may_2021

[lijenn]

wk1 may_epic 5/3 8am WG Leads

Bugs

1905: @lzim can we close this once we confirm that there is no bug - could discuss at Facil. WG as this is cross cutting to all Facilitators.

1963: @staceypark has show @jamesmrollins has the file path to look for the data file.

1903 is under testing by @lijenn

ZenHub:

• Cumulative Flow: Closed about 120 issues closed since last epic, closed about 25 issues per week.
• Control Chart: Past month, document tracker clean up led to big rolling average to 212.8 days.
• Burndown: Open issues are existing big quant bugs that are continuing to be worked on and have leftover work remaining from apr_epic. In may_epic, ee have 442 est story points and 101 cards.
• Velocity: Facil: @lijenn @staceypark @dkngenda @hsnyder2 @apisano0920 Majority of points are from the baseline surveys and shared work with d365. HQ: @staceypark and @lijenn to look to see what is causing a slight increase in story points against average velocity. Quant: @dkngenda @anazariz Story points and average velocity look consistent, but issue cards can be chunked our more to reflect more realistic weeks. d365: @hsnyder2 Was setting up cards in Jira, will try to clean up existing d365 cards on ZenHub by next week, look for ways to prevent duplicate reporting on Jira vs. ZenHub, and track their 2 week springs on ZenHub (by Mon. 5/10 Workgroup leads meeting if possible).

Weekly Meetings

• MM:

  All baseline survey cards to be covered at 12:30p Pacific/3:30p Eastern - @lzim @dkngenda @staceypark @lijenn

• Facilitate:

  1824 - Check out idea with facilitators to add session # in prep series.

  Claire pointed out needed coverage in late May/early June. We could clarify and close #1905 in meeting. Cover data ui and table workflow with facilitators setting up the files.

• D365 WG: Howard will split out the larger d365 cards that Jenn created into more granular tasks.

  1299 will be the master feature card that tracks all of the larger tasks going on for transparency as well as use the Wednesday meeting & VA Teams files function for updating and creating shared understanding of project progress.

  Agenda @lzim @hsnyder2 @apisano0920 @anazariz @staceypark @lijenn

  1. Zenhub and Jira - Can we use ZenHub for Team PSD tasks for user story configs, Jira for technical configs. and ATO?
  2. Using these meetings to provide status updates and requirement checks/sign offs. Can document notes in #1299 and existing granular task cards.
  3. Discuss Wave 2 VA sites and UAT timeline.

• SIM UI WG (@jamesmrollins will cancel, below will be done asynchronously):

  648 - Confirm no more dev is needed by @staceypark @lzim , @lijenn will then work on guide updates.

  1967 - @jamesmrollins @staceypark @lijenn Carve of req. based on confirmed user hypothesis.

[staceypark]

To discuss at 8am workgroup 5/10:

1. Review map of week 1-4 across may - aug epic for UAT on Story 5, 7, 8 with facilitate workgroup to propose wk2 may 5/11 facilitate workgroup meeting.
   • Liberty kickoff for UAT testing wk4 jun_epic
   • Need everything developed, tested, & documented to be ready to train by wk4 jul_epic before 8/18 Go Live
   • ATO goal is 8/18
   • 9/1 team meeting start

[staceypark]

5/13 hq meeting

wk3 meetings

• 5/17 hires after 8am workgroup
• 5/19 sim_ui workgroup: refactoring md files #648, #1868, #1967 (Jane's team is getting to SP by wk4 june) - needs to include James, Lindsey, Jenn, Stacey, & Jane

updates

• Story 5 - Propagate the facility file and the Master Data UI to SPO at end of May. Then, during June, with a recent snapshot of on prem available on SPO, then doing the may propagation of facility data and Master UI on Sharepoint Online...we can ask the facilitate_workgroup to start testing/using. If Ash can propagate to Sharepoint Online now, we can close this by wk1 jun_epic.

