HUU: PM Agenda and Meeting Minutes

[sanya301]

Overview

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

Resources

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

Minutes Template

# 2024-05-15 PM Agenda and Minutes 

## Prework
- [ ] label audit #354

## Roll Call

- [ ] Ariel
- [ ] Jasika
- [ ] Lola
- [ ] Sanya

## Recurring items: 
 - [ ] review any issues that are in the [new issue approval column](https://github.com/orgs/hackforla/projects/62/views/1?filterQuery=new+issue+approval)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each PM
       - [ ] [Ariel](https://github.com/hackforla/HomeUniteUs/issues/assigned/lasryariel)
       - [ ] [Jasika](https://github.com/hackforla/HomeUniteUs/issues/assigned/jasika-ai)
       - [ ] [Lola](https://github.com/hackforla/HomeUniteUs/issues/assigned/lola3736)
       - [ ] [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

[sanya301]

Placeholder for prior agendas

[sanya301]

2024 05 09 PM Meeting Notes

Agenda:

• #501 - reviewed
• Question: PDF vs in app review for coordinator

Next steps:

• [ ] Coordinator stories
  • [ ] #635 - second priority, need to rethink wording as this is no longer just a review application page if we are changing dashboard
  • [ ] #518
  • [ ] #519 - needs to remove association with "applications" as notes go beyond applications
  • [ ] #520
  • [ ] #519
  • [ ] #518
  • [ ] #635
  • [ ] Review #501 - super important.
    • [ ] Add status prior to submission.
    • [ ] Add a column to have link to application #656 needs to be merged into this.
    • [ ] Also add matching profile link here
  • [ ] Close the duplicate intake profile story #517
  • [ ] #635
  • [ ] https://github.com/hackforla/HomeUniteUs/issues/created_by/rpradheap
  • [ ] Review #454, #656 @rpradheap, please add labels and list new stories in Coordinator epic

[sanya301]

2024-05-16 PM Agenda and Minutes

Roll Call

• [x] Ariel
• [ ] Jasika
• [x] Lola
• [x] Sanya

Recurring items proposal for future meetings:

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

New Items and Items from Previous Meeting

• https://github.com/hackforla/HomeUniteUs/issues/635
• https://github.com/hackforla/HomeUniteUs/issues/520

Actions taken or notes about stuff from the meeting:

New Task Items

[lasryariel]

2024-05-23 PM Agenda and Minutes

Roll Call

• [x] Ariel
• [ ] Jasika
• [x] Lola
• [ ] Sanya

Recurring items proposal for future meetings:

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

New Items and Items from Previous Meeting

• https://github.com/hackforla/HomeUniteUs/issues/635
• https://github.com/hackforla/HomeUniteUs/issues/520

Actions taken or notes about stuff from the meeting:

New Task Items

[lasryariel]

2024-05-30 PM Agenda and Minutes

Roll Call

• [ ] Ariel
• [ ] Jasika
• [ ] Lola
• [ ] Sanya

Recurring items proposal for future meetings:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check
  • [ ] Review assignments for each PM
    • [ ] Ariel
    • [ ] Jasika
    • [ ] Lola
    • [ ] Sanya
• [ ] finish adding labels to the issue that are still missing them (see audit links above)
• [ ] review issues labeled "Ready for: Product"

New Items and Items from Previous Meeting

• https://github.com/hackforla/HomeUniteUs/issues/635
• https://github.com/hackforla/HomeUniteUs/issues/520

Actions taken or notes about stuff from the meeting:

New Task Items

• [x] Ariel: Github Projects Classic will be sunset, Bonnie said we will only be migrating one board, so we need to discuss if we need anything from the User Story Project: https://github.com/hackforla/HomeUniteUs/projects/6 - we ended up saving everything to a spreadsheet

[sanya301]

2024-06-06 PM Agenda and Minutes

Prework

• [ ] label audit #354

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [x] Sanya (left early)

Recurring items:

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

New Items and Items from Previous Meeting

• Discussed project board cleanup
• Discussed better collaboration with Engineering

Actions taken or notes about stuff from the meeting:

New Task Items

[sanya301]

2024-06-13 PM Agenda and Minutes

Prework

• [ ] label audit #354

Roll Call

• [x] Ariel
• [x] Jasika
• [ ] Lola
• [x] Sanya

Recurring items:

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

New Items and Items from Previous Meeting

• Filter user story review: @lasryariel update filter user story to define name filter requirements if any, and use cases for search bar
• Host dashboard review
• Coordinator epic review?

