VRMS: PM/Design Lead Meeting Agenda

[JackHaeg]

Overview

This issue tracks the agendas and notes from the weekly PM/Design Lead Meeting

Template

## YYYY-MM-DD Agenda and Notes 

### Participants:
- [ ] Julia
- [ ] Jack
- [ ] Steph
- [ ] Bonnie
- [ ] Josh
- [ ] Trillium (optional)


### Issues to discuss: 

### Notes from meeting:

### Tasks to do:

### Items for next meeting agenda:

Old Team Meetings:

Previous Team Meeting Agendas (from 2022) that were previously stored on the VRMS Wiki have been preserved in this issue.

[JackHaeg]

2023-09-21 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [x] Rohan
• [x] Bonnie
• [ ] Josh
• [x] Trillium (optional)

Issues to discuss:

• [x] Ask Bonnie to remove 2 "Untitled Document"s from Product Management Drive
• [x] Review updated designs from Julia
• [x] Ask Julia if we need to create updated login screens (request from Trillium) https://github.com/hackforla/VRMS/issues/1318
• [x] Check in with Julia about this issue (adding screens / helping to clean up this issue): https://github.com/hackforla/VRMS/issues/1222
• [x] Update on login error that Julia mentioned previously (addressed in another issue here: https://github.com/hackforla/VRMS/issues/1510)
• [x] Assist Rohan with labels / audit section

Slack Channels	Responsible	Status	Public or private	Last Message Date
vrms-ops	vrms	Dormant	public	2020-11-10
vrms-ui	vrms	Dormant	public	2021-01-16
vrms-test	vrms	Dormant	public	2021-06-11
vrms-devs	vrms	Dormant	public	2021-07-08
vrms-tech	vrms	Active	private	2023-08-07
vrms	vrms	Active	public	2023-09-11
vrms-design	vrms	Dormant	public	2023-02-02

Notes from meeting:

• Bonnie: Slack audit (
• Meeting link validation for: Zoom, Teams & Meet (for now).

Tasks to do:

• [ ] Julia, Jack, & Trillium to review Slack channels and decide what needs to be deleted or archived

Items for next meeting agenda:

[JackHaeg]

2023-09-28 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [x] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [x] Trillium (optional)

Issues to discuss:

• [x] Slack Channels to drop (everything but vrms & vrms-tech used for security - rename channel. Also, discuss vrms-design with Julia):

Slack Channels	Responsible	Status	Public or private	Last Message Date
vrms-ops	vrms	Dormant	public	2020-11-10
vrms-ui	vrms	Dormant	public	2021-01-16
vrms-test	vrms	Dormant	public	2021-06-11
vrms-devs	vrms	Dormant	public	2021-07-08
vrms-tech	vrms	Active	private	2023-08-07
vrms	vrms	Active	public	2023-09-11
vrms-design	vrms	Dormant	public	2023-02-02

• [x] Julia: Brainstorm screen size (addition with dashboard screen)
• [x] Julia: potentially discuss new lo-fi designs
• [x] Trillium: How to change AWS secrets? Not sure if we can change our secrets, or if we need to put them into some environment elsewhere. Usually, AWS will have a place. Probably some secrets for VRMS, one of them is JWT secret that we use to sign Javascript web tokens (email is signed by our secret). Need to change this secret to make it more secure.

Notes from meeting:

• AWS secrets - check with Ops Community of Practice for this info. Also provided him with access to 1password
• Bonnie recommends finishing up "milestone" labelling first, followed by "feature" labels and any other missing labels, which will aid in the prioritization process. Apply labels to all open issues (even if outside of current project).
• Decided to use REM instead of PX in designs, recommend designing for smallest common phone size (e.g., iphone 14), and also provide gap size / percentages to devs with designs going forward.

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-10-05 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• Julia: I've finished my "in progress" issues
  • #1404
  • #1405
  • #1408
  • #1151

Notes from meeting:

• Reviewed Julia's issues as a group and provided feedback on designs.

Tasks to do:

• Discuss recruiting new developers with Trillium

Items for next meeting agenda:

[JackHaeg]

2023-10-12 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• Potentially review & complete remaining missing labels with Rohan / Bonnie
• VRMSbot email has no emails within inbox (also nothing in sent folder, calendar, etc.) See issue here: https://github.com/hackforla/VRMS/issues/581

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-10-19 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [x] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• Julia - discuss specs / design issues
• Refine remaining feature labels.
• Explore changed milestones / add to current project?

