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:
- [ ] Jack
- [ ] Bonnie
- [ ] Trillium (optional)
- [ ] Julia
- [ ] Jake P.
- [ ] Tharunya P.


### 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:

• Julia
• Jack
• Steph
• Rohan
• Bonnie
• Josh
• Trillium (optional)

Issues to discuss:

• Ask Bonnie to remove 2 "Untitled Document"s from Product Management Drive
• Review updated designs from Julia
• Ask Julia if we need to create updated login screens (request from Trillium) Fix the Login Page Styling Using Material-UI #1318
• Check in with Julia about this issue (adding screens / helping to clean up this issue): Update Flow for New Project Creation #1222
• Update on login error that Julia mentioned previously (addressed in another issue here: Short flash of 'link didn't work' language when user clicks magic link login #1510)
• 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:

• Julia
• Jack
• Steph
• Rohan
• Bonnie
• Josh
• Trillium (optional)

Issues to discuss:

• 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

• Julia: Brainstorm screen size (addition with dashboard screen)
• Julia: potentially discuss new lo-fi designs
• 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:

• Julia
• Jack
• Steph
• Rohan
• Bonnie
• Josh
• Trillium (optional)

Issues to discuss:

• Julia: I've finished my "in progress" issues
  • Create/Edit Events Details screens #1404
  • View PMs on a project #1405
  • Project Details screens (Create, Edit, View) #1408
  • Add 'Status' field to Project details form (Active, Complete, On Hold, Archive, Delete) #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
• Jack
• Steph
• Rohan
• 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: research useage of vrms-bot@hackforla.org #581

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-10-19 Agenda and Notes

Participants:

• Julia
• Jack
• Steph
• Rohan
• 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:

• Jack - move all closed issues on VRMS Research project to active VRMS project, then close VRMS research project on Git
• Jack - write up an issue for Bonnie to define project statuses (on hold, archived, completed, active, deleted), assign to Bonnie.
• 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: VRMS specs and UI requirements #1473)

Items for next meeting agenda:

[JackHaeg]

2023-10-26 Agenda and Notes

Participants:

• Julia
• Jack
• Steph
• Rohan
• 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: The Guides team meeting is not available for checkin #1530
• Bonnie: New issues created re: stakeholder feedback:
  • Project Status definitions: Stakeholder Feedback: Define Project Status #1532
  • UAL from project details: Stakeholder Feedback: Define User Access Levels (UAL) #1534
  • Cadence definitions: Stakeholder Feedback: Define Event Cadence #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:

• Julia
• Jack
• Steph
• Rohan
• Bonnie
• 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 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: The Guides team meeting is not available for checkin #1530
• Julia - review screens & specs

Notes from meeting:

Tasks to do:

Items for next meeting agenda:

[JackHaeg]

2023-11-09 Agenda and Notes

Participants:

• Julia
• Jack
• Steph
• Rohan
• 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: Stakeholder Feedback: Define User Access Levels (UAL) #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 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 Bug: Users Cannot Check In #1411 & The Guides team meeting is not available for checkin #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:

• Julia
• Jack
• Steph
• Rohan
• Bonnie
• Josh
• Trillium (optional)

Issues to discuss:

• Next week, no Planning meeting due to Thanksgiving
• Julia - discuss screen review on Monday, any additional questions? Any major changes as a result of feedback?
• Julia - Review new screens
• Issues from Josh to review, check with Bonnie to see if still relevant:
  • Add Slack message functionality to send appropriate meeting link #146 (comment)
  • Team Roster Migration from Google Docs #159 (comment)
  • Dynamically name recurring events #1045 (comment)
• Should we just move this issue from icebox to the wiki, given that it contains relevant info over time? Keep up all of the open roles up to date #1132
• Julia - should we work on this together? Maybe scope out some flows together to discuss how this would work along with Bonnie? Adding Code of Conduct Feature to VRMS #1397
• Julia - should we close this issue? Research similar systems #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. Google Drive Migration #1177

Notes from meeting:

Tasks to do:

Items for next meeting agenda: