This are some suggested approaches to leading the Development Prioritization subteam - they definitely can and should be adapted and refined!
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Sign to create the agenda under the appropriate year header (the year must be selected in order for the agenda to be created nested within it)
Select “meeting notes” for the page style
Set the calendar view to the proper date (it autofills the current day)
Copy over the zoom call info from previous agenda (make
Make sure
the ArchivesSpace zoom calendar is up to date.
This Wiki page explains how to schedule Zoom or conference call meetings using ArchivesSpace community resources: Conference Calls and Zoom Meetings calendar
Copy over the participants from the roster
Add the follow links: Kanban boards:
New bug reports: https://archivesspace.atlassian.net/secure/RapidBoard.jspa?rapidView=15
New feature requests: https://archivesspace.atlassian.net/secure/RapidBoard.jspa?rapidView=16
Link to ArchivesSpace sandbox: http://test.archivesspace.org/
Suggested column names:
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Note: all tagged people will be emailed every single time the page is updated and saved. To avoid this , use the publish without notifying watchers for routine when making minor updates (for example, saving in-progress meeting notes) use the publish without notifying watchers.
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Selecting Tickets
Helpful Jira views
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Tags: you can select tickets by themes by clicking on the tags in the Dashboard view. Obviously, this works only as well as tickets are tagged, so keyword searches would are also be helpful. Pay attention to their status or scope out any completed/closed/in development tickets.
Old ticket view is a scoped overview of unresolved tickets according to when they were last created. You can scope searches of Jira tickets by navigating from the Dashboard to Filters to “Search Issues” and scope through all of the drop down options.
If you like, you can “Watch” a ticket by pressing the “eye” icon on a ticket. This way, you are emailed every time there is activity on the ticket. You probably don’t want to do this regularly, since you would might get a lot of emails, but it’s just another option if you’re interested.
Look completely over both the Bug and Feature Request Kanban boards for tickets that are glaringly urgent. It’s not clear whether tickets are arranged on the boards in any particular order, so it’s important to not only pick from the top or bottom of the lists.
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When tickets are first made, their status is “Newly Added.” The Program Manager will make makes the first pass at vetting tickets, mostly making sure that institution-specific support requests don’t end up in our queues. Dev. Pri. looks at the Awaiting Prioritization and Awaiting more Information queues. Have a mix of both.
Caution: Awaiting more Information queues can become a “purgatory” if the reporter or other people don’t provide more information. It may be worth doing a scoped search to devote a few meetings to the Awaiting More Info tickets to close unresponsive/outdated tickets.
Look at the priority symbols on the cards, but don’t rely on this too much. Keep in mind that priority is a subjective ranking, which should be reassessed as part of the meeting discussion.
Note: Lydia Tang changed the default priority to “minor” in 2019. Previously, the default was “major.” Take both statuses with a grain of salt.
Selecting tickets by themes can be fun and also helpful to making sure that tickets compliment and don’t conflict in recommendations
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Make sure to match tickets to expertise as much as possible.
Don’t assign more than 2 extremely involved/complicated tickets to a single person during a given month.
Laney and Lora are technically not a part of Dev. Pri. but are there for their expertise and feedback. Assign up to 2 tickets (1 each) to them only if their particular expertise is required.
This approach to “assign tickets” is only one way to do it. Other possible arrangements could include having subteam members sign up to assign tickets for a given month. This actually might be a more equitable way to distribute the task and would succeed in involving the team more. This initial approach was done primarily to save the time of subteam members from trying to figure out how to select their own tickets each time. Regularly ask the subteam members for feedback on the approach and if they have other ideas.
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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).
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:
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