RESPONSIBILITIES
Create agendas, assigning tickets
Lead the meetings
Update the ticket statuses after meetings
Write quarterly updates for Council Reports to the the ArchivesSpace Governance Board
Preparing updates for the TAC and UAC meetings
Dev. Pri. leaders need permissions granted by the Program Manager to move the cards on the board. This can be a tricky process, so be in touch with Christine if there are any technological hiccups.
CREATING AGENDAS
Sample Agenda: 2019-12-18 Meeting notes
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Item/Who [the reason to combine them is to not get the board too wide]
Tickets
Recommendations
Decisions
Assigning Tickets
Ask team members to add any strengths/interests to the roster. Members with technical coding expertise and or cataloging expertise are especially important to note. If expertise in these areas (or others) are not on the team, be sure to prepare a slate of tickets to share on the member list and potentially invite external experts or the original ticket reporter to discuss the tickets at the meetings. Ticket “assignments” should be suggestions. If a team member doesn’t want to address a ticket, they should be able to swap out that ticket for a different one. In general, assign 3-5 tickets to each member each month for an estimated 30-60 minutes of work outside of the 1.5 hour meeting.
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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.
Selecting Tickets
Look completely over both the Bug and Feature Request Kanban boards for tickets that are glaringly urgent.
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When tickets are first made, their status is “Newly Added.” The Program Manager will make 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 tickets.
Look at the priority symbols on the cards, but don’t 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
CREATING NEW AGENDAS
Sign to create
Select meeting notes style for the page
Set calendar view
Copies over the zoom info from previous info
Participants from the roster
Goals she adds the links to the boards and the sandbox
Changes the column titles to Who, Item, Notes, and Decision
Table is really small so she puts cursor in last box and hits TAB to add new line
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Strategies
Getting reporters to give more info and
Whether to continue with same person or give them time to leave the follow up text during the meeting and skip to the next person
AFTER MEETINGS
The leader/co-leaders will convene a few days after the Dev. Pri. meeting to move the tickets on the board. This gives the subteam members time to comment and follow up on their tickets.
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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).
QUARTERLY REPORTS
Collected by TAC and UAC chairs 4 times a year
Includes total number of tickets addressed. This number is collected by going through the Dev Pri meeting agendas and counting the “final decisions” column
Sample report (see below)
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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.
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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
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