Bonnie recommends building out further
  • why is menu at bottom instead of top? most standard sites have format with things on left. menu on right. See squarespace, etc. About Us and FAQ at bottom is unusual. bring to top and make more prominent. concerns with ppl losing progress if they leave and come back (suggest add a tool tip/clarity to show that they'll be okay)
  • terminology clarity - declaration letter vs what is used in legal / expungement clinics. Can we confirm with Research/Content? Create FAQ / Glossary section - e.g. what is a declaration
  • Reference example - copy TDM: Usability Test 2: Issuer Tracker - report put into spreadsheet so can make issues. Team and stakeholders create issues together. Categorization, priority parts are key.
  • Bonnie says report looks good!
• Spellcheck/typos - VSCode / Atom editor for things like spelling. Can use one for Github to spell-check as well - helps w/ pull request typos too. Ensure everyone uses and has access to same tool. Check on own IDE / locally and during commit / check. Check at every step and every role.
• Milestones review
  • same labels can be used across MS's if needed
  • expert interviews - ppl who run legal clinic
  • impact interviews - when ppl are already using it, what's impact to their clinic or ppl seeking expungement. Do after W1, before W2
  • use letters at end of alphabet to order items that are not W1 e.g. w.Accessibility - not part of current roadmap.
  • for closed issues, can ignore milestones for now
  • for legacy milestones G.MVP launch, categorize to other milestones
  • content development - all content writing related
  • standards - how to purge ppl's info after they visit the site, content guidelines - always friendly and approachable, initial design system

    Task Items

• [ ] Update meetings with Bonnie to be 1st/3rd Thurs every month
• [ ] Translate report to spreadsheet to clarify actions and prioritization of actions before making issues in GH
• [ ] Create GH Design issue regarding creating zoom background for project. Link to Bonnie so she can provide example

  Items for next weeks agenda

[ExperimentsInHonesty]

Add to next agenda (at the beginning). Does your dev team need more than 1 hour for their meetings? If they don't please let me know, and we will move their meeting to zoom 3 and move food oasis to zoom 4 because food oasis needs 2 hours.

[ValeriyaMetla]

2022.06.16 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Translate report to a spreadsheet to clarify actions and prioritization of actions before making issues in GH
  • [ ] Update Bonnie on progress #572
  • [ ] suggestions and next steps
    • [ ] PMs will review Excel again, ALL issues need to be created, ALL feedback needs to be addressed, only then the issue can be closed.
• [ ] Project Timeline
  • [ ] #583
    • [ ] what we need to have before being able to put it in front of users for testing? can we call it "soft launch" or more things need to be done for that?
      • [ ] When changes will made, then another round of internal testing before we bring it before users.
      • [ ] MVP - it works, not perfect. Solving problems, as soon as we do - we can launch
      • [ ] Prioritize in relation for user testing (with actually testing)
  • [ ] #581
• [ ] Approve GitHUb How-To doc for Wiki
  • [ ] #580
  • [ ] Document Kanban Board Management
  • [ ] Check what is missing in Kanban doc and have in our doc - only those things that are missing and are specific for the project
• [ ] Milestones troubleshooting
  • [ ] #560
  • [ ] Where do research is going? Why is it called usability testing (narrow)? Can we rename it?
  • [ ] Milestones seem to reflect early stages of product development (some of the w1), the current issues don't quite fit in current categories. Need support revising those based on the timeline and current priorities (hence goes the need for timeline development).
• [ ] Zoom background, if can provide examples #575
• [ ] Research Team has an idea of survey legal professionals about terminology.
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

Task Items

Items for next weeks agenda

[BCHEN222]

• https://github.com/hackforla/google-drive-migration/issues/8

[ValeriyaMetla]