Notes from meeting:

• Reviewed Julia's latest designs, explored specs, interactions, and logic together for meetings & project flows.

Tasks to do:

• [x] Jack - move all closed issues on VRMS Research project to active VRMS project, then close VRMS research project on Git
• [x] Jack - write up an issue for Bonnie to define project statuses (on hold, archived, completed, active, deleted), assign to Bonnie.
• [x] Jack/Julia - coordinate to create an issue describing user access levels.
• [ ] Move specs to Wiki on GitHub for all specs that have been decided upon (& potentially close current issue: https://github.com/hackforla/VRMS/issues/1473)

Items for next meeting agenda:

[JackHaeg]

2023-10-26 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [x] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

Updates:

• All milestones and feature labels have been completed across all issues, size is missing on 13 issues currently (https://github.com/hackforla/VRMS/issues?q=is%3Aopen+is%3Aissue+label%3A%22size%3A+missing%22)
• Josh is reviewing old issues over the next week: https://github.com/hackforla/VRMS/issues?q=is:open+is:issue+-project:hackforla/vrms/12+

Other issues to discuss:

• Bonnie: We will plan to close this issue as it is related to the larger check-in bug and duplicates the same behavior: https://github.com/hackforla/VRMS/issues/1530
• Bonnie: New issues created re: stakeholder feedback:
  • Project Status definitions: https://github.com/hackforla/VRMS/issues/1532
  • UAL from project details: https://github.com/hackforla/VRMS/issues/1534
  • Cadence definitions: https://github.com/hackforla/VRMS/issues/1533
• Bonnie: Mentioned that feature labels are confused. Discuss required changes.

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-11-02 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [ ] Bonnie
• [x] Josh
• [ ] Trillium (optional)

Issues to discuss:

• Bonnie - discuss feature labels: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0 and Label Review: Create Feature Repository Labels List and #1537
• Bonnie - FYI provided Guides group with info on how to manually allow check in to meetings at the meantime: https://github.com/hackforla/VRMS/issues/1530
• Julia - review screens & specs

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-11-09 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [x] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• Julia - review final designs and collect remaining feedback from Bonnie (the majority of the meeting should be dedicated to this)

• Bonnie: Check in on progress of issue here / collaborate with Julia on how additional info should be added to the issue: https://github.com/hackforla/VRMS/issues/1534

• Bonnie - discuss feature labels and changes to feature labels required: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0 and Label Review: Create Feature Repository Labels List and Label Review: Create Feature Repository Labels List and #1537

• Josh - (if in attendance and time permits) check in on reviewing of issues - what to do with issues that are still relevant, but only for v4? Josh suggested adding another column to the current project that would be reserved for these issues. Alternatively, we could keep them in their existing separate project.

• Note (bug fix) - Trillium merged his PR that should address #1411 & #1530. This fix has been implemented on dev, but has yet to be pushed to Prod. However, based on Jack's initial testing by comparing the times listed on recurring times vs manual check in times on dev, they do not appear to match up, indicating the timing bug may still be an issue.

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-11-15 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [x] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Next week, no Planning meeting due to Thanksgiving
• [x] Julia - discuss screen review on Monday, any additional questions? Any major changes as a result of feedback?
• [x] Julia - Review new screens
• [ ] Issues from Josh to review, check with Bonnie to see if still relevant:
  • https://github.com/hackforla/VRMS/issues/146#issuecomment-1797602578
  • https://github.com/hackforla/VRMS/issues/159#issuecomment-1797567405
  • https://github.com/hackforla/VRMS/issues/1045#issuecomment-1797332218
• [ ] Should we just move this issue from icebox to the wiki, given that it contains relevant info over time? https://github.com/hackforla/VRMS/issues/1132
• [ ] Julia - should we work on this together? Maybe scope out some flows together to discuss how this would work along with Bonnie? https://github.com/hackforla/VRMS/issues/1397
• [ ] Julia - should we close this issue? https://github.com/hackforla/VRMS/issues/10
• [ ] Bonnie - Review feature label updates (updates made on internal features: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0)
• [ ] Bonnie - a while back, we discussed this Google Drive Migration issue. I believe you mentioned having an email template / some additional info. https://github.com/hackforla/VRMS/issues/1177

