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PDS Team Meeting Guide

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thomas loubrieu edited this page Jul 19, 2023 · 9 revisions

Overview

PDS EN currently runs 3-week sprint increments and 6-month release increments. Within this timeframe we have several meetings to help (hopefully) move the project along and make sure we are doing what we think we said we are going to do.

Stand-ups

Twice weekly 30-minute stand-up meetings on Tuesday and Thursdays to give a quick status and keep the team in the loop on what is going on.

Meeting Prep Checklists

  • Team Members
    • Update stories in Github Issues:
for each open(story):
   check_is_in_correct_sprint_milestone(story)
   check_is_in_correct_pipeline(story)
   status_in_comments(story)
   note_repo_and_issue_number(story) # to help Facilitator if having trouble tracking down

  • Come prepare to answer these 3 questions in 2-minutes or less:

    1. How did you crush it since the last tag up meeting?
    2. How are you going to crush it before next tag up?
    3. Any blockers/obstacles standing in your way from crushing it?

  • Team Facilitator

    • Review all In Progress and Review/QA tickets and prepare for discussion.
    • Review open pull requests and assign as needed.
    • Review the Sprint and Release Backlog to ensure we have the next up in the case something is closed.

  • Product Owner

    • Triage any open tickets and add into the Product Backlog
    • Update priorities of stories in Release Backlog and Product Backlog
    • Review open pull requests

Meeting Agenda

Around the room with each team member getting ~2-minutes to discuss:

  1. How did you crush it since the last tag up meeting?
  2. How are you going to crush it before next tag up?
  3. Any blockers/obstacles standing in your way from crushing it?

Any technical issues that pop up, let's try to take offline to the Breakout meetings, unless they are blockers.

Breakouts

Twice weekly technical meetings for more detailed discussions identified during stand-ups. These are placeholders on our calendars, but should be created on-the-fly as needed for any blockers.

Sprint Review

At the end of every sprint and the start of the next, we will have ~2 hour meetings planned to perform the Sprint Review and Planning for the next sprint.

Meeting Prep Checklists

  • Team Members

    • Prepare something short (~5 minutes) to present to the team the complete tasks (EPICs, design analysis...). Demo, slides, online docs, crazy data visualization, whatever. Feel free to have some fun with it!
    • Add your demo in the agenda at https://github.com/NASA-PDS/nasa-pds.github.io/wiki/Sprint-Reviews
    • Status on the open stories
    • Take a few moments to revise estimates on current in progress tickets, as needed.
    • Review the Release Backlog to see what is up next in priority for the next sprint, review the estimates, and come ready to discuss!

  • Team Facilitator

    • Review and move in progress tasks to next Sprint
    • Review the Release Backlog to see what is up next in priority for the next sprint, review the estimates, and come ready to discuss!
    • Review closed tickets from the sprint, and be ready to discuss.
    • Identify tickets ready for I&T in Closed, and create new ticket in System I&T repo to add them to the I&T Backlog

  • Product Owner

    • Triage any open tickets and add into the Product Backlog
    • Update priorities of stories in Release Backlog and Product Backlog
    • Review closed tickets from the sprint, and be ready to discuss.

Meeting Info

When is it?

Every 3 weeks, on Thursdays at 2pm PDT

Who is it for ?

  • developers
  • product owner
  • I&T personal & management
  • operation personal & management
  • cloud migration management
  • key users in discipline node

What is it for?

Sprint reviews are used to communicate on the tasks the dev team has been working on during the latest sprint (3 weeks):

  • Done tasks: a demo or some kind of presentation (web page, wiki docs, slide ...) of the outcome of the task
  • Uncompleted tasks: short status, percentage of completion, reason for not being complete.

Since it is a review, we expect anyone to give feedback on anyone's work, in a convivial way. For example, someone working on UI can ask question on the Nucleus.

We want the sprint review to be as lively and convivial as can be.

Agenda template

Demos: The demo will be added to the agenda the morning of the review at the latest. Each will be 5 minutes or less + questions. Uncompleted tasks: Walk through burn down report and discuss status

Retrospective

TBD

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