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Responsibilities
Create agendas, assigning
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
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Sample Agenda: 2019-12-18 Meeting notes
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 sure to the ArchivesSpace zoom calendar is up to date.)
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:
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.
Notes:
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Make sure to match tickets to expertise as much as possible.
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Don’t assign more than 2 extremely involved/complicated tickets to a single person during a given month.
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8. Meetings typically have the following elements:
Roll call
Announcements/Discussion
Tickets
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
Not all tickets are on the boards
If you go to ArchivesSpace System Dashboard
From How to Report A Bug -- click on JIRA link to dashboard
Can look at activity stream
Can see a recent ticket but status might be newly added
Boards are mediated by Christine
Can click to watch the ticket, so that you’re notified when Christine adds it to a board
Look at How to Report a Bug
Would like subteam to periodically draft emails about Awaiting More Info tickets and sending out to listserv to spark discussion
Sometimes does add labels to tickets and sometimes does change priorities
Send reminders the Dev Pri team one week before the meeting:
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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.
Notes:
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.
Before the Meeting
A new agenda with ticket assignments should be sent out to the team shortly after a given meeting. This allows the team members a nearly full month to investigate their tickets.
A week before the upcoming Dev. Pri. meeting, send a reminder including:
The link to meeting agenda with ticket assignments
Ask that they the team members add their notes before the meeting
Encourage team members to comment on the
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tickets ahead of the meeting if they have any questions, this way the ticker reporter or someone else can provide more information.
During the Meeting
Try to keep the meeting focused. We need to cover a lot of tickets. If discussion of a particular ticket is getting too bogged down, perhaps the ticket needs to be moved to “Awaiting More Info” and/or added to the next month’s meeting. Think about having a 5 minute limit for each ticket.
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If the leader has prepared a “quick list” of tickets to possibly close, they still need the support of the rest of the subteam before closing those tickets. This approval can be conducted via email or at the meeting, but never unilaterally by the leader without others’ input.
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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
Sometimes does add labels to tickets and sometimes does change priorities
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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