Actions taken or notes about stuff from the meeting:

New Task Items

• [ ] Coordinator epic (user journey) needs to be updated and presented to the design team. Define by end of this section, coordinator needs to do this
• [ ] Create a listing for a user researcher?

[sanya301]

2024-06-20 PM Agenda and Minutes

Prework

• [ ] label audit #354

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [x] Sanya

Recurring items:

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

Actions taken or notes about stuff from the meeting:

• Acceptance criteria for invite guest #520 reviewed
• User interview demo https://participate.lookback.io/qNqfbB?preview
• Next week @lasryariel create agenda for both team (host this) and PM meeting

New Task Items

• [ ] Filter user story review: @lasryariel update filter user story to define name filter requirements if any, and use cases for search bar
• [ ] Host dashboard review
• [ ] Coordinator epic (user journey) needs to be updated and presented to the design team. Define by end of this section, coordinator needs to do this
• [ ] Create a listing for a user researcher?

[lasryariel]

2024-06-27 PM Agenda and Minutes

Prework

• [x] label audit #354

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [x] Sanya

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check
  • [ ] Review assignments for each PM
    • [x] Ariel
    • [x] Jasika
      • [ ] Make sure all stories are labeled "Ready for ..." or be In Progress
      • [ ] Double check that any matching questions in the open questions google doc have been accounted for
    • [ ] Lola
    • [ ] Sanya

Actions taken or notes about stuff from the meeting:

• [x] Create a listing for a user researcher?
  • [x] Ariel: Another Designer and Back End dev are needed too. Is that PM responsibility?
    • Discussed role posting responsibilities
      • historically Sanya has posted roles, not sure what the official policy for hackforla is (could confirm with Bonnie)
      • We do need work documented as issues before we post a role, so at least for research role we need Ed to work through what they will be doing and create issues.
• [x] Discuss Background Checks requirement for each persona
  • For MVP background check in HUU or Guest/Host is just informing them that the background check will happen (already implemented)/has been completed
  • For Coordinator they will just have the ability to confirm that the background check was completed successfully or not

New Task Items

• [x] Filter user story review: @lasryariel update filter user story to define name filter requirements if any, and use cases for search bar
  • [ ] Ariel: Done, needs review.
• [x] Coordinator epic (user journey) needs to be updated and presented to the design team. Define by end of this section, coordinator needs to do this
  • [ ] Ariel: Done, needs review
• [ ] Host dashboard review
• [ ] For next meeting (8/1) we can work on setting up August goals as a team, prepping for the Tuesday lead meeting to get feedback from Ed/Tyler
  • [ ] We will use this timeline for the leads meeting
• [x] Cancel the meetings for July so they aren't on everyone's calendar? - Sanya will do this
• [ ] Ariel: would it be helpful if we hid comments as we went for the recurring threads? Scrolling all the way down is a pain, and it's easy to accidentally edit the wrong one, and they can still be unhidden when needed. - Ariel will do this
• [ ] Check in before we come back with break to make sure roles were created before onboarding

[lola3736]

2024-08-08 PM Agenda and Minutes

Roll Call

• [X] Ariel
• [X] Jasika
• [X] Lola
• [X] Sanya
• [X] Gaberiella
• [X] Teja
• [ ] Essence

Team Introduction

• [X] New team members
• [ ] Onboarding
• [X] Proposal to change team meeting to 6pm

Prework

• [ ] label audit #354

Project Board Cleanup:

Recurring Items (7)

• [ ] #691
• [ ] #364
• [ ] #692
• [ ] #354
• [ ] #430
• [ ] #396
• [ ] #733

Ice Box (5)

• [ ] #359
• [ ] #362
• [ ] #333
• [ ] #623
• [ ] #519

Review / Feedback Needed (10)

• [ ] #508
• [ ] #454
• [ ] #501
• [ ] #518
• [ ] #509
• [ ] #635
• [ ] #704
• [ ] #492
• [ ] #489
• [ ] #731

New / Issue Approval (15)