[jamesmrollins]

5/17

Bugs

• Bug in issue #1986 regarding Team Data file upload to support facilitator. Decided to do backend update via GitHub by @jamesmrollins and notify @MattMoore2 and @branscombj when complete.
• Please upload the team data table file dated 2020_04_26 for st. george: https://spsites.cdw.va.gov/sites/PTSD_OMHO/Pages/VISN19/660.aspx?RootFolder=%2Fsites%2FPTSD%5FOMHO%2F660%2F660gg%5Fst%5Fgeorge%5Fcboc%2F660gg%5Fst%5Fgeorge%5Fcboc%5Fteam%5Fdata%5Ftable&FolderCTID=0x012000B2F19EB73639FF45B8971552024EF761&View=%7B95961CD9%2DEE59%2D450F%2D92E5%2DE2E25D202204%7D

• 1970 Was likely a transient issue. We attempted to run down any issues that may have nested within the Sim UI, but did not find any direct causality that would jive with the errors posted in the inspect window. Various attempts to recreate the issue have not been successful. The issue has not been observed since the bug was reported. We will ask the team to continue to monitor and report any difficulties:

  • Support Workgroup host system Forio Epicenter, we don't see an issue.
  • Facilitators have see that the issue has resolved, have the team also found that it's resolved now?

• 1969 Data in Viz tabs in Master Data UI file. @anazariz will focus on completing this issues 5/17. PI emphasized that it is important to complete this as we are leaving the data UI phase of training and going to SIM UI phase. URGENT priority for Nazarizadeh, Afshin for all the co-facilitator prep this week, as all the teams are wrapping up their Data UI phase. While this is a high priority - we want to keep close tabs on the scope, because Teams will not be encouraged to refresh their data over the next 2 weeks, because the teams will use their current data for the remaining sessions.

• 1905 Update text for Engagement Duration and RVI in Psy Tab of the Team Data Table - @anazariz will have ready before June Propagation (Tues, 1st) .

• 1973 State save with scroll on the left for the main table will have ready before June Propagation (Tues, 1st June).

ZenHub

Meetings

[dkngenda]

Calendars

• Stacey texted David about JMB today
• Interviewing process today
• Fall back is to use team time to cover interviewing process.
• Jane/David might cover Red part 1 on Wednesday.
• David move quant research meeting to 9 am for week 3 and 4.
• 589 - Kansas City : wk4 Monday w/Lindsey
• 626 - TVHS Theresa will cover w/either Jane or David, but prep this week wk3) has to be rescheduled. Finalize the plan at 8AM facilitate_workgroup tomorrow 5/18
• D365 group can post prompting questions for facilitators on teams or an issue card. Follow up questions will have to be scheduled later on (Meeting to be set)
• Plan to record conversation and questions during support workgroup on Wednesday focus on D365 whiteboard sessions so facilitators (Matt/Jane) can watch when they come back.
• Jenn to ping VAPOR board members about attendance to National Peer Support Meeting.

Story 6 CRM - D365

• It is okay to delete all the Dynamics Sandbox apps the team was exploring with.
• Snyder, Howard (Liberty IT Solutions) will reach out to Bharath Vermula and Jerry Evans and Melanie Dowczek and "Mimi" Maria de los Santoas via email, cc Lindsey & Stacey to understand why they are on our DEV Dynamics instance.
• Assign Erlene System QA role.

ZenHub Reports

Cumulative flow:

• Are any workstreams getting any narrower?
  • Ideally closed should be growing, blue should be shrinking.
  • New and progress should be stable (slim).
• The pipeline should be getting smaller and smaller since we are not adding anything to it i.e it's constrained by our capacity. If it's getting bigger we are not managing our capacity correctly.
• Blue band (priority epic) should be as half the width at the end of the week as compared to the beginning.
• On average, the team has 36 active issues (per week) that are not in the priority development. For a month we should have approximately 144 issues

Control charts

• Whenever you have strong outlier, use the median
• New Issues > Closed (101 issues), 294 points, Median = 23 days to close.
• We are running behind i.e we should be doing 147 by now (we have 118)

Burndown

wk 1 5/3

• Only completed ~40% of what was assigned for the sprint. wk 2 5/10
• Only completed ~20% of what was assigned...
• Survey issues didn't get closed that will close today.
• Sim UI had a number of cards that will close today.
• d365 these estimates should be made in a way that follows the weekly sprint.

