HUU: PM/ORG Agenda and Meeting Minutes

[lola3736]

Overview

This issue tracks the agenda for the PM/Org meetings for the HomeUniteUS project

Resources

Add a link to each comment below (each one being an agenda and meeting minutes

Minutes Template

## Agenda and Minutes 2022-02-1

### Prework
- [ ] label audit #354

### Roll Call

- [ ] Kristy
- [ ] Regan
- [ ] Sanya
- [ ] Kristelle
- [ ] Denisse
- [ ] Ben
- [ ] Raji
- [ ] Bonnie


#### Recurring items: 
 - [ ] review any issues that are in the [new issue approval column](https://github.com/hackforla/HomeUniteUs/projects/3#column-15433668)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/HomeUniteUs/issues/assigned/ExperimentsInHonesty)
       - [ ] [Regan](https://github.com/hackforla/HomeUniteUs/issues/assigned/JRHutson)
       - [ ] [Kristy](https://github.com/hackforla/HomeUniteUs/issues/assigned/kpoints)
       - [ ] [Denisse](https://github.com/hackforla/HomeUniteUs/issues/assigned/Dsequ)
       - [ ] [Ben](https://github.com/hackforla/HomeUniteUs/issues/assigned/rossbb)
       - [ ] [Kristelle](https://github.com/hackforla/HomeUniteUs/issues/assigned/k-gumarama)
       - [ ] [Sanya](https://github.com/hackforla/HomeUniteUs/issues/assigned/sanya301)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)

#### New Items and Items from Previous Meeting

#### Actions taken or notes about stuff from the meeting:

#### New Task Items

[lola3736]

2024-10-03 Meeting Agenda

All Team Meeting Action Items

• Jon to provide mock-up of profile to show scalability
• Team to incorporate Bonnie's feedback
• Anything else

Onboarding/Offboarding Clarification

• Roster - whats "Public & Note" on checklist
• Do design /dev lead need 1Password
• Design and Dev team members are that are no longer with us have access to the following, who to contact to remove:
  • UI UX write
  • Hack for LA Engineering Write

Project Plan

• Milestones: which items are mandatory for all Projects
• Research: Does HFLA use transcription services for research and interviewing
• Clarification on SPY Handbook
  • There are 3 versions: version 1, version 2 and 2024
    • Consistent across versions
      • 4 Personas;
        • 1 Host Home Coordinator: maintains / manages the program, main contact for the hosts
        • Case Manager: supports the Guests, provides referral to the program
        • Host
        • Guest
      • Some minor differences in the handbook recommended design of the program and SPY's implementation/process based on the documents provided.
        • Persona's
        • HHC interaction with Guest
• There is a competitive / Comparative Analysis - need clarification
• The previous Project Board appeared to have 4 personnas
• In progress and draft of Oct Goals
  • PRD documentation
  • List of features
  • Design system
  • User Flow
  • Migration to AWS Incubator
  • Weekly Label Check

Summary Meeting Notes

• All feedback on Guest Intake Profile preliminary walk have been included
• Design / Dev lead team member may need access to 1Password if it is used to access project tools
• Team members no longer on the project currently have "write" access to CoP tools, given that there is an effort to clean up all access to the various CoP tools, these access will be ratified at that time.
• Mandatory milestones for all teams are:
  • Compliance
  • Security
  • Organization
  • Project Management
  • Team Workflow
• Action items
• Draft milestones for review
• Document test transcription
• Include Admin Coordinator features to Coordinator Persona
• Check team roster to ensure all team members have their GitHub profile as "Public"

[lola3736]

2024-10-10 Meeting Agenda

All Team Meeting Action Items

• Status of feedback and when this will be available to view
• User flow and wireframes are currently in progress in addition to responding to the feedback

Recruiting

• Need to add 2 - 3 Design members
• Need to add 1 Product /Project Manager to serve as a floater
• Need to add 1 Research