• [ ] #456
• [ ] #338
• [ ] #617
• [ ] #433
• [ ] #611
• [ ] #604
• [ ] #380
• [ ] #416
• [ ] #418
• [ ] #305
• [ ] #3
• [ ] #737
• [ ] #315
• [ ] #618
• [ ] #432

Prioritized Backlog (2)

• [ ] #528
• [ ] #475

In Progress (8)

• [ ] #533
• [ ] #510
• [ ] #439
• [ ] #500
• [ ] #455
• [ ] #440
• [ ] #658
• [ ] #724

UAT (1)

• [ ] #520

Legacy Tickets (20)

• [ ] #431
• [ ] #332
• [ ] #290
• [ ] #297
• [ ] #279
• [ ] #376
• [ ] #239
• [ ] #281
• [ ] #367
• [ ] #170
• [ ] #372
• [ ] #321
• [ ] #274
• [ ] #395
• [ ] #240
• [ ] #302
• [ ] #656
• [ ] #517
• [ ] #589
• [ ] #634

Actions taken or notes about stuff from the meeting:

• New team members requested overview of project tools
  • GitHub
  • Figma
• Team to decide on persona to work on:
  • Coordinator
  • Guest
  • Host

New Task Items

[lola3736]

2024-08-15 PM Agenda and Minutes

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [ ] Sanya
• [x] Gaberiella
• [x] Teja
• [ ] Jasmine

Onboarding

• [x] Add to Google calendar invites
  • [x] Friday Meeting - PM Community of Practice
• [x] Confirm Figma Access

Persona Assignment

• Coordinator
  • Ariel (PM lead)
  • TBD (PM)
• Guest
  • Jasika (PM Lead)
  • TBD (PM)
• Host
  • Jasmine (PM Lead)
  • TBD (PM)

Project Board Cleanup

• [ ] Project Review and Management https://docs.google.com/spreadsheets/d/1LSdAry5I3ktpeqUjajCCq4STDg0XSmRBtxVfUADFk9A/edit?gid=0#gid=0
  • [ ] Prioritized Backlog (2)
    • [ ] #528
    • [ ] #475
  • [ ] New / Issue Approval (15)
    • [ ] #456
    • [ ] #338
    • [ ] #617
    • [ ] #433
    • [ ] #611
    • [ ] #604
    • [ ] #380
    • [ ] #416
    • [ ] #418
    • [ ] #305
    • [ ] #3
    • [ ] #737
    • [ ] #315
    • [ ] #618
    • [ ] #432

[lola3736]

2024-08-22 PM Agenda and Minutes

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [x] Sanya
• [x] Gaberiella
• [x] Teja
• [x] Jasmine

Recurring Items

Workflow Review - Status

Persona Breakout Session

Section 2: Application and Onboarding Process

• Coordinator
• Guest
• Host

Miscellaneous

• Persona Assignment
• Coordinator
  • Ariel (PM lead)
  • Gaberiella (PM)
• Guest
  • Jasika (PM Lead)
  • Teja (PM)
• Host
  • Jasmine (PM Lead)
  • Teja (PM)

[lola3736]

2024-09-12 PM Agenda and Minutes

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [ ] Sanya
• [x] Gaberiella
• [x] Teja
• [ ] Jasmine

Recurring Items

Project Board Cleanup - Weekly label and board check

Workflow Review - Status

Persona Breakout Session

Section 2: Application and Onboarding Process

• Coordinator
• Guest
• Host

Miscellaneous

[lola3736]

2024-09-26 PM Agenda and Notes

Recurring Items

• Project Board Cleanup - Weekly label and board check
• Round Table - Team update and question
• Team Sharing
  • Host Questionnaire - Confirm
  • Guest Questionnaire - Confirm
  • Host FAQ
  • Features Documentation

Persona Breakout Session

• Coordinator
• Guest
• Host

Summary Meeting Notes

---

Roll Call

• [ ] Ariel
• [x] Jasika
• [x] Lola
• [ ] Sanya (Advisory)
• [ ] Gaberiella
• [x] Teja
• [x] Jasmine

[lola3736]