Velocity

• sim 31pts/sprint 19 of 132 dev 19/sprint 14 of 80

• quant 26/sprint 55 of 155

• hq 16/sprint 41 of 110

• facilitate 6/sprint 16 of 64

Putting this together

• ~35 points planned priority epic pipeline/week
• ~35 more emergent tasks (e.g., bugs/week).
• ~280 points closed per month.
• 140 points at the beginning of the epic (priority pipeline)

Goal:

1. End meetings on time.
2. With more material covered (issues).
3. Shift: We need to be decisions refine the estimates each week, so we don't keep scoping out more work than we hand.

Meetings:

• Come to the these two meetings (8AM workgroups leads; hq_workgroup) ready to review the timing/estimating of your story points.
• wk4 & wk1 = review the monthly epic and any changes to our planning assumptions.
• wk 2 & wk3 = simply update on weekly progress for the epic without a need to review monthly comparisons, etc.

team_time tomorrow Use team time to discuss how to deal with overestimating based on

• quant = 26 pts/sprint
• hq = 16 pts/sprint
• facilitate = 6 pts/sprint
• wk3 & wk4 - may_epic that aligns with your historical velocity.

[staceypark]

hq meeting 5/20

wk4 meetings:

1. mm - @lzim @staceypark @dkngenda will review overall timeline of MTL and special issues delivery

2. facilitate:

   • discuss coplanning plan for VA IIR grant teams and use it as training opportunity for folks to coplan without LZ
   • MTL videos for system story
   • VISN Facilitators started on MTL Video - Mandy Kumpula (psychologist Chris Crowe - PsychTools)
   • SP referrals tab
   • review for marcia & jane's team
   • clarify that between session 1/2 process with team lead, you need to ask for clinics for SP tab
   • show that checklists for prepping are on the MTL manual

3. teamtime:

   • f/u fall back for special issue manuscripts or hiring

4. quant_research:

   • @dkngenda will post reviews in advance throughout the week for lzim/research 148 (time to completion aim 2), 158 (ICC), 179 (aim 2 t tests)

Story 5 Updates:

• Story 5 - "Go Live" wk2 jun_epic
• @anazariz will work on the last piece during wk1 jun_epic
• @anazariz will create qa test cards for @staceypark and @lijenn when they come back in wk2 jun_epic

[lzim]

8AM Workgroup Leads 5/24/21

• [x] Review Bug Trucker

• [x] Review mtl.help@va.gov

• Reviewed 4 MTL Live Team Meetings this week

• facilitator_workgroup - MTL Manual Review & Admin - @jamesmrollins will join at 9:30AM

• Story 6 CRM Sprint Review (end of sprint); Review of the entity diagram (D365 easier than Excel?)

• Story 5 will be closed no later than wk2 jun_epic.

• Story 2, 3, 7 & 8 - All will be closed end of may_epic (but for a few points that were moved)

• Story 1 & 4 15th today at the 12:30PM #manuscriptmonday

• Power BI

• Possibly can get the sim_workgroup meeting time back.

• Development Stories 2021 (second half) - Lindsey will be soliciting the list of new features.

• quant_workgroup #156, #158 & 179 - Timeline of Activities, Hiring updates ??

• [x] Review mtl.info@gov

• manuscriptmonday - table of contacts; timeline

• Interviews - 45 min w/time to document, complete independent.

• team_time - special issue collection of papers

• quant_workgroup #156, #158 & 179

• hq_workgroup - monthly review

Next week: @lijenn & @lzim & @jamesmrollins OOO; @staceypark some limited coverage hq_workgroup

• Cancel 8AM workgroup, 12:30 #manuscriptmonday; 1PM team_time; 2PM support_workgroups; 3:30PM sim_ui_workgroup; 2:30PM hq_workgroup
• Keep quant_workgroup - David & Ash