Project Plan

• Draft PRD
• Wiki update, whats the purpose?
• There is a competitive / Comparative Analysis - need clarification
• In progress and draft of Oct Goals
  • PRD documentation
  • List of features
  • Design system
  • User Flow
  • Migration to AWS Incubator
  • Weekly Label Check

Summary Meeting Notes

• Action items from 10-03-2024 Meeting
  • Draft milestones for review
  • Document test transcription
  • Include Admin Coordinator features to Coordinator Persona
  • Check team roster to ensure all team members have their GitHub profile as "Public"

[lola3736]

2024-10-17 Meeting Agenda

Recurring

• Weekly Label Audit
• Oct Goals

Project Plan

• Draft PRD - in progress
• List of features
• Design system
• User Flow
• Migration to AWS Incubator

Summary Meeting Notes

• Added
• Action items from 10-17-2024
  • Add "dummy data" feature label
  • Change "points" label to follow HFLA standard verbiage
  • For issues with draft label:
    • Issue owner to:
      • Assign to themselves
      • Review to determine the status and additional action needed
      • Assigned "Ready for label" as appropriate
• Action items from 10-10-2024
  • Update Wiki page
  • Update competitive / Comparative Analysis
• Action items from 10-03-2024 Meeting
  • Draft milestones for review
  • Document test transcription
  • Include Admin Coordinator features to Coordinator Persona
  • Check team roster to ensure all team members have their GitHub profile as "Public"

[lola3736]

2024-10-24 Meeting Agenda

Recurring

• Weekly Label Audit
  • Type of label for Epic Accomplishments
  • Milestone - what's the milestone
  • Feature - Need to add "accomplishment"
  • Points - can we add HUU points
• Oct Goals

Project Update

• Draft PRD - in progress
• List of features
• Design system
• User Flow
• Migration to AWS Incubator

New Items

• Team Roster Cleanup
  • [email protected] - Paul Espinosa on HUU project (gmail replaces [email protected])
  • [email protected] - Farah Khan no longer on HUU project
  • Onboarding - link in column L - roster
• Next step for team member adds on VRMS - Jasmine and Jasika
• Review of Coordinator wireframe
• Project Board - "In Progress", "New Issue Approval"

Summary Meeting Notes

• Meeting Purpose
  • Review and clean up Home Unite Us (HUU) team roster and GitHub permissions

Key Takeaways

• Cleaned up HUU GitHub team members, removing inactive members and ensuring roster accuracy
• Created formula to check for issues assigned to inactive team members
• Verified no open issues are assigned to inactive members
• Discussed policy on volunteers working on multiple projects simultaneously

Topics

Roster and GitHub Team Cleanup

• Reviewed and updated HUU roster, ensuring GitHub handles are accurate
• Removed inactive members from GitHub team (e.g. Randall Broad, Calfa Kimbo)
• Created formula to audit GitHub team members against roster
• Final count: 81 total team members (23 active, 58 inactive)
• Identified and resolved discrepancies between roster and GitHub team

Issue Assignment Audit

• Created concatenated formula to check for issues assigned to non-team members
• Verified no open issues are assigned to inactive team members
• Set up system to easily check for incorrectly assigned issues in the future

Team Member Policies

• Reaffirmed policy that volunteers cannot work on multiple projects simultaneously unless they are advisors
• Discussed specific case of volunteer wanting to join HUU while on another project

Upcoming Design Review

• Confirmed Bonnie will attend coordinator wireframe review next Tuesday
• Ariel requested smaller group for initial review before full team presentation

Next Steps

• Lola to double-check no issues are assigned to inactive members
• Lola to respond to volunteer request, explaining single project policy
• Prepare for coordinator wireframe review next Tuesday
• Continue monitoring and maintaining accuracy of team roster and GitHub permissions
  Action Items
• Prep coordinator wireframe for Bonnie's review next Tue. Confirm Ariel's smaller group breakout plan - Lola Sarumi

Action Items

• Action items from 10-17-2024
  • Add "dummy data" feature label
  • Change "points" label to follow HFLA standard verbiage
  • For issues with draft label:
    • Issue owner to:
      • Assign to themselves
      • Review to determine the status and additional action needed
      • Assigned "Ready for label" as appropriate
• Action items from 10-10-2024
  • Update Wiki page
  • Update competitive / Comparative Analysis
• Action items from 10-03-2024 Meeting
  • Draft milestones for review
  • Document test transcription
  • Include Admin Coordinator features to Coordinator Persona
  • Check team roster to ensure all team members have their GitHub profile as "Public"

---

Roll call

• Bonnie Wolf
• Lola Sarumi

[lola3736]

2024-10-31 Meeting Agenda

Recurring

• Weekly Label Audit

Project Update

• Draft PRD - in progress
• List of features - draft complete
• Wiki - progress to date
• Design system - in progress
• User Flow - in progress
• Migration to AWS Incubator - finalizing
• Team Roster Cleanup

New Items

• CoP meeting, unable to initiate Note taker, is there a blocker to AI
• Design team
  • Would like the opportunity to develop "card" Hifi for Guest/Host
  • What's is "Brand Guide Line"?
  • Team work that you didnt see
    • Jiehong
    • Julia
  • Meet with team?
• Team workflow for review and approval of product design and development
• Received email on Amazon AWS account closure
• Team Roster Cleanup

Summary Meeting Minutes

Meeting Purpose

• Review project management tasks, discuss feature development, and address team dynamics for the Home Unite Us project.

Key Takeaways

• Project cleanup and organization is ongoing, with focus on properly categorizing issues and milestones
• A new approach to documenting and prioritizing features is being developed, emphasizing MVP functionality
• The project is prioritizing shipping working software over extensive design iterations at this stage

Topics

• Project Management and Organization
  • Reviewed and updated project board labels, milestones, and issue categorization
  • Discussed the importance of proper issue labeling and milestone assignment
  • Addressed the need to clean up old issues and organize them effectively
• Feature Documentation and Prioritization
  • Introduced a new spreadsheet approach for documenting typical features and specific options
  • Emphasized the need to identify which features are part of MVP and how they're being addressed
  • Discussed the importance of understanding and documenting how each feature is implemented
• Design Team Dynamics
  • Addressed the design team's desire to present guest / host hifi design focusing on "card" layout
  • Discussed the need to manage expectations and focus on shipping working software before extensive design iterations
• Development Progress
  • Mentioned the completion of incubator migration
  • Discussed the need to create mock users for different roles (guest, host, coordinator)
• Compliance and Security
  • Briefly touched on compliance requirements (COC, potentially HIPAA)
  • Mentioned the importance of building architecture that can accommodate future compliance needs without overengineering for MVP

Next Steps

• Lola to complete the feature documentation spreadsheet, showing mastery of understanding MVP features
• Communicate to the design team that the current design will be used for MVP, with potential redesigns post-launch
• Develop and document an approval flow for Bonnie's review process
• Focus on shipping working software and limit scope of design changes until after MVP launch
• Bonnie / Lola to work on compliance requirements
• Lola to delete label "size 4", was this added by other project teams

---

Roll call

• Bonnie Wolf
• Lola Sarumi

[lola3736]

2024-11-07 Meeting Agenda

Recurring

• Weekly Label Audit
  • Labels: Interface considered a feature or part of the architectural design?
  • Duplicate Features - to delete one of these
    • Host Dashboard
    • Dashboard Host
    • Guest Dashboard
    • Dashboard Guest

Project Update

• Wiki - progress to date
• Design system - in progress
• User Flow - in progress
• Migration to AWS Incubator - completed