2024-10-03 PM Agenda and Notes

Recurring Items

• [x] Project Board Cleanup - Weekly label and board check
• [x] Round Table - Team update and question
  • [x] Status of Features Documentation
  • [x] Coordinator - Need to add Admin Coordinator
  • [x] HUU Project is based on PSY Handbook version 1
  • [x] October Goals Draft
  • [x] Product CoP Meeting - update status

Persona Breakout Session

• Coordinator
• Guest
• Host

Summary Meeting Notes

• Admin Coordinator
  • Focus will be on ensuring MVP features for Coordinator persona have been implemented
  • Once complete, include applicable features for admin role
• Team to update their goals for October

---

Roll Call

• [x] Ariel
• [x] Jasika
• [x] Lola
• [ ] Sanya (Advisory)
• [x] Gaberiella
• [x] Teja
• [x] Jasmine

[lola3736]

2024-10-10 PM Agenda and Notes

Recurring Items

• [x] Project Board Cleanup - Weekly label and board check
• [x] Round Table - Team update and question
  • [x] Status of Features Documentation
  • [x] October Goals Draft
  • [x] Product CoP Meeting - update status

Persona Breakout Session

• Coordinator
• Guest
• Host

Summary Meeting Notes

Project timeline tracking and coordinate ongoing work across teams.

Key Takeaways

• Implementing a new approach to track project timelines using GitHub milestones and issues
• Teams will focus on completing current work before collectively deciding on next priorities
• Design work for features will be tracked separately by PMs to streamline process, currently this is performed for Coordinator persona
• PM CoP meeting on October 11; teams should update issue #800 with project status Topics

Timeline Tracking Implementation

• Decided to use GitHub milestones and issues to track project timelines
• Each role (PM, Design, Dev) will have separate issues with start/end dates
• Milestones will encompass related issues for a feature or work package
• Team will start with high-level tracking and adjust granularity as needed

Current Work Status

• Coordinator team has completed feature list documentation
• Design team working on wireframes and user flows for current stories
• Some delays due to team member illness and relocation

Next Steps Planning

• After completing current work, team will collectively review and decide on next priorities
• Will assess completion of account creation phase before moving to next section
• Plan to involve dev team in prioritization discussions for efficiency

Project Documentation

• Need to add features and PRD documentation to project setup or ongoing milestones
• Design team to incorporate their tasks (wireframes, user flows) into existing milestones Research Meeting
• Scheduled for next Wednesday at 4:30 PM Pacific Time
• Jasmine, Ariel and Jasika added to the meeting invite

Next Steps

• [ ] Ariel to update GitHub with new timeline tracking approach for coordinator work
• [ ] Team members to estimate completion dates for current work
• [x] Update issue #800 with latest project status for COP meeting
• [x] Attend COP meeting tomorrow to potentially discuss project updates
• [ ] Schedule team discussion to review account creation progress and plan next priorities Action Items
• [ ] Follow up with Tejas on feature prioritization work, determine timeline for completion - Jasmine Guraya
• [ ] Finalize setup of GitHub project tracking for current work - add milestones, issues with dates for PM stories, design work Ariel Lasry
• [x] Update issue #800 for COP meeting - note no change from last week due to Priyanka's illnessm - Gabriella Dominic

---

Roll Call

• [x] Ariel
• [ ] Jasika
• [x] Lola
• [ ] Sanya (Advisory)
• [x] Gaberiella
• [ ] Teja
• [x] Jasmine

[lola3736]

2024-10-17 PM Agenda and Notes

Recurring Items

• [x] Project Board Cleanup - Weekly label and board check
• [ ] Round Table - Team update and question
  • [ ] Status of Features Documentation
  • [ ] October Goals
  • [x] Product CoP Meeting - update status

Persona Breakout Session

• Coordinator
• Guest
• Host

Summary Meeting Notes

Status

• Action item from PM CoP
  • [x] Create project and accomplishments Epic - Gabriella
• Action from 2024-10-10 meeting
  • [x] Ariel to update GitHub with new timeline tracking approach for coordinator work
  • [ ] Team members to estimate completion dates for current work
  • [ ] Schedule team discussion to review account creation progress and plan next priorities Action Items
  • [ ] Follow up with Tejas on feature prioritization work, determine timeline for completion - Jasmine Guraya
  • [ ] Finalize setup of GitHub project tracking for current work - add milestones, issues with dates for PM stories, design work Ariel Lasry

