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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

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:

  • 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.

Try to have a variety of tickets at each meeting intersecting along the following areas:

  • Bug (slightly more emphasis on Bugs in order to ensure the program is functioning well)

  • Feature Requests (keep in mind that actual implementation of new features is demanding on developer capacity.  While it would be nice to shoot for the stars, it’s also important to not pass a ticket that sends the development team down a low-priority rabbit hole)

Notes:

  • 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:

  • Include link to meeting agenda with ticket assignments

  • Ask that they add their notes before the meeting next week


CONDUCTING 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.  


If the meeting is running late, people may need to only present one or two of their tickets, to allow to everyone to speak at least once during the meeting.  Unaddressed tickets can be carried forward to the next meeting.


The facilitating person/leader should try to summarize the opinions that others have and suggest (or echo the person presenting the ticket’s) recommendation.  The leader should never unilaterally decide on a ticket against the opinions of the rest of the subteam. If it’s a hotly contested ticket, the ticket should be shared on the member list for additional commentary and possibly a formal vote.


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.

  • 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.  


Update ticket statuses either by dragging tickets on Kanban board into appropriate columns or by updating the status on the individual tickets.

  • 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)


November 2018-March 2019 

Development Prioritization (Cross-Council UAC/TAC Subteam)

 

Charge: The Development Prioritization Subteam prioritizes feature requests and bug reports for developers working on future releases of the ArchivesSpace program.

 

Roster Changes:

Maggie Hughes is now co-lead as of January 2019.

 

Major Activities:

Dev. Pri. met four times from November-March and addressed 82 tickets with the goal of resolving older tickets and addressing reported bugs.

 

Future Work Plan:

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:

ANW-478

  • 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

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