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It may be worth considering alternating people when presenting tickets, as opposed to having a single person present all of their tickets at a time. Often, the team member would need to follow up on the ticket with a note, and it may be best to skip temporarily to someone else’s tickets while that team member leaves the follow-up text on their ticket.
Reassess the priority ranking and labels on tickets. Adding/clarifying labels on tickets can help the program team identify related tickets during a development sprint.
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After the Meeting
The leader/co-leaders move the tickets on the board a few days after the Dev. Pri. meeting. This gives the subteam members time to comment and follow up on their tickets.
Update ticket statuses either by dragging tickets on Kanban board into appropriate columns or by updating the status on the individual tickets.
Screenshot of changing the status in the ticket view
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When closing tickets, leave a comment on the rational and end the message “on behalf of Dev. Pri.” so that ticket reporters have a rationale and know who is making this decision.
After updating ticket status, refresh the agenda and to make sure that all statuses have been updated and are correct according the to “Decision” column in the meeting notes (VERY IMPORTANT).
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QUARTERLY REPORTS
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Collected by TAC and UAC chairs 4 times a year
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Includes total number of tickets addressed. This number is collected by going through the Dev Pri meeting agendas and counting the “final decisions” column
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Note:
Sometimes it’s not possible for a ticket to move form one column to another. If that’s an issue, move the ticket first back to “Awaiting Prioritization” and try it again from that status.
TAC/UAC updates
Sample Council update:
Provide a statement on how many times Dev. Pri. met since the last update and how many tickets the team addressed (count on the Decisions column of each meeting agenda)
Example:
“Dev. Pri. met once since the joint TAC/UAC meeting in January and addressed 18 tickets at the meeting.”
It has been challenging to quantify the work of Dev. Pri. because tickets keep coming in. It can look as if we’re not doing anything because the kanban stats will always be high, even as we pass tickets. It’s uncertain how effective listing the kanban stats [below] are, but this was the precedent established by Dev. Pri. leader Jason Loeffler pre-2016.
Kanban stats:
Feature Requests:
Awaiting prioritization: 107
Awaiting More Info: 58
Ready for Implementation: 72
Bug Reports:
Awaiting prioritization: 13
Awaiting More info: 11
Ready for Implementation: 56
Use this opportunity at the council meeting to bring attention to tickets needing more information or discussion.
Example:
“The following tickets require more specification. Please feel free to comment on these tickets!”
[list tickets needing larger group input]
Quarterly Board Reports
The Technical and User Advisory Council chairs will ask the Dev. Pri. leader(s) for reports to add to the council reports four times a year.
The reports basically can be a cumulative summary of work accomplished since the last quarterly report.
The format essentially can be similar to the UAC/TAC updates.
Sample Quarterly Board Report:
November 2018-March 2019
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We look forward to continuing to meet on a monthly basis to continue to review and prioritize bug reports and feature requests
Monthly updates in TAC/UAC meetings
“Part of the challenge this group has had is demonstrating the work they do. By simply listing the Kanban stats, it sounds like nothing gets done, but it also demonstrates the continual nature of the group’s mission. For UAC/TAC meetings, it may be nice to list a handful of tickets that need community input, so hope that someone gets fired up to help with them.”
Sample from Lydia and 3/22/19 UAC meeting:
Dev. Pri. met once since the joint TAC/UAC meeting in January and addressed 18 tickets at the meeting.
Kanban stats:
Feature Requests:
Awaiting prioritization: 107
Awaiting More Info: 58
Ready for Implementation: 72
Bug Reports:
Awaiting prioritization: 13
Awaiting More info: 11
Ready for Implementation: 56
The following tickets require more specification, ideally if a group would like to crowdsource info and mappings for these controlled vocabulary plug ins:
As a repository manager, I would like a plugin to the RBMS Thesauri
AWAITING MORE INFORMATION ANW-479
As a repository manager, I would like a plugin to the AAT
AWAITING PRIORITIZATION ANW-481
As a repository manager, I would like a plugin to ULAN
AWAITING PRIORITIZATION