---

Roll Call

• [x] Ariel
• [ ] Jasika
• [x] Lola
• [ ] Sanya (Advisory)
• [x] Gabriella
• [ ] Teja
• [ ] Jasmine

[lola3736]

2024-10-24 PM Agenda and Notes

Recurring Items

• [ ] Project Board Cleanup - Weekly label and board check
• [ ] Section 2 - Intake Profile & Onboarding Process
  • Sub-flow 2a: Host Intake Profile Proces
  • Sub-flow 2a: Host Intake Profile - Initial Review & Verification
  • Sub-flow 2b: Guest Intake Profile - Review & Verification
  • Sub-flow 2b: Guest Profile: Completion Process
  • Sub-flow 2e: Host In-Person Verification & Training
  • Sub-flow 2ei: Host / Coordinator Interview
  • Sub-flow 2eii: Home Inspection
  • Sub-flow 2eiii: Host Training Session
  • Sub-flow 2f: Host Profile Review & Completion Process
  • Sub-flow 2f: Host Application - Final Review & Verification
  • Sub-flow 2g: Guest In-Person Verification & Training
  • Sub-flow 2gi: Guest Coordinator Interview
  • Sub-flow 2gii: Guest Training Session
  • Coordinator Dashboard
  • [ ] Status of Features Documentation
  • [ ] October Goals
  • [ ] Product CoP Meeting - update status
  • [ ] Round Table - Team update and question

Persona Breakout Session

• Coordinator
• Guest
• Host

Summary Meeting Notes

###Meeting Purpose

• Discuss project progress, prioritize features, and align on next steps for the Home Unite Us project.

Key Takeaways

• Focus shifting to building workflow features in Section 2 of the project plan
• Team to discuss strategy for writing user stories and collaborating with design team
• Need to refine feature documentation and prepare for stakeholder review
• Aim to create a Product Requirements Document (PRD) to align team on project goals

Topics

• Project Progress and Next Steps
  • Account creation (Section 1) is completed and demo-ready
  • Focus now on Section 2 features for both coordinator and host workflows
  • Team to decide on approach: write all stories first or iterate with design team
  • Goal: Create a pipeline of completed stories while working with design concurrently
  • Need to establish rough timelines for story writing and design process
• Feature Documentation Review
• Team to update feature list with clear, specific feature names (e.g., "calendaring", "notifications")
• Jasmine to confirm completion of documentation
• Document to be shared with design and dev teams for review next week
• Bonnie (stakeholder) to provide feedback on features
• Project Achievements and Reporting
  • Difficulty identifying public-facing achievements due to project's long timeline
  • Considering highlighting first demo to stakeholders as an achievement
  • Team to update product status before next meeting if time allows
• Process Improvement Discussions
  • Gabriella suggested capping design feedback rounds to 2-3 to improve efficiency
  • Lola emphasized flexibility in feature prioritization for MVP vs. future iterations
  • Discussed importance of documenting all feature ideas, even if not implemented immediately
• Product Requirements Document (PRD)
  • Lola working on creating a PRD to align team on project goals and north star
  • PRD will help new team members quickly understand project context
  • Aiming to complete PRD in the next couple of weeks

Next Steps

• [ ] Team leads to discuss strategy for user story writing and design collaboration
• [ ] Update feature documentation with specific feature names and descriptions
• [ ] Prepare for Bonnie's review of wireframes next week
• [ ] Continue working on next set of user stories
• [ ] Lola to progress on creating the Product Requirements Document (PRD)
• [ ] Team to update project status before next meeting (if time allows)
• [ ] Prepare for accomplishments review in tomorrow's meeting

Status

• Action from 2024-10-10 meeting
  • [ ] Team members to estimate completion dates for current work
  • [ ] Schedule team discussion to review account creation progress and plan next priorities Action Items
  • [ ] Follow up with Tejas on feature prioritization work, determine timeline for completion - Jasmine Guraya
  • [ ] Finalize setup of GitHub project tracking for current work - add milestones, issues with dates for PM stories, design work Ariel Lasry

  ---

Roll Call

• [ ] Ariel
• [ ] Jasika
• [x] Lola
• [ ] Sanya (Advisory)
• [ ] Gabriella
• [x] Teja
• [x] Jasmine