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-11-30 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [ ] Julia - Review new screens, collect feedback from stakeholder
• [x] Julia - Discuss tickets, short term plan for December
• [x] Bonnie - Discuss hosting of 3 events over holiday break (any additional details required?) If timing bug isn't fixed by then, we'll need to have someone manually enable/disable the check-in for these events on VRMS. https://github.com/hackforla/VRMS/issues/1280#issuecomment-1828726655
• [ ] Bonnie - Review feature label updates: https://github.com/hackforla/VRMS/issues/1537 (updates made on internal features: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0)
• [ ] Julia - Discuss potential metrics requested for portfolio

Issues that were missed during Monday call:

• [ ] Bonnie / Josh - Issues Josh requested review from Bonnie to see if still relevant:
  • https://github.com/hackforla/VRMS/issues/146#issuecomment-1797602578
  • https://github.com/hackforla/VRMS/issues/1045#issuecomment-1797332218
• [ ] Bonnie - a while back, we discussed this Google Drive Migration issue. I believe you mentioned having an email template / some additional info (happy to discuss at next planning call). https://github.com/hackforla/VRMS/issues/1177

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-01-04 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Jack will be unable to meet for Jan 11th (next PM/Design Lead call). Decide on status of next planning call on Jan 11th
  • DECIDED TO CANCEL JAN 11th call
• [x] Discuss meeting times / schedule changes with Julia and team
• [x] Bonnie - Review feature label updates: https://github.com/hackforla/VRMS/issues/1537 (updates made on internal features: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0)
• [x] Bonnie / Josh - Issues Josh requested review from Bonnie to see if still relevant:
  • https://github.com/hackforla/VRMS/issues/146#issuecomment-1797602578
    • On any issues related to Slack message functionality, we will add dependencies (need to develop an issue for requirements) and move them to the icebox for now, as this is not a priority feature.
  • https://github.com/hackforla/VRMS/issues/1045#issuecomment-1797332218
    • Closed this issue, as Julia's new Create/Edit Events designs achieve the same outcome described in this issue.
• [x] Bonnie - a while back, we discussed this Google Drive Migration issue. I believe you mentioned having an email template / some additional info to add https://github.com/hackforla/VRMS/issues/1177
  • Circle back to this issue in a few weeks with Bonnie when she has the time to look into this

Notes from meeting:

Tasks to do:

• [x] Ask Josh / Trillium for a CSV of names & email addresses of people who attended the holiday parties (message sent, awaiting response)
• [ ] Update any issues related to Slack functionality with a dependency (not priority, need to make an issue that include requirements).
• [ ] Discuss with Trillium if this needs to be achieved across entire site (if using pixels instead of REMS), then this would be an issue for the dev team. https://github.com/hackforla/VRMS/issues/1410

Items for next meeting agenda:

[JackHaeg]

2024-01-25 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Share Holiday party CSV with Bonnie
• [ ] Open developer roles (1-2 full stack devs required based on recent attendance)

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-02-01 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Bonnie - Review feature label updates: https://github.com/hackforla/VRMS/issues/1537 (updates made on internal features: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0)

  • NOTE: Currently 2 levels, Admin and PM
  • Next time we meet, we will plan to prioritize them together.

• [ ] https://github.com/hackforla/VRMS/issues?q=is%3Aopen+is%3Aissue+milestone%3A%2202+Security%22+-label%3A%22feature%3A+Package+Update%22

• [ ] Are any fields missing from Project Details screen, and are there any that can be dropped (e.g., GitHub Identifier)?

• [ ] Review functionality on Project Details screen based on UALs.

• [x] Okay to have UALs based on per project? Perhaps only for UAL 3 (PM) and lower UAL...admins would always be labeled as such?

  • YES, okay to be per project, which they are currently (for PMs in particular)

• [ ] RE: designs - which UALs should be included?

  • Should we design for the current UALs (3 levels) or with all new UALs?

• [ ] For Project Details screen, should we include all Project members, or just project leads?

• [ ] https://github.com/hackforla/VRMS/issues/1398

Notes from meeting:

• Reviewed all feature labels with Bonnie. Everything has been labeled, with the exception of ~30 closed issues that are still missing features

Tasks to do:

• [x] Complete review of closed issues missing feature labels.