2022.07.07 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

Other Recurring Meeting Items

• [ ] Milestones troubleshooting
  • [ ] #560
  • [ ] Where do research is going? Why is it called usability testing (narrow)? Can we rename it?
  • [ ] Milestones seem to reflect early stages of product development (some of the w1), the current issues don't quite fit in current categories. Need support revising those based on the timeline and current priorities (hence goes the need for timeline development).
• [ ] Translate internal testing report to a spreadsheet to clarify actions and prioritization of actions before making issues in GH #572
  • [ ] PMs will review Excel again, ALL issues need to be created, ALL feedback needs to be addressed, only then the issue can be closed.
• [ ] Project Timeline #583
  • [ ] PMs will work on creating overarching timeline, PMs will review Excel from usability testing to identify what needs to be prioritized. Should we attach it to milestones?
• [ ] Approve GitHUb How-To doc for Wiki #580
  • [ ] Document Kanban Board Management
  • [ ] Val will check what is missing in Kanban doc and have in our doc - only those things that are missing and are specific for the project

New Meeting Items

• [ ] adjusting Zoom invites for this meeting, meeting twice a month only. Make sure it doesn't overlap with Bonnie's week off at the end of the month
• [ ] Zoom background, if can provide examples #575
  • [ ] Bonnie is giving a link
  • [ ] TDM background example
• [ ] Questions from the UXR about stakeholder outreach, partnership building, and research activities.
  • [ ] what would be expected from an organizational partner? is it simply: they gain from our product (in time effectiveness), and in return grant us access to their clients for user research? and then we'll include their name on our website? anything else?
    • [ ] Partnerships are important part of each project, branding. What we got out from NWOL, we got to interview them about how legal clinic works, they got our Service Map, we aligned our goals. With INDICA, we didn't understand their processes, didn't work out. Every nonprofit is not super organized, it's mess. And when someone comes along with offer with service map. It's a great way to start the relationship. Starting with discovery, service map is what it is. How they do delivery of their product. We don't have to charge them, we don't need a big selling process involved. Once you have this service map, then we can figure out how to partner. This team contacted someone and didn't go well, it didn't close the deal, it dodn't go well. Reputation. When making partnership - forget cold call emails, everyone is someone you know. First, identify partner list. Make a list and publish it on the website, so we can make it visible looking for it. Product is in charge in relationship building, first call to call the deal, get them to agree on service map. Product is working with UXR team. Also, the way to engage - we are working on this glocery public, any terms, we would like to meet with someone, make it better for your members.
  • [ ] the case for a legal advisor -- shall we draw up a list of potential people to ask?
    • [ ] how we can turn our need in the public resources, we need a grocery, and I can connect with someone specifically. Helping them with grocery. Our team will be responsible on it. Youth Justice project. Meeting tomorrow Friday at 3 pm - 6 pm. I can make it.
  • [ ] can we do a survey (Google forms) of legal professionals on terminology?
    • [ ] different - public glocery, find value, how it benefit to your community, would you like your name featured. Organizational names appear.
  • [ ] can we recruit from the FB group Clear My Record to make expungement process journey maps to better understand the process from a user's perspective
    • [ ] need to be better, can reveal legally compramizing document, fully documented process, a lot of work. Don't think it's a bad idea. The second thing - we have an issue with consent, we were not doing it properly, we were industry standard way. Bonnie gives an example: https://github.com/hackforla/internship/wiki
• [ ] Putting content into WIki. Sam created a document that summarizes the work of the content team. #505
  • [ ] Review and next steps. Clarify where it will go and any additional resources working with Wiki layout in Github
• [ ] Research Across States, when is the product is useful? #433
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• [ ] Drive Audit: Could you just make copies of the files?
  • [ ] Old folder will be deleted
  • [ ] We cannot make copies, need to move the files as need original URL need to be linked, people from Guides team need access to those on regular basis
  • [ ] Public repo WIKI - public facing WIKI
    • [ ] http://www.greenearthos.org/
    • [ ] https://www.mkdocs.org/getting-started/
    • [ ] https://brigade.cloud/

Task Items

Items for next weeks agenda

[ExperimentsInHonesty]

Please add to next agenda - reviewing the changes I made to your email account and next steps

• go through the labels and see if there is a way to tune each account that is sending your messages so its only the messages you need, not spaming the email
• What to so with share requests
• etc.