New Items

• CoP meeting, unable to initiate Note taker, is there a blocker to AI
• Design team
  - Which HiFi for Guest/Host to use
  • What's is "Brand Guide Line"?
  • Sanya - reached out
  • Team work that you didnt see
• Team workflow for review and approval of product design and development (in progress)
  • High Level
    • Directional perspective - to be discussed with PM and Design Lead and maybe Dev Lead - small audience
    • Design, PM and Deve Lead approval of wireframes and hifi design prior to Bonnie's review
      • Include Dev team member during Product and Design collaboration
• Received email on Amazon AWS account closure

Summary Meeting Minutes

Meeting Purpose

• Review and improve project management practices for the HUU (Home Unite Us) project

Key Takeaways

• Clarified proper use of draft labels, issue assignments, and board column management
• Identified need to recruit junior developer and close UX research/design roles
• Decided on preferred UI design for checklist feature (right-hand side version)
• Agreed to provide year-end feedback for Lola's performance and growth areas

Topics

Board Management and Issue Workflow

• Draft labels should only be used in New Issue Approval or Icebox columns
• Only one person should be assigned per issue, except for drafts in progress
• In Progress column should not contain any draft-labeled issues
• Prioritized Backlog should be cleared regularly, aiming for near-empty state weekly
• First week of each month: leads-only meetings to focus on board cleanup and strategic planning

Developer Recruitment and Team Composition

• Current dev team: Tyler, Eric, Paul, John (4 total)
• John working on large issues, Paul on small/medium
• Decided to open role for junior developer to work on small issues
• Ariel to post open role for junior dev before Nov 19th onboarding

UI Design Decision

• Chose right-hand side checklist design for better scalability and UX
• Allows independent column scrolling without awkward center scroll bar

Performance Feedback

• Lola requested end-of-year feedback from Bonnie
• Focus on areas for improvement, especially presentation skills
• Bonnie to provide feedback in last meeting of the year

Complexity Labeling

• Lola completed adding complexity labels to PM and design issues
• Need to add complexity labels to closed issues for skill level visibility

Next Steps

• Clean up In Progress column, removing draft labels
• Ariel to post junior developer role opening before Nov 19th
• Close UX research and design open roles
• Add complexity labels to closed issues for better skill tracking
• Implement chosen UI design (right-hand side checklist)
• Bonnie to prepare end-of-year feedback for Lola
• Continue board cleanup efforts, focusing on New Issue Approval column

Action Items

• Review/clean "New Issue Approval" column issues. Assign drafters to draft issues - Lola Sarumi
• Talk to Ariel re cleaning 1+ issue/meeting. Remove draft labels from "In Progress" issues - Lola Sarumi
• Ask Ariel to post junior dev role before Nov 19. Ask devs to add complexity to closed issues - Lola Sarumi
• Inform design team of chosen layout (right-hand side design) - Lola Sarumi

---

Roll call

• Bonnie Wolf
• Lola Sarumi

[lola3736]

2024-11-14 Meeting Agenda

Recurring

• Weekly Label Audit

New Items

• Team workflow for review and approval of product design and development.
  • Objective - provide guidelines and ensure team members are clear on team collaborations, product review and approval and escalation process. (will also add roles and responsibilities of team members)
  • High Level proposal:
    • PM drafts and finalizes user stories; PM Lead reviews and provides final approval (should epic stories be drafted first?)
    • PM shares approved user story with Design team member:
      • Clarifies/addresses any questions and concerns
      • Updates user story accordingly (if required)
    • Design TM (team member) drafts wireframe and user flow based on user story:
      • Shares draft wireframe and user flow with design team for feedback
      • Shares draft wireframe and user flow with PM for feedback
      • Clarifies queries, updates wireframe and user flow based on feedback from both design team member and PM
      • Obtain approval from PM and Design Lead
      • Share wireframe and user flow with Development TM for feedback and collaboration (no work to be performed by Dev at this time)
      • Development TM to align feedback with Engineering Lead
      • Development team provides feedback for consideration and address potential query from Executive Director
    • Corresponding Project team to share proposed wireframe with Executive Director
    • Executive Director to provide feedback etc...
      • Provides approval to proceed with development work, once all feedback has been incorporated and PM, Dev and Design Lead also provided approval.
        • Can provide provisional approval for Engineering team to proceed based on feedback from Engineering Lead, PM Lead and Design Lead.
• The above flow is applicable for HiFi design
• Include Dev team member during Product and Design collaboration
• Directional guidelines - to eliminate confusion, proposed discussion be limited to PM, Design Lead and Dev Lead - small audience, no views by team members.
• Team members requesting 1/1, during breakout session of the "all team meetings" next week
  • Research team is ready to share preliminary results of their first research on personas
  • Coordinator team to seek provisional approval for engineering to proceed with work on structural build
• Fathom AI Note Taker, thoughts?
• Kristen Cardon to join HUU as Senior Dev; offboard from Website project
• Received email on Amazon AWS account closure