Items for next meeting agenda:

[JackHaeg]

2024-02-08 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Bonnie - Review feature label updates: https://github.com/hackforla/VRMS/issues/1537 (updates made on internal features: https://docs.google.com/spreadsheets/d/14fd47047A42vycujTc03MeahFZyHHqM2ke-B3VaqH4w/edit#gid=0)
  • Completed review of all closed feature labels that were currently missing feature label.
  • [x] Review Events issues to see if need to be broken down further.

Project Details screen

• [x] Are any fields missing from Project Details screen, and are there any that can be dropped (e.g., GitHub Identifier)?
  • #1577 is our latest, after these details were added during a recent merge to PROD
  • #1371 and #1366

See screenshot of added fields

First section of Project Details screen (existing fields)

New fields highlighted in red

• [ ] RE: designs - which UALs should be included?
  • Should we design for the current UALs (3 levels) or with all new UALs?
  • [ ] Review functionality on Project Details screen based on UALs.
• [ ] For Project Details screen, should we include all Project members, or just project leads?

If time permits, discuss the following issue

• [x] Are we still interested in enabling an approval process for PM access?
  • Looks like for #1534 PMs (UAL3) would be able to edit Project details.
  • This is a future feature, right now PMs cannot edit any Project Details

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-02-15 Agenda and Notes

Participants:

• [x] Julia
• [ ] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Discuss fixes on Project details page, and next steps to streamline the project details edit process (modal pops up #1576 and #1574)
• [ ] Discuss feature epic creation with Bonnie for "Events" feature and more (potentially with Event View and Event Edit as separate Epics)
  • Review current design vs upcoming design.
• [ ] Confirm if future Project details screen should include ALL team members or ONLY project team leads, as this would impact designs.

Notes from meeting:

• ended meeting early due to illness

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-02-22 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Julia - catch up on designs / next steps.
• [x] Discuss milestone prioritization (currently, "Project Management" comes before "Existing features"
• [x] Discuss feature epic creation with Bonnie for "Events" feature and more (potentially with Event View and Event Edit as separate Epics).
  • Review current design vs upcoming design.
• [x] Confirm if future Project details screen should include ALL team members or ONLY project team leads, as this would impact designs.

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-02-29 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [ ] Bonnie
• [ ] Josh
• [x] Trillium (optional)

Issues to discuss:

• [ ] Met with Julia & Trillium separately this week.
• [ ] Update on Check in bug - after further review, appears to have been solved and the fix should be going into PROD shortly. (given this is a bug fix and we are not introducing new functionality, what are QA testing requirements prior to PROD - are stakeholder's required?)
• [ ] Updates to Login and Landing / Check in pages - both of these pages use outdated design. Given that there was already a request to fix the Login page, we elected to update the Checkin page as well. Low lift / high impact.
  • [ ] Discuss alternative logos?
  • [ ] Design audit of other screens to get this up to date
• [ ] Discuss handling of Epic issues (new column created)
• [ ] Review issues contained within the "Existing Features" Milestone:
  • [ ] Check if any issues are missing

Notes from meeting:

• Bonnie was unavailable to meet for today's call. Jack & Trillium discussed next steps on the check in bug release to PROD, and login and landing check in page updates.

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-03-28 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Catch up (new team members, progress)
• [x] Check in Bug, Project Edit save status - both have made significant progress. Waiting for merge review on Project Edit save status, which has been fixed, all check-ins for onboarding are now working on-time. All other projects to be updated this week. Longterm fix for events checkins that will address daylight savings time has been discovered and will continue to be worked on.
• [x] #1514 - Collect list of words commonly used in meeting descriptions from stakeholder.
• [x] Rohan working on #506 - discuss next steps with stakeholder
  • [x] Privacy policy being worked on by Bonnie currently, in icebox
• [ ] Julia - present signup/login flow on Figma, also potentially explore re-use of archived designs.
• [x] FYI - Epic issues (new column created)
• [x] Discuss updates on People Depot (if any), how this may impact VRMS, and explore timeline for such changes.
• [ ] Discuss milestones

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-04-04 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Check in on privacy policy template progress
  • Bonnie plans to work on it
• [x] Discuss milestones cleanup / review
  • [ ] User Story issues - should we keep this milestone or remove?
  • [ ] Should we create a new milestone for the updated Events features? See: #1533
• [x] Checkin / Login flow revisions, potential for sign in with password in the future.
  • [x] Should we create an additional milestone for this? #1215 already exists as a user story (place in another milestone / close as Julia commented?).
  • [ ] Reasoning behind using magic links vs. passwords?
• [x] Believe we can close all associated issues with #1182
• [x] Any additional points of discussion from Julia

Notes from meeting:

• Closed #1151 - designs are complete, plan to create dev issue with all requirements and handoff to devs in coming weeks.

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-04-11 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Privacy policy check in.
• [x] Review "Project Status" updates Latest designs
  • [x] what happens with OnHold / Completed / Archived events?
  • [x] Restore modals
  • [x] Project Lists - Julia mentioned whimsical / wireframes #1545
• [ ] Milestone cleanup continued

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-02-18 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Privacy policy check in
• [x] Julia - Additional updates to "Project Status"
• [ ] Updates on Check In bug QA testing
• [ ] Milestone cleanup (pending time)

Notes from meeting:

Bonnie's feedback re: PMs being able to edit project details on current VRMS build.

• When testing VRMS with a Project Manager assigned to the Tables Project, PM was able to edit the project details.
  • PMs assigned to a project are not supposed to be able to edit anything about the project currently. PMs should only be able to edit/add/remove the events of a project in VRMS current state.
  • Reason: in the current state of VRMS, there is no review process for PM edits to project details, so we cannot allow PMs to make edits to Project details. In the future, we will allow for certain project edits by a PM because a PM's project edits will be passed on to an Admin to be reviewed/approved.
  • PM cannot edit project details…. (Can only view the rest of it).
    • Find the guidance… if it’s not everything, then review what it is.
    • IN Current state, there is no review process, so cannot be able to edit.
• In summary: Any project edits should be LIMITED to admins only in CURRENT state.

Delete/restore Icons:

• We have 2 material icons (red trash can if deleting it…straight icon without lines). Moving something with trashcan, moving with an uparrow.
  • Icons available here: https://github.com/hackforla/tdm-calculator/issues/1661

Tasks to do:

• [x] QA Test PM access to make project edits on projects using DEV/PROD.
• [x] Depending on results, create issue limiting project edit abilities on PM accounts (project edit limited to Admins only, PMs can only edit events).
  • Created issue #1630 to limit PMs ability to edit events

Items for next meeting agenda:

[JackHaeg]

2024-02-25 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] New member onboarded (Chandler), testing new onboarding ticket #1624 (template? Any steps missing?)
• [x] #1377 should we keep this open & re-write the original to clarify "www" issue, or should we close it as completed given that issue's original request of resolving the cert error was achieved? If we elect the latter, then we could create a new issue re: "When some users type "vrms.io" they receive a 404 error."
• [x] #1399 Confirm for the last time that no plans to restart "Hack Nights" in the future, and question can be dropped.
• [x] #1630 created based on last week's feedback - to remove ability for PMs to edit project info on VRMS
• [ ] Review milestones (pending time)

Notes from meeting:

• Julia unavailable this week due to competing meetings/obligations, will plan to finalize Project Status screens on Monday's call.

Tasks to do:

Items for next meeting agenda:

• [ ] Check in with Bonnie re: HfLA Privacy Policy progress

[JackHaeg]

2024-05-16 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Check in re: privacy policy creation by Bonnie.
  • Check in next week
• [x] Project status - any integration between website and VRMS required for initial release?
  • No integration required
• [x] Update - Josh / Brad attending DevOps CoP this week. Several issues being reviewed and addressed by the team (1099, 1497, 1493, 1544, 1469)
• [x] Fix to Project Details page on VRMS - now PMs cannot edit project details, only Admins are allowed to. Fix is in place in Dev, and will be in place in PROD once it is rebuilt.
• [x] As discussed, will remove old meeting agendas from Wiki: #1636
• [x] Trillium: Any updates on status of People Depot taking over VRMS backend?
  • Problem solving has been pushed forward, two devs working on it are out at the moment. Check back in next week.

Notes from meeting:

• [ ] Make an issue to stop publishing the Zoom link in the API (based on each event. Don't need to be available in the public API).