[ValeriyaMetla]

2022.07.28 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [x] Bonnie
    • [x] Tom
    • [x] Valeriya
    • [x] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

Other Recurring Meeting Items

• [ ] Milestones troubleshooting
  • [ ] #560
  • [ ] Where do research is going? Why is it called usability testing (narrow)? Can we rename it?
  • [ ] Milestones seem to reflect early stages of product development (some of the w1), the current issues don't quite fit in current categories. Need support revising those based on the timeline and current priorities (hence goes the need for timeline development).
  • [ ] #615
  • [ ] #583
• [ ] Translate internal testing report to a spreadsheet to clarify actions and prioritization of actions before making issues in GH #572
  • [ ] PMs will review Excel again, ALL issues need to be created, ALL feedback needs to be addressed, only then the issue can be closed.
• [ ] Approve GitHUb How-To doc for Wiki #580
  • [ ] Document Kanban Board Management
  • [ ] Val will check what is missing in Kanban doc and have in our doc - only those things that are missing and are specific for the project

New Meeting Items

• [ ] Reviewing the changes Bonnie made to our email account and next steps go through the labels and see if there is a way to tune each account that is sending your messages so its only the messages you need, not spaming the email What to so with share requests etc.
  • [ ] clean up email, filter the junk, filter via Content meeting, etc. Zoom invites.
  • [ ] weekly page update, unsubscribe, spam
  • [ ] figma and Miro, turn off the comments from these software, EA and HfLA
  • [ ] made folder for newsletters
  • [ ] change background for EA color
• [ ] Putting content into WIki. Sam created a document that summarizes the work of the content team. #505
  • [ ] Review and next steps. Clarify where it will go and any additional resources working with Wiki layout in Github
• [ ] Research Across States, when is the product is useful? #433
• [ ] #612
• [ ] Google Migration
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

• [ ] We ar implementing PMs & Team Leads meeting.

Notes from Meeting

• [ ] Drive Audit: example of walk-through video
  • [ ] https://github.com/hackforla/google-drive-migration

Task Items

Items for next weeks agenda

[ValeriyaMetla]

2022.08.11 Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [x] Bonnie
    • [x] Tom
    • [x] Valeriya
    • [x] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

Other Recurring Meeting Items

• [ ] Milestones/Product Timeline
  • [ ] #560
  • [ ] Where do research is going? Why is it called usability testing (narrow)?
  • [ ] Milestones seem to reflect early stages of product development (some of the w1), the current issues don't quite fit in current categories. Need support revising those based on the timeline and current priorities (hence goes the need for timeline development).
  • [ ] #615
  • [ ] #583
• [ ] Google Drive Clean-Up
• [ ] Competetive/Comparative Analysis

New Meeting Items

• [ ] Implementing Sprints - Leads & PMs Meeting
• [ ] UXR Team Leads
  • [ ] Discussion of Partnership Outreach and Interviews with Legal Professionals
    • [ ] short survey, does your organization is doing letter writing. How long it take you? Cast out the net as wide as possible, what are newsletters that read? If you org. uses declaration letter in your practice. We don't know about legal clinics
    • [ ] Need email template - Google Form
    • [ ] LA Bar Association
    • [ ] do you have mailing list?
    • [ ] American Bar Association - go to their conference
    • [ ] Terminology - Bonnie will put a post on LinkedIn, help us report it. Survey within LinkedIn. Can we do that? Short, prospecting.
    • [ ] https://www.calbar.ca.gov/access-to-justice/pro-bono
    • [ ] first survey, and then when MVP is ready - reach out about usability testing
    • [ ] https://ccresourcecenter.org/state-restoration-profiles/50-state-comparisonjudicial-expungement-sealing-and-set-aside-2/
    • [ ] use 50 states, not just for one state
    • [ ] what cases require
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

Task Items

Items for next weeks agenda

[jamiesiu]

[2022.08.18] Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Valeriya
    • [ ] Jamie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] How is it going with looking into an info@expungeassist.org email address?
• [ ] Support for recruiting another PM for the EA project
• [ ] 1 - Can Bonnie give us an example of the kind of organizational partnership she is envisioning for EA? (Is there another HfLA project that has an org partner that is similar?) The UXR team is still unclear on what this partnership will look like, what is the point of it, etc. [This is Joanna writing this, but I can't make the meeting. If someone could please take notes on this, that would be great. Thanks!!]
• [ ] 2 - UXR and Content are having a conflict about research. Can you weigh in? UXR has decided to fold the terminology survey for legal professionals into the prospecting survey since they are targeting the same population, have several of the same questions, and we're lucky if people fill out one survey, let alone two. However, this means cutting some questions for the sake of brevity and simplicity. Content is keen to answer terminology questions (which have gone unanswered for a long time now) before the next round of internal usability testing. In particular, they are looking for an "umbrella term" for expungement, clearance, etc. The argument is that: Content and Design have decided this is necessary based on IUT 1 and concerns about legitimacy, and because the product will see “real” users next and per Bonnie’s wish to create a IUT 2, we need a product that is at a certain level. UXR is okay with waiting for outreach-interviews w/legal professionals (actual user research) to answer those questions, and relying on desk research for now (through IUT2). The argument being: these are technical terms that refer to different specific legal processes; asking which one a legal professional uses is likely to require a nuanced answer re: context (more suitable for interviews than surveys); we can make an educated guess based on desk research that we can test in user research.
  Question 1: Is it necessary to have the key terminology decided before we complete IUT2? Can this wait until actual user testing and interviews with legal professionals/potential partners? Question 2: Could content conduct a user survey for applicants for expungement (as opposed to legal professionals) that utilizes the Facebook group for people seeking record clearance (that we have already scoped out)? This would be a way for them to get some answers to the questions that UXR will then cut from the prospecting survey.
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

• Jamie / Val unable to attend this meeting due to schedule conflicts

  Notes from Meeting

• 1- Ideal partners are legal aid clinics or another non-profit in the pro bono space that helps people setup legal aid clinics. Which could be the state bar, or other entity. [What I meant in Q#1 was an example of our relationship with the org-partners (not the kind of org). Are there any examples of other HfLA groups that have org-partners that we could look at to understand better what we're looking for? Thanks - Joanna]

Task Items

Items for next weeks agenda

[jamiesiu]

[2023.01.12] Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

@kelseylondon @yumengluo @jamesshin27 @jamiesiu

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Tom
    • [ ] Jamie
    • [ ] Sheron
    • [ ] James
    • [ ] Lexie
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Request for feedback on supporting documentation/research roadmaps/research plans/wikis re: short survey approvals https://github.com/hackforla/expunge-assist/issues/714#issuecomment-1380983087
• [ ] HFLA Onboarding 1/16 support (Jamie Siu) / Dev Lead recruiting
• [ ] Archiving Figjam / Team Planning pages and retaining image/info fidelity
• [ ] Re-confirming schedule for these syncs going forward. 1st and 3rd Thursdays of every month?
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• Research roadmaps/Plans aiming to update by end of week and finish by end of month
  • what type of information is important for form of consent?
• Research wiki update
  • structure scaffolded a bunch of pages
  • seeking to spread out load of creating wiki pages
  • template issues? for auditing the wiki and what's missing. Recommend looking at template issue from Internship Project and tailor it. Will need access to install it (from HFLA org) and put in issue format (Bonnie was able to provide admin access to Kelsey and Yumeng for these templates)
  • what's the issue template approval process within EA? PM? Internship project by example would have UXR lead create template, have someone from UXR try it out, then have someone outside who has no idea / experience to give feedback on it. Revise instructions to be clearer so that ppl can onboard faster
• Roadmaps for external user testing. what's the relationship btwn the user groups? external user testing covers the target impacted individuals, just 2 user groups.
• UXR doing a pass over GH issues - making sure they're reviewed and closed out if not relevant
• Creating a template issue
  • EA - Settings for repo > Green button templates
  • side action @ update the image for social preview -> image that shows if you post in slack. Edit Blank issue and templates
  • Choose custom template -> Blank and edit
  • Template Name - what shows up on new issue menu. About - description that shows
  • Template Content is body
  • Issue default title e.g. Research RP [replace RESEARCH PLAN NUMBER]: Create Wiki Structure
  • Can't pre-populate with milestone, but can tell in the template body
  • When done, click proposed changes. Get vetted by someone. If want to edit, can come back again. Write drafts in issue themselves and make sure to submit
  • <> Code > .github > ISSUE_TEMPLATE > blank-issue.md Raw
  • Copy text to template - front matter
  • Reference Example: New Issue - Internship project. Create a template Issue. Click preview to see. Issue to make issues
• HackforLA Google Drive Migration check-in
  • cleaning up old drive into current drive
  • PM to review status of latest files migrated
  • if logged into EA google account, could see + sign that allows mail merge/multiple reminders
  • Migration project should move forward over next couple weeks
• [ ] HFLA Onboarding 1/16 support (Jamie Siu) / Dev Lead recruiting
  • to help out with Sr developers, new HFLA folks filling out form, helping them sort Y/N. If N, go to HFLA website team. otherwise Y, can join any other project
  • Bonnie to provide Jamie access to 1password vault and onboarding deck/doc for reference.
• [ ] HFLA / calendar/ Zoom meeting audit
  • spreadsheet makes it so that it helps populate from sub-sheets and find what's wrong. should be something that can be done annually
• [ ] Re-confirming schedule for these syncs going forward. 1st and 3rd Thursdays of every month?
  • schedule should be same. Bonnie won't be able to meet later this month due to time out/leave

Task Items

@ update the image for EA repo social preview -> image that shows if you post in slack (reach out with Dev) @ Jamie to follow up with Bonnie on HFLA onboarding 1password vault access and deck @ Jamie / PM to review Google Drive Migration EA Audit for latest status

Items for next weeks agenda

[ExperimentsInHonesty]

Please add to your onboard/offboard issues a step to open a ticket on the website team to update your project card to add or remove a person.

[jamiesiu]

[2023.02.16] Agenda and Notes

Prework

• [ ] issue for audit Weekly Audit of labels and milestones #318

Roll Call

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Tom
    • [ ] Jamie
    • [ ] Sheron
    • [ ] James
  • [ ] finish adding labels to the issue that are still missing them (see audit links above)

New Meeting Items

• [ ] Check-in on progress with https://github.com/hackforla/expunge-assist/issues/714#issuecomment-1380983087 w/ @kelseylondon / @yumengluo
• [ ] Google Drive Migration EA Check-In
• [ ] Carry over to next week anything we didn't get covered this week
  • [ ] Make next weeks agenda