Summary Meeting Notes

• Meeting Purpose
  • Review and refine Home United Us (HUU) project management processes and discuss ongoing product development tasks.

Key Takeaways

• Team workflow documentation needs refinement; will be presented as a Google Doc and potentially as a flowchart
• Product review process should involve leads first, then Bonnie for final approval
• Several project board issues require updates or reclassification (e.g., glossary of terms, account deletion)
• Communication guide and style guide development to be discussed in the next meeting

Topics

Team Workflow Documentation

• Lola presented initial draft of team workflow process
• Bonnie suggested moving it to a Google Doc for easier collaboration
• Workflow should emphasize lead review before Executive Director approval
• Consider creating a flowchart for visual representation

Product Review Process

• Emphasized importance of lead review before presenting to Bonnie
• Bonnie prefers to review designs before dev team to avoid wasted effort
• Process should allow for presenting multiple options when stuck on a decision

Project Board Management

• Reviewed several issues on the project board:
  • Updated labels for outdated issues
  • Identified need for glossary of terms for the project
  • Discussed account deletion feature (needs separate stories for guest, host, coordinator)
    • Evaluate need for "time-sensitive" task marking feature

Product Management Practices

• Discussed use of MoSCoW method (Must have, Should have, Could have, Won't have) for prioritization
• Reviewed stakeholder management techniques using visual tools like FigJam
• Emphasized organizing by milestones and priority categories

Team Member Progression for Engineering team

• Discussed criteria for team members to advance to more complex tasks:
  • Need to complete large-size issues
  • Demonstrate ability to work independently on codebase

Next Steps

• Clean up and finalize team workflow documentation in Google Doc
• Create separate user stories for account deletion (guest, host, coordinator)
• Follow up on defining product owner vs product manager roles more clearly
• Update project glossary of terms
• Discuss communication guide and style guide in next meeting
• Review updated team workflow document in next meeting

Action Items

• Create Google doc version of team workflow, link to GitHub comment - Lola Sarumi
• Update team workflow doc per Bonnie's feedback - Lola Sarumi
• Create pictorial diagram of team workflow process - Lola Sarumi
• Add staging deck approach follow-up to next meeting agenda - Lola Sarumi
• Create spreadsheet for HUU-specific glossary of terms - Lola Sarumi
• Clean up "Delete account screen" issue, convert to epic for guest/host/coordinator - Lola Sarumi
• Ask coordinator team re: existing alternatives for marking time-sensitive tasks - Lola Sarumi
• Add communication guide discussion to next meeting agenda - Lola Sarumi

---

Roll call

• Bonnie Wolf
• Lola Sarumi

[lola3736]

2024-11-21 Meeting Agenda

Recurring

• Weekly Label Audit

New Items

VRMS Website

• Status of VRMS website update
  • Lineup is incorrect
  • Missing the following team members
  • Members on the site but should be deleted
  • Attachment link 🔗 not working
    

- Website does not work, unsure if this is still valid