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-05-23 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Check in re: Privacy Policy
• [x] Collect additional info on Zoom URL API issue (specific page?)
• [x] Review validation requirements for Project Management screen
  • HfLA website URL & Google URL: Recently, we removed validation & dropped requirements for the HfLA Website URL and Google Drive URLs because not all projects will have these links and a user cannot . However, we have some older issues that request form validation for both of these fields.
    • #1369
    • #1370
    • Based on ChatGPT, it sounds like it is possible to require validation of the text in a text input field while also allowing the field to remain optional (i.e., not requiring it to be filled out) by applying conditional validation logic. If I can confirm this is the case, would this type of conditional validation be preferred?
• [x] Double check other required fields on Project Management screen and validation:

Field Name	Required Currently?	Validation?
Project Name	YES	Requested - issue written (no duplicates, minimum 4 characters, allowable symbols: "- , ' " numbers, letters") - should we have Max Char?
Project Description	YES	COMPLETE (250 Characters)
GitHub Identifier	YES - Needed field? We have old issues mentioning dropping #1371 & #1366	Requested - no issue (unsure of how to verify)
GitHub URL	YES	Requested - no Issue (weblink)
Slack Channel Link	YES	Requested - Issue written (weblink)
Google Drive URL	NO	Requested - issue written (weblink)
HFLA Website URL	NO	Requested - issue written (weblink)

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-05-30 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Julia OOO until June 19

• [x] Steph responded to request & removed Otter.AI from Zooms. Interested in staying on the team.

• [x] GitHub Migration to the new Projects experience?

• [x] Re: Google Drive URL on Project Management screen - last week, you mentioned that this should be a required field, however we recently dropped that requirement, as it was blocking changes to project information for projects without a Google Drive URL.

  • A lot of the projects on VRMS do not currently include a Google Drive URL. By requiring a Google Drive URL in order to create/edit/save a project management form on VRMS, these existing projects will be locked from any changes on VRMS. Is this acceptable (we may need ALL projects on VRMS to update that info, or perhaps we can set up a time between the two of us to work on this together)?
  • Are there any occasions where a Google Drive URL will not be available? E.g., perhaps a “completed” / “on hold” / “archived” project or a test project does not have/need a Google Drive URL.

• [ ] Check in re: Privacy Policy

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-06-06 Agenda and Notes

Bonnie unavailable to meet, meeting has been postponed to next week.

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [ ] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [ ] Review Google Drive URL Spreadsheet
  • Note duplicate URLs, and Test accounts.
• [ ] GitHub Migration
  • Any changes in how we build & deploy based on this change?
  • Will all links be broken?
• [ ] Check In re: Privacy Policy
• [ ] Check In re: HfLA July break.
• [ ] Steph update

Notes from meeting:

Bonnie's Slack message re: GitHub migration - 2024.06.06

@channel The Product Management Community of Practice is helping projects to properly migrate their project boards. Please reach out to the [#product-management](https://hackforla.slack.com/archives/C010LNXH2JY) Slack channel for help scheduling a meeting for that, if you are unable to attend our Friday meetings.

Things to be aware of:

• Each project will get one project board (unless given an exception by the admin team). You can create as many views of your project board as you need.
  • If you already have a project board on the new scheme, but your main project board is still on classic, please reach out in the #product-management channel for help rationalizing them into 1 board.
• Do not create test boards. If you have created a test project board, open or closed, please be aware, it is visible at the org level. Here is how it works:
  • You see any project boards you have created
  • You see any project boards that your teams have been granted access to
  • The org admins see all project boards even if they are marked private. There is no way to organize the boards (other than what we devise). So given the difficulty of managing the boards, please stop creating test boards.
    • If you want to understand how project boards work for orgs, you can setup your very own org and test them there.
    • We reserve the right to delete any project boards, that are not specifically designated to a team without notification to the author or team members. See the next bullet on how to connect a project board to your team's repo.
• Connect the project board to your team
  • Add the URL of your repo to the next project boards once the migration is complete. See Food Oasis as an example: https://github.com/orgs/hackforla/projects?query=is%3Aopen+food+oasis. You do this through the settings once you are looking at the open project board (click three dots, choose settings).
  • Make sure that the project is connected to the repo. This will happen automatically if you are migrating the project board. If the board is a fresh board (which there should not be any fresh boards). You do that connection from the repository itself.
• Cards are not available on the new project boards. All cards will be converted to draft issue, and for the most part, you don't want that.
  • If you have a column on your project board with cards (e.g., a start here colum). Create an issue to copy the content from the cards to the issue, so that you can delete them prior to the migration see this wiki page for general details https://github.com/hackforla/product-management/wiki/GitHub-Project-Board-Migration-Issue.
  • If you have a card at the top of a column, that explains the column, there is a details option in the new project boards columns where you can put that text. During the weekly product-management meetings we can show you how to implement those.
  • If you have a board that is all cards, we recommend you create a spreadsheet and move the content to the sheet with the column names being a selection in column B (e.g., HUU: Persona board transfer spreadsheet)
• Members of your team will need to be granted access to the project board. In the settings for the board, you add the names of your GitHub teams, not individual members. That way when a team member is offboarded from the team, they only have to be removed from the Google Drive, GitHub-write team, and Figma. The boards are already publicly visible, so prior volunteers can still see that, as can future team members.
• Rename the project board before the migration. The name convention is initials of the team: project board (e.g., Civic Tech Jobs Project board would be CTJ: project board). If you already have more than one board on the new project, please keep the same naming convention (CTJ: project board - pimary, and CTJ: project board - secondary to be rationalized.)