FYI

Notes from Meeting

• [ ] Almost finished updating research objectives on roadmap - to finalize these this week,
  • [ ] github wiki progress - followed the Internship project example, mostly finished.
  • [ ] documenting every research step on GH. Issues for each UXR for reporting
  • [ ] next step - terminology survey ready to send out. Created step by step instructions.
• [ ] LinkedIn/FB group, reddit, listerv - messaging admins is PM? LI for HFLA exists. Message # admin Slack channel and HFLA org/Bonnie will post for us. Look at last example from HFLA page (e.g. past survey did). After posting on main LI, send link to that to ask for forward - share results after @ message results (give ppl quid pro quo). Do we have a FB page? yes https://www.facebook.com/profile.php?id=100066553093841 and PM has access to it
  • [ ] Database of orgs - Canned message and list of orgs would like to look at. Important to cite as an open-source terminology survey. How many ppl in db? Can reference diff names for letters e.g. expungement letter. Researchers can reach out directly to orgs and not rely on PM
  • [ ] listservs - would it be appropriate to send emails if we only know the email for admins? start now. we would like to join as member of group and send msg ourselves. Like to understand regional differences, mitigate back and forth and be concise. Send from the email expungeassist-ux@hackforla.org and cc EA email. Kelsey and Yumeng now have access to 1password. Secret keys should be stored in 1password and can be in separate vault.
• [ ] One-sheet needs to be updated for Team Project HFLA website page. Essential for soliciting future funding dollars. Example https://www.hackforla.org/assets/pdfs/Food-Oasis-One-Sheet.pdf
• [ ] Generative AI Tools and Natural Language Processing Models in Social Sector https://www.youtube.com/watch?v=7rGRmlX9TjQ . Something to check out and consider as a HFLA member - what can we create that others would want to watch? e.g. share UXR study results and link to LI profile
• [ ] Google Drive Migration - Bonnie can reach out to Daniel Lee / Alyssa. Might help to do call with Myranda. @ Create a Google Doc that is formatted like Bonnie template. more actions -> publish event - copy link. Reach Bonnie form with link into GH issue comment
• [ ] Dev positions. If filled, make sure to mark as such on open roles / position board. Avoid situation where they don't have enough work or may turn off from HFLA org.
• [ ]

  Task Items

• [ ] PM to update project one sheet for Team project website https://www.hackforla.org/projects/expunge-assist
• [ ]

Items for next weeks agenda

[jccchurch]

Rescheduling this meeting: https://lettucemeet.com/l/Xv9dN

New Day & Time TBD

NOTE: lettucemeet link is just for the times of the week - ignore the day/month. Meeting will recur monthly as previously scheduled.

[ExperimentsInHonesty]

@jccchurch I can do several of the times. My preference is either Friday 1-2 Friday 2-3 (if for some reason those stop working, I could do some of the times on Monday or the earlier time on Friday).

If one of the times specified on Fridays works, then please set up a calendar invite.

[jccchurch]

[2023.05.19] Agenda and Notes

Roll Call

• [x] Bonnie
• [x] Analicia
• [x] Julia
• [x] Lane
• [ ] Thomas
• [x] Sam

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
• [ ] Review assignments for each PM

New Meeting Items

• [ ] Review Slide Deck
• [ ] https://docs.google.com/presentation/d/1NggwSMseidohkPsBzByLzQaXEmbt9Xs0IR4HZBsWdQI/edit?usp=sharing

FYI

Notes from Meeting

• What are the pitfalls of having a partner? What is the process? Need to have a deep talk about this - time and attention for that partnership

• There are expectations if we can’t hit the goals - lots of moving parts

• [ ] Put a pin in this for further discussion

• [ ] Put a pin in - EA Product Vision Board

• Could do our own big event - to build relationships

• What is lacking in our process? Talk to some people who had their records cleared

• What are the user pain points (on things we can address)?

• Gather partners together - A bunch of orgs that might be interested

• [ ] Put a pin in chatGPT - how can we utilize to make our letters more effective?

• Can’t be too formualic

• Possibly asking ppl to tell stories - a time that made you happy - writing samples - write in their voice

• Good article - Bonnie will send - project that tried to train chatGPT

• Thinking about leveraging AI

TIMELINE - in our world - you want to have a prototype that is working

• Need a version where we can get through it with user stories

• Visualization of user stories

• [ ] USER STORIES

• Legal aid clinics run more efficiently

• Show we are good at what we do

• Dog food - don’t underestimate the power of IUT

• Group Bonnie would be most concerned about - level of education being lower - reading/language/etc

• Computer literacy - partner will assist with understanding that

• [ ] Brand book - Bonnie shared

• [ ] Put a pin into the content/brand book - for another meeting

• Our users are the record clinic -

• End users are the record clearance folks - possibly black and brown ppl - don’t know if they are the people who are most helped helped by record clinics?

• Who is our END user? Our CUSTOMER is the record clinic - what is THIER MAKEUP?

• Are end users using the product directly at all? Or is the record clinic using it?

• Even the word EXPUNGEMENT - is that the right word?

• [ ] Research recruitment - top of agenda next time

• [ ] Kanban board clean up - might make another REVIEW column

• New issue review - put in that column

• If there is an issue that should be closed - PM should put a note in there and close it

• Decision records - where you can see the decision log - all contained there with the why of past decisions

• Otherwise it can go into prioritized backlog

• New PMS do a full clean up

• Ideal is having less than 5 issues at any given time

• Or moving to icebox with label and description & dependency - happens fairly automatically

• New issue approval - should be empty

• Waiting for approval - who is responsible for approving ? PM.

• PM is responsible for issue quality - is it clear? Devs write the issues.

• PMs prioritize and make sure the issues are QUALITY - vetting those issues

• Prioritized backlog - upcoming issues

• Icebox - issues that are waiting on things

• We can evaluate & close issues - close is “unplanned”

• TDM calculator - project almost live They took shortcuts - only one person knew how it was organized Need to make sure not just one person is in charge of/aware of things - needs to be changeable by the whole team Code needs to be stable & replicable

• [ ] NEED a privacy document - how are we protecting data

• Run it by security professionals - what else should we do to make this secure & protect people

• Stakeholders will need this

Items for next meeting agenda

[jccchurch]

[2023.06.02] Agenda and Notes

Roll Call

• [ ] Bonnie
• [ ] Analicia
• [ ] Julia
• [ ] Lane
• [ ] Thomas
• [ ] Sam

New Meeting Items (PINNED FROM LAST MEETING

• [ ] Product Demo with user stories (pick a time)
• [ ] Research recruitment - top of agenda next time
• [ ] Privacy document - how are we protecting data?
• [ ] What are the pitfalls of having a partner? What is the process? Need to have a deep talk about this - time and attention for that partnership
• [ ] EA Product Vision Board
• [ ] EA Brand/Content Guide Book
• [ ] ChatGPT - how can we utilize AI to make our letters more effective? How can we ensure privacy is maintained? Bonnie will send article - project that tried to train chatGPT

FYI

Notes from Meeting

Items for next meeting agenda

[jccchurch]

[2023.07.28] Agenda and Notes

Roll Call

• [x] Bonnie
• [x] Analicia
• [x] Julia
• [x] Lane
• [ ] Thomas
• [ ] Sam

New Meeting Items (PINNED FROM LAST MEETING

• [ ] Site hosting & .org email for customer support
  • implications of customer support from our team?
• [ ] Info & language for Civic Tech Structure
  • not a non-profit... how to call?
• [ ] Google Analytics
• [ ] Marketing/Branding role
• [ ] Project Manager role

FYI

Notes from Meeting

Items for next meeting agenda

[ExperimentsInHonesty]

Add to next agenda

• Review zoom setup spreadsheet for a calendar discrepancy BW discovered

[lmitch10]

[2023.08.07] Agenda and Notes

Roll Call

• [x] Analicia
• [ ] Julia
• [x] Lane
• [ ] Thomas

Facilitator: Lane

New Meeting Items:

• Review zoom setup spreadsheet for a calendar discrepancy BW discovered

• HackerOne

• Lane to write a one pager on HackerOne

• Design updates

• Research updates

• Dev updates New team members for Dev team

-Discussion on Project manager(should she join our weekly PM meetings?)

FYI

Notes from Meeting

Items for next meeting agenda