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-06-13 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] #1669
  • [x] #1668
    • [ ] Do you recommend creating another column only for open roles on the Active Project Board?
    • [ ] It looks like there isn't a VRMS role description for UI/UX on any of the CoP boards. Should we create one based on one of the existing ones from another team to be used in the future? We are not actively recruiting.
    • [ ] Do we need to copy any of the instructions from these boards as well?
    • [ ] Should I delete the card from the existing project board?
  • [x] #1666
    • [ ] Should "Returning HfLA Participant" be renamed to "Active HfLA Participant?"
      • Currently, we also have "Returning Member (lapsed & now returned)" listed as another persona
      • (inactive) Personas w/ Proposed Features
• [x] Check in on: #1660 and Google URL spreadsheet review
  • [ ] What to do with test projects?

Notes from meeting:

• New approach to Open Roles, handled by #1670
  • All recruitment questions above answered within this issue and by this new approach.
• Bonnie will have Rabia complete the Google Drive URL spreadsheet.

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2024-06-20 Agenda and Notes

Participants:

• [x] Julia
• [x] Jack
• [ ] Steph
• [ ] Rohan
• [x] Bonnie
• [ ] Josh
• [ ] Trillium (optional)

Issues to discuss:

• [x] Privacy Policy check-in
• [x] Jack on vacation next week - unable to attend next week's PM meeting on the 27th (will be on Monday's call). Cancel?
• [x] #1660 - Copied over URLs.
  • [x] Review questions on Google Sheet ("Admin" and "Onboarding" projects do not have github pages)
• [x] Board migration is complete.
  • [x] Okay to copy over Question re: #1675 - should we plan to copy these over to the wiki or is Google Sheet acceptable?
  • [x] Okay to copy over into Google Sheet!
• [x] Jack & Julia to work on project status issue together
• [x] Jack & Julia to discuss UI/UX issues

Notes from meeting:

• reviewed open role boards with Bonnie & Deleted old open role cards

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

• As requested by @ExperimentsInHonesty - during our next PM meeting, we should update the Weekly Audit of Labels and milestones with a some new items to check. (See comment here: https://github.com/hackforla/VRMS/issues/1168#issuecomment-2231684060)
• https://github.com/hackforla/VRMS/issues/1697

[JackHaeg]

2024-08-08 Agenda and Notes

Participants:

• [ ] Julia
• [x] Jack
• [ ] Steph
• [x] Bonnie
• [ ] Josh
• [x] Trillium (optional)

Issues to discuss:

• [x] Any requirements from VRMS for Picnic?
  • Only attendance numbers requested
• [x] Per Bonnie - need to update the "Weekly Audit of Labels and milestones" with some new items to check (See comment here: https://github.com/hackforla/VRMS/issues/1168#issuecomment-2231684060)
• [x] Discuss with Bonnie / Trillium: #1697
  • [ ] Check off issue in epic once merged?
  • [ ] Should we keep epic: #1611 or merge this with #1617?
• [x] Discuss People Depot attending Monday's call - anything suggestions to prep?
  • People Depot is working on the database fields and permissions architecture, and looking to hear more about our needs.
  • Questions from Trillium: Is there going to be API access to allow for the promotion of users to admin level?

Notes from meeting:

Tasks to do:

Items for next meeting agenda: